So you’re a busy event professional. And you have a lot on your plate. A team to manage, multiple clients or shows, tasks and to-do’s all over the place. Well, I am here to offer some tools and tips that will make your life easier both at your desk and on the road. And don’t worry, you don’t need to be a tech expert to use them!
Being a self-proclaimed nerd (and proud of it!), one goal I made for all the suggestions below is that they be device agnostic. Meaning, if you are like me and have multiple devices running different operating systems; these suggestions will work on all of them. This way you can work where you want, when you want on the device you want.
Meetings and Communication
If you are like me, you have several meetings a week and are constantly in communication with internal and external teams. The suggestions below will help you gather those teams together and allow you to communicate easily and efficiently.
Skype has become more of a contender in the online meeting field in the past year or two. They now even offer Apple Mac and iOS apps allowing Apple users to join the party. Skype does have some free solutions/plans. But some of its services do require a plan/payment.
GoToMeeting has been in the business for quite some time and offers the ability to host meetings even from your mobile devices. You can’t share your screen on mobile devices the way you can on their desktop version but, you can upload files (PowerPoints’, PDF’s and images for example) and display them from your mobile device as you run your meeting. Just like Skype there is a free plan for GoToMeeting but there is a limitation on users. After a certain amount of users you will have to upgrade to a paid plan.
Join.me is a fun and easy to use platform for web based meetings. Much like the other two options they have free and paid plans and work on all mobile and pc platforms.
Now let’s fast forward to the day of your event. You need to keep in touch with your team or vendors. Sure you could carry a walkie-talkie or push to talk device. But wouldn’t you rather use the cell phone you already have?
Group.me is a free messaging service that allows you to create groups and send messages to all the people in that group. This allows for fast communication between teams and is available
on iOS, Android, Windows and Mac devices.
Signal / Telegram
Now let’s say you are a security nut or your client is and you want to ensure all communication is safe but easily accessible to those you need to reach. Try Signal or Telegram. Both apps allow end to end encryption to make sure all of your conversations are private and secure.https://whispersystems.org
Share the Knowledge
Every project you have and every conference or event you handle has documents, notes and more. These handy tools will help keep you organized and help share the info you have with teams or vendors.
Evernote is easily the most popular note taking app that is available on any device you can imagine with a web based program as well. Evernote allows you to have your notes all in one place with easy tagging, sharing and audio recordings while you type. They offer free and paid plans to suit your needs.
If you are a Microsoft Office user, I am sure you have seen or used OneNote. While OneNote is rich in formatting options, it does leave some room for improvement in the “easy to use” department. But what it lacks in the ability to hit the ground running, it makes up for with a feature-rich notetaking app now available on iOS and Android devices.
Dropbox / Google Drive / OneDrive
It is really user preference on which of these cloud storage services to use. They all offer the same features, give or take a few, and are always matching each other price-wise to gain your business. It really comes down to what you are most comfortable using and what works for your business.
I hope these tools make your day a little bit easier and more productive. They sure work for me!