How Event Coordinators Can Manage Events Using Kanban in Google Workspace

Meet Hugo: An Event Coordinator at Stellar Events & Promotions

Meet Hugo, an event coordinator at Stellar Events & Promotions. He's the mastermind behind countless successful product launches, corporate galas, and even the occasional whimsical wedding. Like many event coordinators, Hugo relies heavily on Google Workspace. He uses Gmail for communication, Drive for storing presentations and contracts, Calendar for scheduling, and Meet for virtual meetings. Initially, Hugo tried managing his events using a combination of spreadsheets and sticky notes. But as his client roster grew, so did the chaos:

Email Mayhem: Crucial vendor confirmations were buried under a mountain of client requests and internal emails.
Spreadsheet Jungle: He was juggling multiple spreadsheets for different events, making it nearly impossible to keep track of everything.
Sticky Note Nightmare: His desk (and monitor) were covered in reminders, deadlines, and to-dos, creating a constant feeling of being overwhelmed.

The result? Missed deadlines, vendor miscommunications, and a stressed-out Hugo. That’s when he found Kanban Tasks, a Chrome extension that transforms Google Tasks into a visual Kanban board, seamlessly integrated within Google Workspace.

Why a Kanban Approach for Event Planning?

The Kanban method, with its visual workflow and flexible structure, is a game-changer for event coordinators. Here's why:

Visual Overview: Instead of sifting through endless rows in spreadsheets, Hugo now sees all event tasks at a glance, organized by stage. This visual clarity helps him identify potential bottlenecks and prioritize tasks effectively.
Streamlined Collaboration: Hugo shares Kanban boards with clients, vendors, and his team, ensuring everyone is on the same page. He can assign tasks, attach relevant documents, and comment directly on cards, fostering seamless collaboration.
Reduced Stress & Improved Focus: With everything centralized in one place, Hugo spends less time searching for information and more time focusing on the creative and logistical aspects of his events. No more frantic hunts for that crucial vendor contact or that elusive catering contract.

Step 1: Organize Event Documents in Drive (Ditch the Spreadsheets!)

Hugo starts by streamlining his document management:

Drive for Documents, Kanban Tasks for Tasks: Hugo uses Google Drive exclusively for storing event-related documents like contracts, presentations, and design files. He avoids cluttering Drive with task lists, instead keeping them organized within Kanban Tasks.
Structured Folders: He creates a clear folder structure in Drive for each event, with subfolders for categories like "Venue," "Catering," "Marketing," etc. This ensures easy access to all necessary files.

Pro Tip: Use consistent naming conventions for event folders (e.g., "EventName-Year") to maintain order and facilitate quick searches.

Step 2: Transform Emails into Actionable Tasks

Before Kanban Tasks, Hugo wasted valuable time copying important details from emails into spreadsheets. Now, he streamlines this process:

Drag & Drop Emails: He drags crucial emails from Gmail directly onto his Kanban board. Each email becomes a task card, with the original email conveniently attached.
Assign & Prioritize: He immediately assigns tasks to the appropriate team member or vendor and labels them with priority levels, ensuring nothing falls through the cracks.

Result: No more outdated spreadsheets and missed deadlines. Every action item is visually tracked and managed.

Step 3: Build Your Event Kanban Board

Setting up a Kanban board in Kanban Tasks is quick and intuitive:

Customize Columns: Hugo creates columns that reflect his event planning workflow, such as "To Do," "In Progress," "Waiting for Approval," "Completed."
Populate Tasks: He adds tasks manually or imports them directly from Google Tasks.
Invite Collaborators: He invites clients, vendors, and team members to the board, fostering transparency and collaboration.

This visual board becomes Hugo's central hub for managing every aspect of the event.

Step 4: Seamless Collaboration with Docs, Chat & Meet

Hugo continues to leverage the power of Google Workspace, now enhanced by Kanban Tasks:

Google Docs & Slides: He creates and collaborates on event proposals, presentations, and budgets in Docs and Slides, linking these directly to relevant tasks on his Kanban board.
Google Chat & Meet: He uses Chat for quick updates and Meet for virtual meetings with clients and vendors, referencing specific tasks on the Kanban board for focused discussions.

No More Context Switching: Everything is interconnected, saving Hugo valuable time and ensuring everyone has access to the latest information.

