An event is only as great as the team who plans it, and that’s why incorporating their feedback leads to success. Here are some tips for conducting a successful debriefing session with your team.

Set a Time Frame
Ultimately, the rule is that the longer you wait, the less your team will recall, so debrief while details are fresh. For shorter, smaller events, schedule a debriefing with your team within a day or two. For larger projects, particularly ones that last over a period of time, hold multiple debriefing sessions to tackle one area at a time and make it more manageable. This helps you stay on time and on budget.

Lead the Discussion
As the event planner, it is your job to set the tone and set the agenda. Make sure your team knows your goals, how they should prepare, and what they should bring. This is not the time for people to complain or assign blame. Instruct your team to provide constructive feedback, ensuring all comments remain impersonal and focus on what happened, not who did it. Keep it positive and focus on collective learning.

You Can’t Be Everywhere at Once
You’re just one person, and as much as you want to be everywhere and do everything, it’s impossible. Luckily, that’s where your team comes in! They can provide details on things you missed, like how smooth the transition was from dinner to dancing, or how the audience reacted to the catering.

Qualitative vs. Quantitative
While emotions can easily blend into facts, aim to keep them separate. Start by reviewing quantitative data. Assess milestones, major phrases, and the overall timeline, asking your team’s feedback on how long things took, how much they cost, and if you came over or under budget.
Next, move on to individual opinions and feelings. Ask questions like which methods worked particularly well, which were frustrating and ineffective, and which strategies should you avoid or repeat on future projects.

Improvements for the Future
Afterwards, review your team’s feedback and create a priority list. Split them into two columns: need and want. If you’re in the midst of a large project, evaluate what should be implemented immediately and who should take charge of that. If you just completed a small project, determine what is imperative to the success of your next event.

For more information on hosting your corporate event, birthday party, or anniversary, contact Fun Planners today. We are your one-stop shop for all things Orlando event management. Contact us today at 407-955-4949.