5 Reasons Why You Should be Using Email Marketing

It’s that time of the year where all event professionals are busy, busy, busy— event planning of all shapes and sizes are afoot! Right now, some of you might be thinking that you haven’t got time to worry about things like email marketing. But the truth of the matter is you should never pause in marketing your business, never ever. You may be up to your neck in leads, but planning for the future is worth being on your list of priorities.

Although we live in a world where we’re bombarded with spam mail, email marketing campaigns have evolved into one of the most important ways to reach potential clients. Since you shouldn’t ever put your marketing on hiatus, here’s a few reasons why email marketing could be one of your go-to tactics to getting your name out there:

It’s cheap. We all know that you’ve got to spend money to make money. The great thing about email marketing is that it’s incredibly cost-effective, so you won’t be breaking the bank when investing into a bit of email marketing. Honestly, you can’t deny a good bargain.

Quick & easy peasy. Out of all the phone calls, meetings with clients, meetings with vendors, driving back and forth to locations, dealing with mishaps, and so on, sending emails is probably the simplest things we have to do in the event world. And what’s even better is: it’s immediate. People want information fast and now, so your email marketing is just what they need to quickly learn about your business and what it can offer them.

In a relationship. Okay, maybe not that kind, but by carefully customizing your email marketing with a personal touch that really portrays the greatness of your business, you can begin to build relationships with the recipients. Plus, if a potential client has already given you their email, you’re just a few steps away from making it official.

Every action requires a reaction. We live in an internet age, which means we’ve all been trained to check emails and do something with those messages in our inbox. Whether they need to reply, forward, or even delete, they have to read what’s there. With a great subject line, you could grab folks by their eyeballs and really bring them in.

Who’s got the deets? The great thing about email marketing is that it’s common, so there are plenty of ways to keep track of details such as click rates, open rates, bounce rates, unsubscribed rates, and so forth. When one campaign doesn’t do as well, you can evaluate your results and discover what needs improvement.

Now you know that email marketing is an affordable, quick, and easy way to continue spreading your biz’s name to a sea of potential leads. What’s even better is Inspherio offers a great Email Marketing feature that allows you to customize and schedule email campaigns, as well as offering you a way to review detailed reports on those campaigns that have been sent out. If you’re worried about your marketing being marked as spam, read our recent blog on how to avoid such a thing.

Check out Inspherio’s free 30 day trial and see how the email marketing feature can help boost your sales!

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Featured Biz Blog: Sugar Rim Bar

Inspherio has amazing users, so I thought: why not blog about them? Well, that’s exactly what I plan to do! Every few weeks we’re going to feature the business of one of our users, sharing what they think is key to progressing in the event industry world, how Inspherio has helped them on their own path to success, and much more.

This week I chatted with Cory Brim, owner of Sugar Rim Bar— a Mobile Bartender & Cocktail Server business serving areas such as Maryland, DC, and Virginia. I asked Cory a few questions and here’s what he had to say…

How did you get started in the industry?
A trainer at the restaurant I worked at noticed that I really loved taking care of customers. He mentioned to management that they should train me to bartend, so I became an official bartender. Eventually, I decided to become an owner when I realized I wanted to be my own boss, I wanted to run the show. The rest is history!

What is a typical busy day like for you?
Every day is a “busy day” for me. There are 86,400 seconds in a day and there’s not a single one that goes by where I’m not working on building the company! I work to fill them with opportunities, not only for me, but for our staff, as well. Most of my day consists of emails, proposals, contracts, site visits, etc. The payoff is when we actually get to do an event. You get to see your hard work play out!

How does Inspherio help your business?
Before Inspherio, I was just emailing clients and sending out newsletters. I didn’t really track everything. As much as most business owners will tell you they have it all together, they don’t! I went searching for a system that worked in the event world. Sure, there are a lot of things out there that help you organize, but the hospitality industry is unique! Our inventory isn’t exactly a desk or a machine: it’s food, drinks, people! These things change at a moment’s notice! Inspherio helped me get organized! For someone like me, a person who moves at a million miles per hour, I didn’t want to deal with spreadsheets or go searching for charts. I want to be able to pull up a client’s info, have it readily available and have the system take care of the heavy lifting, allowing me to go off and build the company. That’s what Inspherio gives me. Also, the fact that my administrator and I can be on the same page in real time is critical! We don’t have to send text messages back & forth to each other; I can see where she left off with a client and go from there. It’s improved my business!

What’s your favorite feature of the program?
The feature that I honestly like the most is the contract feature. I love being able to just click a few buttons, add our products or services, and sent it out directly to the client! All they have to do on their end is just e-sign the contract and make the payment. I didn’t have to get in my care, the client didn’t have to scan, fax, photo copy, or send it back by carrier pigeon (you get the idea!). It’s a leveraging technology and doing business at the speed of business.

You own a bartending business, so you’ve got to have a favorite cocktail. What is it?
I'm classic. I don't need all the new and latest space-aged drinks that are out now. 95% of the time my "go to" drink is Vodka on the rocks with a side of soda water and a lime twist. It keeps me young!

Tell us a fun fact about yourself!
Although I’m having the time of my life, I’m a serious business owner who wants to take his company higher. So fun for me is cracking the million dollar mark in a fiscal year!

Got any advice for event industry professionals trying to start a business?
Whatever your passion is, give it all you’ve got! You will get exactly what you put into it! There’s a few things I can’t teach and those are passion, drive, and integrity. You have to possess that, no one else can give it to you! And if you’re not making money, it’s just a hobby!

