event management problem solving

The Road to Seamless Events: Handling 17 Event Planning Problems and Solutions Like a Pro

Planning and organizing an event can be an exciting experience, but it also brings a host of event-planning problems and solutions. From complicated logistics to unforeseen difficulties, every event brings a series of hurdles that need skillful problem-solving. 

But fear not; in this article, we’ll introduce you to the top 17 event planning problems and solutions and provide valuable insights and strategies to overcome these challenges like a seasoned pro. This article will equip you with the knowledge and techniques to turn any event planning obstacle into a springboard for a flawless and memorable occasion.

Let’s dive into the world of event planning and equip ourselves with the tools to orchestrate seamless and unforgettable occasions. 

17 Common Event Planning Problems and Solutions for Planners

Event planning can be a complex and challenging task, with various obstacles that can arise along the way. Here are 17 common event planning problems and practical solutions to help planners overcome these challenges- 

1. Budget constraints

Budget constraints are a significant challenge that event planners often encounter. Limited funds may restrict the scope of the event and hinder the ability to deliver a memorable and successful experience for attendees.

A. Research cost-effective alternatives:

• Thoroughly research various vendors, venues, and service providers to find cost-effective options that still meet the event’s requirements and standards.
• Look for vendors who offer competitive prices without compromising on quality. This applies to catering, audiovisual equipment, decorations, and more.
• Negotiate with suppliers to secure better deals or discounts, especially if you plan to establish a long-term relationship with them for future events.

B. Prioritize essential elements and trim unnecessary expenses:

•  Identify the key aspects crucial to the event’s success and allocate a significant part of the budget to these areas. For example, focus on excellent entertainment and engaging activities for a community festival.
• Eliminate or reduce unnecessary elements that don’t significantly contribute to the event’s goals or attendee experience. For instance, opt for simpler decor options that do not significantly impact the event’s atmosphere.
• Consider leveraging sponsorships or partnerships with businesses or organizations willing to invest in specific event aspects in exchange for brand exposure.

2. Venue availability

Venue availability is a critical issue in event planning, as popular venues tend to get booked quickly, especially during peak seasons. Failure to secure a suitable venue can disrupt the event planning timeline and may force organizers to compromise on their preferred location or date.

Solution: 

A. start early and book in advance.

• As soon as you decide on the event’s date and approximate size, search for suitable venues. Early planning gives you a better chance of securing your preferred location before it gets booked by other events.
• Many venues offer discounts or other incentives for early bookings, making securing the venue well in advance financially beneficial.

B. Consider flexible dates or alternative venues:

• If your first-choice venue is unavailable on the desired date, consider being flexible with the event date. Weekends are often in high demand, so consider weekdays or less popular time slots.
• Explore alternative venues that may not be your initial preference but can still meet the event’s requirements. These could include community centers, parks, or unconventional event spaces that are readily available and cost-effective.

C. Communicate with the venue:

• Establish open communication with the chosen venue and inform them about the importance of your event. They may be willing to accommodate your event or suggest other suitable dates that align with their availability.

3. Vendor management

Vendor management is a crucial aspect of event planning, as the success of an event heavily relies on the quality and reliability of the various vendors involved. Poor vendor management can lead to miscommunications, delays, and subpar services, ultimately affecting the overall event experience.

A. Communicate expectations clearly:

• Communicate your event’s requirements, expectations, and specific deliverables to each vendor from the outset. This ensures that everyone is on the same page and understands their roles and responsibilities.
• Put everything in writing through detailed contracts or agreements to avoid misunderstandings or disputes later.

B. Maintain good relationships for future collaborations:

• Build a positive and professional relationship with your vendors. Treat them with respect and appreciation for their services.
• Recognize and acknowledge the vendors’ efforts during and after the event. A simple thank-you note or token of appreciation can foster strong relationships.
• Nurturing positive relationships creates the potential for future collaborations. This leads to better deals, increased reliability, and a smoother planning process for future events.

4. Last-minute changes

Last-minute changes are expected in event planning and can disrupt the carefully laid-out plans. Event planners must be prepared to effectively handle these unexpected situations, whether they involve sudden weather changes, speaker cancellations, or unforeseen logistical issues.

A. Have contingency plans ready:

• Anticipate potential challenges and develop backup plans for each aspect of the event. This includes backup venues, alternative activities, and contingency schedules.
• Ensure that your team is aware of these contingency plans so they can quickly implement them if needed.

B. Stay flexible and adapt quickly:

• Embrace a flexible mindset and be prepared to adjust plans on the fly. Event planning often requires quick thinking and adaptation to changing circumstances.
• Keep communication lines open with all stakeholders, including vendors and team members, so that everyone is informed promptly about any changes.

5. Time management

Time management is a critical aspect of event planning. Inadequate time management can lead to missed deadlines, rushed preparations, and a disorganized event.

A. Create a detailed timeline and stick to it:

• Begin planning early. Establish a comprehensive timeline that outlines all the essential tasks leading up to the event.
• Break down the timeline into smaller milestones and set deadlines for each task. This will help you track progress and ensure that everything stays on schedule.
• Utilize event management software or project management tools to keep track of tasks, deadlines, and team progress.

B. Delegate tasks to a reliable team:

• Identify capable team members and delegate specific tasks based on their strengths and expertise.
• Clearly communicate the responsibilities and expectations to each team member. Ensure they have the resources they need to complete their tasks successfully.
• Regularly check in with team members to provide support, address issues, and monitor progress.

C. Allocate buffer time:

• Factor in buffer time in your timeline to account for unforeseen delays or emergencies.
• Be realistic in your planning, and avoid overloading the schedule with too many tasks in a short timeframe.

6. Catering challenges

Catering challenges are common in event planning. Providing delicious and appropriate meals for attendees can be complex, especially when dealing with various dietary preferences and restrictions.

A. Confirm dietary requirements in advance

• Send out dietary preference forms and event invitations to gather information on attendees’ dietary restrictions and preferences.
• Collaborate closely with the caterer to ensure they know all dietary requirements and can plan their menu accordingly.

B. Arrange a tasting session with the caterer:

• Before finalizing the menu, schedule a tasting session with the caterer to sample the dishes they plan to serve at the event.
• This tasting session allows you to assess the food’s quality, presentation, and suitability for the event theme.

C. Allocate sufficient budget for catering:

• Adequately budget for catering to ensure you can provide quality meals that meet attendees’ expectations.
• Remember that catering is a crucial aspect of the event experience and should be protected due to budget constraints.

7. Technical difficulties

Technical difficulties can cause significant disruptions during events, leading to delays, malfunctions, and a negative impact on the overall attendee experience.

A. Conduct a rehearsal or run-through:

• Before the event, hold a comprehensive rehearsal or run-through with all technical aspects to identify and resolve potential issues.
• This practice session also allows the technical team to familiarize themselves with the event’s flow and requirements.

B. Have technical support on standby:

• Employ experienced technical staff or hire a professional technical team to handle any technical challenges that may arise during the event.
• Ensure that the technical support team is familiar with the event’s equipment and setup.

C. Develop a backup plan:

• Have a contingency plan in place in case of major technical failures. This plan should include readily available spare equipment, backup power sources, and alternative solutions.
• Ensure the technical team is aware of the backup plan and ready to implement it if necessary.

8. Weather uncertainties

Weather uncertainties can pose significant challenges for outdoor events, as unexpected weather changes can impact event logistics, attendee comfort, and overall event experience.

A. Plan for indoor and outdoor options:

• Design the event layout to allow for flexibility, with both indoor and outdoor spaces available.
• Have a backup plan for outdoor activities or sessions in case of adverse weather conditions. This could involve arranging for indoor spaces, tents, or covered areas.

B. Monitor weather forecasts:

• Follow weather forecasts closely leading up to the event. Be prepared to adjust based on the predicted weather conditions.
• Establish a communication plan to inform attendees of any changes or updates related to the event schedule due to weather.

C. Provide weather-appropriate amenities

• If the event is outdoors, consider providing amenities to enhance attendees’ comfort in various weather conditions. For example:

– In hot weather: Offer shaded areas, fans, or cooling stations with refreshments.

– In cold weather: Provide heaters, blankets, or hot beverages to keep attendees warm.

– In rainy weather: Have umbrellas or rain ponchos available for attendees.

9. Guest list management

Guest list management can be challenging, especially when dealing with many attendees and tracking RSVPs effectively. Mismanagement of the guest list can lead to confusion, overcrowding, or the lack of essential event resources.

A. Use event management software for RSVP tracking:

• Utilize event management software or online platforms that offer RSVP tracking features.
• These tools allow guests to quickly RSVP online, and they automatically update the guest list in real time, making it easier for event planners to manage attendance.

B. Send timely reminders to guests:

• Send out initial invitations well before the event to give guests ample time to respond.
• Follow up with timely reminders closer to the event date, prompting guests to RSVP if they still need to.

10. Registration and check-in issues

Registration and check-in issues can frustrate attendees and event organizers. Long queues, technical glitches, and confusion during the registration and check-in process can lead to delays and dissatisfaction among participants.

A. Use user-friendly registration platforms:

• Choose registration platforms that are easy to navigate and offer a straightforward registration process for attendees.
• Ensure that the registration form collects all necessary information without being overly complicated or time-consuming.

B. Provide clear instructions:

• Clearly communicate the registration process to attendees through email or event websites.
• Include step-by-step instructions on how to register, what information to provide, and any relevant deadlines.

C. Offer multiple registration options:

• Provide online and in-person or on-site registration options for attendees who may prefer different methods.
• Having multiple options allows attendees to choose the most convenient way to register.

D. Test the registration process:

• Test the registration platform thoroughly before making it live to identify and resolve any technical issues or glitches.
• Ensure the registration form is mobile-friendly, as many attendees may use their smartphones to register.

E. Utilize technology for check-in:

• Use mobile check-in apps or QR code scanners to speed up the check-in process and reduce wait times.
• Using technology also allows for better tracking of attendee attendance and event metrics.

11. Insufficient promotion and attendance

Event organizers can be disheartened by insufficient promotion and low attendance. However, with effective marketing strategies , events may reach their target audience, resulting in high turnout and reduced impact.

A. Utilize social media and email marketing:

• Promote the event using popular social media platforms such as Facebook, Instagram, Twitter, and LinkedIn. You can also check out our article, A Comprehensive Guide on How to Create a Social Media Calendar.
• Create engaging content, including event teasers, behind-the-scenes glimpses, and posts highlighting the event’s unique features. For more tips, read – A Comprehensive Guide to Making Your Event a Success .
• Send regular email updates to your mailing list, including event reminders and exciting announcements to build anticipation.

B. Collaborate with influencers or partners for outreach:

• Partner with influencers or industry leaders with a substantial following relevant to your event’s target audience. Check out more strategies with our Comprehensive Guide of Event Marketing Strategies that Guarantee Success.
• Engage these influencers to promote the event on their social media channels or through dedicated posts and stories.
• Collaborate with sponsors, exhibitors, or community organizations to co-promote the event, expanding its reach to a broader audience.

C. Offer early bird discounts or incentives:

• Encourage early registrations by offering special discounts or exclusive perks to those who sign up before a specific date.
• Limited-time offers create a sense of urgency, motivating potential attendees to register sooner.

D. Engage with the target audience:

• Interact with potential attendees on social media by promptly responding to their comments, messages, and inquiries.
• Engaging with the audience creates a positive impression and increases the likelihood of attendance.

12. Unexpected emergencies

Unexpected emergencies can occur during events, ranging from medical emergencies to accidents, severe weather, or security incidents. Without proper preparation, these emergencies can lead to chaos and potentially compromise the safety of attendees and staff.

A. Establish emergency procedures with the team:

• Meet with the entire team before the event to discuss potential emergency scenarios and establish clear procedures for handling each situation.
• Assign specific roles and responsibilities to team members during emergencies to ensure a coordinated and efficient response.

B. Conduct drills and simulations:

• Conduct emergency drills and simulations with the event staff to practice their roles and responses in various emergency scenarios.
• These practice sessions help familiarize the team with the procedures and build confidence in handling real-life emergencies.

C. Coordinate with venue management and local authorities:

• Collaborate with the venue management to understand their emergency protocols. Accordingly, identify designated emergency exits and assembly areas.
• In emergencies requiring external support, establish communication channels with local authorities, such as the police, fire department, or medical services.

D. Train staff in first aid and emergency response:

• Ensure that a few team members are trained in first aid and CPR to provide immediate assistance.
• Having team members with basic medical training can be invaluable in managing medical emergencies until professional help arrives.

13. Lack of engagement and entertainment

Lack of event engagement and entertainment at events can lead to disinterested attendees and a less memorable experience. A dull event may fail to meet its objectives and may not leave a lasting impression on participants.

A. Curate exciting activities and entertainment options:

• Research and select activities and entertainment that align with the event’s theme and target audience preferences.
• Offer diverse entertainment, such as live music performances, interactive shows, engaging speakers, or interactive workshops.

B. Utilize technology for interactive experiences:

• Integrate technology, such as interactive displays, augmented reality, or virtual reality experiences, to create engaging and memorable moments for attendees.
• Embrace event apps or platforms that allow attendees to participate in live polls, surveys, or contests during the event.

C. Incorporate experiential marketing:

• Engage attendees through experiential marketing techniques that involve them directly with the event’s brand or message.
• Create interactive installations, product demos, or branded experiences that leave a lasting impact on participants.

D. Provide networking opportunities:

• Facilitate networking opportunities where attendees can connect and interact with each other. Here’s a complete guide to in-person networking.
• Host ice-breaking activities or networking sessions to encourage meaningful interactions.

14. Transportation and parking challenges

Transportation and parking challenges can cause frustration and inconvenience for event attendees, primarily if the event is located in a remote area or needs more parking facilities.

A. Arrange shuttle services for remote locations:

• If the event venue is in a remote area with limited public transportation options, consider providing shuttle services from easily accessible locations, such as nearby hotels, public transit hubs, or designated pick-up points.
• Inform attendees about the shuttle schedule and pick-up locations well in advance to ensure a smooth transportation experience.

B. Provide clear parking instructions and options:

• If on-site parking is available, provide clear and detailed parking instructions to attendees through event websites, maps, or event guides.
• Indicate parking areas clearly with appropriate signage to guide attendees upon arrival.
• Consider reserving some parking spaces for VIP guests or those with special needs.

C. Promote carpooling and ridesharing:

• Encourage attendees to carpool or use ridesharing services to reduce the number of vehicles arriving at the event.
• Offer incentives for carpooling, such as preferred parking spots or discounts on event merchandise.

15. Post-event feedback collection

Collecting post-event feedback is essential for event planners to assess their event’s success and identify areas for improvement. Learn Why Conference Feedback is Important and how to Collect it. Promptly reaching out to attendees for feedback and offering incentives can encourage a higher response rate and valuable insights.

A. Send out surveys to attendees promptly:

• Immediately after the event or within a day or two, send out online surveys to attendees via email or event apps. Check out our list of 27 Event Survey Questions for Maximum Response.
• Keep the survey concise and straightforward, focusing on critical aspects of the event, such as content, organization, logistics, and overall satisfaction.

B. Use a mix of rating scales and open-ended questions:

• Include rating scales to collect quantitative data on attendee satisfaction with different event elements.
• Also, open-ended questions should be incorporated to allow attendees to provide more detailed feedback and suggestions.

C. Incentivize feedback form completion:

• Offer incentives to attendees for completing the feedback form, such as entry into a prize draw or a discount on future event registration.
• Make sure to communicate the incentives clearly to encourage more attendees to participate.

 D. Express gratitude:

• Show appreciation to attendees who took the time to provide feedback. A thank-you email or message can go a long way in building a positive relationship with participants.

16. Conflict resolution among team members

Conflict among team members can arise during event planning, and if left unresolved, it can negatively impact team dynamics and overall event success. Effective conflict resolution strategies are crucial to maintaining a harmonious and productive working environment.

A. Encourage open communication and feedback:

• Foster a culture of open communication within the team, where team members feel comfortable expressing their opinions, concerns, and ideas.
• Conduct regular team meetings to provide opportunities for team members to share updates, discuss challenges, and offer feedback.

B. Address conflicts promptly and professionally:

• If conflicts arise, address them promptly before they escalate further. Avoid ignoring or dismissing disputes, as they may worsen over time.
• Initiate one-on-one conversations with the team members involved in the conflict to understand their perspectives and identify the root cause of the issue.

C. Remain neutral and objective:

• As a mediator, maintain a neutral and objective stance. Avoid taking sides and focus on understanding the viewpoints of all parties involved.
• Encourage each team member to share their thoughts without fear of judgment or reprisal.

17. Evaluating event success

Evaluating an event’s success is essential to understanding its impact and identifying areas for improvement in future planning. Setting measurable goals and analyzing relevant metrics and feedback are vital components of the evaluation process.

A. Set measurable goals before the event:

• Define clear and specific objectives for the event that can be measured objectively.
• Goals may include metrics related to attendee satisfaction, attendance numbers, revenue generation, lead generation, social media engagement, or other key performance indicators (KPIs) relevant to the event’s purpose.

B. Use technology and data collection tools:

• Use event management software or apps to track attendance, engagement, and other relevant data in real-time.
• Use event surveys and feedback forms to collect qualitative data about attendees’ event experiences.

C. Monitor KPIs during the event:

• During the event, continuously track and monitor the pre-defined KPIs to assess progress toward meeting the goals.
• Utilize live dashboards and analytics tools to gain insights into attendee behavior and engagement.

D. Analyze post-event metrics:

• After the event, analyze the data collected, such as attendance figures, revenue generated, social media interactions, and survey responses.
• Compare the actual results with the set goals to determine if the event achieved its objectives.

E. Seek feedback from stakeholders:

• Collect feedback from attendees, sponsors, exhibitors, and team members to understand their perspectives on the event’s success and areas for improvement.
• Take both positive and constructive feedback into consideration while evaluating the event.

F. Review budget and return on investment (ROI):

• Evaluate the event’s financial performance by comparing the expenses with the revenue generated.
• Calculate the ROI to determine if the event provided a satisfactory return on the investment.

G. Prepare a comprehensive post-event report:

• Compile all the data, metrics, and feedback into a comprehensive post-event report.
• Analyze the event’s success, highlighting achievements, areas for improvement, and recommendations for future events.

Remember, every event is unique, but being prepared to tackle these common challenges will help you execute successful events efficiently and professionally.

Key Takeaway

The success of an event hinges on effective planning, execution, and evaluation. Event planners can ensure seamless events by proactively addressing common challenges and implementing strategic solutions.

With each challenge overcome and every solution implemented, event planners embark on a journey of growth and expertise, ultimately delivering exceptional events that leave a lasting impact on all who attend. To learn more about delivering unforgettable event experiences, you can check out our article on the best event podcasts . 

Lastly, visit our site- Eventible , to stay up-to-date with the latest information about the event industry. 

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Alison Bensch

Senior director of global events, cloudinary, proudest of.

In both cases, we had to figure out how to take what are historically in-person events and translate them into engaging virtual experiences with a team of just two in-house event marketers, counting myself.

ImageCon is our flagship customer summit. In 2021, more than 1,700 people across 107 countries registered for the two-day event, which included 20 virtual sessions designed to help retailers unleash the full potential of their visual media.

Our hosted event series included about 8 virtual events across North America and EMEA markets. To drive up attendance and engagement, we hosted unique virtual cooking and mixology classes, wine tastings, tequila pairings, and more, with celebrity chefs and bartenders such as Marcus Samuelsson, Julio Cabrero, and Amanda Freitag.

Rockstar Mode

ImageCon was a success, in part, because we secured high-quality speakers and focused on providing true value to attendees by creating sessions to optimize their usage of the Cloudinary platform to improve their business. We featured customers in the content by doing customer spotlights. We also improved the production level of the summit by partnering with an agency.

I am proud we were able to pull off a high-quality event of this scale while managing 30 other events for the year.

Prior to the pandemic, our hosted event series consisted of in-person dinners and intimate happy hours. We wanted to recreate these virtually, without making them feel like webinars. We succeeded, in part, because we invested in high-quality talent to attract participants and create fun, memorable moments we probably could not have pulled off in-person.

We also took pains to make the events as easy as possible to attend, for example, by mailing guests meal kits or drink kits with everything they needed to participate. Of course, everything was branded, right down to the salt and pepper. We know our attendees’ time is precious, so we encouraged them to involve their family and were sure to include enough food and/or drink to share.

After the experience, we broke out into small groups, allowing people to network with peers and Cloudinary team members, who led discussions on relevant industry topics. Thus, attendees topped off a great culinary or cocktail experience with valuable learnings that could help their business. In fact, I see us continuing with some of these virtual events even after we have resumed in-person ones.

Our on-demand event content is now a powerful sales enablement tool for our sales team, who share session recordings with prospective customers, as well as existing ones who are considering adding on a new capability. We will continue to measure the performance of this content.

For the hosted events, we evaluate success by measuring pipeline acceleration. So, we consider where event guests are in their consideration process before attending the event. We use the event, and event follow-up, to help move the prospect or customer to the finish line. We usually see prospects who engaged in marketing campaigns were more likely to close, and close faster, than those who did not attend an event.

While this is harder to measure, we know our event series keeps the Cloudinary brand top of mind and deepens our relationship with customers. We document the positive feedback we receive from attendees and sales reps for internal use and marketing purposes.

Survivor Mode

Another challenge was creating an event strategy against a backdrop of so much uncertainty. I have seen industry colleagues invest resources in planning in-person events, only to have to rejigger in the final hour. I made the decision from the onset of the year to plan for virtual events, given our small team and resources. This allowed us to create more effective and engaging virtual events from the start and maximize our budget.

Nothing beats in-person events, and I am excited to be moving forward with these in 2022. But I plan to continue with digital and hybrid events, as well, for a number of reasons. When done right, they can be more memorable than in-person ones, and certainly more convenient. They also allow me to engage people across a wider geographic region (all of Europe for example or across the US), which leads to cost-savings and unique and widened interactions for our attendees.

Annie Yuzzi VP

Global corporate events and experiences, sumo logic, bethany roskin murphy, director of global events, drift, charlene kate ditch, founder, charlene kate events, gabrielle d., global events director, automation anywhere, gerilynn marburger, director, global events, hewlett packard enterprise, hollie ashby, senior manager, cxo and third party events, palo alto networks, lindsey cohen, director- event marketing, snyk, ceo & chief event strategist, liz king events, nicola kastner, vice president, global head of event strategy, sap, rachel russell, field marketing manager, even, samantha calle, associate director, xandr, margaret shaeffer, head of field marketing & events, linearb, traci depuy, head of global events, salesforce, dale rickert, global conference head of greentech festival, matthew lin, head of marketing, beetc, emilie watrob, head of event marketing, zs, katherine leong, director, corporate events, gainsight, sr. director, marketing technology (brand and events), salesforce, karim youssef, creative director, dpw, elizabeth thomas, head of global events, elastic, gerry schneider, vp events at wearedevelopers, director, global events at hewlett packard enterprise, mike kalyan, event and seminar marketing manager, shrm.

