5 Ways to Manage Your Time Better as an Event Planner

As an #eventprof, you work around the clock trying to make sure the events you’re planning and the parties you’re throwing go off without a hitch.

Because, everyone knows that as an event professional time is money!

So how do you manage your time?

If you’re not sure, don’t worry! We’ve got five ways to help you manage your time better.

Keep reading to find out.

#1 Do the Most Important Task of the Day First

After you’ve had your coffee and got to your workstation, it’s time to hit the ground running with your most important project.

The morning is the best time to get your creative juices flowing and tackle major tasks that need your utmost attention.

Think about it, say you have a project that you’re not sure how long it’s going to take you, but you know it’s crucial to your event. Instead of crunching it in the last part of the day, start working on it early.

And besides, working on projects throughout most of the day helps you feel accomplished when you go to sleep at night.

#2 It’s OK to Say No

Yes, it’s perfectly alright to tell someone no!

Say your client approaches you at the last minute to ask if you can add something else to their event—and they need it to be done ASAP.

It’s alright to tell someone you can’t tackle that project at this moment.

Of course, you’re not giving them a flat out no. You’re just letting your clients know you’re taking time to produce the best results for other projects they wanted.

Being honest and upfront, even if that means saying no, is something that your clients will respect.

#3 Hide Your Technology

It seems as an #eventprof you always have a tablet lying around, or your phone attached to your hip.

Technology is your lifeline, so even thinking about being without it gives you anxiety.

But when you have a big project to work through (that doesn’t require any form of technology) it’s best to hide it from yourself.

Put your phone or tablet in the next room, turn it on silent, and focus on your work.

Trust us, when you don’t look at your phone every five minutes, you’ll be shocked at how much work you can actually get done.

#4 Take Breaks

It doesn’t matter who you are. You need to take a break for five minutes, every 90 minutes. And every 17 minutes, you need to stand up and stretch your legs.

Your mind (and your body) needs time to reboot and recharge.

Taking a break allows you to jump right back into thinking creatively, and it helps speed up your productivity too.

We understand when you get into a time crunch you feel like you can’t take any breaks, that you have to power through.

But do yourself (and your work) a favor, set a timer and stop working when it goes off.

#5 Set Deadlines for Yourself

Most people work best on a timeline—a schedule of when everything should be done.

For event professionals, you typically work on a very extended schedule—usually months out from an event.

This is why you should set deadlines for yourself!

If you need to get the flowers ordered, the table placings designed, and the seating arrangements established, set yourself deadlines and stick to them.

You’ll be amazed when you set a schedule and work under a deadline how much work you’ll get done.

So #eventprofs, are you ready to better manage your time? We believe in you and know that you can! 

Tell us about a project that made you work under a tight deadline and how you managed your time to complete it? Let us know in the comment section below or share it with us on our Facebook page.  

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Event Contracts: Your Armor and Your Shield

Contracts—the event industry can’t survive without them! Every event planner, musician, caterer, and photographer knows without a contract, a dream event can turn into a horror story real quick. From unhappy lawsuits to a loss of profits, contracts can save you from it all. But since it’s Halloween, we are feeling extra ghoulish and have a scenario that will spook you into creating a business contract for your clients, immediately.

It all started on All Hallow’s Eve night, in a cabin down by the water. Just kidding! Here’s the real scenario!

Lights, please!

You met with your client, Victoria, several months ago to discuss the wedding photos she wanted taken. On the day of her wedding, you captured every cherishable moment for her and her new groom. And now after weeks of work, you’ve just handed the wedding album to the newlyweds. Victoria and her groom start flipping through the glossy pages, and she’s starting to look more unhappy the faster she flips. When she reaches the end, a fire-breathing bridezilla has replaced Victoria, and you’re left without a suit of armor to protect you. Victoria is demanding all of her money back along with the pictures you took—even the album you made. Without a defense, a contract, a shield, what do you do?

Alright, bring the lights back up!

Did we put a fright in you? Well, hopefully just enough for you to think twice before agreeing to lend your services without a contract. Here are some suggestions we have for you to create an air-tight contract that protects you from every fire-breathing ‘zilla you might encounter.

1. The Be Specific Clause

You’ve already described your services on your website, so what’s the big deal in including it in your contract? Well, as Donald Trump would say, “It’s huge!” Be sure to be specific and clear when writing about or discussing the services you offer. For example, do you help with selecting the venue, are you going to help them design a menu, or help them compose their invitation? Don’t just assume your clients will understand when you don’t show up for the cake tasting.

