How to Plan for the Holidays with Your Team in Mind
As you review the calendar, you decide to get all your ducks in a row for the holiday seasonβno more last-minute planning or dealing with unnecessary stressors. You are determined to make the most of the end-of-the-year rush. However, you're also well aware of how the holidays affect the wedding industry, with high demands, intense schedules, and a chance of burnout.
A limited availability of venues and vendors and increased PTO requests are the cherry on top. How do you keep your wedding business afloat without drowning your team?
The key is being proactive and preparing ahead of time. Don't wait until minor issues pop up or employees call in sick! Instead, use this guide to help you plan intentionally, prioritize your staff, and sail through the season successfully.
Recognize the importance of team morale
Team morale is the excitement employees have toward their role and work environment. It's also the driving force, the gas that powers your business. Without it, your workers may lose motivation to hit your collective goals.
For instance, if your staff is overwhelmed, their morale and work performance will suffer. On the other hand, if your crew is recharged and passionate, they can offer their best to your clients.
Focusing on building team morale can:
Inspire staff to take more initiative
Maintain high standards
Create a seamless client experience
Provide better support for others on the team
Stress and burnout significantly impact productivity. Fortunately, you can support your staff's mental health by encouraging a better work-life balance so they can march into the holidays energized.
Initiate early planning and communication
Snoozing on the holiday planning? Kickstart the process now to organize your services, gauge your bandwidth, and breeze through the season. Early preparation allows you to avoid stressful situations and ensures your operations can handle the high demand. It also gives you an advantage with venue and vendor availability.
In addition, your communication should be on point. Here are three simple tips for keeping your team in the loop:
Set up a centralized work calendar: You can use project management software to create a shared calendar showing the bigger picture. Use it to highlight schedules, deadlines, subtasks, and time off.
Establish your main communication channels: Are your emails falling through the cracks? Consider using team meetings and messaging apps, like Slack, to keep everyone on the same page.
Create clear expectations: Beyond highlighting your goals at meetings, you can prioritize tasks in your software with color-coded labels and priority ranks. Colors will make the subtasks pop, and priority levels create a sense of urgency.
Go with the flow: Prepare for the unexpected and be flexible. Schedule changes are inevitable, so be considerate and make necessary adjustments to avoid hiccups.
Prioritize self-care in the workplace
Self-care should always be a top priority, especially during the holiday rush. However, many wedding professionals put their health on the back burner to focus on their clients. As a result, there is a higher risk of burnout and poor work performance. To avoid this, consider promoting self-care practices to help you and your staff combat stress and anxiety.
Need some ideas for promoting self-care in the workplace? Start with time management. Encourage everyone to block off time to relax and engage in activities that rejuvenate them.
If you're overwhelmed with tasks, delegate them to a team member. Take this opportunity to remove the less exciting items off your to-do list, like administrative work or social media content. You'll feel like a huge weight is lifted from your shoulders.
Next up, engage in stress management techniques. Deep breathing, mindfulness meditations, and regular exercise can reduce your stress and release tension in your body. Add these practices to your routine to calm your mind and ground you (and urge your team to pick these habits up, too!).
Finally, encourage breaks and time off. If you want a seamless operation, you must allow time to recuperate. Let your employees enjoy their days off and take vacations before the bustling season. If you need workers during specific timeframes, organize the calendar accordingly so the bulk of the work doesn't fall on one or two people.
Add team-building activities to the agenda
Team-focused activities humanize the work environment, allowing your staff to develop professional relationships. Bonding is the first step to establishing trust and improving communication β two fundamental pillars in an efficient business.
Build some camaraderie with collaborative project planning and holiday-themed games. Collaborative planning lets your crew step into leadership roles and establish goals together.
Holiday-themed games and contests promote team spirit, inspire creativity, boost morale, and relieve stress. You can also host virtual holiday parties to foster a healthy work culture.
Manage client expectations
While you can't control your clients, you can provide transparency from the beginning of the onboarding process. Be honest with them and share what they can expect during the busy season.
Set clear expectations: Discuss timelines, deliverables, and seasonal-related limitations.
Share the holiday schedule: If your office is closed on specific dates, let your clients know beforehand. This will help clarify timelines and ensure communication is clear.
Establish a detailed project plan: Create a comprehensive strategy with deadlines to give them a roadmap for your services.
Routinely update clients: Touch base with your customers and address any issues that occur along the way.
Balancing expectations on top of the holiday rush is overwhelming. That's why setting realistic boundaries is a must. You can do this by outlining them in contracts, highlighting your operational hours and response times, and delegating tasks. If you encounter a difficult conversation, speak with compassion and find a middle ground.
Celebrate big and small wins
Acknowledge your team's achievements. During the hustle and bustle, a simple shoutout can make your employees feel appreciated and promote a positive environment. Focus on the good things happening in your business. What are the latest wins? What did your team accomplish this quarter? Then, express your gratitude in a group chat or at a meeting.
Verbal praise can significantly affect employee satisfaction, retention rates, and even productivity. Add "celebrate wins" to your to-do list if you're not doing this already.
Here are some other ideas to lift your crew up:
Treat them to lunch or dinner
Offer holiday bonuses
Organize a team-building retreat
Provide custom presents (perfect for the holiday season!)
Wedding pros: Get in sync with your team for the upcoming holidays
The holiday season is an intense time for the wedding industry, but you don't have to dive into the storm unprepared or put tremendous stress on your team. Instead, use this guide to help you manage the holidays like a boss and confidently lead your crew!