You can find Sugar Rim Bar on Twitter & Facebook! Check them out!

If you haven't already, discover the truth behind Cory's testimony and try Inspherio's free 30 day trial. You'll be glad you did!

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How to Deal: Bad Online Reviews

What’s black, white, and negative all over? Every event professional’s nightmare: a bad review. I guess these can come in all shapes, sizes, and colors, but you get the idea. They suck.

The online bad review extends out to all types of professions— not just to us here in the event world. But we know all too well that when dealing with clients and big events, negative feedback can definitely make us sweat and if handled poorly, hurt our business. However, there is good news: a bad review doesn’t have to break you. What really matters in these situations is the way you handle that client who claims to be disappointed. How you rise to the occasion will really help how your current and future clients see you and your business.

That being said, here are a few ideas to keep in mind whenever you come face-to-face with the dark cloud that is the bad review:

Keep it together. I know it’s easier said than done, but being keeping your cool is going to be your biggest helper when you come across the bad-mouthing review. The absolute worst scenario would be you jumping online to respond to the unhappy client when you’re heated and defensive. Take it easy, read what they’ve said, and consider it.

Now, join the convo. You’ve calmed down and you’ve thought about the feedback. Now it’s time to respond, but make sure you do so in a professional and pleasant manner. If necessary, make yourself smile the entire time you type out your response. This response should include an apology along with you asking what you can do to resolve the situation. You could also use this opportunity to take the negative feedback and bring in more clients by highlighting all the positive traits of your business. I once read a rather negative review for a caterer and was so impressed with the owner’s response that I ended up adding her to my vendor list— oh, and I’m very happy with my decision. Just remember that a carefully crafted response can be your saving grace.

Ask for positive reviews. Encouraging clients to hop online and give you a thumbs up after they’ve showered you with compliments about your service is completely acceptable. As a matter of fact, it should be a required action. If the client has voiced their satisfaction with your business, they’re most likely going to be inclined to tell the world how happy they are with you. More and more positive reviews will outweigh the negative. Don’t be shy, if you know you’re business is worth five stars, then by golly ask for five stars!

Learn from it. So maybe you know the bad feedback is justified— we’re all human and we make mistakes. Now is the time to fix it. Not only will you need to set out to right the wrong, you’ll also need to make sure you take this time to learn from the mistake. Then you can improve, and improving your business for one client means you’ll improve for them all. Bada bing, bada boom.

Keeping in touch with every client— happy or unhappy— is critical to the game. Customer feedback is what can help you learn in what areas you need to improve in your business. Encountering bad reviews can be the pits, but by handling them like the cool headed professional you are, you can achieve greatness. How? By learning what needs to change and also by recognizing what it is that your business does best. Just be sure to always know in the long run that giving great customer service should forever be your number one priority.

Feeling overwhelmed with trying to keep your business organized? Don’t forget your friendly neighborhood business management program Inspherio! Manage leads, employees, inventory, finances, and much more all in one centralized place! We love helping others plan their success, so test us out free for 30 days and see what we can do for you and your business!

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Working from Home & Why It's Awesome!

Working from home— is it good for your business? Some say yes, some say no, and many are on the fence. I think it’s the bee’s knees and not just because I can work while wearing sweat pants (as if that isn’t enough).

People tend to point out that working from home means encountering distractions of all shapes and sizes. I get it. Catching up on your favorite TV shows while responding to emails seems like a reasonable plan, but it’s not. You’re in a place where you’re probably the most comfortable, so the temptation to be counterproductive can be a bit challenging to overcome. Don’t worry, you can do this. Here’s a few ways on how to make it happen and a few reasons why it could be super beneficial to your business.

The How:

Pick a room or a spot in your home and deem it the Work-Zone. You might already have an office set up in your home, which is great. What’s most important about this room or space that you’ve designed to use for work is that at the end of the day you can walk away from it, preferably close the door, and enjoy the rest of your home as a work-free zone.

Have some self-control, my friend. So you’ve created your Work-Zone— that’s just the first step, my friends. Now you have to actually work in it! But that should be easy; you’re a professional, for crying out loud! Just keep in mind you’ll be tempted to wander from your desk, so it’s better if you set goals for yourself each day. If you know you’d love to work from home but you’re easily distracted, time yourself. Hunker down for a three hours and then take a lunch break, just like you would if you were at the office. It’s good for mind, body, and soul to take time away from your Work-Zone so you can recharge, then come back to it after an hour.

Find a good spot locally to meet with clients. You may not want clients paying you house visits, or you may not mind. But then again, your clients may not feel comfortable talking business in your humble abode. Whatever the case may be, it’s a good idea to find a place to meet. The choice may be a cafe, a bookstore, a restaurant— wherever you decide, make sure it offers free wifi and a bit of quiet so that you and your client can focus on the tasks at hand.

The Why:

Save. That. Money. Running your own business can be costly, and one of the most expensive aspects is having an office. Rent and utilities alone can be a huge chunk of the expenses you’re paying for having an office building. You also save on transportation and fuel costs that you’d encounter when driving to and from the office. By working at home, you’ll be able to save on these costs and goodness knows, your business budget could always welcome extra breathing room.

No commute? No problem. Not only do you save money on transportation costs, you’ll also save time. The average commute ranges from 25-30 minutes, which means an hour a day is dedicated solely to getting to work and getting back home. Honestly, it doesn’t seem like a lot of time, but when all you have to do is get up and start working in your home office right at 9am, you’re putting time back into your workflow. It’s amazing what you can do in an hour, so do it!