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20 Problem-Solving Tips For Event Planners

As an event planner, you shouldn’t go into an event expecting  things to go wrong… But unfortunately, Murphy’s Law is always in effect. Problems will always arise during the planning or execution of an event – and it’s how you deal with them that determines your success. This is why today, we’re discussing 20 problem-solving tips for event planners that’ll arm you for ANY emergency!

By being prepared for anything, you’ll be able to handle whatever challenge comes your way!

BEFORE WE GET STARTED: Not already a certified event planner? Follow these 6 steps to become one in as little as 3 short months!

What problems do event planners solve.

As a professional event planner, you should always have a solutions-oriented mindset. Whether you’re dealing with vendor issues, last minute changes, or even rowdy guests – being able to think on your feet and come up with a solution is key to a successful event.

While every event will present its own unique set of problems, there are some that are more common than others – which we’ll go more into detail about later. That said, a few common examples of the general types of problems event planners typically solve include:

• Budgetary problems
• Weather problems
• Venue problems
• Technical difficulties
• Cancellations or no-shows
• Scheduling conflicts

At the end of the day, it’s important to remember that these are just a few examples. The reality is, as an event planner, you should always be prepared for ANYTHING!

How Do You Solve Problems in Events?

While there’s no one-size-fits-all solution to solving problems, there are some general tips that you can follow to make sure that you’re prepared for anything. Here are the top 20 tips we’ve put together for you!

20 Problem-Solving Tips for Event Planners

Problem-solving tip #1: establish a problem-solving team.

The first step in problem-solving is to establish a team that will be responsible for brainstorming solutions and implementing them. This team should be composed of people with different backgrounds and perspectives so that no stone is left unturned.

Problem-Solving Tip #2: Define the Problem

The next step is to actually sit down and define the problem . This seems like a no-brainer, but you’d be surprised how often people try to solve a problem without actually knowing what the problem is. Trying to solve a problem without defining it first is like trying to hit a moving target – you’ll never succeed.

Problem-Solving Tip #3: Brainstorm Solutions

Once the problem is defined, it’s time to start brainstorming solutions. This is where the problem-solving team comes in handy. Each member of the team should contribute their own ideas until you have a good list to work with.

And if you don’t have a team to help you do this?

Then here are some quick tips for brainstorming solutions:

• Write down the problem in the center of a piece of paper and draw a circle around it.
• Set a timer for 5-10 minutes and start brainstorming as many solutions as you can think of.
• Don’t judge or criticize any of the ideas – just write them down.

Problem-Solving Tip #4: Evaluate the Pros and Cons of Each Solution

Once you have a list of potential solutions, it’s time to evaluate the pros and cons of each one. This will help you narrow down your options and choose the best possible solution.

Problem-Solving Tip #5: Implement the Solution

After you’ve chosen the best solution, it’s time to implement it. This is where the rubber meets the road. So, make sure you’re prepared!

Problem-Solving Tip #6: Follow Up

Once the solution is implemented, it’s important to follow up and make sure that it actually solved the problem. If not, you’ll have to go back to the drawing board and try again.

Problem-Solving Tip #7: Be Prepared

This is one of the most important problem-solving tips of all for event planners! The best way to solve problems is to be prepared for them. By having a plan in place, you’ll be able to handle anything that comes your way.

Problem-Solving Tip #8: Stay Calm

When a problem arises, it’s important to stay calm. This can be easier said than done, but it’s crucial. If you freak out, you’ll make the situation worse and it’ll be harder to find a solution.

Problem-Solving Tip #9: Don’t Panic

This is similar to tip number 8, but it’s worth repeating. Panicking will only make the situation worse and it’ll be harder to find a solution.

Problem-Solving Tip #10: Think Outside the Box

When you’re trying to solve a problem, it’s important to think outside the box. This means looking at the situation from different angles and coming up with creative solutions.

Problem-Solving Tip #11: Be Flexible

As an event planner, you need to be flexible. This means being open to new ideas and solutions. If you’re set in your ways, you’ll never find the best solution.

Problem-Solving Tip #12: Keep a Positive Attitude

It’s important to keep a positive attitude when you’re solving problems. This doesn’t mean that you should be happy all the time. But, it does mean that you should believe that the problem can be solved and that you’ll find a way to solve it.

Problem-Solving Tip #13: Be Resourceful

When you’re trying to solve a problem, you need to be resourceful. This means using the resources that you have available to you. If you’re stuck, get creative and think of ways to use what you have.

Problem-Solving Tip #14: Be Persistent

As the age-old saying goes: If at first you don’t succeed, try, try again. This is especially true when you’re trying to solve a problem. If one solution doesn’t work, don’t give up. Keep trying until you find a solution that does work.

Problem-Solving Tip #15: Delegate

When you’re trying to solve a problem, it’s important to delegate. This means giving tasks to other people on your team. This will help you get the job done faster and it’ll be one less thing for you to worry about.

Problem-Solving Tip #16: Ask for Help

If you’re struggling to solve a problem, don’t be afraid to ask for help. There’s no shame in admitting that you need assistance. In fact, this is one of the best ways to find a solution.

Problem-Solving Tip #17: Take a Break

If you’re feeling overwhelmed, take a break. This will help you clear your head and come back to the problem with fresh eyes.

Problem-Solving Tip #18: Sleep on It

If you’re really stumped, sleep on it. Often, the answer will come to you in your dreams.

Problem-Solving Tip #19: Talk to a Mentor

If you have a mentor, talk to them about your problem. They may have faced a similar situation before and they’ll be able to give you some valuable advice.

Problem-Solving Tip #20: Seek Professional Help

Yes, as an event planner, you’re considered the professional . However, there’s nothing wrong with seeking some help for yourself when you’re trying to solve a problem. If you’re feeling really stuck, consider hiring a consultant or coach. Alternately, if there’s time, you can also attend a workshop that will teach you how to solve problems.

Whatever you do, don’t hesitate to get the you get the help that you need – when you need it. This way, you can assist your client properly and help them to fix whatever the problem is for their big day!

Why Is Problem-Solving Important for an Event Planner?

As an event planner, you’ll quickly learn that no matter how much you plan, something will always come up last minute. While some problems are small and easily fixed, others have the potential to completely throw off your event.

This is why problem-solving skills are SO important for event planners. By being able to think on your feet and come up with solutions to problems quickly, you’ll be able to save your event – no matter what comes up!

What Are The 5 Problem-Solving Techniques All Event Planners Must Know?

When it comes to successful problem-solving of ANY kind, there’s a 5-step process that all event planners should follow:

1. Define the Problem

The first step in solving any problem is to define what the problem is. This may seem like a no-brainer but, in the heat of the moment, it can be easy to misidentify the problem.

For example, let’s say that you’re planning an event and the caterer calls to say that they’re running late. Your first instinct might be to panic. But, if you take a step back and think about the situation, you’ll realize that the real problem isn’t that the caterer is running late. The real problem is that you don’t have food for your guests.

By taking a moment to define the problem, you can avoid making things worse and you’ll be able to focus on finding a solution.

2. Brainstorm Solutions

Once you’ve defined the problem, it’s time to brainstorm some solutions. This is where creativity comes into play. The more solutions you can come up with, the better.

For example, if you’re trying to solve the problem of not having food for your guests, some potential solutions might be to order pizza or to ask a friend to bring food.

3. Evaluate the Options

Once you’ve brainstormed some solutions, it’s time to evaluate which options are the best. To do this, you’ll need to consider a few factors, such as:

• The timeline of the event
• What your client’s budget is
• The potential risks involved with each problem-solving solution
• The benefits of each possible solution

For example, if you’re trying to solve the problem of not having food for your guests, ordering pizza might be the best option if you don’t have time to cook or go out and buy food. But, if your client is on a tight budget, cooking or going to the store might be a better option because it’s cheaper than ordering pizza.

4. Choose a Solution

After you’ve evaluated the options, it’s time to choose a solution . This is usually the easy part because, at this point, you should have a good idea of which option is the best.

5. Implement the Solution

The final step is to implement the solution. This is where you’ll take action and do whatever it is that you need to do to solve the problem.

For example, if you’re trying to solve the problem of not having food for your guests, you might order pizza or go to the store to buy food (as we just mentioned).

What Are The 5 W’s of Event Planning?

The 5 W’s of event planning are:

• Who – who is your target audience?
• What – what type of event are you planning?
• When – when is the event taking place?
• Where – where is the event taking place?
• Why – why are you hosting the event?

How This Relates To Problem-Solving

As an event planner, you’ll need to be able to answer the 5 W’s for every event that you plan. Why? Because they’ll help you to better understand the event and, as a result, they’ll help you to solve any problems that come up.

For example, if you’re planning a corporate holiday party, some of the answers to the 5 W’s might be:

• Who – the target audience is employees of the company
• What – the event is a holiday party
• When – the event is taking place on December 23rd
• Where – the event is taking place at the company’s headquarters
• Why – the event is being hosted to celebrate the holidays and to boost morale

As you can see, understanding the answers to the 5 W’s can help you to solve problems that come up during the event planning process.

Interested in corporate event planning? QC Event School ‘s self-paced, online Corporate Event Planning Course can turn you into a globally-certified International Corporate Event Planning Professional™ (ICPP®) in as little as 12 short weeks!

What are The 5 C’s of Successful Event Management?

The 5 C’s of successful event management are:

• Concept – you need to have a clear concept for your event before you can start planning it.
• Coordination – you need to coordinate all aspects of the event, from the venue to the catering.
• Control – you need to be in control of the event at all times.
• Culmination – you need to ensure that the event culminates in a successful way.
• Closeout – you need to close out the event correctly.

Check out this article by The Midlothian Conference Center to learn more about these 5 C’s and why they’re so important!

The 5 C’s of successful event management can also help you to solve problems that come up during the event planning process.

For example, if you’re having trouble coordinating all of the different aspects of the event, going back to the concept stage and creating a clear plan can help you to get things back on track. Similarly, if you’re losing control of the event, taking a step back and reassessing the situation can help you to get things back under control.

The Types of Problems That May Occur During Events (and How To Solve Them)

Finally, let’s take a look at 10 examples of problems that may occur during events and what you can hypothetically do to solve them.

1. Problem: The event is not going as planned.

What this looks like : There are a number of things that could cause this problem. Maybe the event is running behind schedule, maybe the guests are not happy, or maybe there’s been a change in the guest list.

How to solve it : The best way to solve this problem is to take a step back, go back to the plan you’ve created for the event, and see where things have gone off course. Once you’ve identified the problem, you can take steps to fix it. Just remember that as you make any necessary changes, you’ll need to communicate these changes to everyone involved in the event.

2. Problem: The catering company is running late.

What this looks like : This is a fairly common problem and it can cause a lot of stress for event planners. Basically, what’s happening in this scenario is that the catering company is running behind schedule and they’re not going to be able to serve the guests’ food on time.

How to solve it : The best way to solve this problem is to communicate with the catering company and see what’s causing the delay. If they’re running late because they’re short-staffed, see if you can help them out by calling in some extra staff. If they’re running late because they’re having trouble with the food, see if you can help them by coming up with a backup plan.

3. Problem: Your client is going over budget.

What this looks like : This is a common problem for event planners, especially if they’re working with a client who doesn’t have a lot of experience planning events. Essentially, the client is requesting things that are outside of their budget.

How to solve it : The best way to solve this problem is to have a conversation with your client and explain to them what’s included in their budget. Once they understand what’s included, you can help them to prioritize their requests and find ways to save money.

PRO TIP: Here are 3 savvy ways to increase your client’s budget limit!

4. problem: the venue is not what was expected..

What this looks like : This problem usually arises when the event planner has not seen the venue in person before booking it. When they finally see the venue, they may realize that it’s not as large as they thought it was, or that it wasn’t properly cleaned.

How to solve it : The best way to solve this problem is, obviously, to ensure you actually see the venue inside and out BEFORE your client pays anything. This way, you can avoid any nasty surprises down the road.

That said, let’s say you weren’t able to do this for whatever reason. As a result, you’ve wound up in the predicament we’ve outlined above. How should you proceed from here?

The first step is to communicate with the venue and see if there’s anything they can do to fix the situation. If the venue is too small, see if they can move the event to a different location. Similarly, if the venue is not clean, see if they can have it cleaned before the event starts.

If the venue is unwilling or unable to make any changes, your next step is to communicate with your client. Let them know what the situation is and see if they’re willing to make any changes. If they’re not willing to make any changes, you may need to refund their money and find a new venue.

5. Problem: The venue outright cancels.

What this looks like : This is, unfortunately, a fairly common problem. Sometimes venues will cancel an event at the last minute, leaving the event planner scrambling to find a new location.

How to solve it : The best way to solve this problem is to have a backup plan in place. When you’re booking a venue, always have a few other options in mind in case the first one falls through.

6. Problem: There’s a problem with the AV equipment.

What this looks like : This is another common problem that can occur during events. Basically, what’s happening in this scenario is that the audio/visual equipment is not working properly and it’s disrupting the event.

How to solve it : The best way to solve this problem is to have a backup plan in place. When you’re setting up the AV equipment , always have a backup plan in case something goes wrong. For example, you could bring along a portable speaker so that you can still have music even if the sound system isn’t working.

7. Problem: The weather is unexpectedly bad on the day of the event.

What this looks like : This is a fairly common problem, especially if the event is outdoors. Basically, what’s happening in this scenario is that the weather is not cooperating and it’s causing problems for the event.

How to solve it : Once again, the most effective way to solve this problem is to have a backup plan in place. When you’re planning an outdoor event, always have a backup plan in case the weather doesn’t cooperate. For example, you could rent a tent so that guests can take shelter from the rain.

8. Problem: The event is understaffed.

What this looks like : This is a common problem that can occur when an event is not properly planned. Basically, what’s happening in this scenario is that there are not enough staff members to handle the number of guests.

How to solve it : You can avoid this potential issue by being properly prepared. When you’re planning an event, always make sure you have a good estimate of the number of guests. Then, add a few extra staff members to your team just to be safe. That way, if you do have a larger than expected turnout, you’ll still be able to handle it.

9. Problem: The event is not well-attended.

What this looks like : This is another common problem that can occur when an event is not properly planned. Basically, what’s happening in this scenario is that there are not enough guests attending the event. This can especially be an issue for corporate events, such as trade shows, conferences, or product launches.

How to solve it : The best way to solve this problem is to do your research ahead of time. When you’re planning an event, always make sure you have a good estimate of the number of guests. Then, add a few extra guests to your guest list just to be safe and pad the numbers a little bit. That way, if you do have a smaller than expected turnout, you’ll still have enough guests to make the event successful!

10. Problem: Your client gets sick or gets injured on the day of the event.

What this looks like : This is a fairly common problem, especially if you’re working with VIP clients or private clients. Basically, what’s happening in this scenario is that your client gets sick or injured and they can’t attend the event.

How to solve it : There are a few different solutions to a problem like this. First, you could try to reschedule the event for another date. If that’s not possible, you could try to find a replacement for your client. For example, if you’re planning a conference and the keynote speaker gets injured, you could try to find another speaker who can fill in for them at the last minute. Finally, if all else fails, you could always try to refund your clients.

Solutions for Private Events

Now, if the event in question is for a private client – such as a birthday party or a wedding – another last-minute option is to go the virtual route. You could set up a Skype call or a Google Hangout so that the client can still participate in the event, even if they’re not physically present. Similarly, it could be the guests who wind up not being physically present, but still capable of attending the event remotely.

Alternately, your client may choose to take things on the chin and proceed with the day exactly as originally planned. This is why having an emergency kit on-hand is an absolute must for event planners! After all, if you’ve come prepared with cold meds, a First Aid kit, band-aids, etc., then you’ll be able to take care of your client and help them get through the event, even if they’re feeling under the weather.

PRO TIP: If you’re a wedding planner, here are 6 additional emergencies you may face on your clients’ big day!

As you can see, there are a variety of potential problems that can occur when you’re planning an event. However, by being prepared and having a good understanding of how to problem-solve, you can avoid or solve any issue that comes your way!

Do YOU have any other tips for solving problems at events? Share them with us in the comments below!

As always, thank you for reading… And happy planning! 🙂

Become a certified event and/or wedding planner in as little as 3 short months by starting your self-paced, online certification training with QC Event School today!

One response to “20 problem-solving tips for event planners”.

This is so thorough, thank you for this, we’ll be saving this one for emergency situations!

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Qc event school graduate spotlight: ayla otto, meet qc event school graduate, carisa lockery, industry spotlight: mwai yeboah.

1. Understaffing an event is a common event problem.

Understaffing is a serious problem for events. And it often doesn’t become obvious until the day of, when it’s too late to do anything. So prevention is definitely key.

A recent case study by HR analytics professionals found that the best way to determine optimum staffing levels for any organization or, in this case, event, is to:

• Talk to key stakeholders and get detailed information on what they need help with during the event day(s).
• Writing out each desired role title or function along with a detailed description of what they’ll be responsible for.
• Calculate how many staff members you would need if only 25% of your attendees showed up. Then calculate how many staff members you would need if 75% of your attendees showed up. Hire the median number of people and consider having a few on call.

2. Overspending on the event is a big event challenge.

Budgeting is the number one most challenging aspect of event planning, according to  experienced event professionals in this recent survey . So if this is something you’re concerned about, you certainly aren’t alone.

Because lots of little things change or unexpectedly come up during the event planning process, it’s best to keep your expenses modest. Compare previous event budgets and assess what you can do better this time around. Or, if you’re new to event planning, don’t be afraid to ask to see data from the company’s previous gatherings so you can get a feel for how much they typically spend on each occasion.

It’s also important to make sure that you assess all requests for event-related changes through the lens of how it those changes will affect your budget and your timeline. Even if the person making the request is above you, kindly let them know that the event as a whole will be affected and you’ll need to double check all the numbers, just in case.

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3. Not prioritizing networking activities is an event challenge.

For business professionals, networking is a primary factor in their decision making when choosing whether or not to attend an event. 41% of active networkers don’t have time to network as frequently as they’d like to and 67% of entry-level job seekers say that networking face to face is more valuable than any other method. All of that just goes to show how important this event component really is.

No matter what you have planned so far, there are plenty of opportunities for networking activities. Regardless of your budget, you may be able to incorporate some of these great ideas:

• An organized happy hour at the end of the programming day.
• Speed networking stations at lunch.
• Social lounges where attendees can kick back between activities and meet new people.

Discover the most common problems & challenges to watch out for as an event planner! Click To Tweet

4. Forgetting to track schedule or budget changes it an avoidable event problem.

You should feel empowered to approve or reject unforeseen schedule or budget changes as they come up. And when you do approve anything, you have to make sure you follow through and adjust your plans accordingly.

This means following up with key stakeholders, keeping communication to one centralized and accessible platform, and organizing your event project notes so that nothing slips between the cracks.

Experts also suggest using a formal change tracking process when event planning. Having a repeatable system in place lets your clients or company know that no matter what happens they’ll always be kept in the loop and they can trust that you’ll make sure it all works out.

5. Not having a backup plan for bad weather is an event problem.

Extreme weather (think hail storms, tornadoes, and hurricanes) has increased in both frequency and intensity this past decade. Which is why it’s good to err on the side of caution when preparing for your event, even if it’s in beautiful, sunny Southern California during its best weather months.

Whether you need to disaster-proof your outdoor wedding venue or come up with a plan just in case your company cocktail garden party gets rained out, here are some tips for dealing with an unexpected drop-in from Mother Nature:

• Always have a second venue in mind. One that lets you book last minute, is located nearby, and isn’t in high demand this time of year.
• Consider purchasing event or weather insurance in case the event gets postponed or cancelled. This is especially important if your event is selling tickets because guests will need to be refunded.
• Create event plans B, C, D, and E. Fingers crossed they don’t even need to see the light of day. But having them in your back pocket will help you think fast on your feet and show everyone that you’re the event planning superhero we already know you are.

6. Neglecting to leave wiggle room in your event timeline is a problem.

Running out of time is a major event planning problem . But the good news is it’s totally avoidable. Planning fallacy , a psychological phenomenon first coined by experts Daniel Kahneman and Amos Tversky in 1979, is the tendency for humans to forget that things can wrong – especially when it comes to projects that require many different steps and people (ahem, like events).

Fight the urge to under budget your time by getting good at understanding which tasks are important but not urgent. You can also prepare for planning fallacy in other people by giving them strict deadlines and more than enough headway before their part of the decision making or planning process is actually due.

7. Lack of real world work experience can be an event challenge.

This is not a cheap shot at beginning event planners. In fact, arming yourself with this knowledge now might actually save you headaches in the future. Because let’s face it – you’re not going to know what to do in every scenario. But here are some ways you can figure it out on the job:

• Have a go-to resource for event planning news , trends, and education that you can quickly search within for advice as needed.
• Assign one or two unofficial mentors to yourself. Anyone who has event planning experience or is good at improvising solutions to problems can be very helpful when things go wrong. Have their number (or email) on speed dial and make sure you ask for their permission ahead of time.
• Spend your time between events acquiring or refreshing your event planning certifications so that you are as prepared as possible when your next project begins.

8. Having more guests or attendees than you planned for is an event mistake.

Your event is at capacity – time to celebrate! But not before you figure out how they heck you’re going to organize/feed/seat everyone. It’s a best case scenario practically no one plans for (except for you now) but it does happen.

Whether or not you sell out tickets or fill up on registrations ahead of time, experts note that there are plenty of ways to anticipate this major event planning problem, as long as you know what to look for.

Keep a close eye on event forums, social media mentions, and activity on your event app. If the number of people engaging with your event on these platforms is higher than the number of people you were expecting to attend, make sure you adjust your plans accordingly.

9. Not having a structured event management process can be a challenge.

Streamlined workflow, centralized communication, and a scalable event planning process aren’t just buzzwords. They’re the tools you need to maximize your productivity and, ultimately, the success of your event. The good news is there are plenty of free event planning software and tools out there.

10. Forgetting to create an attendee engagement plan for before, during, and after the event is a challenge.

So you’ve planned a perfect event. That’s great! But what about your attendees? If they’re not engaged, then what’s the point?

There are 4 main types of attendee engagement you need to touch on for any event you plan:

• Content involving exhibitions, speakers, and other event activities.
• Connections between attendees and sponsors in genuinely creative and authentic ways.
• Communication regarding event logistics and any questions/comments that come up.
• Engagement between attendees through online forums, in person networking, and community management.

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11. Leaving little to no time for event set up or take down is an event mistake.

