Five Event and Project Planning Tips and Tools To Make Life Easier

The web offers a seemingly endless supply of event and project planning tools, and sometimes it can be a bit overwhelming. Since the project planning process already requires plenty of your energy and time, browsing through the various options on the web is often frustrating to an event or project planner. With this in mind, we’ve gathered five of our favorite event and project planning tips and tools for you to consider using for your upcoming planning needs.

1. Use Dropbox to Make Your Project Planning Simple

Perhaps the most useful project planning tool out there, Dropbox offers project planners a comprehensive array of planning tools that can help you with everything from organizing files, to sharing media, to managing and communicating with a team of collaborators. Some of the features we love the most:

RSVPify - Online RSVPs & Event Ticketing - FREE

  • Dropbox Paper offers a handy project planning template, making it super easy for anyone to get started with using and integrating all of the features offered in their project planning process.
  • Dropbox Paper, which lets you collaborate with a team over all types of media, from Youtube videos to code and everything in between
  • Dropbox Showcase, which can organize your media into ready-to-share formats for presentations or feedback from managers and supervisors

Whether your project is a small one or a big one, Dropbox offers a variety of plans that can provide some or all of these features for you and make your next project planning process a much easier one.

2. Use Digital Calendars to Coordinate Your Team

For big projects and events, often you need to coordinate with a number of teams and contributors, and getting everyone on the same page can be tough. Fortunately, scheduling meetings and setting up appointments can be made easy with the wide variety of digital scheduling apps available, both free and paid. Whether using traditional business-tailored products like Outlook or Google Calendar, or new dynamic apps like Calendly, using digital scheduling and calendar apps allow you to:

  • Create a variety of meeting types, from one-on-one to group or round robin formats, allows you to schedule meetings for anything from a face to face to a whole team meetup
  • Scheduling features that include dynamic notifications, time zone detection, and buffer times to allow for prep or debrief time mean you can ensure your meetings are as effective as possible
  • Team pages, which allow invitees to schedule meetings based on the team member, type of event, or meeting content itself

3. Use Social Media to Get the Word Out

Obviously there are a ton of different options for coordinating social media around either a project or event. In this category, you’ll probably end up integrating a variety of platforms, like Twitter, Facebook, Instagram, Youtube, and others, in order to maximize the exposure for your event or product launch. While each platform offers its own positives and negatives, a few best practices can help you make the most of social media:

  • Promotion – whether you want to get the word out for your event or brand, or let your customers know about the project you just completed, there are a number of new technologies out there for your disposal.
  • Feedback – from customers to employees and peers, social media can streamline communication and help you get valuable feedback on your event or project
  • Collaboration – While tools like Dropbox are ideal for in-house collaboration, reaching out to potential contacts or resources can often be easiest when using tools like LinkedIn

4. Use Livestreaming and Video Technology to Get the Word Out

One of the best new trends in tech in both the event planning and project planning spaces is the proliferation of live video streaming and conferencing apps. While there are a number of solutions for mobile live streaming, all offering benefits of their own, here are a few reasons you might want to consider incorporating this tech for your next project or event:

  • For coordinating teams in different offices during your project planning
  • For promoting your big event and allowing interested parties who can’t attend in person to still participate
  • To include more collaborators and partners to make feedback more valuable and immediate

5. Use RSVPify to Make Events Simple

For projects that will require a demonstration, launch party, or even a convention as the end result, a powerful event management platform is just as important as the planning process itself. Fortunately, RSVPify offers a comprehensive set of features that streamline planning any event you may need around your project:

  • Event check-in technology that lets you share custom QR codes and use mobile devices to scan in guests
  • The ability to sort not only your main, but also secondary events and ensure that info for each event gets out to the appropriate list of guests
  • Online ticketing, allowing you to sell tickets, collect donations, or anything else required for your event payment needs

Have any project planning or event planning tips of your own? Feel free to share them with us in the comments below, or reach out to us via social media!

Laptop sitting on desk using Dropbox Paper to manage annual gala event RSVP

This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.

Comment & Discuss