Get a life! No seriously, it’ll be easier to have one when you’re saving all that extra time by working from home. Whether it’s spending more time with your family, getting out for a happy hour somewhere, or hiking a mountain, being able to go out into the world and enjoy your life— separate from work, mind you— is always good for you. Bogging yourself down with work 24/7 isn’t healthy, even though I must commend anyone that works nonstop to get to the top. Just remember, all work and no play makes for a very dull professional!

So, you see, working from home can be the perfect fit for you and your event business. Whether you’re a newbie to the biz or you’ve been in the game for quite some time, you can definitely reap some major benefits when you create the perfect work set-up at your residence. And things can only get better if you get & stay organized with Inspherio. Working in pajamas and keeping your business in order with a great program like Inspherio— match made in heaven.

If you haven’t already, test out our free 30 day trial and then join the Inspherio Family. Don’t be shy, we’ve been waiting for you!

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Check out our revamped Invoices!

Sometimes all you have to do is ask...and we’ll listen! We’re excited to let you know that we’ve done a little revamping with the Invoice feature of Inspherio! Bills don’t have to be boring, so we spiced things up a bit!

Here’s a look at some of the changes we made:

-You now have the ability to ‘Write Off’ invoices inside the invoice page. This will show up in your Financial Summary, Profit & Loss Reports, Expenses, and Write Off Reports.

-You can now view invoices by category, such as Paid, Pending, To Notify, Notified, and more.

-You have the ability to Record Payments, Void, and Delete directly inside the invoice page.

-Invoices now have a sleeker and simpler look to them!

We know some of you have done a lot of customization inside your Inspherio account. If you currently have customized invoices, the new Invoice design is optional but if you want to check it out and adopt all of the capabilities, just ask us how! For all our visual learners, here's a great Help Video!

If you have any other questions about our new revamped invoice feature, you can always call or chat with us during our regular business hours (9am to 6pm EST) and we’re also available via email around the clock!

Not signed up for Inspherio yet? Don't miss out! Sign up for our free 30 day trial and see all the amazing features it has to offer you and your business!

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Are YOU ready for this Wedding Season?

Ahh. The air is getting warmer, the days are getting longer, and people are, well, getting married. Spring season is once again rolling back around and it’s practically raining leads. You’re keeping the umbrella at bay because you want them all— you’re more than ready to show each and every lead that you’re perfectly capable of giving them the wedding of a lifetime. So we’re wondering, once you've gotten all your clients in a row and you start knocking out weddings like a champ, are you doing it all without pulling your hair out?

Using pen & paper or several different computer programs to keep your invoices and payments in line may be something you've just gotten used to; therefore, you might be convinced that if it gets the job done then there’s no use in changing it. But think about all the time you’re using searching for an invoice that shows a bride still owes you a chunk of change. This business isn’t for the faint of heart and you’re anything but— you’re smart, strong, and you know that eventually you’ll find what you’re looking for and so maybe that’s why you’re sticking to such organized chaos. We’re here to tell you it doesn't have to be that way because with Inspherio we’re focused on the better of those two words: organized. We just want to let you in on the magic of managing your business online, seamlessly, all in one place.

Inspherio was created by event professionals for events professionals, and we believe in the importance of time management. You’ll have the ability to manage leads, employees, finances, and events with a single program— hassle free. And to put the icing on the cake, we offer the best prices for the best service. It may seem to good to be true, but believe it. Inspherio is here to give you back time. Put down all those papers and close out all of those programs and join Inspherio. Come on, take a bite. You’ll fall in love with saving time and keeping your hair on. We guarantee it.

Inspherio offers a free 30 Day Trial so that you can root around and see what the program has to offer. Sign up, take it for a spin, and feel free to reach out to our awesome support team whenever you feel like you've taken a wrong turn— we’re here to steer you in the right direction.

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How to Avoid Being Marked as Spam

Spam— ugh, what a dreadful thing. We’ve all had to suffer through sorting through our inbox and deciphering what’s important and what’s, well, trash. Personally, I’d rather watch paint dry. While we can all agree that dealing with spam isn’t our favorite pastime, we must not forget that potential leads out there could be marking your emails as spam right as this very moment. I rank this up in my top 10 biggest business fears— no one, and I mean no one, wants to put time and effort into an excellent marketing campaign to have it marked and tossed in the spam box, and then even worse be put on the horrifying blacklist (dun dun duuuuun).

Here’s the big question: how do you avoid this? If you do the research, you may come across a ton of steps of precaution. They’re all important enough to print, frame, and hang above your workspace. We’d rather you save some paper and look to a shortened but golden list of rules below: manage

Avoid the use of spammy words.
Spam filters search for particular words that are often associated with spam emails. When certain phrases or words are used, points are assigned to a spam score that correlates with your email marketing campaign (spam filters do not release their filtering process, so there’s no one way of knowing how large the score can be) . If the collection of these points exceeds the spam score, the filter sends the campaign into the recipient's junk mail folder. With this being said, there are many words that you can avoid using in order to keep your email campaign’s spam score low. Now, there are literally hundreds of these, but I’ve compiled a short list of words that you as an event planner might use when creating the subject line for your campaign:

Amazing
Advertise
Advertising
Best Price
Certified
Congratulations
Discount
Free
Limited Time
Package
Performance
Marketing

Look at your content.

