Congratulations on making the decision to systemize your wedding venue! The first step is to develop a framework for writing systems and keeping track of the systems you create.
It’s really important for having a system of organization so we’ll start there. When I was younger I used to take a lot of notes. Whenever I was reading a blog post, or book, I’d be sitting there jotting notes down on my computer. It was an ineffective use of my time though, because I had no system for writing the notes down and eventually they got lost. Now, I keep all of my notes in Evernote and organize them with tags, folders, etc. If I want to remember what I learned about a specific topic, I can go to my notes and find them in a second.
It should be the same for your business. Over the next few weeks, you’ll be creating business systems and and you’ll want to capture those ideas in a central place. I suggest you open a free email account at www.gmail.com if you don’t have one already. (We love gmail at event temple, and they’re always our first choice for sending emails).
Once you are inside gmail, if you click in the top right corner, you can open Drive, which is the green, yellow and blue triangle:
Then, just add a new folder, and you can start adding documents to it. I suggest naming the folder something like: “Operations Manual”
Now you’ve got a central place where you can upload files. You can also easily share and unshare the entire folder (or parts of the folder) when you get new new team members at your company. Or, if you ever want to hire a consultant or expert to help you refine your policies, you can simply share the folder with them.
With this one, tiny little step that took about 10 minutes, you’ve create a central operations manual for your company and separated yourself from 99% of wedding venue business owners. Congratulations. In fact, your business just took a giant leap forward into being systemized.
How to use this folder moving forward:
After today, I’d like to take everything inside your brain that you do in your business and put it into this folder. I know it sounds very hard, but if you just do a little bit every week, you’ll have your entire business in this folder in not long at all.
The types of things that will go in this folder include:
-Boundaries you have with clients
-Boundaries you have with team members
-How you handle client requests
-How you quote
-Your sales process and emails
-The marketing you use and how much you spend
-The software tools you use
-Checklists for every event
-Your suppliers (web developers, lawyers, social media)
-People you turn to for help for different things (your supergroup of mentors)
-Descriptions of what to do in various tough situations
Don’t be intimidated.
If you are intimidated, don’t be. The best part of this blog is that I’m going to GIVE YOU many of the systems that I spent years creating. You can simply take them, modify them and make them your own. I’ve been doing this for about 4 years now, (although I’ve been in business for 10) and I have just about everything you’d ever want in my folder. I’ll give you those tools and templates that you can make your own. I’ll also make sure I do it in an easy-to-use, downloadable format.
Finally, I want you to just realize the importance of what you’ve done today. You’ve created a central, shareable folder that will contain all of your important business knowledge. When you are an entrepreneur, you are a CREATOR. You decide how to handle things and how everything runs, so we need to take those brilliant ideas and get them on paper so that you and others can remember what the heck you decided. It’s that simple.
Congrats. After today your business will never be the same. In the next blog, I’ll give you some very simple, easy-to-use tools to start roughly sketching out how things work in your business. I’ll be here every step of the way providing examples and templates.
The good news is, this is easy to do and you only have to do it once. Even better still, systems are better when you keep them very simple, so you won’t have too much homework ahead, I promise.