2. The Cooperation Clause

As the famous lyrics suggest, “Why can’t we be friends?”Well, unfortunately, not every event has a happy ending. That’s why a cooperation clause is an important element to have in your contract. A cooperation clause implies exactly what its name suggests—cooperation. Sometimes events, especially weddings, can end up as an emotional affair. To protect yourself and your staff, you need a clause that allows you to walk away (deposit and all) if your clients, their family, or their guests harass you or any member of your crew.

3. The Name, Media, and Likeness Clause

As a photographer, event planner, or any other event professional, you know the best way to sell your services is with pictures. Pictures capture our attention and make us want to click links to see more. And although you might know the rules of using pictures for advertisement purposes, we want to suggest adding a line in your contract to avoid invasion of privacy and misappropriation—just for safe keeping. We suggest keeping this clause broad so you have extended rights for using your client’s pictures, videos, and likeness. We’re sure most clients won’t mind, but it’s best to cover your bases before a lawsuit slides into home plate.

Phew! Now that we got all that over with, the Inspherio Crew is here to get you started. Log on to your Inspherio account, or sign-up for a free 30-day trial and check out our contract feature.

Start by clicking on the “Leads” button on the menu bar at the top of your screen in your Inspherio dashboard. Select the “Active Leads” tab.

Choose the client that you are writing the contract for from the list provided on your page. Under the Financial box, select the “Contract” icon and complete the steps to create a contract for your client. The last step of the process you’ll be able to compose your “Terms and Conditions” for your service.  

So make a contract, keep it concise and specific, always cooperate, and protect yourself. It’s the best way to do business, we promise! And if you hadn’t heard, Inspherio is always here to provide you the best tips and services for your business. You plan dream events, we plan dream businesses—it’s what we do. Join or renew your Inspherio membership with a free 30-day trial, today. Don’t wait a minute longer!

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Losing Clients: How To Turn Negatives Into Positives

Losing clients is always a bummer. For starters, you’ve lost a customer’s business, which is bad enough in and of itself. But then there must have been some reason for their leaving. Some will tell you straightforwardly the reason or reasons they no longer wish to do business with you; others will simply disappear without a trace. The latter is perhaps the worse situation, as not knowing the reason why they left can be painful.

However, not all is lost. There are positives yet to wring out of this bad situation!

The following are some typical reasons clients give for changing services. In each situation, I've outlined how you can turn the loss into a win!

Cost

If you’re losing clients due to price, it may be time to figure out why they believe your services are not worth the price. Balance the time and effort you are putting into your services and re-evaluate whether or not you are asking for too much.

Of course, you may be charging a perfectly fair price, and the customer has simply fallen on difficult financial times. People budget, but people don’t always budget well. Your client may have realized your services are pricier than they can afford, or perhaps something happened that tightened their budget elsewhere. It’s rarely a straightforward scenario. It’s always best to revisit your prices every so often and adjust as needed.

Sub-par Service

This hits where it hurts. You’ll want to try to understand exactly what it was about your service that made it so terrible. Perhaps it is something you didn’t notice as being off-putting or rude; perhaps you realize that you or your employees are too curt in your correspondence -- it could be any number of things. But accept it, let the client know you’re going to do better in the future, and then follow through with it.

Ask yourself if you're making too many promises that you or your team aren't able to follow through with due to money, time, team size, etc. Have a meeting with your team (or, if you work solo, yourself via mirror) and remind everyone that any business relies on customer satisfaction to succeed.

If you follow through on promises to improve, lost clients might be so impressed with your willingness to address grievances that they return. Don’t give the lost client reason to spread ill will against you to their friends and acquaintances. If you deal with the loss professionally and courteously, the client may still recommend you to others -- thereby turning a loss into a potential gain.

Timing

Sometimes it’s simply just not the right time for your client. Your job is to convince them otherwise. However, if the customer is adamant, don’t keep pushing. The client might be dealing with some hard times, and pressing her into a corner is not going to make her feel any better about your business.

Know when to change gears. Make sure you use this as an opportunity to hold on to their business later on. Be sure to establish that you’re still available down the line, and that you are always ready to pick up where you left off.

Not the Right Fit

Sometimes you and the client just don’t fit well together. You have irreconcilable styles and perspectives. This is nothing to take offense over! Use this opportunity to ask what it was that didn’t gel right (if you don’t already know). If it’s something you can easily fix, offer a solution and try to bridge the gap between yourself and the client. But if they resist, let it go and politely part ways. 

In all of the above scenarios, the event professional is able to make positives out of negatives primarily through simple tact and professionalism. Sure, it’s never good to lose a client, but it’s foolish to make it worse than it needs to be. 