Along with your subject line, the body of your emails are being watched by spam filters. Using all uppercase letters and several exclamation points in your subject line is a big red flag for filters, but this can also be the case when used in the body. Using several different images and bright colors such as green and red (sorry, Christmas lovers) is typically a no-no, along with adding attachments and using incredibly long content. As a rule of thumb, you should think about what you’d like to receive in an email. Would you want a flashy, too bright, wordy, and shouty email from someone asking you to use their product and/or services? If your answer is no, then you should consider this while you create your own campaign.

Tell email recipients your location.
It is a requirement to list a physical address in the emails you send out for marketing, whether it be a street address or a post office box. The footer of your email is the perfect place to put this information.

Always offer an opt-out of your emails and always honor it.
It is absolutely necessary for you as a business owner to allow someone to opt-out of marketing campaigns, make it easy for them to do so, and to honor this within 10 business days of the opt-out request. Ignoring these kind of requests is a surefire way to be placed on a blacklist.

Monitor what is being done for you.
You may employ people to handle your company’s marketing, and in that case you should always monitor how they are handling your marketing campaigns. Remember that you and your company will be held responsible for any spamming violations made, not the person you’ve hired.

It’s also important to be cautious when using your personal email for marketing. Sending a mass email from your inbox will alert spam filters faster than you can say “blacklist.” With Inspherio, you don’t have to worry about using your email as a marketing tool. Inspherio offers email marketing management that allows users to review a detailed report of campaigns that have been recently sent out, helping you keep an eye on whether or not your campaign is being marked as spam.

There’s definitely an art to avoiding being blacklisted, so be sure to check off the list of do’s and don’ts when creating your next marketing campaign. And don’t forget, with a program like Inspherio, building and managing your email marketing has never been easier. Check us out for a free trial if you haven’t already!

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How Inspherio Helps Everyone In The Event Industry

Organized to the point of crazy, inexplicable love of lists, smoothly moving from Plan A to Plan B without anyone noticing, working until every request is complete, taking simple ideas and turning them into a beautiful and grand outcome? You must be an event planner. (Or, you know, a bookkeeper, publicist, chef, motivational speaker, shoulder to cry on, alterationist, table setter, stand in, or anything else your client might need last minute.)



You keep a notebook and pencil on you at all times so you never let an idea or thought slip through the cracks. Oh, It’s the glamorous world you always imagined. Once you see the sparkle in your clients eye and the smile on their face, it does, in fact, quickly become that glamorous world you always imagined.

Anyone that has joined the ranks of the event industry knows that it is fast paced and demanding, set with deadlines, plenty of communication with more than one person at a time, sticky notes galore, and a lot of patience. Event professionals, why not make your life easier? Why not scrap the sticky notes, the pencil and paper, and all of the programs you use to get one thing done? Inspherio is the premier business management solution for all professionals in the Event Industry. This all-inclusive program will provide you with every tool needed to manage and expand your business from any location with the convenience of your tablet or smartphone.

Meticulously designed by event professionals, for event professionals, Inspherio has streamlined the business management process from start to finish for everyone in the field. Our hope is to eliminate the overwhelming stress that comes with planning an event by making sure the event stays on track at every stage of the planning process. From initial planning to the execution of an event, Inspherio incorporates every marketing and business management tool an event professional could need, and because it’s web-based, these tools are available wherever the user has an internet connection.

Whether it’s your first day in the event industry, or you’re on the brink of success, or even successfully planning several events a week, this all-in-one program is for you, your employees, your business, and your peace of mind. Keep that smile on your clients face and that sparkle in their eye, try the best event technology out there.

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Micromanagement is Not Always a Dirty Word

Photo Credit: Luke Ma

The Following Article was written by David Goldsmith with Lorrie Goldsmith for FastCompany.com

To become a more effective manager, it helps to rethink what you thought you knew--for example, that micromanagement is a sin, and that employees are the most important part of your organization.

Even the best leaders can benefit from adopting a new perspective or expanding an old one. Let’s explore and challenge a few concepts that you may have accepted as conventional wisdom but that aren’t necessarily working in your favor.

Over the years, I’ve heard many decision makers say that people are the most important part of their organization. While I agree that good organizations are made up of great people doing great work and that employees play an extremely important role in the success of any organization, the idea that people are the most important part of an organization is a wrong assumption that can actually hinder the people it intends to credit. We’ve all seen firsthand how even the most talented people turn in substandard performance if they don’t have the systems and structures they need to excel in their work. Therefore, if you make this assumption and are willing to rethink it, you can more readily capture opportunities to empower your people to achieve more successes within your organization.

In order to gain the successes that come from talent and skill, your systems and structures must be in place. The systems and structures include everything from computers, tools, and equipment to the rules, regulations, laws, procedures, and policies that govern how your staff works within your organization. These systems don’t always have to be elaborate; they just have to be appropriate. For example, in 2011, Boeing relocated passengers’ flight attendant call buttons in their new 737 aircrafts away from reading-light buttons. The seemingly small change is anticipated to reduce the number of unnecessary trips that flight attendants will have to make down the aisles of planes in response to typically apologetic customers who mistakenly press their call buttons rather than their reading-light buttons.

Having the appropriate systems and structures in place is one of the most effective ways of bringing out the best talents and highest productivity of your people. Yet it’s one of the most ignored factors in organizations today. When leaders see dipping productivity levels and low morale, they often want to address personnel and personality issues, an attempted solution known as “hugging and kissing” your people. The hugging-and-kissing approach typically yields only temporary relief, if it solves anything at all. Then conditions return to the same or get worse. Instead of fixing the real challenges, these leaders have missed the mark altogether (and they’ve wasted time, money, and resources in the process). If, after the systems and structures are remedied, leaders still have issues, then leadership would be wise to address morale, but not before.

