In today’s fast-paced business world, wearing multiple hats has become the norm rather than the exception. One of the most challenging additional responsibilities often thrust upon employees is planning corporate events. At Huddle, we understand the unique pressures this dual role can create. Not everyone is an event expert! So today we are going to go through some  practical tips for those tasked with organizing company events while maintaining their primary job duties. And if that still isn’t enough, then why not bring an expert from Huddle on board to help make you look like a superstar?

The Challenge of Dual Responsibilities

Many companies, delegate event planning to existing staff members, especially things like team building and other types of events usually done at a small scale. After all, if there are no keynote speakers, breakout sessions or event technology, how hard can it be? Sadly, if you already have a full workload, the answer can be quite hard indeed!. Especially when you don’t know anything about holding a successful corporate event, how to budget for one, and how to ensure attendees are engaged and objectives are met. While this approach can seem cost-effective initially compared to other solutions, it often leads to several challenges especially when a program increases in scale and scope:

1. Time management struggles
2. Divided attention and reduced productivity
3. Increased stress levels
4. Potential for oversights in both primary duties and event planning

Bringing an expert like Huddle in to help you manage the event and exceed expectations is an obvious option. But lets go through some of the strategies we recommend for keeping your head above water and balancing work and event planning. 

Strategies for Successful Juggling

1. Prioritize and Plan Ahead

The key to managing your corporate events in addition to your ordinary responsibilities is effective prioritization. That is easier said than done, but leaving an element until too late can spell disaster. Start by:

• Creating a master timeline for your event, working backward from the event date
• Identifying critical deadlines and milestones for both your primary job and the event
• Using project management tools to visualize your tasks and deadlines

By having a clear overview of all your responsibilities, you can allocate your time and resources more effectively.

2. Delegate and Collaborate

Remember, you don’t have to do everything alone. Reach out for help internally, and if that doesn’t work then reach out externally to someone like Huddle who can help you out. Leverage your team and resources so you don’t get overwhelmed with small tasks:

• Identify tasks that can be delegated to colleagues or junior staff
• Form an event committee to share responsibilities
• Consider outsourcing specific tasks to vendors or freelancers

Collaboration not only lightens your load but also brings fresh perspectives to your event planning.

3. Leverage Technology

In today’s digital age there are tools for events of all shapes and size, and to fulfill all sorts of roles. Some can streamline the planning process. Others can provide great reporting information. Think about what you need, and examine what is out there. 

• Use event management software for registration, ticketing, and attendee communication
• Implement project management tools to track tasks and deadlines
• Utilize virtual meeting platforms for vendor discussions and team check-ins

By automating repetitive tasks, you free up time for more critical responsibilities and make the task of balancing additional event management responsibilities on top of your usual role that little bit easier. 

4. Block Your Time Effectively

Time-blocking is a powerful technique for managing multiple responsibilities. It is all too easy for the urgent to crowd out the important, and for seemingly non-critical tasks to be shunted down the to-do list until they become disasters waiting to happen.

• Designate specific hours for event planning tasks
• Set aside uninterrupted time for your primary job duties
• Include buffer time in your schedule for unexpected issues

This approach helps maintain focus and prevents event planning from encroaching on your core responsibilities. 

5. Communicate Openly with Your Manager

Clear communication with your supervisor is crucial. In an ideal world, everyone would understand that you have core responsibilities and are not a full time, experienced event professional. But in the real world cultivating that understanding is necessary. 

• Discuss the impact of event planning on your workload
• Negotiate realistic expectations
• Provide regular updates on progress and any challenges

Open dialogue ensures your manager understands your situation and can provide necessary support or resources. 

6. Stay Organized

Organization is key when juggling multiple responsibilities. Create systems, and stick to them, or it is easy to get overwhelmed as the day approaches. 

Being organized reduces stress and minimizes the risk of overlooking important tasks.

7. Learn to Say No

It’s essential to recognize your limits. Someone working to put an event together on the side is never going to be able to match a dedicated events department staffed with seasoned professionals. Saying ‘no’ when you are being asked to do the impossible is an important part of keeping things on the rails. 

• Be realistic about what you can accomplish
• Don’t hesitate to push back on additional tasks if they jeopardize your ability to meet existing commitments
• Suggest alternative solutions or timelines when necessary

Protecting your time and energy is crucial for balancing work and event planning 

8. Prioritize Self-Care

Managing dual responsibilities can be stressful. Don’t neglect your well-being:

A well-rested mind is more productive and creative, benefiting both your primary role and event planning duties.

When to Seek Professional Help

While these strategies can significantly improve your ability to manage both roles, sometimes it is stil just not practical for a one-man-band to put on the kind of event your organization deserves. When you need help to execute your vision, an experienced agency partner like Huddle should act to augment your team and vision, not replace it. Consider partnering with an event management agency when:

• The event’s scale or complexity exceeds your capacity
• You’re struggling to meet deadlines in either role
• The quality of your work in your primary job is suffering
• You’re experiencing burnout or excessive stress

Professional event planners bring expertise, industry connections, and dedicated resources that can elevate your event while allowing you to focus on your core job responsibilities and take credit for their output.

Striking the Right Balance

Creating simple events while doing your primary job responsibilities is undoubtedly challenging, but it’s not impossible. By implementing effective time management strategies, leveraging available resources, and knowing when to seek professional help, you can successfully navigate this dual role.

Remember, the goal is not just to survive but to thrive in both capacities. With careful planning, open communication, and the right consulting support, you can deliver exceptional events while excelling in your primary role.

At Huddle, we understand the unique pressures of juggling event planning with other job responsibilities. Our team of experienced professionals is here to support you, whether you need comprehensive event management services or simply advice on streamlining your planning process. Together, we can ensure your corporate events are a resounding success without compromising your professional performance.

Don’t let event planning overwhelm you. Embrace these strategies, know your limits, and remember that help is always available when you need it.