Developing a skill for lasering in on what good can be had in any given scenario -- that is perhaps the most valuable skill an event professional -- any professional -- can have. Always ask yourself, “How can I turn this failure into an opportunity?” and you’ll surely find success.

Retaining clients is a lot easier with Inspherio, the all-in-one event planning and business management program. For starters, you won't be a disorganized mess, jumping from application to application to application, which means you'll drastically cut down on slip-ups that could cost you your clients. Everything you need to succeed in the event industry is located in the cloud-based Inspherio. Every minute you waste jumping from program to program is a minute taken away from your clients, existing and potential.

It's time to get going. Try our free 30-day trial today!

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Slaying Dragons Together: Our (True) Story of Teamwork

The “self-made man” -- you see him everywhere. Whether it be literature, television, film, or music, the myth of the mighty individual defying all odds (without any help whatsoever) is everywhere.

This archetype makes for compelling drama, and is perhaps the most utilized theme in the history of American media. It’s fun to root for the little guy, the rugged and determined hero who straps up his boots and climbs a mountain by himself, slaying the dragons of circumstance along the way, only to bask in glory atop the summit.

It feels good to see this hero succeed. It makes us feel like we too can conquer our demons, if only we are as brave as our mountain-climbing, dragon-slaying hero. But, in reality, this is a very destructive idea.

Retract that gasp, and allow me to explain: there’s nothing wrong with pride in individual achievement; one must always believe in oneself and live courageously if one is to succeed in this life. However -- the idea that success is achieved solely through self-determination? Nonsense. There’s no doubt that self-confidence is absolutely, positively, one-hundred-and-fifty percent vital to one’s success, but let’s not confuse a vital ingredient for the entire recipe.

Success is a multi-faceted, elusive beast-- much too complicated to be charged at with one mindset! Returning to our hero analogy, no two “mountains of circumstance” are alike. Some are taller than others; some narrower. Some house dragons; others malicious giants. Some heroes are provided better equipment; others might have very little.

And, of course, you know all of this. You've heard this story before; the variety of circumstance means we can see this story play out in so many different ways. But one thing remains common in these kinds of stories -- the hero always succeeds on his merits alone. Sure, there might be companions along the way, but they are mere scenery, there only to behold and comment upon his might.

The hero rarely asks for help -- he either orders his inferiors to do the dirty work (usually an “honor” for them, so he’s really doing them the favor) or he is so benevolent and mighty that people do so without being asked.

But think to yourself: how many times have you accomplished something without soliciting the help of another person?

It is true that some journeys are lonelier than others. But if you are being honest with yourself, you’d see all of the help -- large or small, noticeable or hidden -- you have received from others. Think about the little things you’ve done to help others succeed. Think about the big things you’ve done to help others succeed.

And so, when one starts to dissect our hero’s story, we see that its relation to reality is shaky at best (and not just because of the dragons, which I assure you exist). When you consider the important roles others have played in your life, it seems the absolute height of conceit to declare your success entirely self-made.

Despite the abundance of egocentric-to-the-maximum stories, we are still capable of seeing that there are many heroes in every story -- some noticed, some unnoticed, helping each other scale the dangerous terrain together.

And you know what? There’s nothing wrong with that. Teamwork does not in any way diminish your personal achievements; admitting you have had help along the way doesn’t make your success less impressive and you don’t have to be any less proud of your successes because you've had friends to help you realize your visions. And you know that you’ve helped others achieve their dreams, too.

Isn’t that a great feeling? You get double the joy.

So, what does all this have to do with business? Everything. Nowhere is the “mighty individual” story line more prevalent than in the business world. Sometimes we believe and invest ourselves in the myth, buying into the idea that all “unsuccessful” (a loaded term, to be sure) or "unhappy" people are the way they are because they are petulant little minor characters, too lazy or weak or uninspired to climb the mountain. Not exactly an inspiring sentiment, right?

What's particularly damaging about this myth is the effect it has on so many trying to achieve their dreams. Too many individuals close themselves off to accepting a helping hand, simply out of pride. And of course they become frustrated in their isolation, and wonder why they have failed to live up to our hero's impossible feats.

Well, there's good news: you don't have to do it all alone.

Despite what you might have read, seen, or heard, all of those successful people you aspire to had help along the way. It doesn't make them any less inspiring.

To paraphrase the great Kurt Vonnegut: there are no minor characters in real life.

Remember that each and every one of us is going through our own story. Remember that our individual stories intersect with the stories of all of the people we meet. Surely, it can be easy to forget that the clerk at the grocery store or the coworker you never talk to are protagonists of their own rich and compelling stories. But try to be aware. We would all benefit to remember that, though a person seems small in your story, she is quite important in her story and in the stories of others. Some people might be in the crisis of their novel; others may be experiencing a much-deserved resolution. Whatever the scene, we are all of us vital to each others' narratives.