Systems really can make the difference. In fact, the presence of a supportive system is one reason why decision makers who leave major corporations don’t always succeed when they start their own businesses. Many have been so accustomed to a support system that gave them what they needed to be successful that they either flounder or must invent new systems and structures to maximize their skills once again.

Meanwhile, micromanagement has gotten a bad rap over the years, because it conjures up images of the big boss breathing down the necks of hard-working subordinates. But in reality, that’s only one side of micromanagement and is only the case when it isn’t executed properly. It’s time to rethink the opinion that all micromanagement is this in-your-face type of suffocation that smothers people and decreases their abilities to perform optimally.

In reality, micromanagement can be one of the most effective ways to increase performance. In addition, there are some environments where micromanagement through systems and structures are necessary to ensure specific outcomes and safety.

In the stereotypical, negative view, the word “micromanagement” makes us think of leaders who are so engrossed in the daily doings of their subordinates that they get in everyone’s way and don’t get their own work done. By filling their days with tasks that belong in someone else’s daily planner, these micromanagers fail to give ample time to their own responsibilities like thinking, strategizing, and moving their organizations forward. In this scenario, micromanaging efforts ultimately hurt the organization on multiple levels, not the least of which may be employees, volunteers, or other group members reacting negatively to feelings of frustration and needless pressure resulting from the constant monitoring. This means that neither the micromanaging boss nor the subordinates are performing as optimally as they could.

By contrast, when leaders have the right mental tools to be effective micromanagers, they are able to direct their organization’s people and resources in the direction of shared goals. 

Effective micromanagement through setting structure, developing strategy and plans, creating reliable systems for others, and teaching people how to be independent thinkers can actually empower others to do their jobs with little involvement from you at all. Yet truthfully, they are being micromanaged; they just don’t feel it, because you’re not in their faces.

Micromanagement isn’t always a choice. You may be entrenched in an industry or sector that requires a certain degree of micromanagement, so the question isn’t whether or not you micromanage; it is how to do it correctly. Leadership in toxic waste or medical waste-management facilities, for instance, must follow strict procedures to ensure the safety of their staffers, customers, and the general public.

For decision makers, striking the right balance between being involved and letting others work independently can be a challenge. Build an environment of systems, structures, tools, equipment, etc. to support the talents and skills of your people, and you will earn their trust, gain their cooperation, and increase their productivity levels. When micromanagement is done right, you are able to achieve the results your organization needs to grow and survive.

Here’s an example of micromanagement done right. Think about when you drive on the highway. Do you feel micromanaged? Most likely you feel pretty independent. You select your destination and the vehicle you’ll use to get there. You also determine the vehicle’s air temperature, whether you’ll listen to music, who your passengers are, and what type of car you’ll drive. But if you look closer, you are actually very micromanaged. You must drive on predetermined roads, streets, and ramps. You must maintain certain speeds. You must pass only in predesignated passing zones. In some areas, you must pay a toll for using the road. 

However, you don’t resent being micromanaged, and you don’t feel that you’re constantly running into roadblocks due to the micromanagement, because the road system enables you to reach your targeted destinations, much like systems help your staffers to reach their targeted goals.

Systems and structures also direct your organization toward innovative solutions both internally, as organizational improvements, and externally, as product and service improvements. Consider how a restaurateur might opt to “micromanage” his establishment’s reservation process by using a proven software system--one that employees manage internally or one that patrons can access externally through the Internet--to achieve reliable outcomes. Micromanaging systemically removes the crises that erupt from inefficiencies and replaces problems with opportunities. Additionally, micromanagement done right prevents waste, so your organization has more resources to dedicate to these improvements.

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Tips for Young Entrepreneurs

Starting your own business is not for the faint of heart.  You must be willing and able to put in long hours, and fully devote yourself to your new venture.  Because of the nature of this, there are more and more young people creating their own businesses.  Today's stagnant economy may also contribute to this increase in young entrepreneurs.  Many college graduates may find it easier to create a job than to find one.  


Here are a few tips for First-Time Business Owners:

Stay Focused

When you are getting started, it is very tempting to go for any opportunity that comes your way, even if it is outside your field.  When you begin working outside your area of expertise, you can get side tracked very easily.  It is much better to be great at one thing, than to be mediocre in several areas.  Remember the 10,000 hour rule that Malcolm Gladwell wrote about in "Outliers."  When referring to the success of many individuals like Bill Gates for example, Gladwell claims that the key to success is a matter of extensive practice in that field for a total of about 10,000 hours.

Frugal Beginnings

When you are first getting your business started, there is no need to worry about a fancy office, or top-of-the-line equipment.  Of course there are necessary investments to be made depending on your exact business, but it is incredibly important to keep your costs low in the beginning.  Operating efficiently on a shoestring budget gives you a strong understanding of how your business operates so that when your business becomes successful, you will understand where to make any necessary investments.

Surround Yourself with the Right People
It is becoming increasingly important to surround yourself with smart, creative people to keep your business innovative within your industry.  As Ashley Lutz writes in a recent article for BusinessInsider.com: "Being different is more prized than fitting in and black-and-white thinkers are being left behind."  