Attendees will appreciate arriving to an event that is fully ready for them, which is why it is absolutely paramount that you as the event planner give your partners plenty of time – or as much time as the venue will allow – to get everything taken care of. You might even find out that the venue has another event before or after yours which will dictate your hard in or outs.

Details like these can slip through the cracks of any complicated event planning process but thinking ahead and communicating with everyone from the venue relationship manager to your catering company to your signage team will really help make sure the event begins and ends on a high note.

12. Neglecting to research what other local events or laws might affect your gathering is a problem.

An outdoor concert on the lawns of a museum is an amazing experience for attendees. Unless of course they find themselves on a parade route with nowhere to park or, if they make it to the location, any way of comfortably hearing the music. It’s an exaggerated example that hopefully gets the point across: you can’t prevent outside forces from affecting your event but you can certainly plan for them.

Here are some ways to research local area goings ons worth taking note of:

• Google events calendars for your event’s region, city, and neighborhood.
• Ask venue managers if there are any zoning laws you’ll have to abide by.
• Reach out to area event planners through social media and see if they have any war stories they’d like to share about particular areas or event spaces.

13. Failing to capture valuable event data can be an event mishap.

Your event ROI is one of the most important, practical, and effective ways of measuring event success. Without out, you can certainly piece together other key event KPIs to figure out what did or did not go well. But either way, you need data to view all that information.

And it’s not just important for your team. Past and future sponsors will need to see those numbers too. Plus there’s no real way to determine what you can improve on in the future without having a clear record of how effective each event was.

14. Over-programming your event schedule is a problem.

No matter how cool your schedule line up is, everyone needs a little down time here and there. Make sure that your event schedule has plenty of the following:

• Designated free periods where there are no events, activities, or keynotes going on.
• Clearly stated or suggested program lunch breaks.
• Down time that is completely separate from networking events, where your more introverted guests can take a breather.
• Early wrap up times at the end of multi-day events so attendees don’t burn out.

15. Not confirming your vendors can be an event mistake.

This event planning mistake is more common than you might think. In addition to paying your deposit, looping them in on relevant email chains, and confirming your venue set up times, you need to get one final confirmation within 48 hours of the event.

You never know what might come up – whether it’s a personal family matter or a flaky vendor, having written confirmation from all partners is a great way to prevent any misunderstandings. Plus, if something does go wrong, your event insurance company can use that documented communication to help assure them that you did everything in your power to make things work.

Avoid problems! Use easy, accurate diagramming

Now you’re ready to overcome common event planning challenges.

The good news is there is one common thread connecting all of these top event planning challenges; they are completely avoidable. Whether you use the solutions mentioned above or come up with your own, your event will surely benefit from this new knowledge!

For more event planning advice, check out these great reads:

• 15 of the Best Event Planning Niches
• The Ultimate Party Planning Checklist Template
• How to Create Better Networking Moments at Events

Looking for more information about event planning challenges?

Understaffing, Overspending, Not prioritizing networking, Forgetting to track changes, no weather backup plan, neglecting timeline wiggle room, lack of experience, too many guests, no event management process, forgetting attendee engagement, too little time for setup and breakdown, not researching other events and laws, not capturing data, over-programming, not confirming vendors.

Event planning jobs are expected to grow 7% from 2018-2028, compared to 5% across all jobs, indicating that the industry is growing.

Applying set project management techniques to the development and execution of events.

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Event Management

The Art of Solving Problems at your Event

Skift Meetings Studio Team

September 21st, 2017 at 8:00 AM EDT

Becoming a better event problem solver can make you indispensable. Luckily, problem-solving is not something you have to be born with. You can master it. Here’s how.

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In 2015, Steve Harvey, the then host of the Miss Universe Pageant did what every emcee lives in fear of doing. He announced the wrong winner. He later confessed that the font for the first runner-up was larger than the font of the winner and that caused his confusion. But regardless of the cause, the pressure of a live event can be stupefying.

If you’ve ever been faced with an important decision during an event, you may have noticed your own confidence eroding. It’s difficult dealing with the pressure. So how do you become a better, more confident problem solver when it counts? Follow these few steps:

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How to Become a Better Event Problem Solver

• Understand the issue. Whether it’s an attendee or supplier bringing up the issue, make sure you fully understand it and all the ramifications before jumping in to solve it.
• Create a plan. Make sure everyone understands their role and deliverables in the plan.
• If you’re at fault, admit it. Don’t place blame or make excuses. Admit fault and explain how it will be righted.
• Implement and follow up. Not only do you want to solve the problem at that moment but make a note to follow up. That makes an impression.

Becoming a Problem Solver by Deciding to Do So

You’ll often hear people claiming to be ‘born problem solvers’. And it’s true, some of us have a quick creative mind like that. They needn’t develop it or change anything. It’s simply how their brain works. For the rest of us, we need to cultivate a problem-solving mindset.

It’s like shopping in a large store and asking a clerk where an item is. Some simply give you an aisle number while others take you there. The people who take you there have to decide to get up from what they’re doing and help you. Problem-solving at an event is the same way.

Becoming a problem solver doesn’t require you to jump into the middle of any disgruntled situation, but it does mean finding solutions and giving up the shrug of the shoulders. People who are good problem solvers:

• Understand the difference between fires and infernos when it comes to problems and they address them accordingly.
• Are patient and creative.
• Enjoy helping and a good puzzle.
• Are naturally curious.
• Know what they’re doing.
• Tie all the laces so no one trips.

These skills can all be cultivated, so let’s examine them.

Fires Versus Infernos

Event problems don’t take a number. In order to be a good problem solver, you need to know how to weed out the most pressing issues and get to them first. A pressing issue isn’t always the one that is the most urgent but the one with the biggest PR nightmare potential. Learning how to prioritize is one of the greatest skills you can acquire in your pursuit of being a top problem solver.

Acquire Patience and Creativity

In understanding problems, it pays to be patient and creative in your approach. But before you give up because you don’t see yourself as a patient or creative person, you need to understand those words in context.

A patient problem solver is one who will listen to the entire issue before trying to solve it in their head. Most of us begin anticipating and formulating an answer before someone is even finished with a question. It saves time but it also keeps us from hearing the entire explanation. This makes people shut down and feel like you are not a source for a solution.

A creative problem solver doesn’t shut down ideas with a quick ‘that will never work’ without fully thinking about it. Creativity in problem-solving is not the same thing as creativity in the arts. It’s more about keeping an open mind while you and your group sort through options. You can acquire this type of creativity by merely willing yourself to.

Be a Helper

Problem solvers enjoy the challenge of helping people. It’s difficult for those who don’t enjoy helping to be an event problem solver. Often it requires us to put down whatever we’re working on and take on the new challenge. This can be frustrating for regimented personalities. That’s why if you want to be good at solving problems in the moment, you need to embrace the idea that you are helping someone.

Employ Curiosity

The best problem solvers are naturally curious people. Curiosity allows them to question things most people take for granted. You can flex that curiosity by questioning the usual answers.

However, excellent event problem solvers are curious but within confines. A problem at an event requires immediate action and often creativity. Curiosity can help you find a good solution but once it’s reached, you need to turn off the questioning or at least delay it until the next issue. As an event planner, you don’t have the time to question everything. Leave that to the philosophers or the event planning stage.

Know What You’re Doing

It’s next to impossible to solve a problem unless you know the area in which you’re working. For instance, let’s say a CEO of a logistics company had an issue. He might consult his logistics person. Consulting his event planner isn’t going to help him because the planner simply doesn’t know how logistics works. If the CEO had an event issue, they wouldn’t ask the logistics person, because again, that person doesn’t have the background necessary to suggest viable solutions.

One of the ways you can become a better event problem solver is by knowing your business and your suppliers as best you can. Keep up with online communities for event planners so that you know best practices and what others are doing. You may even read about an issue that you will face later.

Tie the Laces Quickly

Finally, a good event problem solver addresses immediate issues and understands how a decision may have other ramifications too. If you fix this one thing, what could it mean for others? Or if you answer this issue for this person, will it cause them to come back to you in a few hours because it has created another challenge?

An event problem solver needs to operate on multiple levels with 360-degree views of cause and effect. They should also have an eye for the big picture and the minutiae. You can’t make a solid decision without weighing all the options and understanding everything involved. However, reading a book on strategic problem solving isn’t going to help you in events.

Event planning requires quick and effective problem-solving. You don’t have a business quarter to decide next steps. You must create a solution that is the best you can do with the information and the time that you have.

Now that you know the elements that make a good event problem solver, let’s explore how you can actually put them into practice.

Steps for Better Event Problem Solving

Understand the issue.

When most people have an urgent issue, they rarely come to you in a calm demeanor with all of the information you need to help solve the problem. Instead, they rattle you with phrases and words that may seem like a disjointed mess. It’s up to you to ask the probing questions that will help you understand what the issue is, everyone it affects, and what’s already been tried. You need this critical information in order to present the most viable solution.

Create a Plan

Now that you understand everything involved, you can create a plan that addresses the issues. Make sure your plan takes into account the issue presenting itself but also try to be proactive about others that may crop up as part of the solution.

Once you have a plan to address the solution, ensure everyone understands their role and deliverables as well as the schedule and how it fits into their current responsibilities. Are they to drop everything to help in the solution or is it something they should do after their immediate responsibilities? Don’t leave the order up to them unless there is time to spare. If something is urgent and trumps everything else, make sure that is clearly communicated along with who will do it.

Part of your plan should be giving the affected party a point of contact. Don’t leave them wondering whether something got fixed or not. Another good reason for a point of contact is because problems sometimes escalate and it’s nice for the affected person to go to someone who already knows the situation.

If You’re at Fault, Admit It

This is one of the most difficult parts of problem-solving but an essential one. Don’t place blame or make excuses. Don’t try and get the other party to take partial responsibility.

Excuses place everyone on the defensive and ultimately it doesn’t really matter who caused the issue. But if it’s your mistake, admit fault and explain how it will be righted.

If it’s not your fault, it’s likely still your responsibility at the event. Apologize for the fact that it happened, not that you did it. Even if it was caused by a supplier or a third-party vendor, see if there’s a way that you can help mediate or direct them to someone who can help. Don’t just tell them to call the tour company, for instance. Find a contact name for them to ease their frustration.

Implement and Follow Up

Now that you have a plan and everyone understands their responsibilities, and you have taken responsibility for any fault you may have in the situation, you need to implement your plan and follow up. If it’s a problem involving an attendee in a multi-day event, check back in with them several times to find out how things are. Use their name and address specifics. If applicable, offer concessions to come to another event.

Keep an eye out for escalations on social media as well. Often, you’ll think something is addressed and the party will take their frustration to the web.

How to Solve Problems Quickly

One of the best things an event planner can do when it comes to problems is to solve them thoroughly, yet quickly. A problem left unattended becomes a very large issue because it compounds with the feelings of being ignored. Never let someone feel ignored if you can help it. But how do you ensure that you handle the problem with alacrity? You should:

• Be listening on social media both through hashtags and keywords. If your event is not thousands of people large, create a Twitter list of attendees and scan it periodically to ensure everyone is content and satisfied. If not, escalate the issue appropriately.
• Walk the floors and listen for sentiment.
• Look at exit surveys as they happen. You needn’t read them all but give a glance at those who are sharing info at the bottom.
• Switch responsibilities or get some distance. Solving quickly is critical for event planners but sometimes you get a mental block and are stumped to find a good solution. If that’s the case, take a few minutes to think about something else, preferably something regimented like folding napkins. Studies have shown that this type of break in thinking can help you come up with a creative solution.
• Solve for someone else. Construal-level theory means we are more able to solve for distant problems affecting someone else than our own. That’s why so many people who take their problems to a third-party end up thinking, why didn’t I come up with that?. Thinking about your problem in reference to someone else or thinking about it in an abstract way as if you were going to write a letter to Dear Abby and change all of the names to protect the innocent, may give you the distance you need to solve it.

In Conclusion

Becoming good at quick problem solving is a core competency for every event planner. Thankfully, it’s not something you need to be born with. You can cultivate the skills with some hard work and experience.

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Across the Country: How Immersive Experiences Shine Throughout the U.S.

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How to Solve the Most Common Event Management Problems

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Event professionals in New York have one of the most exciting and lucrative careers today. There are many advantages to attending events, including interacting with people, generating brand awareness, and generating revenue. 

However, it's a tricky business that requires careful planning and organization to ensure that an event runs successfully and profitably!

I've been in this field for more than twenty years now, and over time I've seen many companies fail miserably at executing their plans. There are many reasons why events fail: from poor marketing efforts to inexperienced staff members or having an unreliable venue partner. These are just some examples of common problems that can occur during the preparation process before any event even begins (if not before).

These failures can hurt businesses big time. You could lose money on wasted advertising expenses or lose credibility because attendees weren't happy with your product or service offering.

But don't worry! Here are ten common issues we see again and again in this industry (along with how you can solve them):

The 10 Most Common Event Management Issues and How Event Professionals in New York Can Solve Them

1. not enough attendance.

Whether you're planning a small meeting or a large conference, here are some tips to help you determine how many people to invite:

• Make sure you have a good mix of attendees. A ratio of 50% attendees from outside your organization and 50% from inside is considered ideal. If too many people come from within the same group (within your organization), it can be difficult for everyone to learn new things.
• Make sure there will be enough people attending so that the event will be worthwhile. It's important that there are enough attendees so that everyone has an opportunity to interact with each other and contribute ideas throughout the event.
• Determine if there are enough budgeted funds available before making any final decisions on numbers or types of events/conferences being planned by stakeholders in your organization -- especially if they include traveling costs such as airfare, hotel rooms, etc.

2. Poor planning

Poor planning is one of the most common mistakes event managers make. The good news is that it's a problem that can be easily avoided and corrected by following some simple guidelines.

• Make sure you have a plan in place before beginning to execute your event. If you don't, you're likely to run into problems down the road—the kind of problems that require last-minute fixes or expensive penalties because they weren't thought through ahead of time.
• Start with the end in mind: know what success looks like for your event, so that when things go wrong (and they will), you can adapt quickly rather than getting stuck trying to recover from an initial mistake. This means thinking about what attendees are going to get out of attending your event and how their experience will impact them long after it has ended. It also means considering how this experience affects attendees’ lives outside of work—what role does it play? What benefits does it bring?

These are all questions worth asking yourself as you begin planning any new project or initiative large enough for people outside your organization (eager volunteers included) to notice at least somewhat regularly over time if not daily or hourly during execution.

3. Inexperienced staff

There are many things that can go wrong at an event, but one of the most common problems is inexperience among staff. It’s important for you to train your staff in basic event management skills so they can handle any situation and not be afraid of making a mistake.

If you want your attendees to have a good time, they need to feel comfortable and relaxed while they're there, so they don't feel like outsiders or like something's wrong.

To do this, your event needs to be managed by someone who is capable of communicating effectively with both vendors and sponsors as well as attendees themselves.

It's also important that the venue where you hold your events has someone on hand who's experienced enough with managing events. Whether it’s another company or just another person working at their venue, it’s important that this person can communicate effectively with everyone involved.

4. Bad venue

If the venue is not suitable for the event, you should move on. If it’s too small, then your event won’t have enough space to accommodate guests. The right venue has to be large enough to meet your needs, but not so large that the space feels empty or underutilized.

If the wrong location is selected for an event, it can cause problems with transportation or accessibility issues for attendees—or even safety concerns because of accessibility problems!

You need a venue within easy access by public transportation (e.g., bus or subway), as well as nearby parking lots if there isn't enough available street parking near the venue itself. If a location is unsafe due to bad weather conditions like heavy rainstorms or extreme heat waves during summer months, then this can also negatively impact attendance rates at events held there because people don't want travel through bad weather when they could just stay home instead!

5. Poor communication

Poor communication is an event manager's worst nightmare and a common problem in the industry. This can happen at any point in the process, from the initial planning stages to the actual event itself.

However, it's important to recognize that poor communication isn't always a result of poor execution. It can also be caused by poorly worded messages or miscommunication between parties involved in an event.

Here are some ways you can ensure that your team is communicating effectively with each other:

• Make sure everyone knows who they're supposed to talk with when there's something new going on; make sure they know who their direct supervisor is (and how best to reach them); establish a clear chain of command so no one has questions about who needs what information when
• Create a schedule for regular meetings with all relevant parties (client, venue manager, sponsor liaison) so everyone stays up to date on changes and progress being made toward achieving goals set forth in your contract

6. Last-minute changes

Once the event is underway, it's important to stick with your plan. If you have a clear vision of how things should play out and then have to make last-minute changes, chances are they won't go according to plan. You'll end up spending more money or time than necessary, and you might even alienate some of your guests.

If you're forced into making last-minute changes due to extenuating circumstances (like a power outage), then there's no way around it. But if something happens during your planning phase that forces a change in schedule or details for one reason or another, think about whether this change will negatively affect other areas of the event before making any big decisions.

7. Bad marketing

If you don't have a clear marketing strategy , it's going to be hard for anyone to know about your event. That means no one will show up and the event will fail. But if you have an effective marketing plan in place, you can get people excited about what your event is going to bring them: more meetings or networking opportunities; new friends; better business relationships.

In order to make sure that as many people as possible know about your event so they'll want to attend, you need a well-thought-out marketing plan that includes all the different ways that you can reach out and get people interested in coming social media platforms like Facebook and LinkedIn ; email newsletters; print ads in magazines or newspapers (or both).

And once those messages reach their targets—the people who are most likely to buy tickets—you have another problem: making sure they understand what exactly this "event" thing is all about!

Your message needs to be clear enough that people understand why they should care but not so complicated that they tune out before they hear anything worthwhile (which could happen if there's too much jargon involved).

8. Blurry message

Make sure your event's message is clear, consistent, unique and timely. The message should be aligned with the audience and impactful. Finally, it should also be compelling.

In other words:

• You need to figure out what you want people to do after attending or participating in your event. What's the next step? This can be anything from buying a product or service from you to becoming a member of an organization that supports your cause or political party (and everything in between).
• Once you have identified this goal, make sure every aspect of your event reinforces it by communicating it as often as possible through various channels: emails sent out before and after the event, posts on social media leading up to the event, and speeches given by speakers during each session.

9. Last-minute emergencies

A last-minute emergency is a problem that occurs at or near the event’s beginning or end and requires a quick resolution.

Examples of last-minute emergencies include:

• The venue isn’t available when you planned for it to be, or it becomes unavailable at a crucial time.
• Your employees are unable to attend because of illness or other circumstances.
• A vendor doesn’t have enough supplies, causing delays in delivery of your products.

A good solution to resolve last-minute emergencies like these would be to have backup plans in place.

For example, if you’re hosting an event that requires a venue, make sure you have a list of several places where your guests can go if the original location becomes unavailable. You can also have extra supplies on hand for vendors in case they run out or need more time to deliver their products.

This may seem unnecessary, but it could save you from embarrassment or even financial ruin. If you have a backup plan in place ahead of time, your guests will not be disappointed if something goes awry, and the event doesn’t go as planned.

10. Too little data on attendee’s outcome of event

As an event manager, you need to collect data on attendees. This can be done through a survey or feedback form that attendees fill out at the end of your event. You can also collect information from registration forms, surveys and questionnaires before the event starts.

The information collected should include:

• Name & email address (for email notifications)
• Information about what they are attending (e.g., training)
• How they found out about it and why they registered (to improve future marketing efforts)

Collecting data from attendees will help you improve your event planning efforts. You can use the data to find out which topics are most popular, what level of training attendees need and what kinds of events people are interested in attending.

Event Professionals in New York are pros at event management. That’s why we STRONGLY recommend networking so that you can learn and collaborate with the best in the events industry.

Join us at The Event Planner Expo where you can mix and mingle with event professionals in New York who can help you sharpen your skills and grow your events business!

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An Event Prof’s Guide to Problem Solving

Need to flip one 50,000 square-foot hall four times in 21 days, while working around several other large events that are restricting both your access and your storage? Discovering during load-in that your caterer has forgotten half of the tables you booked? No problem! Enter Jennifer Thacker, Project Manager, problem solver, and our go-to for the most challenging projects.

“I love a logistics challenge,” Jen says, with all sincerity. “Anything that’s hard to pull off is exciting to me, and I really see problems as a chance to be creative and accomplish something great.” Around here, Jen’s ability to look back on even the most challenging and complex projects as “not that bad” is the stuff of legends, and her relentless positivity and otherworldly resourcefulness are exactly what you want and need on your team. So, let’s take a step-by-step look at Jen’s approach to tackling a challenging event head-on, dealing with problems that inevitably pop up, and staying cool, calm, and collected through it all.

The best offence will always be a good defense. Jen’s first line of defense is always solid and thorough planning.  

“I start scoping logistics problems as we’re talking through design,” she says. Jen and the rest of the project management team carefully map out every section of an event during the concept stage , working through the best ways to plan for and execute everything from load-in to Health and Safety management , and trying to anticipate possible problems. For example, for a recent event that spanned 5 floors of the National Music Centre , PLUS 2 floors and the rooftop of the King Eddy across the street, it was imperative to keep the product needed for the 8 different spaces incredibly organized. Packing all of the product together would not only affect the efficiency of unloading, but could easily result in items being lost across multiple floors or even across the street. To make sure this didn’t happen, Jen divided each space into zones with corresponding detailed packing lists, and each zone was packed into separate trucks. This meant product could be unloaded and elevatored up to each space quickly and easily, and ensured that everything arrived on the correct floor and in the correct zone, with no confusion.

This is just one example of Jen’s creative solutions that are built into each logistics plan, all of which go a long way toward stopping those facepalm moments before they happen.

Even a logistics superhero can’t plan for everything. The cold, hard truth is that problems are going to come up no matter how experienced and thorough you are. What matters is how you deal with it when the pressure’s on, and everyone’s looking at you. Jen’s personal approach?

“Always know that there is a solution to the problem,” she says, without hesitation. “There’s nothing we can’t fix; we solve problems every day.” Here’s a closer look at how she walks through problem solving.

1. First of all, make sure there really is a problem. Tensions and emotions can run high during the busy lead-up to a big event, and that’s increases exponentially once you’re actually on site and setting up. In many cases, there are so many people and moving parts that it’s easy for wires to get crossed, communication to break down, and problems to get blown out of proportion.

In Jen’s case, she is the main hub of information for the project, so often someone might be reacting to a problem that she’s in fact already dealt with. If someone tells you that the chairs you had booked are actually across the city at another event, Jen recommends asking a few questions before you start freaking out. Maybe someone already foresaw that problem and more chairs were actually purchased weeks ago. Before you start moving heaven and earth, take a deep breath and do some digging.

2. Be a team player. In Jen’s view, ‘not my problem’ is simply not a thing. If a problem comes up, instead of looking for someone else to blame (or to handle it), think about how you can help.

“It doesn’t matter who dropped the ball or what happened, we will always find a solution,” she says. “That’s what makes us different and that’s the value we bring to our clients. We will always make something work.”   