A group of self-centered protagonists living entirely in their own personal stories accomplishes little, but a team of cooperative, caring characters (each and every one of them protagonists) contributing to one another’s stories -- this team will get results. A team-positive mindset will get you up that mountain much faster, and your story (and stories) won’t be any less interesting for it.

***

Before you and your team start your journey, ensure you're well-equipped for that hike up the dragon-ridden mountain: check out Inspherio, the all-in-one event planning and business management program. Try our free 30-day trial and see for yourself why there is no greater slayer of stress than Inspherio!

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Onward and Upward: SPAN Enterprises Makes Inc. 5000's List of Fastest Growing Privately-Held Companies of 2015

Inspherio is proud to announce that SPAN Enterprises, our parent company, has made the 2015 Inc. 5000 list of fastest-growing privately-held companies in America! Out of this year's companies, SPAN ranks #1150 overall, #11 in the Charlotte Metro Area, and last but not least: #1 in its home state of South Carolina!

For those of you who haven’t heard of us, we’d like you to learn more about our growing company.

Some users have asked about our location–but we’ll never tell! Just kidding. Our home base is the SPAN Enterprises office, located in the small town of Rock Hill, South Carolina. It is here that Inspherio was born, and where we continue to thrive. We’ve stayed loyal to our roots, choosing to remain in the city that saw our birth and rapid growth into the worldwide industry leaders we are today.

Home to over 14 internationally used cloud-based applications (including Inspherio), SPAN Enterprises remains a pillar of the local community, never letting global success interfere with their commitment to the Rock Hill community.

That’s the where, but what about the when, why, and who?

Inspherio started, as all great products do, with a great idea. Having worked as a photographer in the event planning industry, Agie Sundaram, our CEO, set out to create an all-inclusive program that catered to the needs of all kinds of event professionals.

It was, to say the least, a large undertaking–but Agie knew that a comprehensive, user-friendly program was long overdue in the event industry. (Did you hear that? That was the collective sound of event professionals nodding their heads in agreement.) And in 2014, that’s just what he brought to the table with Inspherio.

As word spreads, event professionals everywhere are continually floored by Inspherio’s comprehensiveness and affordability. No longer tied to multiple applications or multiple websites, event professionals have found themselves with a lot more time to spend expanding and improving their businesses.

While we are proud of our product and of our service, we would be nothing without your support. Thank you for helping to make Inspherio the best program in the industry, and thank you for helping us grow. We strive to improve every day because, when it comes down to it, you are the only reason we exist!

When you consider the high quality of programs like Inspherio, it’s no wonder SPAN Enterprises has received recognition from Inc. 5000. SPAN continues to be a market leader in several industries across the globe, all from the small town it began in. We’re proud to be ranked in the Inc. 5000; the future certainly looks bright for Inspherio and SPAN Enterprises in sunny Rock Hill. We look forward to growing with you!

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The Benefits of Diversity In the Workplace

More and more companies are finding out just how valuable a diverse workplace can be, not just for

camaraderie but for productivity and innovation.

Diversity is more than a workplace or government policy; it is foremost a reality of the world -- and not just for humans, but for everything and anything you can think of. Living, breathing, or otherwise, the world and the universe it resides in are infinitely interesting and diverse. Think, for instance, of how many species of frog there are in the world -- and that’s just one little creature on one little planet!

Diversity is default. With all the wonderful variation in and around us, we can never cease to be interested. But why is diversity so important in the workplace?

Diversity is important in the workplace precisely because allowing ourselves to listen to and to learn from those who have different experiences results in the expansion of perspective -- a stretching of the mind’s ability to entertain new notions. One simply ceases to learn when one closes oneself off to a diversity of ideas. And when people cease to learn, companies cease to grow.

A company comprised of people with more or less the same background, from the same region, with the same values -- well, this company is likely going to continue to remain in that same mindset. Add people from different places with different ideas and different-but-nonetheless-valid realities, and suddenly you have everyone learning from one another, thus creating an atmosphere conducive to creativity.

A lack of diversity places a limit on the possibility for growth and innovation precisely because people of like mindsets rarely challenge each other to think outside the box. The more perspectives one brings in, the more possible results one gets out. Quite simply, we have a lot to learn from one another’s lived realities. 

It’s important to note that people of different ages, races, ethnicities, nationalities, sexualities, gender identities, and school majors are all individuals -- one person’s life does not mirror another’s simply because they share a label. But this just goes to show how diverse the world is! In the end, it’s always best to have a conversation with someone to see what they can offer your business. 

