Maintaining clear communication during remote event production starts with setting expectations early. I ensure every client has a detailed project roadmap, outlining milestones, deadlines, and responsibilities. Regular check-ins via video calls and concise updates through email or project management tools like Asana keep everyone aligned. To avoid miscommunication, I summarize key points after every discussion and share action items. Empathy plays a vital role—I actively listen to client concerns and adapt to their needs. By fostering transparency and collaboration, I build trust and ensure a seamless experience, even when physical distance separates us.

Regular check-ins and concise documentation! Take notes during meetings and create a shared, single source of official, agreed-upon information. Make sure everyone has access (as editors, commentors, or viewers as applicable) to such documentation. The meetings/check-ins can be used as opportunities to discuss and/or update the documentation. Group messages and emails work for quick communication but are not great for fact-finding. Try to steer clear of using them as planning artifacts. Planning tools like Gantt charts can also be invaluable for alignment when working remotely.

While setting timelines is essential, it’s equally important to acknowledge that project dynamics may shift, and flexibility should be built in. I’ve found that offering regular, transparent updates ignites trust and ensures clients remain informed, even when unexpected changes occur. It’s also helpful to anticipate potential challenges early and proactively address them, as this minimises surprises and keeps all parties aligned throughout the project’s lifecycle.

Maintain clear communication in remote event production by using centralised project management tools and regular video check-ins.

Clear communication is the cornerstone of building trust and delivering value in any client relationship. Over time, I’ve discovered a few strategies that make all the difference: Establish Clear Channels: Agree on preferred platforms for communication (e.g- email, Slack, or Zoom) to avoid confusion. Set Expectations Early: Align on timelines, deliverables, and response times from the start. Be Proactive with Updates: Share regular progress reports to keep clients informed and confident in your work. Practice Active Listening: Take time to truly understand client needs and confirm details to prevent miscommunication. Be Transparent: When challenges arise, address them with honesty and propose actionable solutions.