Depending on your business, this can advice can be applied in several different ways.  If you can afford to hire new people, this is precisely for you.  However, if you are still getting started and cannot add new people yet, it would be beneficial to make contacts with other businesses in your industry that you respect and admire.  Meet with them to discuss new ideas and get inspiration for new methods and innovations.  

To manage your business more efficiently, you can use Inspherio.
Inspherio is an All-in-One business management tool for event industry professionals.  

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How to Organize Your Home Office

Is your business growing? 

But is it still not big enough to rent a space in an office building? Then you are, probably, working from home. 
As a part of our “Improve yourself –Improve your Business Friday” we have researched these tips for Event Professionals that work from home.

Just like in any other office, you must plan your day. Your day must not include house tasks; working hours should be for work only.

Dress for the job, just as if you were going to work at a traditional office. Get up at a certain time, shower, and get dressed. You have to feel professional to be professional.

Create a work space that is used for work exclusively. Preferably, isolated from other areas of the house, such as a separate room or a part of the room sectioned off with a divider of some sort.  As a self-employed individual, you are entitled to a tax write-off for a home office as long as it is exclusively used for your business.  Working near a stove in the kitchen, is usually not a good idea, you will have hard time concentrating.

Know your business budget and arrange your office accordingly. To save money, it’s better to buy used furniture or re-purpose items that are already in the house. Buy supplies at warehouse stores in bulk to always have plenty at hand. Decide how much time you spend in the office. If you spend very little time in the office, pay less money for office equipment, such as desktop computer and office chair, invest, instead, into mobile assistance: cloud-based software such as Inspherio, a tablet, and car office organizer.

Not having a traditional office space does not mean that you would not have traditional business etiquette. Keep in touch with your clients just like you would in a regular office; return their calls and e-mails promptly.  To stay on top of your clientele needs and to schedule your appointments on the go more efficiently, click here.

Structure your family and personal time; get a baby sitter, house help, etc. if needed to concentrate on working during working hours. On the same note, devote ample family time during non-working hours, since working from home can sometime erase the boundaries of a work day there is a risk of working from home around the clock.

Just as we mentioned in our Efficiency blog plan ahead and set your goals, challenge yourself to achieve and surpass them.

Reward yourself for the job well done. You have to remember if you do not have a conventional boss to pat you in a back and give you a bonus at the end of the month, you have to do it for yourself. Well…, bonus, depends on your direct earnings, but reward yourself with a purchase, new fancy camera lens, for example, trip with your family or other things that inspire you to do more.

Remember to network, find vendors and clients and keep in touch. The unique "Marketplace" feature within Inspherio can make this process very easy for you.

To network, get tasks done, and stay on top of your business with ease, get Inspherio now! See what great features we have to offer, click here.

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How to Create Great Invoices

Picture yourself after you have completed a big wedding, Birthday Party, Bar Mitzvah, etc. You have worked hard at the Event, the customer is satisfied and you go home to get some rest.

But, you’ve forgot one thing…

The invoice!

It is very important that the invoice is submitted to the customer in a timely manner. First of all, because you want to get paid sooner, second, it’s a vital part of Customer Service routine.

A rule of thumb for invoicing is that it should be in the customer’s inbox 72 hours after the event. However, depending on your business size and the arrangement with your customer it may happen sooner. We don’t recommend waiting longer than that, unless there are circumstances that are known and agreed upon by both parties.

To prepare a good invoice it is advised to use a professional program. That makes it more automated and looks more legitimate; see this video to learn how to create a quick and accurate invoice with Inspherio.

Your invoice has to have a unique Identifier: number or name, or both. That way, you can easily find a record of it anytime.

Look through all your expenses, add them up. Was there any extra money spent, overtime? Did you have any last minute additions and/or cancellations?

Check with all your vendors that have billed you for the event, then double check that those charges are correct.

Make sure that the Invoice is easy to read and to understand for your customer.

Is the information on your Invoice clear (amount, due date, acceptable methods of payment)? With Inspherio, your customer can pay you directly from the Invoice page by using PayPal, Google CheckOut or Authorize.net.

Double check mailing address/e-mail address before sending it over (you don’t have to worry about this step with Inspherio, the program will use the information from your Address Book.

We hope that this tip will help you along the way to grow your Event business. For more tips and trends in the Event Industry visit our website and our blog.

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Green Trends in the Event Industry | Part 1

Everyone talks about being “Green” and "environmentally friendly" nowadays.  You may be wondering how your business could also be more sustainable by adopting some Green Business Strategies like these:

First, reduce your carbon footprint.

How? Try to use less paper in your office, add a note to your e-mail signature that invites the reader to consider twice before printing your e-mail.  Be sure to follow what you preach, do not print web documents unless absolutely needed. Even most legal matters, like contracts, for instance, no longer require faxing or mailing the paper version; with Inspherio you can send an electronic version of your contract and your client can e-sign it online from anywhere. The best part is that Inspherio keeps all the records for you. So you don’t have to keep bulky shelves made out of wood or other labor-consuming material.

Use modern means of communication to reduce commute. Skype is a great option if you need to speak to your client and, maybe even show samples of your work. A quick meeting that lasts 20-30 minutes is usually not worth sitting in traffic for 30-40 minutes. Think of the gas and parking expenses you would save if you could eliminate most of your in-person meetings. If you are a Wedding Planner, you can make a video of the room setup to keep your bride’s mind at ease, and e-mail it to her to confirm the details. See? She did not have to drive across town! What a great service you have provided!

