Operations

Create a Framework for your New Planning Business

When building your wedding planning business, it’s important to make time for administrative work. Creating a framework for this work will make it easier to implement and get done. Problem is, there’s so much to do, it may be difficult to see the big picture. I have three simple steps to get you started.

When a new planner begins coaching with me, one of the first things we do is create an organization chart. This helps to paint a nicely compacted picture of all the different things that need to be done in her business. We include all the positions/job titles in a traditional, small business and then we add the tasks that would be completed by each position.

Now, because you are flying solo (for now), your name will appear in every single section on this org chart. I know…sounds like a lot of work…but realistically, you ARE the person who needs to do it all. At least in the beginning.

The good news is, documenting it in this way helps to give you focus and clarity on what you need to do as a new business owner.

The second thing we do is to create a schedule of everything that needs to be done in a typical week. Blocking out chunks of time for similar tasks gives you the flexibility you need to work “on” and “in” your business which is just as important as doing “client” work. For some new planners, this means including a regular 9 to 5 job. Let’s face it, more than likely, you are starting your business by building it during evenings and weekends. I don’t like to call it “part time” because if you are as ambitious as I think you are, building your wedding planning business is a 30-40+ hour per week job. There’s nothing part time about that! This schedule will also help you to make sure nothing is missed and that you stay on track with the goals you’ve set for your new business.

And finally, the third important first step in creating the framework of your new planning business is to create your business plan outline. Not ice I didn’t say, create your business plan. It’s sounds so daunting and a little scary, I know. Notice I said, “create your business plan outline”, not “write your business plan”. Creating a formal business plan can be a long process. I worked on mine for almost a year before I felt ready to launch my business. But starting by creating an outline will give you the framework for a comprehensive and more traditional business plan, which is very important for any business.

Now? The REAL work begins. You have a framework for your business and now it’s time to put a plan into place.

What else are you struggling with in your business? Have you setup your systems for when you get that first lead? Join me on the next Before the Bride Q&A call and let’s talk about it.

You DO want to be ready BEFORE that first bride calls, don’t you?

The Before the Bride Business Planning System is a 10 step program developed to help wedding planners start their businesses the right way…to become business owners and not just hobbyists. It comes complete with step by step exercises, worksheets and audio files to guide you in building a planning business that’s ready to accept new brides. To get it, visit the services page at AspiretoPlan.com.

Creating Your Operating Processes

Let’s talk about your Operational Process. Who does what, when and why?

If you receive an email from a bride looking for packages and pricing information, how will you respond? Remember, this is part of the initial sales process so be intentional with how you respond.

The photo below illustrates the beginning of a flowchart for a client inquiry process. I use post it notes to create the boxes of the flowchart. Squares represent an occurrence of something or an action step that needs to be taken. Diamonds represent a decision that has to be made.

Here, I put them on the wall in my office. Sometimes I’ve had to move them to a big wall because there are so many steps. Using different color notes makes it fun too. Creating one similar to this for all your processes helps to operate your business in a consistent manner.

In any process you need to know three things:

What are you doing? (Taking a client inquiry with the intention of booking them as a client)
What are you trying to accomplish? Where are you going? (Schedule a get acquainted meeting)
How are you going to get it done? (Describe each step of the process in detail)

Each rectangle in the flowchart represents an area to create a standard response. By standard I mean one that is consistent with your brand and what you are trying to accomplish as part of your sale process. (More on the sales process in a future post.) Documenting your standard responses also allows you to create a process manual so that you can automate your systems for others in your company…like interns and assistants.

One of the processes I encourage all new planners to create right away is one for all new brides that book your services. This is MAJOR! Think of all the steps you will take them through during each of the planning phases, all the way through to the wedding day and after. Don’t be ad hoc about it…you’ll become known for how you do things in your business so make sure you have a solid process in place.

Begin with how you would want to be treated as a customer. Then look back at the last two or three customer service experiences you’ve had. What worked and what didn’t?

Creating processes and documenting them is one area that I go into “really” deep with my private coaching clients. I was used to creating systems and processes while in my corporate jobs over the years so I naturally prepared these when I was building my planning business. It’s one of the reasons I was so successful in the beginning, when it came to booking brides. Many of them told me that they felt at ease because my preparedness assured them they were working with a professional. First impressions are VERY important…what you do here can make or break you.

Do this exercise with every process in your business. Write it down and add it to your procedures manual. And when something doesn’t work, be sure to make adjustments and update your process accordingly.

These exercises and more are in my new report “Seven Critical Mistakes Aspiring Planners Make BEFORE They Book Their First Bride.” Get it by visiting the sidebar on my website today!

Until next time…

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Create a Framework for your New Planning Business

Creating Your Operating Processes

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