» The Key to Staying Motivated as a Wedding Professional

Pro to Pro Insights

Jennifer Taylor, Taylor'd Events GroupThis post was written by Jennifer Taylor. Jennifer Taylor is the owner of Taylor’d Events Group, a planning firm that specializes in celebrations of all kinds in the Pacific Northwest and Maui.

Working in the wedding industry can be a fun and exciting experience, especially if you are passionate about the work. However, as great as it can be to put together a couple’s dream celebration, that’s not to say the job doesn’t come with its stresses.

Most people outside of the industry assume that our professions involve setting up a lot of pretty details and taking gorgeous shots of a couple – and it does! But it also involves client meetings, venue walkthroughs, contract negotiations and tons of paperwork that can get tedious pretty quickly.

The Key to Staying Motivated as a Wedding ProfessionalAs weary as it may be to keep up with the behind-the-scenes side of things, it’s essential to stay motivated throughout the wedding season to ensure that you’re on your game to provide clients with their dream wedding. Easier said than done, right? Let’s look at a few ways to stay motivated when everything seems to be piling up around you.

Just get it done

Ah, the old-fashioned approach. There is really nothing more motivating than checking something off of your to-do list. Start by knocking out a few smaller to-dos to get yourself going in the right direction. The feeling of accomplishment will push you to tackle some of the bigger tasks and you’ll be well on your way to a completed checklist!

Take a break

Sometimes, sitting at your desk and staring at your computer or piles of paperwork is the least motivating thing you can do. If you find yourself wasting time in the office because the inspiration just isn’t there, it’s time to unplug and take a break. It could mean walking around the block, reading a chapter of your current book or heading over to catch the afternoon yoga class – find something that helps your mind unwind and use it to your advantage. Once you get back with a clear head, the work will seem much less daunting than it did just an hour before.

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» How to Get Your Fill of Vitamin D While Working Over the Summer

Pro to Pro Insights

Leila Lewis, photo by Valorie Darling PhotographyThis post was written by Leila Lewis of Be Inspired PR. As a business school graduate from Santa Clara University, Leila (Khalil) Lewis’ career began in publishing, where she worked in marketing and editorial roles for business and lifestyle publications. Since transitioning into the wedding business in 2004, Leila has over 10 years of wedding marketing experience under her belt, and is the industry’s go-to for wedding public relations services, brand development and business consulting.

With the summer air and the sunshine calling your name, it can be difficult to sit in your office all day while the gorgeous days pass you by – especially as friends and family take weekend trips you know you’ll be missing! While the weather in most of the country is at its best, we often find ourselves chained to our computers or workstations in the midst of the busy wedding season.

How to Get Your Fill of Vitamin D While Working Over the SummerAfraid of missing out on sweet summertime? Never fear! Here’s how you can do everything you can to get your fill of vitamin D while working in an office.

Have a walking meeting

Instead of just meeting in your office, get moving! Sitting at a desk or workstation for 8+ hours a day is unhealthy, and the fresh air and natural sunlight will help you clear your head and revive your energy for the rest of the day. Our office is on the luckier side – we’re located in Manhattan Beach, just a short walk away from the ocean – but you can take a spin around your neighborhood to keep your blood flowing. Need to take notes? Consider recording your meeting on your smartphone to write down your to-do items later.

Change up the environment

Staring at the same wall or out the same window all day every day can be difficult and make work feel stagnant. Switch up your location from time to time as an easy fix. Find a café or coffee shop (with reliable Wi-Fi!) and take your office to a new location with an outside patio. You can also meet with clients in cafés or restaurants closer to their homes or offices, which benefits both of you and makes the situation feel less formal. You’ve got the sun, your work, and, most importantly, coffee – what more do you need?

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» Starting Your Morning Off on the Right Foot

Pro to Pro Insights

Jennifer Taylor, Taylor'd Events GroupThis post was written by Jennifer Taylor. Jennifer Taylor is the owner of Taylor’d Events Group, a planning firm that specializes in celebrations of all kinds in the Pacific Northwest and Maui.

I probably don’t have to tell you this, but the way you begin your day has a huge effect on the rest of your waking hours, so it only makes sense to start your morning off on the right foot.