Try to bring in, to the best of your ability, people with different perspectives -- problems get solved much more quickly when you have different perspectives being brought to the table.There is infinite potential for creativity when you’re willing to listen to what others have to say. 

Once you have a variety of minds at your disposal, sign up for Inspherio to make sure you also have a variety of event planning and business management tools at your disposal. Try our free 30-day trial today!

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Don’t Short-Change Yourself: Confidence Matters

A few weeks ago, I wrote a blog post entitled “Don’t Hawk What You Can’t Handle: A Lesson In Customer Service.” The article warned against overextending yourself with promises you can’t keep -- still solid advice (I think so anyway).

While it’s certainly important to know what you can and can’t promise your customers, it’s first and foremost important to be confident in your abilities.

Just because you're starting out doesn't mean you have to start small! For instance: as a wedding planner, if you start off with low budget weddings, you may find yourself stuck in that category -- a tale more common than you might think. Now, there's nothing wrong with simple, inexpensive weddings, that's for sure. But if you aspire to do more high-end weddings, then go for it! -- provided that you are confident of your skills. Never limit yourself out of fear of failure.

If you believe you are capable of offering high-end services and you are sensible about your resources, then you're set. The greatest weapon in the event professional’s arsenal is self-confidence. You can handle just about anything if you’re confident in your abilities. Of course, confidence comes from knowing you’ve done the proper prep work, training, and practice that will allow you to succeed. Otherwise, it isn’t confidence, it’s bluster.

Too many event professionals sell themselves short, not because they can’t afford to offer greater services but because they lack the confidence to do so. If you convince yourself that you are not ready for something, or that you are not as skilled as someone else, then you’ve already defeated yourself. Exude confidence even when you’re scared. You’ll be surprised how quickly that confidence becomes real.

Clients notice and respond to your sense of self. If you waver at all, they’ll immediately question your abilities -- and why not? After all, if you’re not sure of yourself, how can they be?

Whatever service you offer, offer it with complete confidence that you are the best person for the job. And once you've taken a look in the mirror and told yourself you're awesome (confidence), take a look at Inspherio, the all-in-one event planning and business management tool (sensibility). Inspherio has the tools to help you to grow your business: you won't have to waste time with a lot of busy work that could be better spent doing fun things like cultivating your business's image, establishing your presence, and connecting with clients. Just sayin'.

One thing's for sure: without a program like Inspherio, you're going to have much more cause for anxiety. Nothing is more confidence-shattering than having to juggle websites, applications, and paperwork trying to stay afloat. Get organized, save time, and make more money with this program! Try our free 30-day trial and see for yourself. Let Inspherio be the spark that ignites your fire!

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Email Etiquette: Get It Right or Pay the Price

Whether by phone or email, event professionals are often in constant correspondence with their clients. As an event professional, a great deal of your job is attracting clients, which is then followed by maintaining those clients.

When you’re communicating with clients, potential or established, it is important to maintain a professional demeanor -- this means dressing nicely when meeting in person and speaking politely when on the phone. Most successful event professionals have these standards down pat. Yet all too often, people forget a crucial component of establishing a professional image -- email etiquette.

Following basic grammatical rules and adjusting your style, tone, and diction to your audience’s expectations is just as important for establishing and maintaining your presence as dressing well or speaking professionally. Like it or not, email etiquette is important if you’re trying to present your business to a client.

We both know you’re neither disorganized nor disinterested, but clients are going to judge, subconsciously or otherwise, the content of your written communication. If it looks like you put zero thought into your correspondence, your clients will feel they are a low priority to you, since you took little care in presenting yourself professionally. Perhaps your email comes off as too serious or confrontational or too personal -- these are the things to look out for.

Even if your clients make mistakes in their responses or inquiries, it’s best to be sure that you maintain a professional demeanor every single time you email anyone regarding your business.

Even the best make mistakes. It is all too easy to send an unpolished email without thinking -- we’ve all been there. But remember that emails are not texts -- there is generally no expectation of an immediate reply, at least not the same swiftness expected of most text conversations. So take a breath, read it over at least once, and then send it.

Finally, everybody has a different style of writing and speaking, and nobody speaks or writes perfect “Standard English” -- there’s no need to worry about following exactly every guideline of the Oxford English Dictionary (though you’re more than welcome to if that’s your style).

“Proper” English is not what we’re talking about; rather, what you have to say and how you go about saying it are what really matters in your messages. So be sure to ask yourself if there are more advantageous ways to phrase your sentences.

