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Logistics in every event planning must be maneuvered impeccably or risk chaos in what's supposed to be a big day. A clear path or process should be established, so everyone concerned would have a unified flow and end result — this where a flowchart comes in handy. If you need a readymade model for your upcoming day, our Event Flowchart Templates are here for you! They are print-ready and conveniently available in Apple Pages which allows easy access on your MAC device so you can use them wherever and whenever. Make your plan work in the best way possible! Make these yours now!
An article in Azcentral lists the advantages of flowcharts as follows: used to communicate specific ideas to the mass quickly, making it a valuable training tool and allows easy review and improvement of the process. While this is mainly applicable to business procedures, it's essential to event organizing as well. Event management sometimes involves numerous people in action to put up a single occasion. They must understand the flow of how things are done to avoid complications. Also, planning an event is ever-changing. You need to find a way to evaluate your previous work process and update them when needed.
Before jumping right into the process, ask yourself what purpose will your flowchart serve in the event. Yes, it's an event flowchart, but what area of the occasion will it cater? Event registration process? Vendor approval process? Log in process? There can't be a single area, especially if it's a huge affair. The exchange of information between different parties working in different departments can get confusing when left unattended. Target micro-areas before branching out into a larger diagram. Identify what process should be followed for each and draw your flowchart from there.
Start with a rough outline of what your flowchart will look like. Gather information on what steps should be taken to accomplish a task. Brainstorm possible blunders and what should be done to solve them. A flowchart does not only show the stream of events, but it's also a diagram for general troubleshooting. A plan can go perfectly well, but more often than not, something is bound to go wrong. It's better to anticipate these problems firsthand and include them in the plan to better prepare for them.
The flowchart has one distinct characteristic that sets it apart--the symbols. Each shape stands for something, and the definition behind them is not without a purpose. The flowchart symbols help make the chart become more comprehensible. Based on your draft, identify what symbols you'll need and sketch them in. While you can this on the actual encoding of your chart, having the overall picture on hand will speed up the process because you have already prepared them beforehand.
After encoding your draft on Apple Pages, or any application that works best for you, take the time to review your work. Mentally perform each action step and find out if the logical sequence is accurate. Don't let any typo pass through. Make sure that you have written each step in the right symbol. Keep in mind that your flowchart will serve as a guide towards an orderly process. You can't afford to mislead people with a single mistake.
Whether you produce a printed copy, email, or include your flowchart in a Powerpoint presentation is entirely up to you, as long as it is disseminated to the people concerned. Only then can it serve its purpose. Here's a tip: keep a copy of your output. You can refer to it as a sample chart or update it when changes occur. This will save a considerable amount of time and effort of starting from scratch.