In today’s fast-paced world, it can be difficult to plan and run an event, especially if it involves a lot of steps and jobs that require good teamwork.
Collaboration tools like Google Workspace have changed the way event planners work, making it faster and easier to plan events.
With more people working from home, event organizers need to find good ways to communicate with each other, work with multiple teams, and make quick decisions to ensure the upcoming events go smoothly and without a hitch.
Virtual events are becoming more and more popular, which has caused big changes in the event business. Event planners have had to adapt to this new norm in order to stay competitive.
According to Sweap, an intuitive all-purpose platform for virtual events, 81% of event organizers have turned to virtual events.
Keeping up with multiple stakeholders and making sure all of their needs are met is one of the challenges to which the industry has had to adapt.
Others include dealing with technical problems, streamlining event planning and management, engaging attendees, choosing the right platform, giving attendees a good experience, and making money from the event.
In this article, we’re pleased to discuss how Google Workspace apps can help you plan and run events smoothly and effectively.
The Most Common Challenges Faced by Event Planners
Event planning and management are difficult jobs that require careful attention to details, effective communication, and being well organized. Many of these problems can be solved with the help of online tools.
During the planning and management stages, event planners face problems such as:
1. It’s hard to get everyone on your team to work together.
Without online tools for working together, it’s hard for event planners to arrange with team members who live in different places. This leads to, at the very least, delays, misunderstandings, and mistakes.
2. Hard to keep track of progress
Planning an event involves a lot of different jobs and tight deadlines. Without online collaboration tools, it can be hard to keep track of things. These online collaboration tools make sure that everything is done on time and on track.
3. Limited access to information
Online tools that help people work together are highly important and play a big part in planning events. Without these online tools for collaboration, they won’t have access to important data and information that helps them plan and run events well.
4. Communication with low efficiency
Without effective online collaboration tools and communication channels for team members and partners to interact with each other, everything could become time-consuming. We all know that misunderstandings and mistakes can cause delays.
5. Engagement and interactivity
Virtual events aren’t as personal as in-person ones, which makes it harder to connect with and talk to other event participants. Planners of virtual events need to think of creative ways to make them more involved. Live polls, virtual networking sessions, and gamification are some ways to achieve this.
6. Attendee experience
When planning virtual events, event planners need to take the guests’ experience into consideration. This includes everything from sign-up and training to following up after the event. The event organisers are responsible for making sure that everyone has a smooth and enjoyable time from beginning to end.
7. It’s hard to keep track of documents
Planning an event means keeping track of a lot of documents, such as contracts, schedules, and agreements with vendors.
Without the help of online tools working together, it can be hard to keep track of these papers in an effective and efficient way, which can lead to confusion and mistakes.
How Google Workspace Can Help You Make Planning and Running Your Event Easier
Google Workspace is a set of cloud-based tools for efficiency and collaboration. It includes Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and many more apps.
By using these tools, event planners can make it easier for people to talk to each other, keep track of work, and manage documents well. This makes it more likely that a virtual event, no matter where it takes place, will be a success.
Collaboration tools like Google Workspace are helpful for planning and running events in a number of ways.
Collaboration tools give teams more ways to work together and allow them to do so in real time. Getting rid of the inconvenience of not being in the same location.
Real-time collaboration makes it easier for teams to talk to each other and work together, which increases output and saves time.
Team members can work on the same text at the same time in real time using Google Docs, Sheets, and Slides.
This makes the team much more productive and cuts down on the time it takes to finish jobs because feedback and suggestions can be given and used right away.
Google Workspace apps: Google Docs, Sheets, Calendar, and Slides
2. Higher Productivity
Collaboration tools have features like task management, calendars, and project plans that help teams keep track of their time and decide which tasks are most important.
Increasing efficiency means making sure that the process of planning and running an event is done quickly and within the time limit.
Google Workspace gives event planners a set of tools that help them keep track of tasks, schedules, and budgets. This helps to cut down on mistakes, save time, and increase productivity overall.
Use Google Calendar to set up events in Singapore and send yourself notes. Event organisers can set up an event and invite as many people as they want. Those people will get a reminder in their calendar as well.
Also, attendees can use the “Discover” feature of the app to sign up for alerts about future events happening near them.
Google Workspace apps: Gmail, Drive, Docs, Sheets, and Slides
3. Build Engagement and Interaction
Google Meet makes it easy to run webinars, collaborate, and do video conferencing with up to 100 people on each call. They can use the audio and video equipment to make the event more lively for everyone there.
Event planners can also use Google Workspace to get the tools they need to make interesting virtual events and workshops.
It has tools for collaboration, like Google Docs, Sheets, and Slides, that make it easy for attendees to take notes, share ideas, hold Q&A meetings, collect answers in real time, and comment on presentation slides in real time.
By using these tools, both new and experienced event planners can create virtual events that will keep people interested and engaged.
Google Workspace apps: Google Meet, Forms, Jamboard, Chat, and Calendar
4. Create Digital Presence
Google Sites lets event organisers make websites for their events that look professional even if they lack experience in coding or design.
Once the website is made, event planners can use social media, email marketing, or any other digital outlets they want to spread the word about their event.
They could also use Google Sites to share important information about the future event, such as the schedule, location, speakers, and much more.
Use Google Sites and Google Forms together to make forms for registration and tickets. This makes it easy for the people who want to go to sign up for the event and buy tickets right away.
Google Workspace apps: Google Sites, Google Workspace Marketplace (Google My Business, Google Analytics, Google AdWords, Google Search Console)
5. Higher Transparency
Collaboration tools make it easy for everyone on a team to view project information, files, and documents from one place. The added transparency makes sure that everyone is up to date and has access to the most recent tasks and information.
Moreover, Google Workspace makes it easy for event planners to share documents, spreadsheets, and calendars with other team members and even stakeholders, which again supports openness.
This ensures that everyone is on the same page and lowering the chance of miscommunication.
Google Workspace apps: Google Shared Drive, Docs, Sheets, Calendar, and Meet
6. Better Communication
Event planning and management are impossible without good communication. Collaboration tools offer different ways to communicate, such as email, instant chat, and video conferencing.
Making sure that everyone on the team can communicate with one another quickly and easily.
With tools like Gmail, Google Meet, and Google Chat, event planners can talk to team members and other important people at the same time, no matter where they are. This makes contact quick and easy, which is very important when planning an event.
Google Workspace apps: Gmail, Meet, Chat, Calendar, and Sites.
7. Better Security
Collaboration tools have many security features, such as encrypting data, controlling who can view it, and making backups of data. This keeps your private information safe.
Google Workspace has a high level of security to protect private information, like the well-known two-factor authentication, data encryption, and safe and secure cloud storage. This ensures that the data of event planners is safe and not lost or stolen.
Google Workspace Apps: Google Drive Encryption, Google Meet Security, and Google Admin Console
Google Workspace is a powerful platform that lets event planners in Singapore build a personalised brand experience for their audiences on virtual platforms, no matter where they are.
With Google Workspace, event organisers can make websites, documents, and presentations that meet the needs of their customers or guests.
Google Workspace can also be used by businesses to make and manage profiles for event attendees, keep team members on track and on time, and build relationships with event attendees.
Using these tools, businesses can give their attendees an engaging virtual event experience, which will make them more loyal and trusting of the brand.