When you work in the wedding industry, there are really only 3 seasons: off season, wedding season, and booking season. While each one has it's ups and downs (read: feast or famine), making it through booking season has its own unique set of challenges. From the influx of inquiries that comes almost like clockwork to the increasing pressure to respond instantaneously, wedding planners around the world can struggle to keep on top of where exactly they are in the booking process with each potential client at any given moment - see what we mean? So today, we wanted to share some tips to help you streamline your booking process regardless of if you are a business of one or have a team!
How to handle it when you are flooded with leads
Being flooded with leads is one of those problems that you can't really complain about in public. But, a too-much-of-a-good-thing situation can be stressful. So, what's a detail oriented planner to do? Get yourself on a lead management system!
When you have tons of leads, the last thing you want is for one of them to slip through the cracks. That's why we built and integrated a lead management system into our planning tools last year! Now, each and every one of your leads can live in an easy to read dashboard where you can check and update their status quickly. Plus, if you are someone who is lucky enough to have a team, you can assign different planners responsibility to certain leads, making sure that responding to and moving all of your potential clients through booking doesn't fall on any one person's shoulders.
How to keep up with the need for timeliness
With today's clients, response time is everything and the race to respond can be competitive. Now, we know you don't actually have time to drop everything the moment an inquiry lands in your inbox - but does your potential client need to know that? Take advantage of features like a lead auto-responders, so that each of your potential clients receive a warm "hello" from you in the blink of an eye! Plus, since you can attach additional information (like a service brochure or about me doc), you get some extra time to do research before getting back in touch!
Following up and getting clients to make it official with contracts and deposits
Oftentimes, the first few vendors to send a contract or proposal are the only ones in real consideration. So, if you take nothing else away from all of this, timeliness is important through the entire booking process. Rather than setting yourself up with a process that takes time, making the investment to arm yourself with a suite of proposal, quote, contract, and invoice templates means that when a potential client is ready to sign on the dotted line, you can be first in line! Plus, gone are the days of emailing documents as attachments that need to be printed, signed, and scanned back - using a platform with electronic signatures and online payments makes it easy for clients to book you and easy for you to get paid!