As you enter the day, be sure to make some time for yourself to be present and focus on taking care of yourself before diving into anything work-related.

Starting Your Morning Off on the Right FootWith that said, I understand more than most people how difficult it can be to really step away from work even if just for a hearty breakfast and a cup of coffee. I’m the type to check social media right when I wake up only to continue on to my email. Sometimes completing small productive tasks in the morning can help with motivation for the rest of the day.

However, my rule is that I can clean up the emails I don’t need since I know a smaller inbox will help me have a clear mind, but then I move right on to writing in my gratitude journal. Once I get to the office, I’m able to quickly sort through the leftover emails and respond to the ones that I need to.

What works for me is to assign a topic to each day of the week so I can focus my efforts on one thing, but still accomplish all of my work for the week. For example, my Mondays are dedicated to business development, while Tuesdays are for client work. When I get into the office, I already know what I’m working on so it takes only five to ten minutes to plan out my top priorities.

To-do lists are considered morning musts in my office because it helps keep us on-track with all of the things that need to be completed. They aren’t always work tasks, but it’s so helpful to be able to see all of the top priorities written out in front of you. We also make an effort to double check on to-dos for the following day so we’re not going in blindly the next morning. With due dates set, it forces you to do all of the assigned tasks instead of picking and choosing what you want to do.

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» How to Leave Your Stress at Work

Pro to Pro Insights

Leila Lewis, photo by Valorie Darling PhotographyThis post was written by Leila Lewis of Be Inspired PR. As a business school graduate from Santa Clara University, Leila (Khalil) Lewis’ career began in publishing, where she worked in marketing and editorial roles for business and lifestyle publications. Since transitioning into the wedding business in 2004, Leila has over 10 years of wedding marketing experience under her belt, and is the industry’s go-to for wedding public relations services, brand development and business consulting.

When you get home after a long day of work, many of us feel the need to decompress. After all the hours at the office, you have the physical freedom to do as you please…but many people have a hard time allowing themselves the mental freedom from the hustle of a long day at work. If you are constantly thinking about work, even when you are at home, when do you take a break? If you don’t take time to separate what you are working on during the day from your down time at night, you are sure to get burned out!

Follow these tips to leave your stress at work and help guide your mind away from unfinished projects and work responsibilities to be able to truly refresh yourself, avoid burnout, and prepare for another day.

How to Leave Your Stress at WorkMake a To-Do List

Before you leave the office for the night, make a list of things that you already know you need to do tomorrow and place it somewhere where you will see it as soon as you walk in the next morning. By writing your to-do list down and leaving it at work you’re relieving your brain of the endless cycle of trying to remember each task on that list. There’s nothing worse than laying down and closing your eyes only to picture a mental list of tasks that could prevent you from a good night’s rest! Physically leaving your list of tasks at work can help your brain leave your stress at work as well.

Unplug

After a long day of staring at a screen, it’s time to unplug and disconnect. Not only is it good for your eyes, but also great for your brain. If you’re like me, it can be hard to ignore an email, text, or call when your phone is constantly ringing. Avoid the temptation and obligation you feel to immediately read and respond to any messages that are work-related and don’t apply right now. Disconnecting from constant emails and texts will allow you to be fully present wherever you are.

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» 5 Ways to Take Time for You

5 Ways to Take Time for YouAll month long we’ve been shining a light on wedding planning stress – for both couples and our pros. As we head into the summer months, more and more of your weekends are going to be busy with weddings and all the preparation that comes along with the busy season, so we’re here to help keep you cool, calm, and collected.

We just celebrated WeddingWire’s Official Day Without Planning for our couples, but since we know you can’t always take a full day off from your busy schedule, here are five ways to take time for you!

Hit the gym

Even if exercise is already part of your normal routine, it’s important to balance your mental exertion with physical exertion. Break a sweat running on the treadmill, meditating in hot yoga, or taking a long walk before or after work. If you spend a lot of your day on your feet already, try another activity like swimming or cycling to work different muscles and break the monotony.

Head to the spa

What better way to blow off some steam than some R&R? Whether you go in for a quick manicure/pedicure (men can enjoy those, too!) or schedule yourself a massage to loosen up the knots in your back, spend some time focusing on yourself. Even a quick visit to the hot tub or steam room can help you relax and reflect on your personal life so you can hit the ‘reset’ button for a while!

