As a NYC event planner, you’ve learned to be a jack of all trades. You’re a stand-in therapist for stressed-out clients, and, in a pinch, you can jump behind the bar to make a mean mojito. On the big day, your tool bag has everything from duct tape to talcum powder to hair spray. As the go-to maven for making events run smoothly, you’re all about efficiency and productivity. That’s why you’ll love these tips for running your event business like a well-oiled machine.
Achieve Success with SMART Goals
Smart, measurable, achievable, relevant, and time-bound, SMART goals help you clarify what you’re trying to achieve. Create SMART goals for both your business and each of your events.
When you create SMART goals for your event, include objectives that are important for the client as well as goals important for your business. For example, your client’s event can help you increase your social media following or supplement your marketing materials with fresh photos.
Avoid Reinventing the Wheel with an Event Planning Business Process
A business process formalizes the flow of work. For event planners, a business process defines the tasks associated with planning different types of events. As you book each type of event, you can refer to your business process to ensure all the i’s are officially dotted, and the t’s are crossed.
Business processes also help ensure your team is following the work flow. Making sure everyone is working from the same business process ensures vendors are approved, contracts are signed, and details aren’t missed before the big day.
Stop Missing Texts When You Sync Your Devices
If you’re still jockeying between your phone and laptop to read texts, open files, and perform research, then it’s time to sync your devices. Sure, it takes precious time to search out, download, and set up apps that sync your laptop with your phone. But once done, you’ll wonder why you didn’t do it sooner. Check out the following apps to get started.
- Moaxis will allow you to read and send text messages from your laptop or MacBook.
- Automatically backup your phone’s photos to your Google account.
- Whether you use Microsoft or Google apps, download the mobile versions on your phone to access your files.
- Use Pushbullet to share a wider variety of items from your laptop, such as notes and checklists, to your phone. Pushbullet also lets you see your phone’s notifications from your computer.
Avoid Interruptions When You Schedule Focused Work Time
Here’s a secret that everyone knows: Multitasking doesn’t work. Study after study disproves the myth that multitasking doesn’t keep NYC event planners from taking phone calls, checking emails, and arranging a seating chart at the same time. Still, we’re going to tell you again. Schedule focused work time that is free of interruptions. Your productivity will skyrocket while your stress will plummet.
Don’t Miss a Beat with a List of Backup Vendors
Sometimes, it doesn’t matter how hard you’ve worked to curate relationships with top vendors. At some point, you’re going to get hit with event mishaps, such as flaky servers, an overbooked bakery, or wasted entertainment. You won’t miss a beat if you have a thorough list of backup vendors in your binder.
Create Contracts that Spell Everything Out
Read our lips: E-V-E-R-Y-T-H-I-N-G. The mother-in-law invited her spin class to the wedding at the last minute? Have a clause in your contract that details what happens when the client makes last-minute changes to an event. Adjust contracts as needed. Make sure negotiated details are included in the contract. For example, if the venue says they’ll arrange for extra lighting or security at a reduced rate.
Streamline Communication with a Team Communication Platform
If you’re like most of us, you’ve given up on trying to clean out your email inbox. And you’ve added so many rules and alerts to handle the influx of messages that you feel like a parole officer. Stop searching for last month’s important emails and start communicating with your team using a communication platform. Here’s a list of platforms to check out:
- Use Chanty for messaging, video calling, and task management with your team.
- Use Slack for organized communication with your team, vendors, and sponsors.
- Microsoft Teams is a collaboration solution for NYC event planners who already use Microsoft applications.
Share the Load with a Top-Notch Team
Finally, we share our flat-out best tip for running your event business like a well-oiled machine. Assemble an excellent team to share the load. Finding the right people and showing them the ropes takes time. But you’ll set your event business up for success when you surround yourself with dependable people whom you can trust.
Learn More Event Planning Insights at The Event Planner Expo 2024
If there’s one thing that being a jack of trades has taught you, it’s to never stop learning. Being a top NYC event planner means you’re always looking for ways to tighten up your skills. You can learn more about running your business like a well-oiled machine when you attend The Event Planner Expo. Join over 2,500 attendees and learn from over 50 industry-leading speakers. Get your tickets today.
