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Jeniña Q. |
August 29, 2024
I have always been a planner. I am not fond of surprises or spontaneity because uncertainty makes me nervous, and I don’t like being nervous. I hated the discomfort of not knowing what came next. I still do, sometimes. But the past three years taught me to embrace it, work around it, and push on despite the overwhelming feeling.
In general, planning is a crucial step to ensure high-quality work. But this is especially critical for those whose job is centered on organizing and managing events. For interpretation project managers like me, planning consists of contacting and coordinating with interpreters, checking and testing equipment, aligning schedules with clients and suppliers, conducting venue inspections, and approving budget estimates and documents, among other tasks.
However, I’ve learned that in the field of events, abrupt changes and spontaneity are almost always present. A lot of times, we think that we have everything covered and figured out, but a client calls a few hours before an event requesting an additional booth, the interpreter assigned to another project fails to wake up on time, or the audio feed suddenly produces static noises minutes before the event. It is during these times that open-mindedness, flexibility, and having a reliable support system become crucial.
Maintaining an Open Mind
Open-mindedness, in this case, means accepting that not everything will go according to plan. Based on experience, nothing is final until the last second of the event. We often encounter unexpected and last-minute challenges, such as technical issues, differing client and attendee preferences, and changes in the floor layout.
I learned in the long run that I can never fully escape the unpredictability of events; I can have plans from A to Z, but sometimes, they will still not be enough. My experience taught me that keeping an open mind right from the start helps me be more receptive to new ideas, more creative in solving problems, and, instead of fearing the unknown, more eager to challenge myself to rise above it should it ever confront me.
Powering Through Flexibility
The first few times I faced impromptu problems at work, I was in denial and incredibly resistant to adapting. For example, an interpreter and another project manager had agreed to certain terms and conditions, but they suddenly requested a better offer. Similarly, a client approved a definitive scope of work but changed their requirements at the last minute.
These circumstances pushed me to practice flexibility and think outside the box. Had I chosen to remain rigid and adamant about what was agreed upon, the projects would have failed. In times like these, it’s crucial not to get carried away by the moment and accept that there are things beyond our control. Go back to your “why” and focus on working with what you have. Being flexible and adaptive to change will not only ensure client and partner satisfaction as well as project success but will also potentially foster long-term relationships. Furthermore, it will improve risk management and efficiency of processes for future events.
Building a Strong Support Group
Being open-minded and flexible is paramount in managing sudden changes. But there are also things that can be done better with the help of others. When tension and panic tend to overcome me, knowing that I have a strong support system to pull me back to reality is also vital. With their support, I remember that I am greater than the challenges in front of me.
Having a core group with diverse skills and expertise allows for better problem-solving and innovation in event planning and execution, as it can offer perspectives beyond my own. In addition to providing technical help and constructive feedback, it provides emotional support and motivation to keep the entire team driven and focused, especially through stressful and confusing times.
I used to believe that I did not need help if I had everything planned. But I’m glad I learned to seek guidance and assistance along the way as it not only resulted in efficiently and successfully finished projects but also fostered a closer and more fruitful team relationship.
Up to this day, I would say that I am still a hardcore planner. However, in times of uncertainty, I’ve learned to embrace the feeling and face it head-on. I know now that apart from the never-ending coordination and preparations, it is through unplanned events at work (or in life) that I can further grow and push myself beyond my limits. Furthermore, being nervous is nothing to be ashamed of; it just means that you care about what you do. So, feel the worry, the panic, and the unease, and do it anyway because you are capable, and you are not alone.
