As we are in the middle of the full-on craziness that is the fall wedding season, it becomes more of a challenge each week to stay on top of every last detail for each of our amazing clients. In any given month we are juggling one-two dozen different weddings depending on the season and staying organized is the key to never missing a beat all while keeping my sanity. So I thought it might be fun this week to give you an inside look at my weekly workflow and how I make it all happen.
The real secret?
LISTS…lots and lots of lists. And some creative time management.
You see, I have a slight obsession with organization. I actually have fun organizing everything from my office to my attic (it’s very weird I know). I do admit that some of my organization-obsession results from the need to have control over every aspect of my life (I’m sure I’ve got some borderline OCD tendencies) and while it may annoy some people, it definitely helps in my chosen career.
At the start of each month, I make three major lists, first a master list of everything I need to do that month for each client. I order the clients in the following way, first all the clients getting married in that month, then full and partial planning clients in order of wedding date, and finally month-of coordination clients in order of wedding date. Usually this list is about 4-5 pages long and has approximately 80-100 items on it.
I also create a blog schedule for that month and list out each blog and when they will post (as well as jot down ideas for future blog posts in upcoming months). Lastly, I create a personal list that includes any house and yard work I’d like to accomplish as well as small steps in any side projects I may be working on.
I’m sure you are now thinking that I am indeed CRAZY….but don’t worry, I’m just getting started.
Going back to my monthly client to-do list, you might wonder where I get the items listed for each client. Well, back in the day when I first started my business I created a template that includes every item that needs to get done in planning a wedding, and how far out before the wedding day to complete it. Then when I begin working with a bride and groom, I create a master checklist from the template specific to them, and we work from it throughout the planning process. So each month I pull my own to-do items from each of my clients master checklists and then add in any new things that have come up, items that did not get finished the previous month, and some general notes.
Now I’m not just obsessed with lists, I’m also obsessed with time management. A few months ago I adopted a block schedule to make sure that each client gets the time and attention they deserve, and so that I can dedicate time to my business each week. I’ve been really happy with this new system as it allows me to stay focused on each task and get more done in a shorter amount of time. I highly recommend a block schedule if you find that you’re not making it through your to-do list each day. Every evening I write out my schedule for the following day and it typically looks something like this:
8-9 am: Emails, read blogs, twitter/facebook
9-10 am: Blogging
10-11 am: Client A to-do items
11-12 pm: Client B to-do items
12-1 pm: Lunch, emails, catch-up, twitter/facebook
1 – 2 pm: Client C
2-4 pm: Biz-related stuff (invoicing, marketing, research, etc)
4-5 pm: Client D
5-6 pm: Emails, twitter/facebook
Usually 2-3 days a week I have meetings and I typically try to schedule them in the afternoons/evenings so I can still get a few hours of work done in the morning. I do try to make sure I have at least 1 full day in the office each week since I’m way more productive if I don’t have to interrupt my workflow for multiple meetings.
When I’m working on each particular time block, I try to ignore emails as they come in so that I can focus and only read new emails during the time alloted for emails. And if I finish things early in each block, I use the extra time to take a break, sit outside with my dogs for a few minutes, check twitter/facebook, etc.
So there you have it. I’m sure you think that I’m completely insane now but hey, it works for me!
Simply Stunning Events
Nashville Wedding Planner
Thank you for this post!
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