The following are a few pointers for drafting a professional email to your clients:

1. Always use “Dear___” when emailing a client for the first time, even if you know them well. This ensures that you view the recipient as worthy of a formal greeting. For the most part, their response will dictate whether or not you continue the formality.

2. For business emails, use at least a semi-formal closing. Generally speaking, sign-offs like “Cheers” or “Later” are to be avoided. A simple “Best” will suffice. There’s always the old stand-by “Sincerely,” or the trustworthy “Regards,” and, perhaps the simplest and most direct, “Thank you.”

Never simply sign your name at the bottom of an initial message without a closing. As the conversation goes on, it may be acceptable to do away with closings, but for first messages ensure you take the time to sign off.

3. Be aware of your tone. We are often told that all business correspondence needs to be direct and concise -- and this is generally a good rule of thumb. However, it is possible to be too direct. Direct language is great for clarity, but its brevity can quickly turn into curtness if you're not careful. There is nothing wrong with padding your sentences a tiny bit in the interest of being at least semi-polite.

4. Know when and when not to use exclamation points. I can't tell you how many times I've received an email littered with exclamation points -- it always feels like I've stumbled into a surprise party, but not the good kind. Exclamation points can be great to emphasize a point or to express excitement, but you can express excitement without having to make every other sentence an exclamation. If you want to sound excited, that's fine -- but not at the expense of your professionalism.

5. This should go without saying, but alas, it needs saying: avoid text talk. As mentioned briefly above, writing an email as if you're texting a friend is a really fast way to annoy your clients. We all get that we are often on-the-go and on our phones, but that's no excuse to stop acting like a professional. Besides, writing clearly and carefully can help you in the event that confusion arises and you need evidence to point to. It's much easier to point to a thought-out sentence than a jumble of unclear letters and numbers.

Keep these pointers in mind when you're drafting email templates. With Inspherio, the all-in-one event and business management program, you can create an unlimited amount of email templates for any situation you can think of. Once you have the perfect message, you can use our email marketing feature to send that message to targeted groups of people. You can even read detailed reports on recipients' various reactions to your email marketing campaign -- a very useful tool for market research. Try our free 30-day trial today and see how easy it is to spread the (well-written) word about your business!

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How To Stay on Task While Working From Home

Event professionals' work hours are rarely spent in an official office environment; instead, they tend to work from home and on-the-go. The work hours of event planners are pretty much 24/7, so learning how to balance business time and off time can be tricky to say the least.

When working from home, the boundaries of "on" and "off" time often blur. Your home is your residence, your shelter, your safe-haven -- and when you spend a great deal of time working in your hearth and home, the risk of losing that sanctuary quality increases quite significantly.

Whether you're just starting out or you're an established event guru, balancing home life and work life can challenging at times. Yet, with a little practice and determination, any event professional can master the art of working from home.

Working from home comes with the perk of having no commute (other than the long walk to the coffee maker), but there are downsides, perhaps the worst of which are the innumerable distractions in your home. No need to worry! Below is some advice on how to stay laser-beam-focused on your business, even when you're at home.

1. Television

Figure out the right amount of television for you. So many times we tell ourselves, “No television while working!” -- but if it helps to watch a little bit in between bursts of work, or to have it on in the background, that's perfectly okay. As long as you’re productive, what does it matter?

However, if you know that you are powerless to the allure of the television, try placing the remote somewhere inconvenient to retrieve; this way it isn’t easy to turn it on and off at will.

2. The Internet

The same goes for the Internet, except that the Internet is trickier than television, precisely because you more often than not need the Internet to do your work -- putting the distraction away becomes infinitely more difficult. As with television, a little bit of time is usually fine. Allow yourself to indulge in Facebook now and then if it helps you to recharge your batteries -- but if you know full well you’ll end up exploring every nook and cranny of your friends’ lives, then it’s best to avoid going there in the first place.

If social media is a huge distraction, a good piece of advice is to remove any bookmarks to social sites, and make yourself type the URL every time you wish to visit. Additionally, make it so that none of your social media accounts remember your login information. You'll have to type in all of your credentials, making it a little bit more annoying to log in. It’s not much, but being forced to expend energy, no matter how small, can help to deter you from mindlessly logging in to these sites. It's just that much more time to remind you that you're wasting time.

3. Break Time

Make sure you take breaks just as you would at an office. Taking a break gives you an excuse for a little distraction (but not too much) without feeling as if you’ve blurred the line between work and home. Set specific break times for yourself and stick to them. Give yourself an hour for lunch -- no more, no less. While you take these breaks, relax! If you’re going to keep that work/home balance you’ve got to be careful to adhere to your set time for each.