Stay tuned for more Trends every Wednesday.

For more ways to be "green" in your business visit our website and blog, follow us on Twitter, like us on Facebook!

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8 Features You Could Use Now to Run Your Business

Wouldn't you like to have all your business information in one place?

The answer is obviously: Yes! The perfect solution is Inspherio!

So, what is Inspherio ?

Inspherio is an all-in-one Cloud based Business Management solution for the Event Industry professionals.

 With Inspherio you can:

• Manage your leads and all your communications with clients
• Instantly send pricing and packages with just a few clicks
• Collect information from your clients in real time with our exclusive KYE form.  You can customize the KYE questions as you want and also apply end dates for each of them.
• Generate contracts automatically with information from KYE form
• Put together payment plans for your clients and set dates automatically
• Send the contract directly and your client can view and e-sign the contract. You also have the option to print and fax the contract if needed.
• Manage all your finances from one place
• Stay on top of networking by using the exclusive Market Place to promote your business to other vendors

Here is the best part, with Inspherio you can custom create a website and it is included with your subscription!
You can program your current 'contact' form on your website to import incoming leads directly into the leads in your Inspherio account.
At the end of the year, or at any other time, see where your business is and how it is doing by taking advantage of our extensive reporting section.  Now being ready for tax season is a breeze!

For a quick tour of these features, check out our video above.

We have only included a few of the features Inspherio is capable of, it is a very extensive program, so click on the ‘Try’ button now to get started & learn more!   There is no credit card required to try it out!

Check out our Popular posts: 

How to Organize your Business

8 Things you are not doing if you cannot get your Work done

7 Better Business Tools

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7 Better Business Tools

Think about all the tools you need to complete a simple task - like cooking a dinner for example: pots, pans, spatulas etc. There is a tool for every task. Have you ever tried to use the wrong tool? If so, it is likely it was not the outcome you hoped for.

So, to continue our discussion about Organizing your Business, we will be talking about Tools today.

If you have read our previous blogs you would have learned about separating your business into departments and keeping all of your files organized and up to date. So, what’s next?

Look through the files and Departments. Are you using the most up to date tools available?

Does the speed of your Internet meet your business requirements? If not, call your internet provider right now!

Do you have many different ways to be reached by your clients?

Make sure that your phone works and the phone number is listed correctly in the directories of your choice, including your website!

Do you even have a website? If you don’t your business is too 1990s! Get it fixed, get a website! Inspherio can give you one for free as part of our basic package.

Do you participate in social media? If for some reason you do not, (I hope you do, since you are reading this blog), you may be underestimating its power. Harnessing Social Media may be one of the greatest investments you can make. While it takes quite a bit of time, it will pay off in the long run.

Access your clientele. How do your clients prefer to be contacted? Is it e-mail, phone or, maybe Twitter? Be sure to know that and set up all means of contact to be available on the go: smartphone, tablet or laptop. You never know when your client will need your assistance. In the modern world there is nothing that makes more difference in winning business like great Customer Service! Inspherio allows you to keep all your clients’ information at your fingertips, no matter where, you will never be caught off guard again.

Do you still use paper receipts and bill your clients via paper bills? I have news for you: while you are waiting in line at the post office; your competitors are closing deals with their next clients. Is that really what you want? Send your next bill with this automated feature via Inspherio and move on with your day!

Ditch the paper calendar! Get a shared calendar that you can access anywhere, anytime and even set up a reminder for the task to be performed. It will be especially beneficial if you have a group of people working with you in different locations, give access to the calendar maintenance to your key staff to in order keep everyone up to date.

What is the tool that saves you time the most? Share with us, we’d love to hear from you!

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4 simple steps you can take NOW to Organize your Business: How to Manage your Files for Event Professionals

Let’s continue our topic, “How to organize your business."

In previous blog we recommended that you divide your business into departments/divisions listing all the activities that keep your business running.

Now that you have a list of all departments, create a folder/drawer/shelf (depending on your business volume) for each department.  Keep it neat, too! By creating a designated space for each of the activities, you can streamline your search process.

Make it a habit to go over certain files in regular intervals.

When you go through the file whether a paper file, or digital one;  get rid of old documents, papers, invoices etc. To file and dispose responsibly, you could use a shredder and recycle old paper.  Even better - stick with digital format; this saves paper and space.  Also, make sure that all invoices have been paid, contracts signed, meetings arranged, supplies ordered, etc.

If there is more than one person involved in your business,this will be a good time to share the responsibilities.  Sit down and go over what responsibility will be performed by whom, if you haven’t done so yet. Divide and conquer together! Feel free to delegate, but be sure to follow up that all tasks are completed to your satisfaction. We will talk more about delegating responsibilities in our future posts.

Also, use a scanner and transfer all old contracts, leads,receipts and magazine clippings to digital format. To prevent data loss use cloud data storage! See what Inspherio has to offer!

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Invoices or 3 mistakes you could have avoided

Have you or your office assistant ever lost an invoice in the confusing labyrinth of your desktop software or even in a mountain of paperwork on your desk? 

Businesses like yours waste time and money due to inadequate business management each day. It’s hard to put a number on it, but think of the many hours you spend on billing and other menial office duties. In the Event Planning business, it is important to bill your client promptly and accurately to ensure your clients’ satisfaction. How do you do that?

Inspherio allows you to quickly generate an invoice with a unique invoice number (no more guessing and coming up with complicated file names to identify your invoices.) right out of your “booked event” page by using the same information you already have in the system. You can even do that on your phone, if you like.