3. Brainstorming is about letting go and getting creative. So there really is a problem, and you’re a team player. Now what?

Jen’s goal is always first and foremost to find the solution that has the least effect on the event – what that does not mean is stubbornly hanging on to the original idea or plan. Creative problem solving is all about being able to let go and think differently; if you can’t do that, you’ll end up circling around and around the problem, and getting nowhere. Next, think about what you have access to, and who you have access to.

“Always start with what you have on site that can fix the problem,” Jen says. “Sometimes your truck will be pre-loaded for another event that you can ‘borrow’ from – look in the back of truck!” Maybe the venue has product you can use, or one of your vendors can step in.

If there’s nothing on site that can help you, or your problem is not one that involves product, ask yourself who can help? This is where your relationships with your vendors and partners become so important. Scroll through your contacts list for that perfect person with exactly the product, equipment, skills, or connections you need to solve this problem.

4. If you’re stuck, phone a friend. “When the pressure’s on and you’re in the thick of things,” Jen says, “the best thing to do is call someone who is not under that same pressure, and can help you talk it through.”

The same principle applies here as when you dial up your best friend, your mom, your therapist… whomever you like to talk things out with when something is driving you crazy. Talking through the problem with someone who is not immersed in the project or attached to the original plan can be exactly what you need to shake yourself loose and get that lightning bolt of inspiration.

When it comes to on-site emergencies, Jen’s phone-a-friend usually goes to Orlando, our Chief Operating Officer. When problems come up a little earlier in the process, our weekly operations meetings are a great chance to brainstorm with the whole team. Whomever you call, talk it through and let their fresh perspective change yours.  

5. Present solutions, not problems. Remember that relentless positivity we mentioned? Jen applies that to her commitment to never bring a problem to her client. Instead, she brings a solution – or options for a solution – to a problem that came up and was handled.

“The more calm you can stay, the better,” Jen says. “The worst thing is for a client to feel that you’re panicking. Own your solution, and have confidence in your team.”

Make sure everyone who needs to know about the change is in the loop, then simply execute and move on.

Events are not a solo sport, and in the end, that’s the real key to problem-solving. Events are such a collaborative effort, and nothing builds camaraderie and a sense of accomplishment like pulling off a really tough project as a team, working side-by-side with our partners, vendors, and clients. The same philosophy applies to taking on a big problem and beating it together.  

“I can’t stress enough how important your partnerships are when it comes to problem solving,” Jenn concludes. “When you have strong relationships, you have people to fall back on; people who will step in with ideas and solutions at the 11th hour when the stakes are high. You can’t do this alone.”

And of course, remember that this is a two-way street – you need to be willing to step up when your partners reach out to you for help.

The final takeaway. “After every event,” Jens says, “I assess what was successful, what problems came up, and what I learned from it – and then I just move on.”

If you have your own thoughts on logistics and problem-solving to add to the conversation, or want to see Jen and the rest of the team pull this stuff off in person (we promise you, it’s a sight to behold), give us call or drop us a note . We’d love to solve problems with you!

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The Essential Guide to Event Project Management

Project management involves guiding a team to achieve goals within a set timeframe by planning, executing, controlling, and completing tasks efficiently.

In today’s fast-paced business world, it is crucial for aligning strategies, managing risks, optimizing costs, and ensuring quality. Key project management frameworks include:

Waterfall : A sequential approach where tasks follow a set order. It’s best for projects with clear requirements and little change.

Agile : An iterative method dividing projects into short cycles called sprints. It allows for rapid development and adaptability to changes.

Lean : Focuses on eliminating waste and improving processes to deliver customer value. Commonly used in software development but applicable to various projects.

Six Sigma : A data-driven method aimed at improving quality and reducing defects through defining, measuring, analyzing, improving, and controlling processes.

Hybrid Methodologies : Combine elements of different approaches, such as blending Waterfall’s structure with Agile’s flexibility, to fit specific project needs.

What is Event Project Management?

Event project management is the skillful application of project management principles to create and execute memorable events.

It involves defining the event’s scope, setting clear objectives, crafting a detailed plan, managing resources, determining the event date to plan various aspects of the event, and measuring success.

From the initial idea to the final wrap-up, it’s about ensuring every detail is perfectly coordinated.

This role requires seamless collaboration among multiple teams, both internal and external, to bring the vision to life.

Event project management is temporary by nature, with the goal of establishing efficient, scalable workflows.

Professionals are always seeking ways to streamline processes and enhance efficiency.

Teamwork is key. Successful event managers work closely with stakeholders, vendors, industry influencers, speakers, and their own teams to ensure everything comes together flawlessly.

A dedicated event team is vital for overcoming challenges and managing logistics efficiently.

Ultimately, the success of an event depends on the ability to orchestrate all the moving parts with precision, delivering an experience that exceeds expectations.

As an example of a major event requiring exceptional project management, the Paris 2024 Olympic Games featured 10,500 athletes from over 200 countries competing in 329 events.

With 45,000 volunteers, millions of spectators, and nearly 10 million tickets sold, it was a global spectacle, reaching over half the world’s population through extensive media coverage.

Major Risks of Poor Event Project Management

Neglecting event project management can cause serious issues:

Increased Stress : Chaos and miscommunication can lead to stress for organizers and team members.

Overspending : Poor management often results in budget overruns and wasted resources.

Delays : Lack of planning can cause delays or postponements.

Attendee Disappointments : Inadequate management can lead to a poor experience and negative feedback.

Event Failure : Poor management can result in event failure or cancellation, affecting finances and reputation.

Effective event project management ensures smooth planning, coordination, and execution, protecting the organization’s reputation and budget stability.

One notable event that failed due to poor project management was the Fyre Festival in 2017. 

Marketed as a luxury music festival in the Bahamas, it was plagued by mismanagement, poor planning, and logistical failures.

 Attendees arrived to find inadequate accommodations, insufficient food, and no proper infrastructure. 

Performers canceled, and the festival was ultimately shut down, becoming a symbol of how poor management and misleading promotion can ruin a high-profile event.

When to Use Event Project Management?  

Initiating event project management is a strategic decision that becomes critical in specific situations. Here are key scenarios when it’s essential:

Deploying a New Events Strategy

When designing a new events strategy, event project management is crucial. This includes:

Identifying new opportunities.

Analyzing customer expectations.

Understanding industry-specific challenges.

Crafting a plan to execute the strategy effectively.

Event planners play a vital role in identifying new opportunities and analyzing customer expectations.

For example, this might involve launching new in-store events, exclusive product launches, or online sales events. Event project management helps align efforts with business goals and create memorable experiences.

Launching New or Large-Scale Events

Launching large events, such as grand sales or store openings, requires careful planning and coordination.

An event planner plays a unique role in developing event strategies and managing venue selections. This involves managing logistics, resources, and schedules, along with effective marketing and risk management.

Event project managers are responsible for maintaining timelines, managing multiple stakeholders, and ensuring the event meets its objectives while addressing common challenges. Clear communication with stakeholders is also crucial.

On the day of the event, smooth execution and handling unexpected issues are essential. Post-event reviews provide valuable insights for future improvements.

Implementing New Event Management Software

When integrating new event management software, project management helps smooth the transition and enhances efficiency.

For example, Pierre Fabre ’s implementation of Eventtia for 40 brands across 13 countries required effective project management to manage over 300 events.

Using Eventtia’s all-in-one event management platform , Pierre Fabre’s team has created event templates that include visual assets, event websites, online registration forms, attendee categorization, and invitations.

This standardization has saved time, effort, and money, while also providing headquarters with valuable insights into the number and types of events each brand organizes.

Collaborating with New Agencies and Suppliers

Working with new event agencies, vendors, and suppliers involves understanding new working styles and managing expectations.

Event project management ensures better coordination and communication, facilitating successful partnerships.

Running Events with New Partners, Influencers and Key Opinion Leaders

Hosting events with new partners, industry influencers, or Key Opinion Leaders (KOLs) requires careful management.

Effective event project management ensures that these collaborations align with brand goals and maximize engagement.

In each of these scenarios, initiating event project management ensures that all aspects of the event are handled seamlessly and effectively.

7 Stages of Event Project Management

Successfully executing an event project requires a structured approach. This chapter outlines the key stages involved in initiating and managing a successful event.

Stage 1: Problem Identification

At the start of event project management, it’s important to identify the problem your project aims to solve. This step sets the stage for the entire project and ensures your efforts are focused.

First, define the problem clearly. For example, you might need to create a new strategy to better connect customers with your brand. 

Alternatively, you might need to find new suppliers for your fundraiser event catering and video production, or partner with key opinion leaders to promote your luxury retail exhibition.

Another key issue in event management could be dissatisfaction with your current event management software, especially if it doesn’t meet specific needs like API integration for hosting events .

Note: In this article, we’ll focus on the challenge of choosing a new event management software provider. This might be necessary if your current platform no longer meets your organization’s needs or lacks essential features for your events.

Stage 2: Ideation

After identifying the problem your event project management will address, the next step is ideation. This phase involves brainstorming and exploring potential event management software solutions to tackle the challenge.

Consider a range of options, including both in-house and third-party solutions. Encourage creative thinking to generate diverse ideas, such as:

Requesting upgrades or new features from your current software provider.

Searching for a different provider that offers a better solution.

Building a new, custom platform from scratch.

Stage 3: Solution Planning

After ideation and determining potential solutions, the next step is solution planning. In this phase, you’ll create a detailed plan for implementing the chosen solution.

Identify the Best Event Management Solution

For selecting new event management software, this step involves choosing between options like in-house tools, specialized platforms (e.g., event online registration and event ticketing software ), or all-in-one event management software.

Tip: Read this article if you are unsure how to choose the best event management software provider .

Based on your evaluations, select the solution that best fits your needs.

For this article, we’ll assume your team chooses an all-in-one event planning platform.

Effective event project management tools are crucial in this phase to streamline various aspects of event planning, such as managing tasks, tracking progress, and coordinating vendor relationships.

For instance, Pierre Fabre ’s team has enhanced attendee experiences through personalized online registration forms, tailored activities, giveaways, and streamlined check-ins.

By using Eventtia, Pierre Fabre consistently fosters strong connections, maximizes impact, and nurtures long-term relationships with its stakeholders.

Build the Project Team

As you implement the solution, assemble a project team with clear roles and responsibilities. Typical roles might include a project manager, event director, UX/UI designer, IT director, and financial team.

Determine Key Success Indicators (KPIs)

Set key performance indicators (KPIs) to measure the project’s success. KPIs might include:

Tracking major milestones

Monitoring budget spending

Counting onboarded users

Recording customer support tickets

For implementing a new event management system (EMS), consider these KPIs:

Budget: Avoid overspending

Schedule: Launch on time

Technical Performance: Meet security requirements, ensure fast loading speed, and provide a good UX/UI design

Set a Timeline and Phases

Establish a clear timeline with deadlines for each phase: selecting the provider, negotiating, finalizing contracts, onboarding, and full implementation. This ensures the project progresses smoothly.

Create Specifications

Develop detailed specifications for the chosen solution, including vendor location, size, and other relevant details. These help ensure the provider meets your needs.

Establish Budget and Timeline

Set a budget and timeline for the project. Clarify the pricing model and allocate funds for implementation. For example:

Selection: 2 months

Negotiation and contracts: 1 month

Onboarding: 1 month

Implementation: 6 months

This framework helps keep the project on track and within budget.

Stage 4: Solution Implementation 

Now that the plan is in place, it’s time to put it into action. Solution implementation occurs in several incremental phases. Here’s how to proceed:

Project Kickoff

The kickoff ensures everyone understands their roles and the project goals.

Allocate Resources: Ensure you have the necessary resources for a successful implementation.

Provide Access: Make sure the team has access to the required tools and resources.

Host a Kickoff Meeting: Organize a meeting to outline objectives, timeline, roles, and responsibilities. This aligns the team and sets expectations.

An event project manager plays a crucial role in logistical planning and resource allocation, ensuring all aspects of the event are meticulously organized and managed.

Solution Development

During this phase, collaborate with the chosen vendor to build and customize the solution.

Work with the Vendor: Communicate your specifications and requirements to ensure the solution meets your goals.

Review Progress: Regularly check the development progress to stay on track.

Quality Assurance (QA)

Ensure the solution meets your needs and functions properly.

Test Thoroughly: Identify and fix any issues through comprehensive testing.

Check Compliance: Verify the solution meets all project requirements and quality standards.

Documentation

Maintain a record of the solution and guide its use.

Create Documentation: Develop user guides, manuals, and best practices.

Archive Documents: Store project-related documents for future reference.

Train users to effectively use the new solution.

Train Users: Provide training for both the project team and end-users.

Ensure Comfort: Make sure users are comfortable with the system to maximize its potential.

By managing the kickoff, development, QA, documentation, and onboarding phases effectively, you ensure a smooth transition and optimal use of your new solution, such as event management software.

Stage 5: Go Live

The go-live phase is a key milestone where the new event management platform is officially launched for regular use.

This phase is crucial for a successful transition and ongoing operations. Here’s what to focus on:

Official Deployment: This is when the solution is officially put into use. A dedicated team should handle this to ensure a smooth rollout. Successful event project management is essential here, as it involves careful planning and organization to cover all aspects from budgeting to logistics, ensuring effective event execution.

Phased Deployment: To minimize disruptions, start by deploying the solution to a small group or limited scope before expanding to a larger audience. This controlled approach helps identify and fix issues early.

Invest in User Support: Provide strong support as the solution goes live. Work with the software provider to offer comprehensive help to users. This is crucial for addressing any immediate questions or issues during the transition.

Businesses that use Eventtia can be confident that their events are expertly managed, thanks to the platform’s robust service level agreement (SLA) and continuous support, which guarantee exceptional service.

Monitor and Resolve Issues: Continuously track the solution’s performance after deployment. Be ready to quickly address any problems or questions that arise. Effective support and prompt issue resolution are key to maintaining user confidence.

The go-live phase is where the solution is used in real-world scenarios. Plan thoroughly, provide strong support, and be flexible to handle any unexpected challenges.

Stage 6: Post-Implementation Review

After using the new solution for a while, it’s crucial to conduct a post-implementation review to assess its effectiveness and gather insights for future improvements. Here’s how:

Hold a Review Meeting: Gather stakeholders to evaluate whether the solution has met its goals.

Collect Feedback and Lessons Learned: Gather feedback from users and team members, noting both successes and areas for improvement. Document these insights for future reference. This feedback is essential for enhancing future events, improving management, and increasing attendance.

Regular reviews after each implementation will help continuously improve your solutions. Choosing the right technology partner is key to success when implementing a new EMS.

The best software providers not only offer a strong technical solution but also deliver proactive and agile customer support.

Stage 7: Scaling

Once the new solution has proven successful and stable, it’s time to scale it to a broader audience, such as the entire company, various brands, affiliates, or partners.

Here’s how:

Plan for Scaling : Create a roadmap to expand the solution’s use across different groups or entities within the organization.

Implement Widely : Roll out the solution to the larger audience, adapting it as needed to fit each group’s requirements.

Monitor and Improve : Continuously track the solution’s performance, gather feedback, and make adjustments to ensure it meets the needs of all users.

Scaling the solution to a wider audience signifies its successful adoption and highlights the need for ongoing evaluation and refinement to maximize its value.

Key Takeaways

Event Project Management : Critical for achieving goals, strategic alignment, risk management, cost efficiency, and quality control in today’s competitive business environment. Identifying the target audience is crucial for defining event objectives and effective communication strategies.

Risks of Poor Management : Inadequate event project management can lead to stress, overspending, delays, attendee dissatisfaction, and event failure.

When to Implement : Use the 7 stages of event project management for developing new event strategies, launching new event types, integrating event management software, collaborating with new agencies or suppliers, and partnering with industry influencers.

Successful Execution : Follow a structured approach: identify problems, ideate solutions, plan and implement, ensure quality, conduct post-implementation reviews, and scale effectively to broader audiences.

Event Management Software : Platforms like Eventtia streamline event planning and execution, ensuring smooth coordination of internal and external teams with their comprehensive digital solutions.

Need help finding the best event management solution for your company? Contact us today for a personalized demo tailored to your needs.

Discover Pernord Ricard’s Hospitality Platform Development Project

Pernod Ricard , the world’s second-largest wine and spirits group, demonstrates how effective event project management can drive success.

Facing the challenge of quickly developing a robust B2B event management platform to enhance brand visibility and revenue for professionals in the hospitality industry, Pernod Ricard needed a solution that was both scalable and reliable to support their 240 brands globally.

They sought an ideal event management software provider and identified Eventtia as the best choice.

Eventtia’s Platform Provided:

Scalability and Robustness : Eventtia’s platform met stringent timelines and supported Pernod Ricard’s global deployment plan.

Seamless Integration : The platform aligned with Pernod Ricard’s vision, ensuring a smooth user experience and consistent brand identity.

Pernod Ricard’s IT team integrated, tested, and deployed event activities on SIP Community within days, thanks to Eventtia’s API and minimal technical support.

Eventtia Enhanced Event Management for:

Guests and Attendees : Easy event discovery and registration, automated branded emails, QR codes, and post-event satisfaction surveys.

Event Organizers : Tools for creating and managing events, tracking registrations, mobile check-ins, and gathering feedback.

Administrators : Efficient management of users and platform activity through a streamlined back-office platform.

The swift integration and deployment by Pernod Ricard’s team highlight Eventtia’s effectiveness and capabilities in event management.

Download the Ultimate Event Planning Checklist for Free

Download Your Event Planning Checklist

The event checklist helps you manage all planning details, reduce uncertainty, and stick to the event timeline.

Ready to optimize your event planning?

Whether you’re organizing corporate, consumer, or B2B events, our Ultimate Event Planning Checklist is your essential guide for flawless execution.

Backed by over a decade of experience with leading brands like Perrier-Jouet, Pierre Fabre Group, and Kaspersky, we’re excited to offer this crucial tool.

This checklist will help you manage every detail of your event, from start to finish.

Explore our article and download the checklist for free to ensure you’re fully prepared and set for success in your event planning journey.

Discover how Eventtia helps world-leading brands digitize and scale their events

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6 Major Event Planning Problems and How to Solve Them

Organizing an event is a roller coaster of planning and scheduling, preparing for contingencies, dealing with unexpected emergencies, troubleshooting, and then getting back on track again. Every event planner faces problems and has to make tough choices, even when there is a Plan B in place. Read on for some common event planning problems you could face and how to work around them for a successful event.

Problem 1: Overspending

One of the most common issues faced while planning an event is losing track of expenses. With so many ends to tie up, very often one tends to overstep the budget or overspend at a certain point not leaving enough for the rest of the plan. 

Solution: Draw up a budget

Step one for planning an event has to be drawing up a budget. Once you know how much you have to work with, it becomes easier to allocate the total amount fairly over the entire plan.

Problem 2: Bad weather

Though weather prediction in today’s date is fairly accurate, there is always that chance of a freak storm, unseasonal rain, or an unusual spike in temperature. A weather anomaly has the capacity to throw your well-laid plans totally out of gear. 

Solution: Alternative location

Venues are booked months in advance, which makes it hard to predict the weather on the date accurately. This may be a problem especially when your event is planned in an open space. The best way around such a situation is to keep an alternate venue in mind – or book something that has an indoor space option as well. 

Problem 3: Inexperience 

With so much information online about event planning, the available resources, and options, one assumes that setting up a successful event by yourself won’t be too difficult. But do remember, inexperience has an uncanny ability to derail plans. Try as you may, there will be major issues and minor details that you will miss out on.

Solution: Hire an event planner

Experience trumps all. Yes, we are absolutely recommending our product  right now, but only because we know what can happen with an inexperienced planner at the helm! Take the help of people who know what they are doing, professionals who have done the same thing for years – it will show in the quality and success of your event.

Problem 4: Over programming

Packing all that you can into the limited time that you have for your event may seem like a wise move at the time. But when the event rolls out, you may have exhausted and burnt-out participants looking forward to a break. Offering so much and more is not always the best thing.

Solution: Plan breaks

Events are not only about the business agenda, a very significant aim of any event is ensuring that participants enjoy themselves. This means that you must inject entertainment breaks into your schedule. Entertainment breaks help in rejuvenation as well as add to the recall of the event.

Problem 5: Pre-event clutter

When handling everything from the venue, catering, parking, and sound systems to hygiene, registration, directions, and entertainment, your days are bound to be chaotic. Especially if you’re doing it all by yourself.

Solution: Establish a line of communication

If you are in charge of multiple responsibilities, it would do well to establish a line of communication with all your vendors and people you have delegated work to. Take the help of a written organizer where you can update the status at each stage.

Problem 6: A/V collapse

An audio-visual system letting you down is not unheard of. Electric connection issues, network problems, technical glitches – there are many ways for a piece of machinery to become a nuisance.

Solution: Keep time for a dry run

Start early on D-day, preferably with a checklist. This applies not just to your audio/visual setup, but also to every other vendor on your list. Set up a dry run on a day prior to the event just to make sure that everything is in working order and your event takes off smoothly.

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How to Solve any Event Problem

As an event planner, problem solving is a big part of your job. Focusing on getting things right on the day is vital to ensure your attendees have a great experience, but in the run up to an event, there are a huge number of moving parts and elements that – despite your best efforts – might not go according to plan.

From setting up the website to ensuring marketing campaigns are effective and ticket sales are on track, through to liaising with sponsors, suppliers and attendees, there’s a lot to keep track of. Then there are the problems that can’t be foreseen – weather, power cuts, transport strikes, and more. No matter how experienced and prepared you are, things go wrong and problems appear.

When a problem does arise it’s very tempting to jump straight into solving it.  That works for situations where the cause, and therefore the solution is straightforward, but often the actual cause isn’t obvious.  When we jump into solving these problems too early, there’s a huge risk we don’t fix it – and can even make them worse.

Here’s an example:

Situation: Ticket sales for my event are much slower than I expected.

Cause: I’m not spending enough money on marketing my event.

Solution: Spend more budget on Facebook Ads.

In this example, I’m jumping too quickly to assume the cause, without actually understanding if that really is what’s wrong. Perhaps my marketing budget is fine, but I’m targeting the wrong people.  Perhaps my tickets aren’t priced well.  And perhaps my event simply isn’t compelling enough…

In situations like these, it’s vital to take a step back and spend the time to understand the actual cause – not what we think it might be – before diving into problem solving.  Below, I’ll share two methods that will help you do that.

This sounds like the method your child uses to drive you crazy, but it’s actually a very simple and surprisingly effective way to analyse a problem and to peel away the layers surrounding it.

The benefits are that it’s incredibly simple, fast, and a great way to look at problems that are a bit fuzzy, particularly those where people are involved.