4. Work Anywhere but Bed

Keep your workstation(s) separate. First and foremost: don’t work in bed (you know, the place you go to sleep at night). If you stay in bed all day working and then go to sleep, you will have stirred the stress of your work with the peace of your rest. Your bed is sacred; keep it out of your work life.

5. Food and Drink

Eat and drink, but watch yourself. Working at home makes it easy to find food when you’re hungry and drinks when you’re thirsty -- a plus for sure. But if you’re not careful, you’ll find that food and drink often threaten your productivity as much as television, radio, and Internet.

It’s easy to get stressed out over a problem or dilemma, get up, walk to the fridge, and absentmindedly start eating. It’s also dangerous for your health, your weight, and your sanity. Granted, little snacks throughout the day (the healthy kind) can be amazing for your health and for your maintained focus -- just beware of grazing for the sake of grazing.

6. Stretching and Moving

Instead of eating all day, walk it out and talk it out. Speak aloud to yourself. Hearing yourself say something aloud might help you to clarify the murky thoughts of your silent inner dialogue. Do some push-ups or squats. Stretch. Getting your blood flowing can kick-start your brain -- just don’t over do it, as you don’t want to tire yourself out too much.

7. Nix the Outside Conversations

Do your best to keep outside (non-work) conversations at bay. You've heard it before, but it warrants repeating: during work hours your phone is for business only. Put it on "Do Not Disturb" mode, turn off the notifications -- do whatever you need to do to prevent getting sucked into a long drawn-out conversation with a friend (or foe).

As for your family, if they are home while you are working, be sure to (politely) make clear that when you’re working, you’re working. There’s no need to shut yourself up and ignore the world entirely, but it is important that you have space to focus in on your work.

8. A Line In the Sand 

One of the biggest benefits of going to an office is the simple fact that it separates work and home so distinctly -- but this line is less clear when working from home. Ensure that you treat your work hours as if you were at a different office entirely.

When work begins and ends, have something to do to signify to your senses that you have shifted from one direction to another. This can be any number of actions -- if you are able to keep the television off while you work, turning it on when you are finished can operate as a sort of ceremony to indicate you have finished the work day.

There has to be a discernible action that helps you to get in the right mindset for what you’re going to be doing. First cup of coffee down? Time to work. Out of the shower? Time to work. Without these little reminders, you run the risk of your morning spreading a bit too far into your workday -- and vice-versa.

Inspherio, the all-in-one event management program, certainly makes working from home much easier (and much tidier). Because Inspherio is cloud-based, you can work from home, the cafe, the park, the subway -- it's accessible anywhere and everywhere. All of your work can be consolidated into whatever device you prefer, which is a lot neater than file cabinets and drawers full of paper. With Inspherio, it's infinitely easier to switch the work/home gears when needed. Give yourself this convenience -- you've earned it. Try our free 30-day trial today!

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Avoid These Five Phrases When Meeting With Leads

Meeting with potential clients is a crucial step in event planning,  a "make-or-break" moment for the event professional. In-person meetings give you the chance to really make a connection with someone, beyond advertisements or marketing.

While these initial meetings are certainly full of opportunity and possibility for both you and the client, you must remember that your mindsets, demeanors, and approaches are likely to be quite different. Your client may be tentative where you are intent, cautious where you are certain, and static where you are spirited.

Confidence and a strong sense of self go a long way, but don't forget to be aware of and receptive to your audience's needs. For instance: if your client is being tentative, scale back the volume and reduce your movement a bit; if your client displays an eager enthusiasm, be sure to match her energy. Don't get so caught up in the sales pitch and the product that you forget about the reason you're there -- the client.

To help you along, we've collected some sales pitch phrases that you should absolutely avoid when meeting with your client. These phrases can quickly derail your conversation and jeopardize your business, so beware!

1. “We’re much cheaper than they are.” 

Don’t say your product or service is “cheaper” than the competition; sure, it's good to let them know you aren't overly expensive, but this sounds like you are of a lower quality than your competitors. By using the word “cheap,” you run the risk of making your leads feel like you consider them cheap.

Instead: Words like “cost-effective” and phrases like “more value for the money” are infinitely better than “cheaper.” Better still: pitch your product or service so well that they are not even thinking about cost.

2. “I’m not here to sell anything.”

Prefacing with a denial that you’re selling something is a surefire way to communicate to your lead that you are, without a doubt, selling something. Setting up defenses before even pitching your idea immediately places the potential customer in an adversarial position. Needless to say, this is not an ideal tone for a sales pitch. (It’s like a child telling her parents, “I didn’t do anything wrong, but…” -- you know it’s not going to be good news.)