Your client can also view the invoice immediately and pay it, right then, by using PayPal, Google Checkout or Authorize.Net.

Do you have a client that needs a bill today? What are you waiting for? Check out our website and take advantage of 30 days free trial.

We will be happy to hear from you, give us your feedback at support@inspherio.com, Facebook or Twitter.

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What's trending this wedding season?

So one benefit of working alongside the wedding industry is learning what’s hot and what’s not! And this season, natural beauty is in! We are noticing a lot of brides getting their inspirations from the beauty of nature around them.

The color of choice is anything pastel! Our color of choice - sea green! You can make it classic and elegant adding pearls and cream. Or make it a beach wedding and add seashells and seahorses. The color is as versatile as your wedding choices!

  

Image Credits: Ring: StyleCaster Heart Soaps: Sophie's Favors Shoes: Kvoll as seen on Wedding Bee Color Board Gown: Tim Walker Photography  (http://www.greenbrideguide.com/blogs/seasonal-decor)


Sticking with nature, why not protect it while you’re at it! You wouldn’t believe how easy it is to incorporate eco-friendly ideas into your wedding! Starting with outdoor receptions! Celebrate the happiest day of your life with the sweet smells of nature, taking in every smell as a memory. Centerpieces made of fruit and flowers give your wedding a casual but elegant feel and easily incorporate your wedding colors. Last but not least, wedding favors are taking an eco-friendly turn! Mason jars filled with seeds of herbs and decorated in the wedding colors is becoming a big hit. If your guests are into the organic lifestyle, then this is for you! And if not, who doesn’t love a mason jar!

   

Image Credit: Row 1: Left: bklynbrideonline.com Middle: vintageindie.typepad.com Right: IntimateWeddings.com  Row 2: Left  wedding.blogdig.net  Middle: IntimateWeddings.com Right: Brides.com   Row 3: Left , Middle, Right - All from Brides.com  (http://ashleysbrideguide.com/the_wedding_scoop/article/eco-friendly-tablescape-wedding-inspiration)

Is it me or are mason jars the most versatile accessory? Not only can you drink out of them, you can decorate them any way imaginable! We are seeing everything from His & Her jars, centerpieces, hanging lanterns, wedding favors, to lighting the way down the aisle. Then on top of that, you can fill them with anything from flowers to candy; the possibilities are endless! Best part about it, mason jars are inexpensive! Everyone loves to save a buck or two these days!


   Image Credits: Summer Living , Orange and Blossom , wedloft , Kate Miller Events , Ruffled Blog , wedloft by wedding window , Intimate Weddings , Seven Seven Inspire , Vintage Rose Garden (http://www.weddingsbylilly.com/wedding-ideas-inspiration/mason-jar-ideas-for-weddings/)


As you could see, this season is all about capturing the beauty of what’s around us and just living in the moment as two lives become one. 

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Did You Get My Message?

We can all remember our first cell phone. The gratification of being able to talk to someone anytime, anywhere! Nowadays, if someone doesn’t answer our call, we find ourselves texting and emailing them until they respond back. We want answers and we want them now!
Inspherio allows you to communicate with your client directly through the program. If your client has a question, they can log into their client portal and send you a question. You’ll then receive an email notification with their message, can log into Inspherio, and respond. Why is this useful?

How many times has a client had a question and they call, text, and email you! Or you need to remember something they asked but don’t remember if it was through a text or an email? Inspherio keeps all communication between you and your client in one location. Allowing you to access any necessary information quickly and keeping you organized along the way.

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When You Think Innovation, Think Inspherio!

There are many products on the market that assist you in the managing of your business. You may have one that handles your leads, another for your expenses, and then your handy dandy calendar; but did you know that  Inspherio can handle all of this for you? What about all of the exclusive features that can only be found in Inspherio?

• The KYE Form --> A customizable form that allows you to quickly gather pertinent information for your client’s event. Receive real-time feedback of your client’s responses and notifications if anything is updated at a later time. 

• Communication --> You and your clients are able to chat directly through Inspherio, allowing you to easily keep track of conversations with clients. Receive email notifications every time you have a new message!

• Maintaining Your Identity --> One of our biggest goals with Inspherio was for our users to feel that they could use our program and their business was still the main focus. That is why we made sure that you are able to brand any email, form, or website used within Inspherio. Change the font, color, and background to match your own; even upload your companies logo to accompany any outgoing documents. We know that our users have worked hard to build their name and it should stay that way!

• Full Accounting System --> Keep track of all income and expenses through Inspherio and see how easy it is to do your taxes! Print a few reports and you are good to go! Income is automatically recorded as your clients make payments, all you have to do input any expenses.

• User Friendly --> How many times have you started using a program and had no idea where to start? Inspherio ensures that you understand every step of the way and offers descriptive Help Text to answer any lingering questions you may have. We have also provided a road map of Inspherio to guide you along in setting up your business. 

• Super Support System --> The Inspherio Support Team are available for your convenience around the clock via email! You may contact us either via telephone or live chat Monday through Friday, 9AM to 6PM EST. Take advantage of our Support Team’s expertise and schedule a 1on1 training, as they walk you through the program and answer any questions you may have. Our Inspherio Youtube Channel offers over 30 tutorial videos to explain and demonstrate the many features Inspherio offers. 

See for yourself why Inspherio is the top choice for professionals in the event planning industry to manage their business. Start your full-version free trial today and start Planning Your Success!

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