Friday, November 15, 2013

Keep Event Personnel on the Same Page

We've all seen it before:
  • He said, she said
  • Someone didn't get the memo
  • "Did you forget to write that down?"
  • Last minute changes
  • "I know that I called and told you about that!"
This is inevitable in any business, much less a business in the event industry where there are so many people and moving parts.

With Inspherio, however, we provide you with ample tools to make sure that everyone inside and outside your business is on the same page.

Working with clients

With Inspherio's unique Know Your Event - or KYE - questionnaire, you greatly diminish the probability that you will have the wrong information from the client. Each person that you work with will be assigned their own unique client portal. Within this portal, they can view their pricing packages, view and sign contracts, and view and pay invoices.

But it is the KYE form that will save you the most aggravation.

Within each person's individual portal, you can assign any number of questions, such as: event location, wedding colors, party theme, expected attendance, food allergies, music preferences, etc. (While you can set a standard questionnaire that you use for everyone, you can also edit it for each individual to cater to their specific needs.) The client logs in to their portal and answer these questions (especially if you mark them as mandatory). Once saved, the answers will show up within your own Inspherio account, organized and ready to go.

Not only does this save you time and endless scrolling through emails and sticky notes, but it also limits that event day second guessing by the client. Since they are the ones who provide the information, any errors can be traced directly to them.

Did I send the lead my pricing packages? What about the KYE form? Did the client sign the contract or pay their invoice? We know that surfing through emails and notes can be a pain. And you definitely don't want to have a disagreement with a client on whether they already paid an invoice or not. Inspherio helps keep everything clean and organized. You can and your client can both see exactly what the status is of the event and whether the ball is in the your court or the theirs.

Working with your employees

If you need to assign employees to specific events, you can do that easily in Inspherio. Within an individual event portal, simply select the "Assign Professionals" tab and select who you assign, their hours, and their pay rate or commission. Select to notify each employee of their assignment so that they will receive an email with the exact details. Did you forget who was assigned to which event? Simply go to your master calendar and check it out.

If you have any inventory to deal with, I'm sure at one point or another someone has forgotten to put something on the load list or truck. With Inspherio, any items agreed to in a contract (such as a rental or sale product) will automatically show up in your inventory list. All you need to do now is add event products (such as tent stakes, serving utensils, or backdrops) that you need to carry out the event. Any employee that you grant privileges to view this page can easily see if everything is  ready to go for the event.

You can also assign employees to various tasks, set deadlines, and view the status of each one.

Additionally, if either you or another account user need to add a note to an event, simply go to the notes page and everyone else (who you permit access) can view these notes as well.

As you can see, staying organized and on the same page is easier than ever, and we've barely scratched the surface of the program. If you're new to the Inspherio family, start your free trial today and see how Inspherio can help you run your business that much easier.

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