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» Top Tips to Reduce Stress – From the Experts!

Top Tips to Reduce Stress – From the Experts!Our #WeDoSomethingBlue campaign aims to help couples reduce wedding planning stress during the busy season, but what about our pros? Don’t you need a break? After all, you’re not just planning one wedding – you’re planning them all for your clients!

Whether you’re putting together personalized song lists, carefully-selected bouquets, or managing all the day-of details for your clients, the busy season is a stressful time for wedding and event pros. We asked some of our WeddingWire Education Experts to weigh in with their tried-and-true tips to reduce stress during this crazy time.

Plan ahead and take a break

“We all look forward to busy season and then, when it’s upon us, we can’t seem to catch our breath. The key to reducing your stress is to get organized before the craziness starts, and then stay ahead. When you get behind in your day to day tasks, you’re like a hamster on the wheel, and you can’t seem to get off. Proper advance planning, and leaving room in your timelines for the unexpected things that pop up helps break the cycle.

Remember to take a break every so often. Working non-stop is a sure path to burnout. Give your creative mind a break, take a walk, walk the dog, or whatever works for you, but get away from it. You’ll recharge your creativity by removing yourself from what you’re doing. Thomas Edison is famous for taking power naps on his desk. His wife brought a bed into his office, but he still napped on his desk. My secret… I have a recliner in my office, and if there’s a gap in my schedule, I enjoy a power nap. Whether it’s a 15-minute power nap, or as long as an hour (time-permitting), afterwards, I feel recharged and ready to keep going.”

Alan Berg, Certified Speaking Professional®

Write it all out and get away

“When you’re going crazy during wedding season, commit to yourself that you’ll do two things: complete a nightly and a weekly brain dump, and schedule some occasional breaks. For the brain dump, just spend a few minutes each evening writing out every random to-do item you can think of – you can then sort them and add the important stuff to your calendar. Repeating this exercise in more detail once a week, and taking time to map out your goals and priorities for the days ahead, will keep you from stressing about forgotten tasks and missed opportunities. Be sure, also, to schedule yourself at least a couple of days every month to do absolutely nothing but to rest and recharge. Even if you aren’t going anywhere, just having that time blocked off as sacred can make all the difference in the world in your mood and energy levels. Combining a little organization and a little relaxation can keep you going all season long.” Continue reading

» Five Business Tweaks to Make Before Busy Season Hits

This post is by Jennifer Reitmeyer. Jennifer has worked in the wedding industry since 1997. In addition to owning MyDeejay, an award-winning wedding entertainment firm serving the Washington, D.C. market, she also maintains a wedding business blog, WeddingIQ, and a blogging and social media service for wedding businesses, Firebrand Messaging. Her newest venture, Authentic Boss, is an online learning resource for business owners seeking to work and live more authentically. Jennifer is available for small business coaching, speaking, and writing opportunities. Read more at jenniferreitmeyer.com.

Five Business Tweaks to Make Before Busy Season HitsSpring is here, and with it starts the craziness of wedding season. Because executing our events and delivering our service or product becomes our number one priority, it’s easy to let slide some important parts of marketing and operating our business.

In the interest of saving your sanity when you’re in event overdrive, here are five things to do now, before busy season truly hits:

  1. Make sure your marketing is up-to-date. While most of us do a pretty good job of maintaining the essential information on our website and social media, it’s easy to forget little things like adding new awards and keeping your team members’ bios current. Updating our listings on other sites, including WeddingWire, is also often overlooked. Before you get swamped with weddings, take a few moments to ensure your information is consistent across the web – your professional image will only benefit.
  1. Take care of the housekeeping. I use “housekeeping” to describe all the un-glamorous, yet truly important, parts of maintaining your business – things like renewing any professional licenses or certifications in your field, keeping up with your insurance coverage, and making sure you’ve maintained the equipment or supplies you need to do your job. Double-checking these things now will keep you from scrambling later.
  1. Rally the troops. It’s a great idea to evaluate your team’s strengths and weaknesses now, so you can provide any necessary training before you’re super busy. (Bonus: this will help them help you when wedding season strikes.) You can also use this time to boost morale and get everyone fully on board with your brand, so they’ll reflect well on you when they’re working at events.

