From boardroom to ballroom: Lessons in great project management

There are wedding bells in the air for many of our Imarcians! As planning progresses, an unexpected parallel has become clear: the similarities between planning an elaborate event and leading an agency project.

Keep communication lines open

Strong communication is the key to success when planning a big event or kicking off a project. Regardless of the occasion, there is bound to be a difficult conversation along the way. When a conversation takes a difficult turn, the best advice (inspired by an Inbound session) is to maintain a positive attitude, leave outside stress at the door, and focus on active listening. At the end of the day, everyone wants a successful outcome. Understanding each other's needs and maintaining strong communication will get you further faster.

Identify key stakeholders

Identify your stakeholders early. In any project or event, there are usually a lot of people who want to be involved in the decision-making. Try to limit key stakeholders to no more than five. Ultimately, there should be only one or two people who get the final say in all decisions. They should be involved in setting expectations and boundaries, and they will be the ones to sign off on deliverables.

Set clear expectations

Clear expectations will benefit both parties, whether it’s the agency and the client, or the couple and the wedding planner. Expectations should be set as early as possible. You don’t want to find out halfway through the project that you had very different ideas of a finished product. Set expectations together, and get them in writing. Having a signed Scope of Work (SOW) or contract that you can reference will help prevent arguments around deliverables.

Stick to the budget

Don’t underestimate the importance of a budget! The budget will drive the project and keep decisions in line. Be practical. It’s okay to spend a bit more in the areas that really matter to you while being cost-conscious about other items. Identify the stakeholder who is responsible for approving the budget, and keep them in the loop. Track your budget along the way to make sure you aren’t hitting your limits too quickly.

Be realistic with your timeline

Whether it’s an exciting product launch or your big day, you’ll get there smoothly with an established, planned timeline. Define the timeline, and set milestones you can use to track progress. Use pacing docs or budget worksheets at regular intervals to help you evaluate progress and stay on track.

Let’s get started

“Like any project, weddings have timelines to keep you on track. Upcoming dates and milestones won’t be missed, and you don't have to store it all in your head," says Tori. 

While we don’t offer wedding planning at Imarc, we are experts in website, design, and digital marketing services. We’re ready to help you tackle your next project. Let’s talk!