Technology is always changing to offer new solutions and alternatives to increase efficiency and productivity. While it can seem overwhelming to keep up with all the digital tools available, it doesn’t take long for us to feel dated and behind-the-times if we’re not evolving alongside the technology market.
Additionally, our clients are increasingly made up of ‘Zoomers’ (Generation Z) who have grown up with technology in their pocket. When planning their wedding, they expect a streamlined process that is more virtual than not — from onboarding to invoicing to communications.
The truth is that most wedding professionals could stand to upgrade their tech. But, before you hurry to sign up for all the free trials and find yourself overwhelmed, it’s important to perform a digital audit to see where you currently stand and identify places for improvement.
These are the must-ask questions that you should be considering in your tech audit.
How is your client communication?
This year has taught us that virtual communication is a necessity to keep our clients engaged and informed. The pandemic has pushed all of our meetings and consultations online and, for the most part, we’ve grown comfortable with the process.
However, even after we’re all clear to reopen and start in-person meetings, it’s worth keeping those virtual alternatives onboard for clients’ ease. This will make it easier for them to schedule calls during a lunch break or in the evening after work without worrying about rushing to meet you onsite. Likewise, many Gen Y and Gen Z clients prefer quick and easy text messages to phone calls (when possible), so get comfortable adapting to your market’s digital habits.
Which processes can be simplified?
It’s time to take a look at those procedures that take too much time or energy out of your day. Think about the contract process — does it really need to take several days to send a contract to a client, wait for them to sign and scan it, then upload and send it back? Instead, consider a platform that streamlines your contract and allows them to sign and save with the click of a finger.
Likewise, do you really need to spend time sending out invoices (and subsequently following up multiple times)? Why not look into a program that automates invoicing based on a client’s timeline and sends auto-reminders? Once you start to look at the bulky and time-consuming tasks in your day-to-day schedule, you’ll have a good idea of what needs to go.
How can we support our creative partners?
Effective digital tools aren’t just beneficial for you and your clients; they can also be highly beneficial for others on your event team. Collaborative platforms that allow for real-time planning ensures that everyone remains on the same page, regardless of who’s online at any given time. This simplifies the planning process and creates a space for the whole team to come together and give your clients the best service possible.
When it comes to technology, there’s really no reason to be left behind. Whether you’re leading the charge or catching up to your partners, a digital audit is your first step to pushing the needle forward on meeting your clients’ expectations and simplifying your existing workflow.
Elizabeth Sheils is the co-founder of Rock Paper Coin, the first software platform to bring together wedding planners, couples, and vendors into one system for managing and paying contracts and invoices. Elizabeth is also a lead wedding planner with award-winning firm Bridal Bliss, where she manages the Seattle team. She was recently recognized by Special Events in its Top 25 Event Pros to Watch series.