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» 5 Tips for Maximizing Your Productivity

Pro to Pro Insights

Leila Lewis, photo by Valorie Darling PhotographyThis post was written by Leila Lewis of Be Inspired PR. As a business school graduate from Santa Clara University, Leila (Khalil) Lewis’ career began in publishing, where she worked in marketing and editorial roles for business and lifestyle publications. Since transitioning into the wedding business in 2004, Leila has over 10 years of wedding marketing experience under her belt, and is the industry’s go-to for wedding public relations services, brand development and business consulting.

When you look back at your day and remember how busy and stressed you felt, take a second to think about what you actually accomplished. If you are able to check a number of tasks off of your to-do list, good for you! If you are realizing that you may not have spent your time so productively, it is time to make some changes in your day-to-day routine.

	5 Tips for Maximizing Your ProductivityHere are some tips on getting organized and maximizing your productivity!

1. Start the mornings off right: There’s nothing more stressful than running late and trying to grab everything you need for the day last minute, nervous that you’ll forget something. Mornings like these always put us in a frantic mood. A productive day usually begins with the previous night. Before you go to sleep, pack your bag with all of your work essentials. If you are going to be in the office all day make sure you bring snacks, lunch, and a water bottle. It can be hard to focus if your stomach is growling.

2. Plan it out: At the very beginning of the day decide what you are going to accomplish. If you have a game plan, you are more likely to stick to it and finish the work you need to get done. This is also a great way to measure your productivity at the end of the day. It is extremely satisfying to cross tasks off your list as you finish them.

3. Focus on one task at a time: While we think that multitasking is so important in the office, often times we are much more productive when we give all of our attention to one project. At the beginning of the day, read and respond to all of your emails so you can feel good about an empty mailbox, even if it’s only empty for a minute. Concentrate on what you are doing instead of becoming preoccupied with other things you have to do. By following this rule you will finish complete projects instead of jumping from task to task.

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» Stay Productive, Purposeful and Profitable During the Off-Season

Stay Productive during the Off-SeasonWebinar recap!

Many pros use the first few months of every year, often considered as the “off-season” to regroup before the upcoming wedding season begins in the Spring. While it’s great to use this time to refresh your business, it is important to maintain a sharp focus and use this time effectively to leverage your impact during the ongoing engagement season, and to set yourself up for a profitable year ahead!

In this month’s webinar for premium members, WeddingWire Education Expert Andy Ebon shared his perspective on how to stay productive and maximize your business impact during the off-season.

Here are a few of Andy’s tips focused on improving your profitability:

  • Grow your professional network: Join or attend a local networking group or industry event, and make new industry connections with pros you admire that you can leverage to connect with more clients in 2016, and in turn recommend their services to your clientele.
  • Calculate your gross wedding income: Make sure you take the time to find out how successful your 2015 year was for your business by determining your gross income. To find this number, determine your overall wedding revenue in 2015, and divide that by the total number of weddings you serviced. That will show your overall income per wedding. Set a goal for your gross wedding income for 2016 and evaluate how you will get there— an expanded team, more booked weddings, higher prices?
  • Compute your marketing expenses: Take the time to track your marketing expenses to determine your overall spend, and apply that to your marketing plan for 2016. Expenses include association membership, online advertising, print ads, wedding shows, continued education and more. Review your overall spend, and determine how you will use it effectively in 2016 to help reach your business goals.
  • Determine your variable cost per wedding: How much do you spend per wedding on average? This amount impacts your overall revenue, and should factor into your prices. To find your variable cost per wedding, add up the cost of good, travel and delivery expenses, payroll per event, and any additional costs you may need to consider. Then, simply divide that number by your total number of weddings last year.

For more great tips on staying productive and profitable, watch the full webinar! Plus, all past webinars are available in the Education Center for Premium members to view anytime, on topics including marketing, sales, client communication and more.

» Streamlining Your Business with Policies and Procedures

Pro to Pro Insights

Jennifer Taylor, Taylor'd Events GroupThis post was written by Jennifer Taylor. Jennifer Taylor is the owner of Taylor’d Events Group, a planning firm that specializes in celebrations of all kinds in the Pacific Northwest and Maui.