To use it, first write down the problem. This helps formalise, fully describe, and clarify the issue. It also helps ensure everyone agrees on the problem if you’re doing this in a team environment.

Then you simply ask the question “why?” 5(ish) times.  You may need more or less than 5 to get to the root cause, but you get the idea.  Here’s an example:

• Problem: vegetarians at my conference complained that there wasn’t any vegetarian food available, even though we provided it.
• Why did they complain about a lack of vegetarian options?  Because the attendees who didn’t have dietary restrictions ate the vegetarian food.
• Why did they eat the vegetarian food?  Because there was no signage to indicate it was the vegetarian option.
• Why was there no signage?  Because we didn’t ask the catering company to provide it.
• Why didn’t we ask the catering company to provide it?  Because we didn’t hold a pre-event briefing meeting

This is a simple example, but it shows how effective this technique can be.  The final why leads to a statement (root cause) that you can take action on, and be confident it’s the right action. For the problem above, it would be very tempting to jump straight to the “obvious” solution: increase the quantity of vegetarian food.  But that would not solve the problem!  The solution here is to brief the catering company to provide signage, and to tell attendees which is the vegetarian option.

Fishbone diagrams & root cause analysis

Also known as cause and effect diagrams.  This method is a more visual way of getting to the root cause of an issue and works particularly well for more complex problems. Here’s how it works:

• Identify the exact problem. Define it as clearly as possible.  Write it down on the left hand side of a large piece of paper.
• Draw a horizontal line from the box, so that it looks like the head and spine of a fish.  This gives you space to develop your ideas.
• Brainstorm the main factors or categories that could be involved.  Not the solutions, but the buckets of related factors. For example: suppliers, venue, staff, technology, etc.  Draw a line off the “spine” for each factor, and label it with the theme.
• For each of these factors, brainstorm what the possible causes could be.  Add each of these causes as labels along the line for that factor.
• You’ll now have a diagram showing the problem, the main factors that may be involved, and all the possible causes that you can think of.

Depending on how complex it is, the solution may now be obvious.  If it’s not, you can then investigate the most likely causes further.  That may involve doing customer research, looking at your data, talking to suppliers, etc.  But by laying everything down visually in a fishbone diagram, you can ensure you have the full picture at a glance. You can be thorough in identifying the actual problem – and solving the right one!

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Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world.

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Event Planning Problems and Solutions

August 28, 2018

Home - Blog - Event Planning Problems and Solutions

You know that feeling. That feeling when you’ve put months of work into an event – researching, budgeting, planning, promoting – and when the big day rolls around, you realize that you forgot something so obvious that all you can do is put your face in your palm. Don’t worry, it happens to the best of us. If you want to avoid that feeling at your next event, we’ve got you covered. Here are some of the most common event planning mistakes – and how to avoid them.

Started the planning too late

The problem: When an event is a year (or a half a year) away, it can be tempting to keep it on the back burner and focus on other immediate priorities. Then, all of a sudden, you look up and your event is three or four months out. You’re forced to rush through important things, like developing your  event app .

The solution:  We  recommend starting the process  at least six months out. More planning leads to a smoother event, and this is especially true for your app. Leave plenty of time to contact an app provider, plan the discovery stage, and design and develop an app you’re proud to share.

Forgot the hashtag

The problem:  At your event, an attendee comes up to you and points at their phone. “What’s the hashtag?” they say. You stare back at them with a blank look, thinking to yourself, “Right, the hashtag…”

The solution:  A hashtag is crucial for social media, especially Twitter. It’s how your attendees will tell the world what’s happening and where, and how people will be able to find tweets related to your event. Keep it short. Long hashtags are difficult to remember, and difficult to type without making a mistake. Make your hashtag unique, and keep it to a minimal amount of characters. If you haven’t announced one, post it to your  app’s social wall , send a notification, or ask your first speaker to mention it before they begin.  Click here for other event hashtag tips.

No personalization

The problem:  Your event was seemingly successful – it was promoted, attended and managed smoothly. But in the final analysis, the  engagement metrics  were disappointing.

The solution:  Your attendees personalize everything in their lives – entertainment, news, social media, etc. Your event should offer a personalized experience. Your email marketing can mention them by name. You can offer a customizable agenda. You can personalize their app to display content that the attendee has already demonstrated interest in. If you personalize your event, attendees will feel a greater sense of ownership over their experience, and the results will be reflected in your engagement metrics.

Click here to download our ebook  which includes 25 tips for event personalization.

Didn’t plan sufficient set-up time

The problem:  Vendors and attendees begin to arrive, and you and your team are still running around like crazy. To seem out of control right off the bat is not a good first impression.

The solution:  Create a detailed production schedule, with time allotments and specific task assignments for everyone involved. It can’t hurt to keep a couple of additional hands free, reserved for those unknowns that always pop up. Similarly, when you create the schedule, build in extra time. An earlier wake-up call will be worth it when you have greater peace of mind as the event begins.

Didn’t consider external factors

The problem:  You realize that on the same day of your event, there’s a marathon running through the city and traffic is completely gridlocked.

The solution:  Put some thought in the external factors. Is there a similar industry event happening on the same date? Even if another event is happening within the same few weeks, your attendees might not want to commit to both. Research some of the events in the city as well. Is there a big concert? Sporting event? Parade? Protest? Convention? Even if these happenings are unrelated, they can snarl traffic and cause logistical headaches.

The right data wasn’t captured

The problem:  After the event, your boss asks you, “So what was the ROI?” and you don’t have an answer.

The solution:  Make sure you have an  event app  that gathers the  right data . Keep track of all of  leads generated , live-polling, QR code scans, vendor booth visits, networking matches, etc. A good app will capture all of these metrics and more – so you’ll have the data you need to prove success and improve your strategy for next year.

Over-programmed

The problem:  Hours into a day of presentations and breakout sessions, attendees are slouched in their seats, staring at their phones.

The solution:  Over-programming is a common event management problem. While you might be anxious to pack in all the excitement possible, remember that attendees can only take in so much.  Schedule ample breaks , and communicate them clearly. Make sure your venue has a pleasant space nearby – preferably with an outdoor option – for attendees to recharge. For multi-day conferences, wrap things up and start happy hour a little early. Sometimes the best breakout session is actually just a break.

Believed that Murphy’s law didn’t apply to you

The problem:  Something goes wrong at your event. Something that you knew might happen, or something you didn’t anticipate but in hindsight is painfully obvious. Murphy’s law – the adage that says, “whatever can go wrong, will go wrong” – is popular for a reason. It tends to hold true.

The solution:  Before your event, schedule a meeting with everyone involved: planners, marketers, operations managers, etc. Ask everyone to bring a list of everything that could go wrong. At the meeting, run down the list and make sure you’re making every possible preparation or fail-safe in case Murphy shows up at your event and lays down the law.

Networking isn’t prioritized

The problem:  You arrange awesome speakers and interesting breakout sessions. But in surveys  and in data, it’s clear that the networking engagement numbers are flat.

The solution:  Attendees and vendors come to your event expecting to make connections. Make sure you incorporate time and space for people to network. And  take advantage of event app technology  to encourage and maximize connections. Enabling QR codes for attendees, speakers and sponsors makes it easier to swap profile and contact information, and everyone can use their app’s messaging and social features for simplified communication.

Remember: event planning mistakes happen! The best thing you can do is learn from what went wrong and apply that knowledge to the next event. Many of us at Stova have been meeting planners ourselves, so we’ve learned a lot (and seen it all) over the years. We’d love to share some of that knowledge and experience for your next  event app  –  contact us for a demo !

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Whether your event is virtual, hybrid, or in-person, enhance your attendee’s journey with an event ecosystem built for your audience. Ready to walk through Stova's event technology solutions? Schedule some time with us today.

13 horrifying event planning problems and solutions

In the world of event planning, unexpected issues can always arise. Sometimes, they can be big enough to give you a personal house of horrors to navigate through. In fact, a CareerCast survey shows that event planning is the sixth most stressful job in the world. 

But don’t get frightened by the haunting task of avoiding these event planning problems, because this article can help! Here, we outline 13 of the most horrifying problems people face when planning events, and offer some helpful tricks (or treats) that can be used as solutions to rescue your event from doom.

1. Overspending or not having enough money

Solution: research to plan an accurate budget.

It’s always a challenge to figure out how much your event will cost. However, without preparing a detailed budget analysis before, you can be left in a financial mess of either overspending or running out of money. It’s essential to conduct a deep dive into how much your event is expected to cost early in the planning phase, as well as keeping a running tally of how much has been used once the spending process is underway. Doing early estimates and accurate budget tracking throughout will help you make prudent financial decisions during the entire process.

2. No one shows up to the event

Solution: clear communication and hype before.

Everyone as a kid had the nightmare of nobody showing up to their birthday party. Now, imagine if that same situation happened as an adult at one of your events. It would be terrifying! Simply put: People won’t attend an event they don’t know about, so make sure to communicate with everyone invited. Give them specific details about the date, time, location, and theme. On top of using clear communication, you also have to hype up the event in order to convince people to go. Use social media and word-of-mouth techniques to get people talking about it in a positive light, and excitement will generate enough interest to make sure people show up.

3. Being understaffed 

Solution: be prepared for a high turnout.

Doing a great job hyping up your event means there’s a strong chance the turnout rate will exceed expectations. Although this is a good problem to have, it’s still quite a challenge. The safest solution is to treat each event as if a large audience could happen. Don’t overspend in your budget assuming you’re going to need more food or additional staffing, but leave some space in your finances just in case a last-minute decision to bring in more resources is needed. Promoting your event well can definitely lead to a big turnout, so simply be prepared in advance if that happens.

4. Losing the attention of guests

Solution: keep them engaged with activities.

There is no worse feeling as an event host than seeing your attendees visibly bored. Prevent any yawning or phone-staring by adding some gamification elements to the experience or dividing them into smaller groups for discussion periods. Schedule breaks into your event’s structure where people can refocus. Mix things up by planning different activities throughout your schedule, but don’t be afraid to spend more time on anything that is creating strong engagement. Bottom line: Be willing to adapt.

5. Low participation rate among attendees

Solution: entice them with incentives.

Sometimes all it takes to motivate people is an added incentive. If you want to get the most engagement from your audience, offer them some perks to participate! Gamify the experience by creating contests that require everyone to contribute during the event, and offer rewards to the people who put in the best work. Those incentives could be provided by your event sponsors (gift cards, discount deals, free products), or even your own company-related perks (office networking opportunities, bonus vacation days, corporate swag). Everyone loves friendly competition, so use that as a motivating tool to get your attendees to participate in the event.

6. Complicated catering and gifting logistics

Solution: use hoppier to help simplify the process.

Anyone who has planned an event knows what a chaotic mess it can be to find reliable catering, and this has only gotten more challenging with the rise of virtual events. Hoppier is an easy way to simplify the difficult catering process. We can provide your attendees with virtual cards that let them order from a variety of vendors, and the items will be swiftly delivered to each person, even if they’re all in different locations. It’s also a terrific incentive to use because the customizable nature means it works well for anyone who ultimately wins the reward. Avoid the logistical nightmares of catering or gifting by trying Hoppier, and give everyone an incredible experience by letting each person pick things they want.

7. Unexpected technological issues

Solution: test rigorously and have a backup plan.

As mentioned, virtual events are here to stay. But for all the convenience that comes with technology, our reliance on it can cause massive problems if something doesn’t work when needed. To avoid encountering these time-wasting issues at your events, test everything rigorously before things get underway. This preparation can help you identify and solve problems early enough to get the help needed ahead of time. And in the unfortunate situation that something goes wrong during your event, always have a backup plan prepared to keep things moving along until you can fix the issue.

8. Bad weather or venue problems

Solution: prepare for the worst-case scenario.

Now that we’re emerging on the other side of the COVID-19 pandemic, in-person events are finally making a comeback. Having a specific location for an event can cause unexpected complications that are simply out of your control, like bad weather or problems with the venue. In case the weather is brutal on the day of your outdoor event, plan a place with the option to pivot indoors. And if something goes wrong with the venue and your location needs to change, always have a backup option in mind for a sudden late change. There is never a perfect solution to these issues, but preparing for a worst-case scenario ahead of time can significantly help you avoid a nightmarish outcome.

9. Last-minute speaker cancellations

Solution: be ready with backup speakers or extra discussion topics.

Finding a compelling list of speakers is one of the most important elements to any event. But what happens when one of them cancels on you at the last-minute? It’s incredibly frustrating to deal with a speaker bailing at any time, but particularly when it’s right before your event. Always be ready with a backup guest or two that you know will be able to swoop in at a moment’s notice in case of an emergency. And if none of your fallback speakers are available, be prepared with extra panel discussion topics that can help fill the time with genuinely interesting dialogue as opposed to filler conversation.

10. Struggling to find sponsors

Solution: proactively seek sponsors with a big list of options.

If you want or need sponsors for your event, be proactive in locking them down early. Waiting too long to find sponsors can cripple your event. Focusing on sponsors early can help alleviate the pressure later on, and allows you to go through all your options in a timely manner. You should also draft a big list of potential partners and discuss the benefits of each with your team, because you may need to go through several options before finally coming to an agreement.

11. Not leaving wiggle room in your timeline

Solution: create a flexible schedule.

No matter how hard you try to have a perfect plan for your event, there’s always something that doesn’t follow the anticipated timeline. Here’s an important piece of advice: Be flexible when it comes to making your schedule. Perhaps one of your activities runs longer than planned, or maybe you don’t want to stop a particular component because it’s generating great engagement with the attendees. Having a detailed plan is necessary to keep things moving at a steady rhythm, but you can’t become committed to following each element exactly as scheduled. A willingness to adjust your plan creates the wiggle room needed to provide the most captivating event possible for everyone in attendance.

12. Ignoring the little things

Solution: ask people to learn what they want.

As important as it is to have your own vision, you must also listen carefully to what the people attending it are hoping for. Try asking your guests what they want ahead of time, which can be done statistically through a survey or casually through simple conversations. If the audience responds unenthusiastically to any of your suggestions, ask them what they’d prefer instead (more networking opportunities, different themes, shorter event time, among other possibilities). You can’t act on every recommendation, but it’s a good idea to follow through on any common requests that will elevate your event into a memorable and enjoyable experience.

13. Feeling overwhelmed to plan it all yourself

Solution: ask for help.

If you start feeling overwhelmed by how much work needs to be done, don’t be afraid to ask for help. Telling this to your superiors or co-workers often results in extra people coming in to support you, like a team of associates or even a professional event planner . In fact, new people might energize the organizing phase with great ideas of their own. Asking for help can make your planning much more productive, which in turn can transform your event into its best possible version.

Hoppier: a helpful tool to solve your event catering concerns

Even the scariest horror movies sometimes pale in comparison to the stress that comes from event catering. But now you can simplify those agonizing situations by using Hoppier. We provide you and your guests with a creative catering experience by using virtual cards, which can be used to order food or drinks from various vendors.

All you have to do is create an account, and then you can customize your card however you’d like. Set a spending balance that works for your particular event, and let the guests order whatever items they like from a long list of vendors available. Not only does our program eliminate the hassle of catering your event, but you can even use extra cards as added incentives for your attendees.

How to solve your event planning problems

If we had to name one common theme for all 13 of these event problems and solutions, it’s that preparation is key. You can never predict which issues will unfold, but being ready for anything through diligent planning is the safest way to deal with whatever challenges are thrown your way.

For more tips about event planning, check out our webinar on the top tools for creating memorable virtual events , or read our book of virtual event ideas for managers and event planners that will create engaging experiences.

Ready to 2x your global engagement at your next event, with Ox stress?

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40 problem-solving techniques and processes

All teams and organizations encounter challenges. Approaching those challenges without a structured problem solving process can end up making things worse.

Proven problem solving techniques such as those outlined below can guide your group through a process of identifying problems and challenges , ideating on possible solutions , and then evaluating and implementing the most suitable .

In this post, you'll find problem-solving tools you can use to develop effective solutions. You'll also find some tips for facilitating the problem solving process and solving complex problems.

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What is problem solving?

Problem solving is a process of finding and implementing a solution to a challenge or obstacle. In most contexts, this means going through a problem solving process that begins with identifying the issue, exploring its root causes, ideating and refining possible solutions before implementing and measuring the impact of that solution.

For simple or small problems, it can be tempting to skip straight to implementing what you believe is the right solution. The danger with this approach is that without exploring the true causes of the issue, it might just occur again or your chosen solution may cause other issues.

Particularly in the world of work, good problem solving means using data to back up each step of the process, bringing in new perspectives and effectively measuring the impact of your solution.

Effective problem solving can help ensure that your team or organization is well positioned to overcome challenges, be resilient to change and create innovation. In my experience, problem solving is a combination of skillset, mindset and process, and it’s especially vital for leaders to cultivate this skill.

What is the seven step problem solving process?

A problem solving process is a step-by-step framework from going from discovering a problem all the way through to implementing a solution.

With practice, this framework can become intuitive, and innovative companies tend to have a consistent and ongoing ability to discover and tackle challenges when they come up.

You might see everything from a four step problem solving process through to seven steps. While all these processes cover roughly the same ground, I’ve found a seven step problem solving process is helpful for making all key steps legible.

We’ll outline that process here and then follow with techniques you can use to explore and work on that step of the problem solving process with a group.

The seven-step problem solving process is:

1. Problem identification 

The first stage of any problem solving process is to identify the problem(s) you need to solve. This often looks like using group discussions and activities to help a group surface and effectively articulate the challenges they’re facing and wish to resolve.

Be sure to align with your team on the exact definition and nature of the problem you’re solving. An effective process is one where everyone is pulling in the same direction – ensure clarity and alignment now to help avoid misunderstandings later.

2. Problem analysis and refinement

The process of problem analysis means ensuring that the problem you are seeking to solve is  the   right problem . Choosing the right problem to solve means you are on the right path to creating the right solution.

At this stage, you may look deeper at the problem you identified to try and discover the root cause at the level of people or process. You may also spend some time sourcing data, consulting relevant parties and creating and refining a problem statement.

Problem refinement means adjusting scope or focus of the problem you will be aiming to solve based on what comes up during your analysis. As you analyze data sources, you might discover that the root cause means you need to adjust your problem statement. Alternatively, you might find that your original problem statement is too big to be meaningful approached within your current project.

Remember that the goal of any problem refinement is to help set the stage for effective solution development and deployment. Set the right focus and get buy-in from your team here and you’ll be well positioned to move forward with confidence.

3. Solution generation

Once your group has nailed down the particulars of the problem you wish to solve, you want to encourage a free flow of ideas connecting to solving that problem. This can take the form of problem solving games that encourage creative thinking or techniquess designed to produce working prototypes of possible solutions. 

The key to ensuring the success of this stage of the problem solving process is to encourage quick, creative thinking and create an open space where all ideas are considered. The best solutions can often come from unlikely places and by using problem solving techniques that celebrate invention, you might come up with solution gold. 

4. Solution development

No solution is perfect right out of the gate. It’s important to discuss and develop the solutions your group has come up with over the course of following the previous problem solving steps in order to arrive at the best possible solution. Problem solving games used in this stage involve lots of critical thinking, measuring potential effort and impact, and looking at possible solutions analytically. 

During this stage, you will often ask your team to iterate and improve upon your front-running solutions and develop them further. Remember that problem solving strategies always benefit from a multitude of voices and opinions, and not to let ego get involved when it comes to choosing which solutions to develop and take further.

Finding the best solution is the goal of all problem solving workshops and here is the place to ensure that your solution is well thought out, sufficiently robust and fit for purpose. 

5. Decision making and planning

Nearly there! Once you’ve got a set of possible, you’ll need to make a decision on which to implement. This can be a consensus-based group decision or it might be for a leader or major stakeholder to decide. You’ll find a set of effective decision making methods below.

Once your group has reached consensus and selected a solution, there are some additional actions that also need to be decided upon. You’ll want to work on allocating ownership of the project, figure out who will do what, how the success of the solution will be measured and decide the next course of action.

Set clear accountabilities, actions, timeframes, and follow-ups for your chosen solution. Make these decisions and set clear next-steps in the problem solving workshop so that everyone is aligned and you can move forward effectively as a group. 

Ensuring that you plan for the roll-out of a solution is one of the most important problem solving steps. Without adequate planning or oversight, it can prove impossible to measure success or iterate further if the problem was not solved. 

6. Solution implementation 

This is what we were waiting for! All problem solving processes have the end goal of implementing an effective and impactful solution that your group has confidence in.

Project management and communication skills are key here – your solution may need to adjust when out in the wild or you might discover new challenges along the way. For some solutions, you might also implement a test with a small group and monitor results before rolling it out to an entire company.

You should have a clear owner for your solution who will oversee the plans you made together and help ensure they’re put into place. This person will often coordinate the implementation team and set-up processes to measure the efficacy of your solution too.

7. Solution evaluation 

So you and your team developed a great solution to a problem and have a gut feeling it’s been solved. Work done, right? Wrong. All problem solving strategies benefit from evaluation, consideration, and feedback.

You might find that the solution does not work for everyone, might create new problems, or is potentially so successful that you will want to roll it out to larger teams or as part of other initiatives. 

None of that is possible without taking the time to evaluate the success of the solution you developed in your problem solving model and adjust if necessary.

Remember that the problem solving process is often iterative and it can be common to not solve complex issues on the first try. Even when this is the case, you and your team will have generated learning that will be important for future problem solving workshops or in other parts of the organization. 

It’s also worth underlining how important record keeping is throughout the problem solving process. If a solution didn’t work, you need to have the data and records to see why that was the case. If you go back to the drawing board, notes from the previous workshop can help save time.

What does an effective problem solving process look like?

Every effective problem solving process begins with an agenda . In our experience, a well-structured problem solving workshop is one of the best methods for successfully guiding a group from exploring a problem to implementing a solution.

The format of a workshop ensures that you can get buy-in from your group, encourage free-thinking and solution exploration before making a decision on what to implement following the session.

This Design Sprint 2.0 template is an effective problem solving process from top agency AJ&Smart. It’s a great format for the entire problem solving process, with four-days of workshops designed to surface issues, explore solutions and even test a solution.

Check it for an example of how you might structure and run a problem solving process and feel free to copy and adjust it your needs!

For a shorter process you can run in a single afternoon, this remote problem solving agenda will guide you effectively in just a couple of hours.

Whatever the length of your workshop, by using SessionLab, it’s easy to go from an idea to a complete agenda . Start by dragging and dropping your core problem solving activities into place . Add timings, breaks and necessary materials before sharing your agenda with your colleagues.

The resulting agenda will be your guide to an effective and productive problem solving session that will also help you stay organized on the day!

Complete problem-solving methods

In this section, we’ll look at in-depth problem-solving methods that provide a complete end-to-end process for developing effective solutions. These will help guide your team from the discovery and definition of a problem through to delivering the right solution.

