Sharing my process today for keeping track of all the weddings I do! I am a floral planner, so this would just need to be modified based on your vendor type or even your industry if it’s not weddings! I have an average of about 30-40 weddings per year, the highest year was 55, but even with last year having 30, things can get a little crazy keeping track of everything, while also designing, and doing phone chats!
Over the years I’ve compiled a set spreadsheet of info that I like to have that’s the most important if I need to take a quick glance at info I regularly need. Things like Wedding Date, Names, Contract Signed, Deposit Received, Final Payment & Order Due, Confirmation Emails Sent, Review Date. These are just the most important pieces I need when figuring out what’s next on my To Do List. I don’t keep an actual to do list other than a scribble pad for the day when I review emails/voicemails/and this workflow chart. Leaving things to memory just isn’t an option here! Especially with so many emails and calls to keep track of! :) This also is great for making sure everyone is being taken care of and that I keep all my clients on track with their planning! This spreadsheet goes up to P with things like ‘follow up’ and other elements like ‘Get Gallery from Photographer’.
I use Google Drive so I can access this anywhere at anytime by simply logging into my G-Mail account! I try to do as much as I can via Google – just makes my life easier and helps me to stay organized. This is also convenient when you’re on site at a wedding and you need to pull up a contract. I use HelloSign and it links to my Google Drive account, saving contracts into my Drive so I can just pull up the app and review setup times or vendor info if I need it for some reason! Now, if only Google could design the flowers….
I also use categories and tags for my emails, so at the beginning of the day I can go through and label things so I know what’s a rush, what’s a gallery to put in my gallery file, or something that is a ‘to do’. I blocked out names and some personal info here. But, I have about 10 different labels I use regularly: Bride, Inquiry, Vendor, Gallery, No Rush, Bills, Receipt are just some of the tags I use to keep it organized!
I love hearing about other workflow processes, share yours in the comments if you like!! :)