Time Management Tips for Sports Organizers

One of the most complex puzzles is how time seems to rush when we have a task to complete. Those who finish the tasks on time experience an adrenaline rush coupled with doubts. The few who manage to achieve the same admit to be in a relaxed state of the mind. Mastering the latter requires strict adherence to schedules and self-discipline. Admittedly, sports organizers often find themselves struggling to get the right schedule. The following tips would therefore make sports planning easy.

Ø  Focus on a single task

Multitasking not only drains your energy but also leads to a substandard. Imagine organizing three sports events in different venues. You could be working with uncooperative staff or under shoestring budget. The end result would be unsatisfied fans who could storm out midway the competition or poor attendance.

To avoid experiencing such a scenario, it is advisable to focus on a single event. Committing all your efforts to a single events gives you time to carry adequate planning and allocation of resources. Consequently, this translates to satisfaction to the attendees. If you have to organize the events, it is advisable to come up with a competent team which you can delegate some of the duties.

Ø  Plan ahead of time

Planning in the last minute is a grave mistake that every event planner, especially sports, should avoid. It might come with a heavy pay but might backfire any time. The demands might exceed the expectations and therefore incur more expenses. Crucial equipment for sports such as the public address system, gifts and mobilizing people to attend the event might be an uphill task. This results to poor attendance and subsequent revenues. If the agreement states that you receive payment based on the number of people who attend the event, you could end up with nothing. If the event is organized impromptu, it is prudent for the sports facilitators to invest heavily in mobilizing people to attend.

Ø  Break down large tasks

Some tasks take time to conclude, which causes the quality of service delivery to be adversely affected. For instance, securing the venue to hold the sports event requires high documentation. You can arrange with the facilitators to secure the venue and leave the rest of activities to you. This gives you ample time to focus on fewer tasks which you can perform seamlessly.

Similarly, you should break down activities into short duration in order to keep the people focused. For instance, if you are organizing sports events for kids, you can allocate each activity thirty minutes since their attention span is short.

Ø  Don’t be afraid to let go a gig

As a sports organizer, you could find yourself overwhelmed with client requests. Some of the clients might demand your presence before penning down the contract. This might become a big challenge, especially if you had other activities lined in place. Besides, negotiating with the event owners might end up taking much time. The prudent thing to do in such a case is to politely tell them off.

If you are fully booked, it is advisable to let your prospect know about your availability. This mitigates producing substandard work or not meeting deadlines. You can also refuse to plan a sports event if you are not familiar with what it entails.

Ø  Work towards a goal

Who is your primary target during the event? What should you do to make sure majority of the attendees are satisfied with the sports event? How do you do away with time wasters? Answering these questions prepares you psychologically to plan a successful sports event.

If you are organizing a sports event for kids, come up with extra activities that could keep them entertained throughout. Set aside some budget for snacks and gifts such as toys. You should also demonstrate that you can handle instances of bullying and harassment during the day. It also motivates the caregivers to bring their children. Any activity that does not align with events of that day should be scrapped off since it leads to time wastage.

Ø  Take time to unwind

Another challenge that sports organizers face is lack of time to unwind and bond with family and friends. Lack of enough time to unwind might adversely affect their relationship and productivity due to boredom.

If you find yourself in such a situation, you should find ways to get a break and focus on your wellbeing. You can enroll for a charity event, set a “no work” day once in a week or set some time to take your dog through a walk. This allows your mind to re-energize and also increase overall productivity.