If you’re looking for an all-encompassing method or problem-solving model, these processes are a great place to start. They’ll ask your team to challenge preconceived ideas and adopt a mindset for solving problems more effectively.

Six Thinking Hats

Individual approaches to solving a problem can be very different based on what team or role an individual holds. It can be easy for existing biases or perspectives to find their way into the mix, or for internal politics to direct a conversation.

Six Thinking Hats is a classic method for identifying the problems that need to be solved and enables your team to consider them from different angles, whether that is by focusing on facts and data, creative solutions, or by considering why a particular solution might not work.

Like all problem-solving frameworks, Six Thinking Hats is effective at helping teams remove roadblocks from a conversation or discussion and come to terms with all the aspects necessary to solve complex problems.

The Six Thinking Hats   #creative thinking   #meeting facilitation   #problem solving   #issue resolution   #idea generation   #conflict resolution   The Six Thinking Hats are used by individuals and groups to separate out conflicting styles of thinking. They enable and encourage a group of people to think constructively together in exploring and implementing change, rather than using argument to fight over who is right and who is wrong.

Lightning Decision Jam

Featured courtesy of Jonathan Courtney of AJ&Smart Berlin, Lightning Decision Jam is one of those strategies that should be in every facilitation toolbox. Exploring problems and finding solutions is often creative in nature, though as with any creative process, there is the potential to lose focus and get lost.

Unstructured discussions might get you there in the end, but it’s much more effective to use a method that creates a clear process and team focus.

In Lightning Decision Jam, participants are invited to begin by writing challenges, concerns, or mistakes on post-its without discussing them before then being invited by the moderator to present them to the group.

From there, the team vote on which problems to solve and are guided through steps that will allow them to reframe those problems, create solutions and then decide what to execute on. 

By deciding the problems that need to be solved as a team before moving on, this group process is great for ensuring the whole team is aligned and can take ownership over the next stages. 

Lightning Decision Jam (LDJ)   #action   #decision making   #problem solving   #issue analysis   #innovation   #design   #remote-friendly   It doesn’t matter where you work and what your job role is, if you work with other people together as a team, you will always encounter the same challenges: Unclear goals and miscommunication that cause busy work and overtime Unstructured meetings that leave attendants tired, confused and without clear outcomes. Frustration builds up because internal challenges to productivity are not addressed Sudden changes in priorities lead to a loss of focus and momentum Muddled compromise takes the place of clear decision- making, leaving everybody to come up with their own interpretation. In short, a lack of structure leads to a waste of time and effort, projects that drag on for too long and frustrated, burnt out teams. AJ&Smart has worked with some of the most innovative, productive companies in the world. What sets their teams apart from others is not better tools, bigger talent or more beautiful offices. The secret sauce to becoming a more productive, more creative and happier team is simple: Replace all open discussion or brainstorming with a structured process that leads to more ideas, clearer decisions and better outcomes. When a good process provides guardrails and a clear path to follow, it becomes easier to come up with ideas, make decisions and solve problems. This is why AJ&Smart created Lightning Decision Jam (LDJ). It’s a simple and short, but powerful group exercise that can be run either in-person, in the same room, or remotely with distributed teams.

Problem Definition Process

While problems can be complex, the problem-solving methods you use to identify and solve those problems can often be simple in design. 

By taking the time to truly identify and define a problem before asking the group to reframe the challenge as an opportunity, this method is a great way to enable change.

Begin by identifying a focus question and exploring the ways in which it manifests before splitting into five teams who will each consider the problem using a different method: escape, reversal, exaggeration, distortion or wishful. Teams develop a problem objective and create ideas in line with their method before then feeding them back to the group.

This method is great for enabling in-depth discussions while also creating space for finding creative solutions too!

Problem Definition   #problem solving   #idea generation   #creativity   #online   #remote-friendly   A problem solving technique to define a problem, challenge or opportunity and to generate ideas.

The 5 Whys 

Sometimes, a group needs to go further with their strategies and analyze the root cause at the heart of organizational issues. An RCA or root cause analysis is the process of identifying what is at the heart of business problems or recurring challenges. 

The 5 Whys is a simple and effective method of helping a group go find the root cause of any problem or challenge and conduct analysis that will deliver results. 

By beginning with the creation of a problem statement and going through five stages to refine it, The 5 Whys provides everything you need to truly discover the cause of an issue.

The 5 Whys   #hyperisland   #innovation   This simple and powerful method is useful for getting to the core of a problem or challenge. As the title suggests, the group defines a problems, then asks the question “why” five times, often using the resulting explanation as a starting point for creative problem solving.

World Cafe is a simple but powerful facilitation technique to help bigger groups to focus their energy and attention on solving complex problems.

World Cafe enables this approach by creating a relaxed atmosphere where participants are able to self-organize and explore topics relevant and important to them which are themed around a central problem-solving purpose. Create the right atmosphere by modeling your space after a cafe and after guiding the group through the method, let them take the lead!

Making problem-solving a part of your organization’s culture in the long term can be a difficult undertaking. More approachable formats like World Cafe can be especially effective in bringing people unfamiliar with workshops into the fold. 

World Cafe   #hyperisland   #innovation   #issue analysis   World Café is a simple yet powerful method, originated by Juanita Brown, for enabling meaningful conversations driven completely by participants and the topics that are relevant and important to them. Facilitators create a cafe-style space and provide simple guidelines. Participants then self-organize and explore a set of relevant topics or questions for conversation.

Discovery & Action Dialogue (DAD)

One of the best approaches is to create a safe space for a group to share and discover practices and behaviors that can help them find their own solutions.

With DAD, you can help a group choose which problems they wish to solve and which approaches they will take to do so. It’s great at helping remove resistance to change and can help get buy-in at every level too!

This process of enabling frontline ownership is great in ensuring follow-through and is one of the methods you will want in your toolbox as a facilitator.

Discovery & Action Dialogue (DAD)   #idea generation   #liberating structures   #action   #issue analysis   #remote-friendly   DADs make it easy for a group or community to discover practices and behaviors that enable some individuals (without access to special resources and facing the same constraints) to find better solutions than their peers to common problems. These are called positive deviant (PD) behaviors and practices. DADs make it possible for people in the group, unit, or community to discover by themselves these PD practices. DADs also create favorable conditions for stimulating participants’ creativity in spaces where they can feel safe to invent new and more effective practices. Resistance to change evaporates as participants are unleashed to choose freely which practices they will adopt or try and which problems they will tackle. DADs make it possible to achieve frontline ownership of solutions.

Design Sprint 2.0

Want to see how a team can solve big problems and move forward with prototyping and testing solutions in a few days? The Design Sprint 2.0 template from Jake Knapp, author of Sprint, is a complete agenda for a with proven results.

Developing the right agenda can involve difficult but necessary planning. Ensuring all the correct steps are followed can also be stressful or time-consuming depending on your level of experience.

Use this complete 4-day workshop template if you are finding there is no obvious solution to your challenge and want to focus your team around a specific problem that might require a shortcut to launching a minimum viable product or waiting for the organization-wide implementation of a solution.

Open space technology

Open space technology- developed by Harrison Owen – creates a space where large groups are invited to take ownership of their problem solving and lead individual sessions. Open space technology is a great format when you have a great deal of expertise and insight in the room and want to allow for different takes and approaches on a particular theme or problem you need to be solved.

Start by bringing your participants together to align around a central theme and focus their efforts. Explain the ground rules to help guide the problem-solving process and then invite members to identify any issue connecting to the central theme that they are interested in and are prepared to take responsibility for.

Once participants have decided on their approach to the core theme, they write their issue on a piece of paper, announce it to the group, pick a session time and place, and post the paper on the wall. As the wall fills up with sessions, the group is then invited to join the sessions that interest them the most and which they can contribute to, then you’re ready to begin!

Everyone joins the problem-solving group they’ve signed up to, record the discussion and if appropriate, findings can then be shared with the rest of the group afterward.

Open Space Technology   #action plan   #idea generation   #problem solving   #issue analysis   #large group   #online   #remote-friendly   Open Space is a methodology for large groups to create their agenda discerning important topics for discussion, suitable for conferences, community gatherings and whole system facilitation

Techniques to identify and analyze problems

Using a problem-solving method to help a team identify and analyze a problem can be a quick and effective addition to any workshop or meeting.

While further actions are always necessary, you can generate momentum and alignment easily, and these activities are a great place to get started.

We’ve put together this list of techniques to help you and your team with problem identification, analysis, and discussion that sets the foundation for developing effective solutions.

Let’s take a look!

Fishbone Analysis

Organizational or team challenges are rarely simple, and it’s important to remember that one problem can be an indication of something that goes deeper and may require further consideration to be solved.

Fishbone Analysis helps groups to dig deeper and understand the origins of a problem. It’s a great example of a root cause analysis method that is simple for everyone on a team to get their head around. 

Participants in this activity are asked to annotate a diagram of a fish, first adding the problem or issue to be worked on at the head of a fish before then brainstorming the root causes of the problem and adding them as bones on the fish. 

Using abstractions such as a diagram of a fish can really help a team break out of their regular thinking and develop a creative approach.

Fishbone Analysis   #problem solving   ##root cause analysis   #decision making   #online facilitation   A process to help identify and understand the origins of problems, issues or observations.

Problem Tree 

Encouraging visual thinking can be an essential part of many strategies. By simply reframing and clarifying problems, a group can move towards developing a problem solving model that works for them. 

In Problem Tree, groups are asked to first brainstorm a list of problems – these can be design problems, team problems or larger business problems – and then organize them into a hierarchy. The hierarchy could be from most important to least important or abstract to practical, though the key thing with problem solving games that involve this aspect is that your group has some way of managing and sorting all the issues that are raised.

Once you have a list of problems that need to be solved and have organized them accordingly, you’re then well-positioned for the next problem solving steps.

Problem tree   #define intentions   #create   #design   #issue analysis   A problem tree is a tool to clarify the hierarchy of problems addressed by the team within a design project; it represents high level problems or related sublevel problems.

SWOT Analysis

Chances are you’ve heard of the SWOT Analysis before. This problem-solving method focuses on identifying strengths, weaknesses, opportunities, and threats is a tried and tested method for both individuals and teams.

Start by creating a desired end state or outcome and bare this in mind – any process solving model is made more effective by knowing what you are moving towards. Create a quadrant made up of the four categories of a SWOT analysis and ask participants to generate ideas based on each of those quadrants.

Once you have those ideas assembled in their quadrants, cluster them together based on their affinity with other ideas. These clusters are then used to facilitate group conversations and move things forward. 

SWOT analysis   #gamestorming   #problem solving   #action   #meeting facilitation   The SWOT Analysis is a long-standing technique of looking at what we have, with respect to the desired end state, as well as what we could improve on. It gives us an opportunity to gauge approaching opportunities and dangers, and assess the seriousness of the conditions that affect our future. When we understand those conditions, we can influence what comes next.

Agreement-Certainty Matrix

Not every problem-solving approach is right for every challenge, and deciding on the right method for the challenge at hand is a key part of being an effective team.

The Agreement Certainty matrix helps teams align on the nature of the challenges facing them. By sorting problems from simple to chaotic, your team can understand what methods are suitable for each problem and what they can do to ensure effective results. 

If you are already using Liberating Structures techniques as part of your problem-solving strategy, the Agreement-Certainty Matrix can be an invaluable addition to your process. We’ve found it particularly if you are having issues with recurring problems in your organization and want to go deeper in understanding the root cause. 

Agreement-Certainty Matrix   #issue analysis   #liberating structures   #problem solving   You can help individuals or groups avoid the frequent mistake of trying to solve a problem with methods that are not adapted to the nature of their challenge. The combination of two questions makes it possible to easily sort challenges into four categories: simple, complicated, complex , and chaotic .  A problem is simple when it can be solved reliably with practices that are easy to duplicate.  It is complicated when experts are required to devise a sophisticated solution that will yield the desired results predictably.  A problem is complex when there are several valid ways to proceed but outcomes are not predictable in detail.  Chaotic is when the context is too turbulent to identify a path forward.  A loose analogy may be used to describe these differences: simple is like following a recipe, complicated like sending a rocket to the moon, complex like raising a child, and chaotic is like the game “Pin the Tail on the Donkey.”  The Liberating Structures Matching Matrix in Chapter 5 can be used as the first step to clarify the nature of a challenge and avoid the mismatches between problems and solutions that are frequently at the root of chronic, recurring problems.

Organizing and charting a team’s progress can be important in ensuring its success. SQUID (Sequential Question and Insight Diagram) is a great model that allows a team to effectively switch between giving questions and answers and develop the skills they need to stay on track throughout the process. 

Begin with two different colored sticky notes – one for questions and one for answers – and with your central topic (the head of the squid) on the board. Ask the group to first come up with a series of questions connected to their best guess of how to approach the topic. Ask the group to come up with answers to those questions, fix them to the board and connect them with a line. After some discussion, go back to question mode by responding to the generated answers or other points on the board.

It’s rewarding to see a diagram grow throughout the exercise, and a completed SQUID can provide a visual resource for future effort and as an example for other teams.

SQUID   #gamestorming   #project planning   #issue analysis   #problem solving   When exploring an information space, it’s important for a group to know where they are at any given time. By using SQUID, a group charts out the territory as they go and can navigate accordingly. SQUID stands for Sequential Question and Insight Diagram.

To continue with our nautical theme, Speed Boat is a short and sweet activity that can help a team quickly identify what employees, clients or service users might have a problem with and analyze what might be standing in the way of achieving a solution.

Methods that allow for a group to make observations, have insights and obtain those eureka moments quickly are invaluable when trying to solve complex problems.

In Speed Boat, the approach is to first consider what anchors and challenges might be holding an organization (or boat) back. Bonus points if you are able to identify any sharks in the water and develop ideas that can also deal with competitors!   

Speed Boat   #gamestorming   #problem solving   #action   Speedboat is a short and sweet way to identify what your employees or clients don’t like about your product/service or what’s standing in the way of a desired goal.

The Journalistic Six

Some of the most effective ways of solving problems is by encouraging teams to be more inclusive and diverse in their thinking.

Based on the six key questions journalism students are taught to answer in articles and news stories, The Journalistic Six helps create teams to see the whole picture. By using who, what, when, where, why, and how to facilitate the conversation and encourage creative thinking, your team can make sure that the problem identification and problem analysis stages of the are covered exhaustively and thoughtfully. Reporter’s notebook and dictaphone optional.

The Journalistic Six – Who What When Where Why How   #idea generation   #issue analysis   #problem solving   #online   #creative thinking   #remote-friendly   A questioning method for generating, explaining, investigating ideas.

Individual and group perspectives are incredibly important, but what happens if people are set in their minds and need a change of perspective in order to approach a problem more effectively?

Flip It is a method we love because it is both simple to understand and run, and allows groups to understand how their perspectives and biases are formed. 

Participants in Flip It are first invited to consider concerns, issues, or problems from a perspective of fear and write them on a flip chart. Then, the group is asked to consider those same issues from a perspective of hope and flip their understanding.  

No problem and solution is free from existing bias and by changing perspectives with Flip It, you can then develop a problem solving model quickly and effectively.

Flip It!   #gamestorming   #problem solving   #action   Often, a change in a problem or situation comes simply from a change in our perspectives. Flip It! is a quick game designed to show players that perspectives are made, not born.

LEGO Challenge

Now for an activity that is a little out of the (toy) box. LEGO Serious Play is a facilitation methodology that can be used to improve creative thinking and problem-solving skills. 

The LEGO Challenge includes giving each member of the team an assignment that is hidden from the rest of the group while they create a structure without speaking.

What the LEGO challenge brings to the table is a fun working example of working with stakeholders who might not be on the same page to solve problems. Also, it’s LEGO! Who doesn’t love LEGO! 

LEGO Challenge   #hyperisland   #team   A team-building activity in which groups must work together to build a structure out of LEGO, but each individual has a secret “assignment” which makes the collaborative process more challenging. It emphasizes group communication, leadership dynamics, conflict, cooperation, patience and problem solving strategy.

What, So What, Now What?

If not carefully managed, the problem identification and problem analysis stages of the problem-solving process can actually create more problems and misunderstandings.

The What, So What, Now What? problem-solving activity is designed to help collect insights and move forward while also eliminating the possibility of disagreement when it comes to identifying, clarifying, and analyzing organizational or work problems. 

Facilitation is all about bringing groups together so that might work on a shared goal and the best problem-solving strategies ensure that teams are aligned in purpose, if not initially in opinion or insight.

Throughout the three steps of this game, you give everyone on a team to reflect on a problem by asking what happened, why it is important, and what actions should then be taken. 

This can be a great activity for bringing our individual perceptions about a problem or challenge and contextualizing it in a larger group setting. This is one of the most important problem-solving skills you can bring to your organization.

W³ – What, So What, Now What?   #issue analysis   #innovation   #liberating structures   You can help groups reflect on a shared experience in a way that builds understanding and spurs coordinated action while avoiding unproductive conflict. It is possible for every voice to be heard while simultaneously sifting for insights and shaping new direction. Progressing in stages makes this practical—from collecting facts about What Happened to making sense of these facts with So What and finally to what actions logically follow with Now What . The shared progression eliminates most of the misunderstandings that otherwise fuel disagreements about what to do. Voila!

Journalists  

Problem analysis can be one of the most important and decisive stages of all problem-solving tools. Sometimes, a team can become bogged down in the details and are unable to move forward.

Journalists is an activity that can avoid a group from getting stuck in the problem identification or problem analysis stages of the process.

In Journalists, the group is invited to draft the front page of a fictional newspaper and figure out what stories deserve to be on the cover and what headlines those stories will have. By reframing how your problems and challenges are approached, you can help a team move productively through the process and be better prepared for the steps to follow.

Journalists   #vision   #big picture   #issue analysis   #remote-friendly   This is an exercise to use when the group gets stuck in details and struggles to see the big picture. Also good for defining a vision.

Problem-solving techniques for brainstorming solutions

Now you have the context and background of the problem you are trying to solving, now comes the time to start ideating and thinking about how you’ll solve the issue.

Here, you’ll want to encourage creative, free thinking and speed. Get as many ideas out as possible and explore different perspectives so you have the raw material for the next step.

Looking at a problem from a new angle can be one of the most effective ways of creating an effective solution. TRIZ is a problem-solving tool that asks the group to consider what they must not do in order to solve a challenge.

By reversing the discussion, new topics and taboo subjects often emerge, allowing the group to think more deeply and create ideas that confront the status quo in a safe and meaningful way. If you’re working on a problem that you’ve tried to solve before, TRIZ is a great problem-solving method to help your team get unblocked.

Making Space with TRIZ   #issue analysis   #liberating structures   #issue resolution   You can clear space for innovation by helping a group let go of what it knows (but rarely admits) limits its success and by inviting creative destruction. TRIZ makes it possible to challenge sacred cows safely and encourages heretical thinking. The question “What must we stop doing to make progress on our deepest purpose?” induces seriously fun yet very courageous conversations. Since laughter often erupts, issues that are otherwise taboo get a chance to be aired and confronted. With creative destruction come opportunities for renewal as local action and innovation rush in to fill the vacuum. Whoosh!

Mindspin  

Brainstorming is part of the bread and butter of the problem-solving process and all problem-solving strategies benefit from getting ideas out and challenging a team to generate solutions quickly. 

With Mindspin, participants are encouraged not only to generate ideas but to do so under time constraints and by slamming down cards and passing them on. By doing multiple rounds, your team can begin with a free generation of possible solutions before moving on to developing those solutions and encouraging further ideation. 

This is one of our favorite problem-solving activities and can be great for keeping the energy up throughout the workshop. Remember the importance of helping people become engaged in the process – energizing problem-solving techniques like Mindspin can help ensure your team stays engaged and happy, even when the problems they’re coming together to solve are complex. 

MindSpin   #teampedia   #idea generation   #problem solving   #action   A fast and loud method to enhance brainstorming within a team. Since this activity has more than round ideas that are repetitive can be ruled out leaving more creative and innovative answers to the challenge.

The Creativity Dice

One of the most useful problem solving skills you can teach your team is of approaching challenges with creativity, flexibility, and openness. Games like The Creativity Dice allow teams to overcome the potential hurdle of too much linear thinking and approach the process with a sense of fun and speed. 

In The Creativity Dice, participants are organized around a topic and roll a dice to determine what they will work on for a period of 3 minutes at a time. They might roll a 3 and work on investigating factual information on the chosen topic. They might roll a 1 and work on identifying the specific goals, standards, or criteria for the session.

Encouraging rapid work and iteration while asking participants to be flexible are great skills to cultivate. Having a stage for idea incubation in this game is also important. Moments of pause can help ensure the ideas that are put forward are the most suitable. 

The Creativity Dice   #creativity   #problem solving   #thiagi   #issue analysis   Too much linear thinking is hazardous to creative problem solving. To be creative, you should approach the problem (or the opportunity) from different points of view. You should leave a thought hanging in mid-air and move to another. This skipping around prevents premature closure and lets your brain incubate one line of thought while you consciously pursue another.

Idea and Concept Development

Brainstorming without structure can quickly become chaotic or frustrating. In a problem-solving context, having an ideation framework to follow can help ensure your team is both creative and disciplined.

In this method, you’ll find an idea generation process that encourages your group to brainstorm effectively before developing their ideas and begin clustering them together. By using concepts such as Yes and…, more is more and postponing judgement, you can create the ideal conditions for brainstorming with ease.

Idea & Concept Development   #hyperisland   #innovation   #idea generation   Ideation and Concept Development is a process for groups to work creatively and collaboratively to generate creative ideas. It’s a general approach that can be adapted and customized to suit many different scenarios. It includes basic principles for idea generation and several steps for groups to work with. It also includes steps for idea selection and development.

Problem-solving techniques for developing and refining solutions 

The success of any problem-solving process can be measured by the solutions it produces. After you’ve defined the issue, explored existing ideas, and ideated, it’s time to develop and refine your ideas in order to bring them closer to a solution that actually solves the problem.

Use these problem-solving techniques when you want to help your team think through their ideas and refine them as part of your problem solving process.

Improved Solutions

After a team has successfully identified a problem and come up with a few solutions, it can be tempting to call the work of the problem-solving process complete. That said, the first solution is not necessarily the best, and by including a further review and reflection activity into your problem-solving model, you can ensure your group reaches the best possible result. 

One of a number of problem-solving games from Thiagi Group, Improved Solutions helps you go the extra mile and develop suggested solutions with close consideration and peer review. By supporting the discussion of several problems at once and by shifting team roles throughout, this problem-solving technique is a dynamic way of finding the best solution. 