Step 5: Manage Event Timelines in Google Calendar

Hugo integrates his Kanban board with Google Calendar for seamless deadline management:

Key Dates in Calendar: He schedules critical milestones, vendor meetings, and the main event date in Google Calendar.
Sync with Kanban Tasks: He sets due dates for tasks in Kanban Tasks and links them to corresponding Calendar events. This creates a unified view of all deadlines.

Result: No more missed deadlines or scheduling conflicts. Hugo has a clear overview of all timelines, ensuring smooth event execution.

Step 6: The "Get Work Done" Board for Daily Focus

Hugo uses the "Get Work Done" board in Kanban Tasks to prioritize daily tasks:

Automated Task Grouping: The board automatically groups tasks due today and this week.
Real-Time Updates: Any changes to due dates are instantly reflected on the board.

Pro Tip: Hugo encourages his team to use the "Get Work Done" board daily to stay focused and avoid last-minute scrambles.

Step 7: Leverage Advanced Features for Efficient Event Management

Hugo utilizes premium features of Kanban Tasks to streamline his workflow:

Attachments: He adds contracts, design mockups, and venue floor plans directly to task cards.
Tags: He uses tags to categorize tasks by vendor, event stage, or priority level.
Checklists: He breaks down complex tasks into smaller, manageable steps using checklists.
Shared Boards: He creates separate boards for different events or shares a master board with the entire team for overall visibility.

Step 8: Continuous Improvement with Kanban Analytics

Kanban Tasks provides valuable insights into Hugo's workflow:

Identify Bottlenecks: He quickly spots areas where tasks are piling up, indicating potential process inefficiencies.
Optimize Workflow: He adjusts his Kanban board structure and processes to address bottlenecks and improve overall efficiency.

Outcome: Hugo continuously refines his event planning process, leading to smoother, more successful events.

Wrapping Up

Event coordinators like Hugo thrive when they have a clear, organized system for managing the myriad details of their events. Google Workspace provides the essential collaboration tools, and Kanban Tasks brings them together in a visual, intuitive platform. It's easy to install, simple to use, and transforms event planning from chaotic to controlled.

Ready to streamline your event planning?

Install Kanban Tasks from the Chrome Web Store.
Create your first event board, invite your team and vendors, and start assigning tasks.
Say goodbye to spreadsheet mayhem and hello to stress-free event management.

FAQ

1. What support is available for Kanban Tasks?

We offer comprehensive support through email, live chat, and video tutorials to help you get the most out of Kanban Tasks.

2. What is Tooling Studio? Does it offer other products besides Kanban Tasks?

Tooling Studio creates user-friendly Chrome extensions that enhance Google Workspace productivity. Kanban Tasks is our flagship product. We are also developing other tools, like a CRM integrated with Google Contacts, to further streamline your workflow.

3. Why use Kanban Tasks if I already use Google Workspace?

Google Workspace is great for collaboration, but it lacks a native visual project management tool. Kanban Tasks fills this gap, eliminating the need for complex spreadsheets or separate project management software.

4. How do I install Kanban Tasks?

It’s simple! Just add it from the Chrome Web Store. It integrates seamlessly with your existing Google Tasks, allowing you to create boards, share them, and manage tasks visually.

5. Are there any upcoming features planned for Kanban Tasks?

Yes, we are constantly working on new features, such as enhanced reporting and integration with other Google Workspace apps. Stay tuned to our website for updates.

6. How secure is my data with Tooling Studio?

Data security is our top priority. We employ robust encryption, secure authentication protocols, and regular security audits to protect your data.

7. Can I collaborate with my team in real time using Kanban Tasks?

Absolutely! Invite team members, clients, and vendors to your shared boards, assign tasks, and see updates instantly, fostering seamless collaboration.

8. Will I receive notifications for task updates?

Yes, you will receive email notifications for new assignments, comments, and approaching deadlines, keeping you informed without constantly checking the app.

9. Which browsers are compatible with Kanban Tasks?

Kanban Tasks is officially supported on Google Chrome. While it may function on other Chromium-based browsers, Chrome is recommended for the best experience.

10. How does Kanban Tasks simplify my workflow?

By centralizing tasks in a visual board, Kanban Tasks eliminates the need for multiple spreadsheets and scattered communication channels. It creates a single source of truth, reducing confusion and improving accountability.