Time is money – we know this to be true because it’s one of the worst things you can waste as event professionals. But, what happens when we’re the ones wasting our own time?

Streamlining Your Business with Policies and ProceduresFrom disorganized routines to missed appointments, we’ve all found ourselves wishing there were 25 hours in a day. Chances are, there are a few minutes here and there that you can shave off of your current schedule with simple procedures – and those minutes can certainly add up!

Not only do policies and procedures put time back into your pocket, but they also make things much easier for you and your team. Your day-to-day processes will not require lengthy explanations once clearly mapped out. It’s also a great way to ensure quality control of the client experience, keeping your team consistently on brand.

While putting policies and procedures in place can seem like an intimidating task, it’s certainly manageable if you begin with baby steps. Start as early in the process as when a prospect reaches out to you and look through the different touch points of working with a new client.

Email drafts are a great place to start and are a key time-saver – they’re easily customizable so they’re still genuine, but you won’t have to worry about writing each email from scratch. So what to tackle first? Consider some of the following:

  • Responses to initial inquiries
  • Follow ups with inquiries
  • “Best of luck” emails if they book with someone else
  • Email to let someone know you’re already booked for a date
  • Email to let someone know if you don’t offer a certain service
  • Welcome email after booking
  • Out-of-office response
  • Post-event wrap-up email
  • Post-event review request

While planning ahead, think about how the inquiry process would feel if you were the interested client. What does the flow look like? How can it be improved upon? There’s no better time to assess how you’re doing than the present.

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» Top Apps to Help You Work Smarter

In this day and age, smartphones have become a lifeline for business operations. We use mobile devices to schedule, analyze, remember, and complete all sorts of tasks both for our business’ and our daily lives.

Luckily, there are a ton of great apps available to help you be more effective and help you get more work done. We’ve compiled a list of great apps for Wedding Pros that will help maximize your productivity and keep you organized!

top-apps-to-help-you-work-smarterNeed an app to manage to-do lists? Wunderlist is the app for you!

With Wunderlist you can…

  • Create to-do lists that you can access on your smartphone, computer, or tablet
  • Share to-do lists with other people
  • Attach photos and PDFs
  • Delegate to-dos
  • Set reminders for to-dos

Need an app to help with your time management? Toggl Time Tracker is the app for you!

With Toggl Time Tracker you can…

  • Track how much time you are spending on certain apps or websites
  • Track employees time management
  • Export time sheets
  • See what you spend the most time on and use the info to plan accordingly

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» 7 Productivity Apps for Wedding Professionals

Wedding and event professionals are often out of the “office” a lot, which means you’re depending on mobile devices to keep you up to date with everything. It can be frustrating enough to get work done while you’re on-the-go, so it’s important to use the right apps to keep everything straight! Here are seven of the top productivity apps for wedding professionals from our Pinterest board, Apps to Make Your Life Easy!

	7 Productivity Apps for Wedding ProfessionalsCarrot

Have trouble keeping up with your to-do list? More than just a to-do app, Carrot rewards you for completing items on your list! Each time you complete an item, Carrot awards you points which unlock other features. These upgrades to the app make it easy (and addictive) to keep checking off the tasks on your list. We promise you’ll want to keep adding tasks so you can cross them off!

Chronos

If you’re wondering where all your time goes, look no further than Chronos. Without having to manually enter your time and tasks, Chronos automatically categorizes your time to help you analyze what you do each day. You can also track progress towards personal goals to make sure you stay on track.

DocuSign

The DocuSign app provides a simple and secure way to electronically collect signatures. This app eliminates the hassles, costs, and lack of security in printing, faxing, scanning, and mailing documents! If you don’t have access to WeddingWire Client Sites, it’s the next best thing to being able to quickly and easily get the documents you need from your clients.

Mailbox

Have trouble managing your email? The Mailbox app is for you! Mailbox combines your accounts to one place where you have the option to snooze certain email conversations so you can focus on more important items in your inbox. Plus, the app learns from your actions to help keep your accounts under control – the way you would organize it yourself!

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