Improved Solutions   #creativity   #thiagi   #problem solving   #action   #team   You can improve any solution by objectively reviewing its strengths and weaknesses and making suitable adjustments. In this creativity framegame, you improve the solutions to several problems. To maintain objective detachment, you deal with a different problem during each of six rounds and assume different roles (problem owner, consultant, basher, booster, enhancer, and evaluator) during each round. At the conclusion of the activity, each player ends up with two solutions to her problem.

Four Step Sketch

Creative thinking and visual ideation does not need to be confined to the opening stages of your problem-solving strategies. Exercises that include sketching and prototyping on paper can be effective at the solution finding and development stage of the process, and can be great for keeping a team engaged. 

By going from simple notes to a crazy 8s round that involves rapidly sketching 8 variations on their ideas before then producing a final solution sketch, the group is able to iterate quickly and visually. Problem-solving techniques like Four-Step Sketch are great if you have a group of different thinkers and want to change things up from a more textual or discussion-based approach.

Four-Step Sketch   #design sprint   #innovation   #idea generation   #remote-friendly   The four-step sketch is an exercise that helps people to create well-formed concepts through a structured process that includes: Review key information Start design work on paper,  Consider multiple variations , Create a detailed solution . This exercise is preceded by a set of other activities allowing the group to clarify the challenge they want to solve. See how the Four Step Sketch exercise fits into a Design Sprint

Ensuring that everyone in a group is able to contribute to a discussion is vital during any problem solving process. Not only does this ensure all bases are covered, but its then easier to get buy-in and accountability when people have been able to contribute to the process.

1-2-4-All is a tried and tested facilitation technique where participants are asked to first brainstorm on a topic on their own. Next, they discuss and share ideas in a pair before moving into a small group. Those groups are then asked to present the best idea from their discussion to the rest of the team.

This method can be used in many different contexts effectively, though I find it particularly shines in the idea development stage of the process. Giving each participant time to concretize their ideas and develop them in progressively larger groups can create a great space for both innovation and psychological safety.

1-2-4-All   #idea generation   #liberating structures   #issue analysis   With this facilitation technique you can immediately include everyone regardless of how large the group is. You can generate better ideas and more of them faster than ever before. You can tap the know-how and imagination that is distributed widely in places not known in advance. Open, generative conversation unfolds. Ideas and solutions are sifted in rapid fashion. Most importantly, participants own the ideas, so follow-up and implementation is simplified. No buy-in strategies needed! Simple and elegant!

15% Solutions

Some problems are simpler than others and with the right problem-solving activities, you can empower people to take immediate actions that can help create organizational change. 

Part of the liberating structures toolkit, 15% solutions is a problem-solving technique that focuses on finding and implementing solutions quickly. A process of iterating and making small changes quickly can help generate momentum and an appetite for solving complex problems.

Problem-solving strategies can live and die on whether people are onboard. Getting some quick wins is a great way of getting people behind the process.   

It can be extremely empowering for a team to realize that problem-solving techniques can be deployed quickly and easily and delineate between things they can positively impact and those things they cannot change. 

15% Solutions   #action   #liberating structures   #remote-friendly   You can reveal the actions, however small, that everyone can do immediately. At a minimum, these will create momentum, and that may make a BIG difference.  15% Solutions show that there is no reason to wait around, feel powerless, or fearful. They help people pick it up a level. They get individuals and the group to focus on what is within their discretion instead of what they cannot change.  With a very simple question, you can flip the conversation to what can be done and find solutions to big problems that are often distributed widely in places not known in advance. Shifting a few grains of sand may trigger a landslide and change the whole landscape.

Problem-solving techniques for making decisions and planning

After your group is happy with the possible solutions you’ve developed, now comes the time to choose which to implement. There’s more than one way to make a decision and the best option is often dependant on the needs and set-up of your group.

Sometimes, it’s the case that you’ll want to vote as a group on what is likely to be the most impactful solution. Other times, it might be down to a decision maker or major stakeholder to make the final decision. Whatever your process, here’s some techniques you can use to help you make a decision during your problem solving process.

How-Now-Wow Matrix

The problem-solving process is often creative, as complex problems usually require a change of thinking and creative response in order to find the best solutions. While it’s common for the first stages to encourage creative thinking, groups can often gravitate to familiar solutions when it comes to the end of the process. 

When selecting solutions, you don’t want to lose your creative energy! The How-Now-Wow Matrix from Gamestorming is a great problem-solving activity that enables a group to stay creative and think out of the box when it comes to selecting the right solution for a given problem.

Problem-solving techniques that encourage creative thinking and the ideation and selection of new solutions can be the most effective in organisational change. Give the How-Now-Wow Matrix a go, and not just for how pleasant it is to say out loud. 

How-Now-Wow Matrix   #gamestorming   #idea generation   #remote-friendly   When people want to develop new ideas, they most often think out of the box in the brainstorming or divergent phase. However, when it comes to convergence, people often end up picking ideas that are most familiar to them. This is called a ‘creative paradox’ or a ‘creadox’. The How-Now-Wow matrix is an idea selection tool that breaks the creadox by forcing people to weigh each idea on 2 parameters.

Impact and Effort Matrix

All problem-solving techniques hope to not only find solutions to a given problem or challenge but to find the best solution. When it comes to finding a solution, groups are invited to put on their decision-making hats and really think about how a proposed idea would work in practice. 

The Impact and Effort Matrix is one of the problem-solving techniques that fall into this camp, empowering participants to first generate ideas and then categorize them into a 2×2 matrix based on impact and effort.

Activities that invite critical thinking while remaining simple are invaluable. Use the Impact and Effort Matrix to move from ideation and towards evaluating potential solutions before then committing to them. 

Impact and Effort Matrix   #gamestorming   #decision making   #action   #remote-friendly   In this decision-making exercise, possible actions are mapped based on two factors: effort required to implement and potential impact. Categorizing ideas along these lines is a useful technique in decision making, as it obliges contributors to balance and evaluate suggested actions before committing to them.

If you’ve followed each of the problem-solving steps with your group successfully, you should move towards the end of your process with heaps of possible solutions developed with a specific problem in mind. But how do you help a group go from ideation to putting a solution into action? 

Dotmocracy – or Dot Voting -is a tried and tested method of helping a team in the problem-solving process make decisions and put actions in place with a degree of oversight and consensus. 

One of the problem-solving techniques that should be in every facilitator’s toolbox, Dot Voting is fast and effective and can help identify the most popular and best solutions and help bring a group to a decision effectively. 

Dotmocracy   #action   #decision making   #group prioritization   #hyperisland   #remote-friendly   Dotmocracy is a simple method for group prioritization or decision-making. It is not an activity on its own, but a method to use in processes where prioritization or decision-making is the aim. The method supports a group to quickly see which options are most popular or relevant. The options or ideas are written on post-its and stuck up on a wall for the whole group to see. Each person votes for the options they think are the strongest, and that information is used to inform a decision.

Straddling the gap between decision making and planning, MoSCoW is a simple and effective method that allows a group team to easily prioritize a set of possible options.

Use this method in a problem solving process by collecting and summarizing all your possible solutions and then categorize them into 4 sections: “Must have”, “Should have”, “Could have”, or “Would like but won‘t get”.

This method is particularly useful when its less about choosing one possible solution and more about prioritorizing which to do first and which may not fit in the scope of your project. In my experience, complex challenges often require multiple small fixes, and this method can be a great way to move from a pile of things you’d all like to do to a structured plan.

MoSCoW   #define intentions   #create   #design   #action   #remote-friendly   MoSCoW is a method that allows the team to prioritize the different features that they will work on. Features are then categorized into “Must have”, “Should have”, “Could have”, or “Would like but won‘t get”. To be used at the beginning of a timeslot (for example during Sprint planning) and when planning is needed.

When it comes to managing the rollout of a solution, clarity and accountability are key factors in ensuring the success of the project. The RAACI chart is a simple but effective model for setting roles and responsibilities as part of a planning session.

Start by listing each person involved in the project and put them into the following groups in order to make it clear who is responsible for what during the rollout of your solution.

• Responsibility  (Which person and/or team will be taking action?)
• Authority  (At what “point” must the responsible person check in before going further?)
• Accountability  (Who must the responsible person check in with?)
• Consultation  (Who must be consulted by the responsible person before decisions are made?)
• Information  (Who must be informed of decisions, once made?)

Ensure this information is easily accessible and use it to inform who does what and who is looped into discussions and kept up to date.

RAACI   #roles and responsibility   #teamwork   #project management   Clarifying roles and responsibilities, levels of autonomy/latitude in decision making, and levels of engagement among diverse stakeholders.

Problem-solving warm-up activities

All facilitators know that warm-ups and icebreakers are useful for any workshop or group process. Problem-solving workshops are no different.

Use these problem-solving techniques to warm up a group and prepare them for the rest of the process. Activating your group by tapping into some of the top problem-solving skills can be one of the best ways to see great outcomes from your session.

Check-in / Check-out

Solid processes are planned from beginning to end, and the best facilitators know that setting the tone and establishing a safe, open environment can be integral to a successful problem-solving process. Check-in / Check-out is a great way to begin and/or bookend a problem-solving workshop. Checking in to a session emphasizes that everyone will be seen, heard, and expected to contribute. 

If you are running a series of meetings, setting a consistent pattern of checking in and checking out can really help your team get into a groove. We recommend this opening-closing activity for small to medium-sized groups though it can work with large groups if they’re disciplined!

Check-in / Check-out   #team   #opening   #closing   #hyperisland   #remote-friendly   Either checking-in or checking-out is a simple way for a team to open or close a process, symbolically and in a collaborative way. Checking-in/out invites each member in a group to be present, seen and heard, and to express a reflection or a feeling. Checking-in emphasizes presence, focus and group commitment; checking-out emphasizes reflection and symbolic closure.

Doodling Together  

Thinking creatively and not being afraid to make suggestions are important problem-solving skills for any group or team, and warming up by encouraging these behaviors is a great way to start. 

Doodling Together is one of our favorite creative ice breaker games – it’s quick, effective, and fun and can make all following problem-solving steps easier by encouraging a group to collaborate visually. By passing cards and adding additional items as they go, the workshop group gets into a groove of co-creation and idea development that is crucial to finding solutions to problems. 

Doodling Together   #collaboration   #creativity   #teamwork   #fun   #team   #visual methods   #energiser   #icebreaker   #remote-friendly   Create wild, weird and often funny postcards together & establish a group’s creative confidence.

Show and Tell

You might remember some version of Show and Tell from being a kid in school and it’s a great problem-solving activity to kick off a session.

Asking participants to prepare a little something before a workshop by bringing an object for show and tell can help them warm up before the session has even begun! Games that include a physical object can also help encourage early engagement before moving onto more big-picture thinking.

By asking your participants to tell stories about why they chose to bring a particular item to the group, you can help teams see things from new perspectives and see both differences and similarities in the way they approach a topic. Great groundwork for approaching a problem-solving process as a team! 

Show and Tell   #gamestorming   #action   #opening   #meeting facilitation   Show and Tell taps into the power of metaphors to reveal players’ underlying assumptions and associations around a topic The aim of the game is to get a deeper understanding of stakeholders’ perspectives on anything—a new project, an organizational restructuring, a shift in the company’s vision or team dynamic.

Constellations

Who doesn’t love stars? Constellations is a great warm-up activity for any workshop as it gets people up off their feet, energized, and ready to engage in new ways with established topics. It’s also great for showing existing beliefs, biases, and patterns that can come into play as part of your session.

Using warm-up games that help build trust and connection while also allowing for non-verbal responses can be great for easing people into the problem-solving process and encouraging engagement from everyone in the group. Constellations is great in large spaces that allow for movement and is definitely a practical exercise to allow the group to see patterns that are otherwise invisible. 

Constellations   #trust   #connection   #opening   #coaching   #patterns   #system   Individuals express their response to a statement or idea by standing closer or further from a central object. Used with teams to reveal system, hidden patterns, perspectives.

Draw a Tree

Problem-solving games that help raise group awareness through a central, unifying metaphor can be effective ways to warm-up a group in any problem-solving model.

Draw a Tree is a simple warm-up activity you can use in any group and which can provide a quick jolt of energy. Start by asking your participants to draw a tree in just 45 seconds – they can choose whether it will be abstract or realistic. 

Once the timer is up, ask the group how many people included the roots of the tree and use this as a means to discuss how we can ignore important parts of any system simply because they are not visible.

All problem-solving strategies are made more effective by thinking of problems critically and by exposing things that may not normally come to light. Warm-up games like Draw a Tree are great in that they quickly demonstrate some key problem-solving skills in an accessible and effective way.

Draw a Tree   #thiagi   #opening   #perspectives   #remote-friendly   With this game you can raise awarness about being more mindful, and aware of the environment we live in.

Closing activities for a problem-solving process

Each step of the problem-solving workshop benefits from an intelligent deployment of activities, games, and techniques. Bringing your session to an effective close helps ensure that solutions are followed through on and that you also celebrate what has been achieved.

Here are some problem-solving activities you can use to effectively close a workshop or meeting and ensure the great work you’ve done can continue afterward.

One Breath Feedback

Maintaining attention and focus during the closing stages of a problem-solving workshop can be tricky and so being concise when giving feedback can be important. It’s easy to incur “death by feedback” should some team members go on for too long sharing their perspectives in a quick feedback round. 

One Breath Feedback is a great closing activity for workshops. You give everyone an opportunity to provide feedback on what they’ve done but only in the space of a single breath. This keeps feedback short and to the point and means that everyone is encouraged to provide the most important piece of feedback to them. 

One breath feedback   #closing   #feedback   #action   This is a feedback round in just one breath that excels in maintaining attention: each participants is able to speak during just one breath … for most people that’s around 20 to 25 seconds … unless of course you’ve been a deep sea diver in which case you’ll be able to do it for longer.

Who What When Matrix 

Matrices feature as part of many effective problem-solving strategies and with good reason. They are easily recognizable, simple to use, and generate results.

The Who What When Matrix is a great tool to use when closing your problem-solving session by attributing a who, what and when to the actions and solutions you have decided upon. The resulting matrix is a simple, easy-to-follow way of ensuring your team can move forward. 

Great solutions can’t be enacted without action and ownership. Your problem-solving process should include a stage for allocating tasks to individuals or teams and creating a realistic timeframe for those solutions to be implemented or checked out. Use this method to keep the solution implementation process clear and simple for all involved. 

Who/What/When Matrix   #gamestorming   #action   #project planning   With Who/What/When matrix, you can connect people with clear actions they have defined and have committed to.

Response cards

Group discussion can comprise the bulk of most problem-solving activities and by the end of the process, you might find that your team is talked out! 

Providing a means for your team to give feedback with short written notes can ensure everyone is head and can contribute without the need to stand up and talk. Depending on the needs of the group, giving an alternative can help ensure everyone can contribute to your problem-solving model in the way that makes the most sense for them.

Response Cards is a great way to close a workshop if you are looking for a gentle warm-down and want to get some swift discussion around some of the feedback that is raised. 

Response Cards   #debriefing   #closing   #structured sharing   #questions and answers   #thiagi   #action   It can be hard to involve everyone during a closing of a session. Some might stay in the background or get unheard because of louder participants. However, with the use of Response Cards, everyone will be involved in providing feedback or clarify questions at the end of a session.

Tips for effective problem solving

Problem-solving activities are only one part of the puzzle. While a great method can help unlock your team’s ability to solve problems, without a thoughtful approach and strong facilitation the solutions may not be fit for purpose.

Let’s take a look at some problem-solving tips you can apply to any process to help it be a success!

Clearly define the problem

Jumping straight to solutions can be tempting, though without first clearly articulating a problem, the solution might not be the right one. Many of the problem-solving activities below include sections where the problem is explored and clearly defined before moving on.

This is a vital part of the problem-solving process and taking the time to fully define an issue can save time and effort later. A clear definition helps identify irrelevant information and it also ensures that your team sets off on the right track.

Don’t jump to conclusions

It’s easy for groups to exhibit cognitive bias or have preconceived ideas about both problems and potential solutions. Be sure to back up any problem statements or potential solutions with facts, research, and adequate forethought.

The best techniques ask participants to be methodical and challenge preconceived notions. Make sure you give the group enough time and space to collect relevant information and consider the problem in a new way. By approaching the process with a clear, rational mindset, you’ll often find that better solutions are more forthcoming.  

Try different approaches  

Problems come in all shapes and sizes and so too should the methods you use to solve them. If you find that one approach isn’t yielding results and your team isn’t finding different solutions, try mixing it up. You’ll be surprised at how using a new creative activity can unblock your team and generate great solutions.

Don’t take it personally 

Depending on the nature of your team or organizational problems, it’s easy for conversations to get heated. While it’s good for participants to be engaged in the discussions, ensure that emotions don’t run too high and that blame isn’t thrown around while finding solutions.

You’re all in it together, and even if your team or area is seeing problems, that isn’t necessarily a disparagement of you personally. Using facilitation skills to manage group dynamics is one effective method of helping conversations be more constructive.

Get the right people in the room

Your problem-solving method is often only as effective as the group using it. Getting the right people on the job and managing the number of people present is important too!

If the group is too small, you may not get enough different perspectives to effectively solve a problem. If the group is too large, you can go round and round during the ideation stages.

Creating the right group makeup is also important in ensuring you have the necessary expertise and skillset to both identify and follow up on potential solutions. Carefully consider who to include at each stage to help ensure your problem-solving method is followed and positioned for success.

Create psychologically safe spaces for discussion

Identifying a problem accurately also requires that all members of a group are able to contribute their views in an open and safe manner.

It can be tough for people to stand up and contribute if the problems or challenges are emotive or personal in nature. Try and create a psychologically safe space for these kinds of discussions and where possible, create regular opportunities for challenges to be brought up organically.

Document everything

The best solutions can take refinement, iteration, and reflection to come out. Get into a habit of documenting your process in order to keep all the learnings from the session and to allow ideas to mature and develop. Many of the methods below involve the creation of documents or shared resources. Be sure to keep and share these so everyone can benefit from the work done!

Bring a facilitator 

Facilitation is all about making group processes easier. With a subject as potentially emotive and important as problem-solving, having an impartial third party in the form of a facilitator can make all the difference in finding great solutions and keeping the process moving. Consider bringing a facilitator to your problem-solving session to get better results and generate meaningful solutions!

Develop your problem-solving skills

It takes time and practice to be an effective problem solver. While some roles or participants might more naturally gravitate towards problem-solving, it can take development and planning to help everyone create better solutions.

You might develop a training program, run a problem-solving workshop or simply ask your team to practice using the techniques below. Check out our post on problem-solving skills to see how you and your group can develop the right mental process and be more resilient to issues too!

Design a great agenda

Workshops are a great format for solving problems. With the right approach, you can focus a group and help them find the solutions to their own problems. But designing a process can be time-consuming and finding the right activities can be difficult.

Check out our workshop planning guide to level-up your agenda design and start running more effective workshops. Need inspiration? Check out templates designed by expert facilitators to help you kickstart your process!

Save time and effort creating an effective problem solving process

A structured problem solving process is a surefire way of solving tough problems, discovering creative solutions and driving organizational change. But how can you design for successful outcomes?

With SessionLab, it’s easy to design engaging workshops that deliver results. Drag, drop and reorder blocks  to build your agenda. When you make changes or update your agenda, your session  timing   adjusts automatically , saving you time on manual adjustments.

Collaborating with stakeholders or clients? Share your agenda with a single click and collaborate in real-time. No more sending documents back and forth over email.

Explore  how to use SessionLab  to design effective problem solving workshops or  watch this five minute video  to see the planner in action!

Over to you

The problem-solving process can often be as complicated and multifaceted as the problems they are set-up to solve. With the right problem-solving techniques and a mix of exercises designed to guide discussion and generate purposeful ideas, we hope we’ve given you the tools to find the best solutions as simply and easily as possible.

Is there a problem-solving technique that you are missing here? Do you have a favorite activity or method you use when facilitating? Let us know in the comments below, we’d love to hear from you! 

James Smart is Head of Content at SessionLab. He’s also a creative facilitator who has run workshops and designed courses for establishments like the National Centre for Writing, UK. He especially enjoys working with young people and empowering others in their creative practice.

thank you very much for these excellent techniques

Certainly wonderful article, very detailed. Shared!

Your list of techniques for problem solving can be helpfully extended by adding TRIZ to the list of techniques. TRIZ has 40 problem solving techniques derived from methods inventros and patent holders used to get new patents. About 10-12 are general approaches. many organization sponsor classes in TRIZ that are used to solve business problems or general organiztational problems. You can take a look at TRIZ and dwonload a free internet booklet to see if you feel it shound be included per your selection process.

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Event Manager Skills

Learn about the skills that will be most essential for Event Managers in 2024.

Getting Started as a Event Manager

• What is a Event Manager
• How To Become
• Certifications
• Tools & Software
• LinkedIn Guide
• Interview Questions
• Work-Life Balance
• Professional Goals
• Resume Examples
• Cover Letter Examples

What Skills Does a Event Manager Need?

Find the important skills for any job.

Types of Skills for Event Managers

Project management and organization, creative vision and design, interpersonal and communication skills, risk management and problem-solving, marketing and branding expertise, financial acumen and budget management, top hard skills for event managers.

Crafting immersive experiences through meticulous planning, savvy marketing, and cutting-edge tech, while ensuring sustainability and compliance in every detail.

• Event Design and Conceptualization
• Project Management Tools and Techniques
• Budget Management and Cost Control
• Vendor and Supplier Negotiation
• Event Marketing and Promotion Strategies
• Technical Production and AV Management

Risk Management and Compliance

• Data Analytics for Audience Engagement
• Digital Event Platforms Proficiency
• Sustainability Practices in Event Planning

Top Soft Skills for Event Managers

Empowering events with exceptional leadership, creative solutions, and a keen focus on detail for outstanding client experiences.

• Communication and Interpersonal Skills
• Leadership and Team Management
• Adaptability and Flexibility
• Problem-Solving and Critical Thinking
• Time Management and Prioritization
• Attention to Detail and Precision
• Stress Management and Resilience
• Creativity and Innovation
• Negotiation and Conflict Resolution
• Customer Service and Client Relationship Management

Most Important Event Manager Skills in 2024

Strategic event design and experience planning, advanced digital proficiency, vendor and stakeholder relationship management, financial planning and budget management, leadership and team coordination, effective communication and public relations, cultural sensitivity and inclusivity.

Show the Right Skills in Every Application

Event manager skills by experience level, important skills for entry-level event managers, important skills for mid-level event managers, important skills for senior event managers, most underrated skills for event managers, 1. cultural intelligence, 2. risk management, 3. active listening, how to demonstrate your skills as a event manager in 2024, how you can upskill as a event manager.

