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How to delegate work for an upcoming event

March 8th, 2016

So you have an important company event on the horizon, and the planning is coming along nicely. Great stuff. Now it’s time to get down to the real nitty-gritty of successful event organisation.

You need action. You need results. You need to delegate some work.

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Identify the key players

Like the coach of any good team, you should know who’s going to be on your team and where their strengths lie. Schedule a quick meeting with your A-Team one-on-one and invite them to share past experiences where they have demonstrated good event organisation skills and really nailed an event or function. People are usually much more receptive to carrying out tasks that interest them, so match the person with the job for more effective results.

Prioritise the tasks

This might seem like an obvious one, but sometimes it can be tempting to knock over small jobs because they will seem like easy wins, whilst you let sleeping dogs lie. Make a comprehensive project management tool and make sure your entire team has access to it at all times.

The problem with delegating un-prioritised work is that the various individuals (or small teams) will spread out and usually get to work independently. This becomes an issue in in event management when certain tasks rely on the completion of others before they can move ahead.

Know what tasks to keep and what tasks to delegate


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When planning an event, it can be difficult to know what tasks to delegate and what you need to retain to yourself. Overloading yourself with work in an attempt to be a successful manager can actually be detrimental to the entire team. Taking the time to classify tasks in the initial stages of an event management plan saves time and effort in the long run. By using the simple matrix shown above, you can delegate work easily and effectively.

Task Priority level Delegate or retain
Design promotional material Not urgent, but important Delegate
Send invites and record RSVP list Urgent, important Retain
Book venue/facilities Urgent, important Retain
Disability friendly measures in place Not urgent, but important Delegate

Be clear about your expectations

Delegation only works when the expected result of the leader and the team are identical. Set the standards of what needs to be achieved early or you may end up with inconsistent work across a range of interdependent tasks, which can be a managerial nightmare.

Take a look at some ideas for communicating your strategy more effectively

Roll up your sleeves and pitch in

There is nothing more inspiring than a boss who isn’t afraid to get his or her hands dirty with the team. Show your team how capable you are and get involved in the process wherever possible. Not only will it make you more accessible and trusted, it is a great way of building a hands on team that is motivated to succeed.