Ways to Get Organized in the Off-Season

By Kim Sayatovic, Belladeux Event Design

When event pros are in the thick of wedding season, taking stock of organizational systems is not a top priority, most of us are just trying to survive our way through it. But with the 2017 season finally starting to wind down a bit, it may be time to pause and start thinking about getting yourself and your business organized once again in preparation for the year ahead. So how do you do it? Take a look below at some of my favorite tips.

You’ve Got Mail

How does your inbox look these days? It’s easy to lose track of emails and find yourself wading through messages looking for a specific phone number or meal request from a couple. Take the time this off-season to go through your emails with a fine tooth comb and really declutter everything by creating new labels and folders that make sense for your workflow. Get rid of the stuff you no longer need, and try to get your inbox as close to zero as possible. 

Look at Your Setup

Your office tends to reflect the inner workings of your mind. So if you’re in a state of chaos and running around from place to place, then chances are your office looks that way too. It should really be a space that you’re happy to be in and can come to and know exactly where everything is and how it works. This is certainly easier said than done, and if things have gotten a little messy, now is the perfect opportunity to take a step back and look at it with a fresh pair of eyes. Do you need another filing cabinet? New binders, dividers, folders, etc? Whatever work for you, go out and get it. Perhaps it’s more about the space itself, and you want to add new curtains to give it some personality, or a new comfy office chair. Anything that is going to create a more inviting environment for you.   

Don’t Forget About Current Clients

The wedding industry never truly sleeps, so while you may not be as busy during the winter months, don’t forget about the clients you do have. Create a more streamlined process that will help you get as ahead as you can with any upcoming events. Project management systems that with to-do lists and automatic reminders are great for this, as well as having an organized written schedule if you prefer pen and paper. 

Grade Your Client Experience

Sit down and ask yourself, what’s it like to be my client? Are you quick when responding to emails or phone calls? Do you have a good relationship still with past clients? Do you do anything unique or special for clients? These are important questions to ask yourself at any point during the year, but having the extra time to really take a reflective look when it comes to the client experience can be very beneficial for you and your business. Identify any weak points and address the problem before the off-season ends and business starts to pick back up. 

Use this down time to your advantage, and you’ll be reaping the benefits before you know it!

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