• Master Digital Event Platforms: With the rise of virtual and hybrid events, proficiency in digital event management tools is indispensable. Invest time in learning and mastering new event technology platforms to deliver seamless experiences.
• Expand Your Network: Build relationships with industry professionals, suppliers, and vendors. Networking can lead to partnerships, mentorship, and knowledge exchange that are invaluable for growth.
• Develop Data Analytics Skills: Learn how to collect, analyze, and interpret event data to make informed decisions, tailor event experiences, and demonstrate ROI to stakeholders.
• Explore Sustainable Event Practices: Sustainability is a growing concern. Educate yourself on eco-friendly event solutions and how to implement them to meet the increasing demand for green events.
• Enhance Crisis Management Abilities: Strengthen your skills in risk assessment and crisis management to ensure you can handle unexpected challenges smoothly and maintain the safety and security of your events.
• Embrace Creative Design Thinking: Foster innovation by practicing design thinking to create unique and memorable event experiences that stand out in a crowded market.
• Invest in Leadership Development: Take courses or workshops focused on leadership to improve team management, delegation, and motivation, ensuring your events are executed flawlessly.
• Stay Informed on Industry Trends: Regularly read industry publications, attend webinars, and participate in forums to stay current with emerging trends and consumer preferences in event management.
• Practice Financial Acumen: Enhance your budgeting and financial management skills to optimize event costs, increase profitability, and provide better value to clients and attendees.
• Get Certified: Pursue advanced certifications in event management to validate your expertise, gain recognition, and open doors to new opportunities in the industry.

Skill FAQs for Event Managers

What are the emerging skills for event managers today, how can event managers effectivley develop their soft skills, how important is technical expertise for event managers.

Event Manager Education

More Skills for Related Roles

Orchestrating memorable experiences, managing logistics from concept to execution

Orchestrating programs, aligning resources and goals for successful execution

Orchestrating project details, ensuring smooth execution from inception to completion

Coordinating dynamic teams, managing resources to deliver projects within timeframes

Driving successful system deployments, ensuring seamless integration and user adoption

Orchestrating multiple projects, ensuring alignment with strategic objectives and goals

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13 Event Management Skills Every Event Professionals Should Have

Staying ahead of the curve in the event industry requires unique event management skills. Whether you’re a seasoned event professional or just starting in the industry, mastering certain skills is essential for success. This blog post explores the top event management skills that event professionals like you should know to excel in the industry.

1. Be Customer-Oriented

In hospitality, being customer-focused is key to your success. Always put yourself in your client’s shoes. Understand their vision, needs, and preferences, which are the cornerstone of every event you plan. Listen attentively to their ideas and concerns and proactively offer creative solutions. Your ability to anticipate and cater to their requirements will ensure a successful event and build lasting relationships. Remember, a happy client is your best advocate. Embrace each event as an opportunity to create unforgettable customer experiences and exceed expectations.

2. Keep Organized

Successful event management begins with strong organizational skills. Event professionals must be adept at juggling multiple tasks, timelines, and stakeholders. Mastering the art of organization ensures that nothing is overlooked and that events unfold seamlessly. Utilizing Tripleseat ‘s intuitive event management platform, you can streamline the planning process, manage leads, and keep track of important details, ensuring nothing falls through the cracks.

3. Communicate Clearly and Effectively

Effective communication is the glue that holds every successful event together. Event professionals need to communicate clearly and concisely with clients, vendors, and team members in a timely fashion. Clear communication fosters collaboration and ensures that everyone involved is on the same page, reducing the risk of misunderstandings.

4. Manage Your Time Well

Time is of the essence in the event industry, and mastering time management is crucial. Managing your time on a day-to-day basis is crucial for most occupations, but event management professionals not only need to manage their own time but also strict deadlines and event timelines. Using comprehensive tools like Tripleseat to manage your event calendar, team, tasks, menus and more can keep you on track and ensure that every event runs smoothly and exceeds client expectations.

5. Keep Flexible

Adaptability is a top event management skill in the dynamic world of events. Whether it’s a last-minute change in the menu, an unexpected weather hiccup, or a sudden shift in client preferences, pivoting gracefully is a superpower. Embrace the unexpected with a positive attitude and a creative mindset. Remember, each challenge is an opportunity to showcase your problem-solving skills and resilience. By staying flexible, you’ll save the day more often than not and earn the admiration and trust of your clients and peers. So, keep that can-do spirit alive, and here’s to nailing every event, no matter what twists and turns come your way!

6. Be Ready to Solve Problems

Problem-solving is a key trait for event professionals. Being able to anticipate problems and have a suite of resolutions at your fingertips is vital. You’ll need to get creative when faced with unexpected challenges.  From unforeseen weather conditions to last-minute changes in the program, problem-solving ensures that events proceed smoothly, regardless of the issues that may arise.

7. Get Skilled in Budgeting and Finances

A keen understanding of budgeting and financial management is essential for event professionals. Event professionals must be skilled at creating and sticking to budgets, tracking expenses, and allocating financial resources wisely. 

8. Learn the Art of Negotiation

Negotiation is a key component of event planning, whether it involves securing contracts with vendors or satisfying the expectations of clients. Strong negotiation skills enable event professionals to navigate agreements successfully, ensuring all parties are satisfied with the terms.

9. Hone in on your Creativity

While organizational and logistical skills are vital, creativity is what sets exceptional events apart. Event professionals must think outside the box, conceptualize unique ideas, and design experiences that leave lasting impressions. Creativity is the spark that turns events from ordinary to extraordinary.

10. Technology is Your Friend

Technology has revolutionized the industry, offering tools and platforms that streamline processes, enhance communication, and provide invaluable insights. It’s like a best friend that helps you out along the event journey. Event professionals with tech-savvy skills and event management software can produce amazing results by providing enjoyable events and making more money. Event management software like Tripleseat to efficiently organize tasks, communicate seamlessly, and create detailed timelines. 

11. Take the Lead

Leadership skills empower them to inspire and guide their team members, fostering a collaborative and cohesive working environment. As the maestro orchestrating the symphony of a successful event, your leadership qualities are crucial. It’s more than just guiding your team; it’s about inspiring them. A great leader sets the tone, motivates, and brings out the best in everyone involved. Your ability to lead with clarity, communicate effectively, and make decisive choices will streamline the planning process and instill confidence in your team and clients. Remember, your leadership is the beacon that guides your event to success. So, embrace your role as a leader with enthusiasm and positivity, and watch as your events unfold seamlessly, leaving everyone involved feeling accomplished and uplifted.

12. Delegate Tasks

Event professionals are often at the helm of intricate projects, coordinating various tasks and managing diverse teams. Delegation is crucial, allowing you to distribute tasks according to team members’ strengths, ensuring that each aspect of the event is handled efficiently. 

13. Keep Your Eye on the Goal

Being goal-oriented is a fundamental characteristic of a successful event planner and manager. As an event planner, you approach each project with a clear vision and definitive objectives, meticulously planning every detail to ensure a memorable experience for the guests. Your vision-driven mindset is demonstrated by your deep understanding of the client’s needs and desires and translating these into tangible outcomes. You set achievable yet ambitious goals and develop strategies to attain them. Great event managers seek feedback , learn from each event, and apply these lessons to future events. Remember that event managers must manage clients and event staff set clear expectations, and project manage tasks along the way to execute successful events.

These event management skills are essential for success in the fast-paced and competitive event industry. Tripleseat Event Management Software acts as a valuable ally, empowering event professionals to excel in these key areas. By utilizing Tripleseat’s features, event planners can enhance organizational efficiency, streamline communication, and ultimately deliver unforgettable events that leave a lasting impression on their clients. Are you ready to grow your event business? Schedule a Tripleseat demo to take a closer look at our event management features.

Be Proficient Using Tripleseat Event Management Software – Don’t Worry, It’s Easy!

Tripleseat is a game changer in taking the skill that you have and making them even better! Don’t take our word for it. Explore our customer success stories to see how we have helped your hospitality peers improve their event business at restaurants, hotels, and unique venues.

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12 Event Planning Skills You Need for Success

What does it take to be a successful event planner?

High-profile events and product launches may have glamourised the life of event planners. But event planning is far more than just attending fancy parties.  Event planning  frequently ranks as one of the most stressful jobs in the world, and with the events landscape constantly evolving , today's event professionals need to have a diverse range of multidisciplinary skills.    

At the same time, event planning also offers a rewarding and exciting career path. So, let's look at the top skills event planners need to succeed today.

Top event planning skills you need to succeed  

1. organisational skills.

A well-executed event doesn't happen by accident. Great event planners are highly organised and can implement the right processes to ensure an event runs smoothly.  

Since you often work to tight deadlines, this usually means ensuring that timelines are adhered to, which requires excellent time management skills. But you’ll also need to be able to keep on top of your event budget, track important information and prioritise.  

Everyone is different, so finding the best way to stay organised and on top of your tasks is essential. Whatever your method, make sure you can find the correct information when you need it. 

Next step:  Check out our step-by-step onsite planning checklist to help you stay on top of your organisational skills.  

2. Great communication

The ability to connect and build rapport with people is another must-have skill for event planners. 

Great event planners are great communicators and can speak with a diverse range of stakeholders, including C-suite executives, event attendees, donors, brand sponsors, and, of course, vendors. 

Strong communication skills are also necessary to ensure that everyone involved in the delivery of an event is clear on what their role is.  

You must also possess strong writing skills to convey information accurately and clearly.  

Next step:  Learn top tips on  how to communicate the value of your events to stakeholders  in this handy guide.  

3. Emotional intelligence 

Emotional intelligence is another piece of the communication puzzle. This means having the ability to understand, control, and respond to your own emotions and the emotions of those around you.  

Why is this an essential skill for event planners? 

Because, among other things, emotional intelligence impacts how we work with others, manage stress, and deal with conflict.  

People with  higher emotional intelligence perform better  when it comes to decision-making and problem-solving, have greater empathy and can respond positively to constructive criticism.  

Since event planning can be highly stressful, these traits will be essential to deal with things going wrong.  

Additionally, your clients and stakeholders may have big ideas about what they what from an event. Possessing emotional intelligence will allow you to communicate and manage expectations in a calm and empathetic way.   

4. Tech savviness 

The events industry has been experiencing a digital transformation in the last few years.

The shift to virtual events during the pandemic has had a long-lasting impact on how we run events. Planners suddenly had to learn  how to run engaging virtual events , which required a new set of digital skills.  

Events are now more digitised, with in-person events incorporating more digital elements and  hybrid events  becoming a core event format for many.  

For planners, this shift to digital means that adapting to and learning new technologies is critical. 

You'll need to be able to work with IT and tech teams to understand the technology you need to deliver your events, whether in-person, hybrid or virtual.  

Similarly, event technology is a core part of any event. While you don't necessarily need to be an expert on all the event tech available, it does help to understand how event management software can help you manage and automate many steps along the planning process.  

Next step:  Along with being tech-savvy, it's important to stay up-to-date with how the industry is evolving. Check out this blog post to learn  the top trends shaping the events industry . 

5. Networking skills

The best event planners are savvy networkers.  

Why? Because the industry is driven by strong relationships. Your ability to deliver a successful, memorable event will rely on having a strong network of vendors, including venue partners, photographers, lighting and A/V, DJs, videographers, etc. 

One relationship that will be particularly important to nurture is that with venues. If you have a strong relationship and trust with your venue partner, it will be easier to negotiate when sending an RFP.  

6. Problem-solving and flexibility 

Never has Murphy's Law — the saying that whatever can go wrong will go wrong — been more true than when it comes to events. 

This is because dealing with  unexpected challenges to your events  is a necessary and inevitable part of the job. Whether it's dealing with global events like a pandemic or an accumulation of things going wrong at your event, you'll need to be able to keep a cool head and adapt quickly to the situation.  

Other related skills include being agile, adaptable, and finding creative solutions to problems. 

7. Negotiation 

If you consider yourself good at negotiating, you already have this important event planning skill.  

Being able to negotiate the best possible deal with a venue or a contract with a sponsor are just two examples of where this skill can come into play. 

Negotiating is a skill that requires a mix of preparation, tact, and confidence. The good news is that practice makes perfect!

8. Juggling multiple priorities 

As an event professional, you'll need to be able to juggle multiple tasks at once.  

From managing the planning process to event promotion , sponsorship acquisition and day-of logistics, there are many things to think about throughout the event planning process .  

Additionally, there may be multiple events that you'll need to plan simultaneously. If you have a team, you can delegate some work, but ultimately it is your job to ensure that nothing falls through the cracks.   

9. Creativity  

Event planning is more than just following a to-do list. As an event planner, you'll need to use your creativity to not only bring your vision to life but also create memorable experiences for attendees. 

If you're limited by the requirements of your client, you may not always have a lot of room for innovation and creativity. But even here, there is always wiggle room to do things differently — for instance, you can be creative with the event theme, choose a unique venue or have a motivational speaker. 

And contrary to what you may think, creativity is a learnable skill that you can build over time. One way to help develop your creative skills is to bring together a team - whether in-house or with your partners - to brainstorm creative ideas.  

Also, don't be afraid to take risks, where appropriate, with your event. 

Being creative can also mean rethinking your event strategy or taking a different approach.  

10. Leadership  

Leadership is a vital quality for any budding event professional.  

As a leader, you're responsible for helping to develop a strategy and ensure that your events run smoothly and deliver on key objectives.  

You may also be supervising an entire event team, in which case, being able to unite and bring that team together is critical.  

Leadership qualities also extend to many of the skills mentioned above. Being able to communicate with stakeholders, having empathy for your team, and being able to problem-solve effectively, are all key examples of showing leadership. 

 11. Passion 

It may seem obvious, but having a passion for event planning will get you through the toughest days.  

As we've seen, event planning is an extremely active profession — you're constantly on the move, juggling a million and one priorities. Without passion for what you do, this can become overwhelming.  

A successful event planner infuses qualities like passion and enthusiasm into their everyday work. They are self-motivated and live to feel a pang of pride after delivering an event that their guests truly enjoyed.  

So, what is it you  love about events ? Is it being able to bring people together and build connections? Or perhaps you love the variety and the fact that no two events are ever the same? 

12. Budget management 

Unsurprisingly, delivering events also means being able to handle an event budget. As a planner, it's your responsibility to ensure that your event budget is met or, if it looks like you'll go over budget, to find ways to mitigate this.  

When it comes to your budget, you'll need to be able to forecast and track spend, whilst also juggling invoices, proposals, and expenses.  

Next step:  Check out our  event budgeting guide  for top tips on how to stay on top of your event budget.

Bonus: Basic knowledge of events 

It may seem like a no-brainer, but being a great event planner means you should understand the fundamentals of what it takes to run an event.  

While you don't need to be an expert on everything, having a broad knowledge of the various elements required to pull off an event successfully is key.  

Examples of things you should know include: 

How to draft an RFP 

How to create a floor plan 

What to look for when reviewing a contract 

How to analyse event data  

Understanding what goes into running an event also means that you know what is realistic and what isn't. Having these basics under your belt will enable you to better communicate with your suppliers, vendors, and venue partners.  

Take your event planning skills to the next level 

If you have most of these event planning skills, chances are you’ll do a great job at being an event planner. 

If not, you can still become a successful event professional since most of these can be developed through determination and willingness to learn. It is all about continuous learning and improving with each event.  

See how you can stay up-to-date with the latest event industry developments and take your event planning skills to the next level with  the Cvent Academy .

Cvent Guest

Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

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Problem management: 8 steps to better problem solving

Problem management is an 8 step framework most commonly used by IT teams. You can use problem management to solve for repeating major incidents. By organizing and structuring your problem solving, you can more effectively get to the root cause of high-impact problems—and devise a solution. Solving the root cause prevents recurrence and creates a repeatable solution to use on similar errors in the future.

In an IT department, errors and mishaps are part of the job. You can't always control these problems, but you can control how you respond to them with problem management. Problem management helps you solve larger problems and reduce the risk that they’ll happen again by identifying all connected problems, solving them, and planning for the future.

What is problem management?

Problem management is an 8 step framework most commonly used by IT teams. Your team can use problem management to solve for repeating major incidents. By organizing and structuring your problem solving, you can more effectively get to the root cause of high-impact problems—and devise a solution. Problem management is a process—used mostly by IT teams—to identify, react, and respond to issues. It’s not for every problem, but it’s a useful response when multiple major incidents occur that cause large work interruptions. Unlike problem solving, problem management goes beyond the initial incident to discover and dissect the root causes, preventing future incidents with permanent solutions.

The goals of problem management are to:

Prevent problems before they start.

Solve for repetitive errors.

Lessen each incident’s impact. 

Problem management vs. incident management 

Example: Someone leaves their unprotected laptop in a coffee shop, causing a security breach. The security team can use incident management to solve for this one, isolated event. In this case, the team could manually shut down the accounts connected to that laptop. If this continues to happen, IT would use problem management to solve the root of this issue—perhaps installing more security features on each company laptop so that if employees lose them, no one else can access the information.

Problem management vs. problem solving

While similar in name, problem management differs slightly from problem-solving. Problem management focuses on every aspect of the incident—identifying the root cause of the problem, solving it, and prevention. Problem solving is, as the name implies, focused solely on the solution step. 

Example: You’re launching a new password management system when it crashes—again. You don’t know if anything leaked, but you know it could contain confidential information. Plus, it’s happened before. You start the problem management process to ensure it doesn’t happen again. In that process, you’ll use problem solving as a step to fix the issue. In this case, perhaps securing confidential information before you try to launch a new software.

Problem management vs. change management 

Change management targets large transitions within your workplace, good and bad. These inevitable changes aren’t always negative, so you can’t always apply problem management as a solution. That’s where change management comes in—a framework that helps you adjust to any new scenario.

Example: Your company is transitioning to a new cloud platform. The transition happens incident-free—meaning you won’t need problem management—but you can ease the transition by implementing some change management best practices. Preparing and training team members in the new software is a good place to start.

Problem management vs. project management

Project management is the framework for larger collections of work. It’s the overarching method for how you work on any project, hit goals, and get results. You can use project management to help you with problem management, but they are not the same thing. Problem management and project management work together to solve issues as part of your problem management process.

Example: During problem management, you uncover a backend security issue that needs to be addressed—employees are using storage software with outdated security measures. To solve this, you create a project and outline the tasks from start to finish. In this case, you might need to alert senior executives, get approval to remove the software, and alert employees. You create a project schedule with a defined timeline and assign the tasks to relevant teams. In this process, you identified a desired outcome—remove the unsafe software—and solved it. That’s project management.

The 8 steps of problem management

It’s easy to get upset when problems occur. In fact, it’s totally normal. But an emotional response is not always the best response when faced with new incidents. Having a reliable system—such as problem management—removes the temptation to respond emotionally. Proactive project management gives your team a framework for problem solving. It’s an iterative process —the more you use it, the more likely you are to have fewer problems, faster response times, and better outputs. 

1. Identify the problem

During problem identification, you’re looking at the present—what’s happening right now? Here, you’ll define what the incident is and its scale. Is this a small, quick-fix, or a full overhaul? Consider using problem framing to define, prioritize, and understand the obstacles involved with these more complex problems. 

2. Diagnose the cause

Use problem analysis or root cause analysis to strategically look at the cause of a problem. Follow the trail of issues all the way back to its beginnings.

To diagnose the underlying cause, you’ll want to answer:

What factors or conditions led to the incident?

Do you see related incidents? Could those be coming from the same source?

Did someone miss a step? Are processes responsible for this problem?

3. Organize and prioritize

Now it’s time to build out your framework. Use an IT project plan to organize information in a space where everyone can make and see updates in real time. The easiest way to do this is with a project management tool where you can input ‌tasks, assign deadlines, and add dependencies to ensure nothing gets missed. To better organize your process, define:

What needs to be done? 

Who’s responsible for each aspect? If no one is, can we assign someone? 

When does each piece need to be completed?

What is the final number of incidents related to this problem?

Are any of these tasks dependent on another one? Do you need to set up dependencies ?

What are your highest priorities? How do they affect our larger business goals ? 

How should you plan for this in the future?

4. Create a workaround

If the incident has stopped work or altered it, you might need to create a workaround. This is not always necessary, but temporary workarounds can keep work on track and avoid backlog while you go through the problem management steps. When these workarounds are especially effective, you can make them permanent processes.

5. Update your known error database

Every time an incident occurs, create a known error record and add it to your known error database (KEDB). Recording incidents helps you catch recurrences and logs the solution, so you know how to solve similar errors in the future. 

6. Pause for change management (if necessary)

Larger, high-impact problems might require change management. For example, if you realize the problem’s root cause is a lack of staff, you might dedicate team members to help. You can use change management to help them transition their responsibilities, see how these new roles fit in with the entire team, and determine how they will collaborate moving forward.

7. Solve the problem

This is the fun part—you get to resolve problems. At this stage, you should know exactly what you’re dealing with and the steps you need to take. But remember—with problem management, it’s not enough to solve the current problem. You’ll want to take any steps to prevent this from happening again in the future. That could mean hiring a new role to cover gaps in workflows , investing in new softwares and tools, or training staff on best practices to prevent these types of incidents.

Read: Turn your team into skilled problem solvers with these problem-solving strategies

8. Reflect on the process

The problem management process has the added benefit of recording the process in its entirety, so you can review it in the future. Once you’ve solved the problem, take the time to review each step and reflect on the lessons learned during this process. Make note of who was involved, what you needed, and any opportunities to improve your response to the next incident. After you go through the problem management process a few times and understand the basic steps, stakeholders, workload, and resources you need, create a template to make the kickoff process easier in the future.

5 benefits of problem management

Problem management helps you discover every piece of the problem—from the current scenario down to its root cause. Not only does this have an immediate positive impact on the current issue at hand, it also promotes collaboration and helps to build a better product overall. 

Here are five other ways ‌problem management can benefit your team:

Avoids repeat incidents. When you manage the entire incident from start to finish, you will address the foundational problems that caused it. This leads to fewer repeat incidents.

Boosts cross-functional collaboration. Problem management is a collaborative process. One incident might require collaboration from IT, the security team, and legal. Depending on the level of the problem, it might trickle all the way back down to the product or service team, where core changes need to be made.

Creates a better user experience. It’s simple—the fewer incidents you have, the better your customer’s experience will be. Reducing incidents means fewer delays, downtime, and frustrations for your users, and a higher rate of customer satisfaction.

Improves response time. As you develop a flow and framework with a project management process, you’ll be better equipped to handle future incidents—even if they’re different scenarios.

Organizes problem solving. Problem management provides a structured, thoughtful approach to solving problems. This reduces impulsive responses and helps you keep a better problem record of incidents and solutions.

Problem management leads to better, faster solutions

IT teams will always have to deal with incidents, but they don’t have to be bogged down by them. That’s because problem management works. Whether you employ a full problem management team or choose to apply these practices to your current IT infrastructure, problem management—especially when combined with a project management tool—saves you time and effort down the road.

With IT project plans, we’ve made it easier than ever to track your problem management work in a shared tool. Try our free IT project template to see your work come together, effortlessly.

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