Instead: Just present your service or product in a sincere, authentic way. A straightforward and honest conversation will put your potential customer at ease much more effectively than making denials.

3.“Trust me.”

Again, when a potential customer hears this, a red flag is going to pop up in her mind. She has already given you a degree of trust by listening to what you have to say. Your job is to build on that trust. If you present yourself with honesty and with passion, the trust comes naturally.

Instead: Don't tell me to trust you; show me why I should trust you and your service or product.

4.“Allow me to introduce…”

This phrase sounds very affected and showy. Instead, just go ahead and start talking! As we have seen, a lot of prefaces (well-meaning or otherwise) are damaging to your sales pitch.

Instead: Open with a question. Ask the lead what service or product she has been using. This way you have an “in” and you more organically become part of a two-way conversation. Ditch the cheesy phrases -- let the client tell you what she needs and respond accordingly.

5. “Oh, [the competition]? They’re incompetent fools, just terrible…”

There’s nothing wrong with being confident that your product or service is superior to the competition -- but relying on attacks indicates a lack of faith in your own product. If your product or service is so special (and it is!), there's no need to disparage someone else. Positivity trumps negativity every time.

Instead: Don’t risk coming off as cruel or desperate; instead, just focus on what makes you the best. If the competition comes up, give the facts and speak honestly about why you feel you are the better choice -- but don’t slander your competitors. Be classy!

When you’re ready to meet with your leads, consider keeping track of their details with Inspherio, the all-in-one event management program. Inspherio provides access to everything event professionals need: tools for record keeping, payment, employee payroll, inventory, scheduling, promotion, and planning are all conveniently located in the same place. Try our free 30-day trial today!

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The Do's and Don'ts of Website Design

In today’s business world, having a website for your company or organization is paramount for your success. Websites have been shown to increase sales and exposure at a relatively low cost, and users are more likely to research a product or a company online than anywhere else. And more often than not, your website is your first impression. 

Simply having a website is no longer enough; you need to be sure that your website is accessible, user-friendly, eye-catching, and functional.

We’ve compiled a list of some useful tips for making your website top-notch:

-Make information easy to find.

Don't get so caught up in the look of your site that you forget to make it accessible. There’s no benefit to a chic design if potential customers are unable to find what they need.

-Stay focused.

Don’t give users any headaches. Every page should serve a specific purpose and every page should connect to other pages. If a user arrives at a dead-end page, they’ll have to spend time getting back to where they were before, and you run the risk of annoying them and losing their business.

-Sometimes less is more.

Really flashy, in-your-face websites are rarely taken seriously and are often immediately dismissed as amateur by visiting users. Avoid background clutter, too many colors, dense paragraphs of text, and "busy" images.

Sometimes a very simple and straightforward site is the best way to go. Sometimes a sleeker site is in order. In the end, you will need to gauge what styles are appropriate for your target audience. For instance, a photographer will probably require a more visually-involved site, whereas a tax professional might refrain from using too much imagery.

-Maintain your website. 

Make sure that all of the links, videos, and pictures work. Every so often, go through your website and make sure that everything is working properly. You can’t simply let your website sit and expect it to function perfectly; you’ll need to periodically make updates and check on its functionality.

-Check your spelling.

Make sure you have spelled everything correctly and eliminated any awkward-sounding sentences or phrases. Nobody’s perfect: a mistake or two will probably go unnoticed by most users. However, if your site is loaded with misspelled words, your visitors may take you less seriously.

-Establish and maintain a tone.

Make sure that your site has a somewhat cohesive tone. If you’re going for a fun vibe, stick with that as much as possible. If you’re going with a “down-to-business” vibe, don’t suddenly turn funny. Conflicting tones can be confusing for users, many of whom are visiting your webpage to get a feel for what your company provides. Establish your tone and stick with it!

With Inspherio.com, you have complete control over the design of your website. We provide you with the tools to create and to perfect your own site -- and if you need help, we're only a phone call or email away. Try our free 30-day trial and see what we're on about!

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The Art of Troubleshooting

Whether you’re a photographer, caterer, wedding planner, or any other kind of event professional, chances are you’ve run into your share of issues. Even the best make mistakes; it’s bound to happen. And sometimes, problems occur through no fault of your own -- but you’re still responsible for fixing them.

From minor missteps to unmitigated disasters, trouble happens -- and when it does, you’ve got to be a pro at the art of troubleshooting.

As an event professional, you are probably already a troubleshooting maestro, but it never hurts to have some reminders on how best to solve issues when they arise.

Here are some useful tips on how to conduct yourself when things go awry:

Use the process of elimination. Seems like a no-brainer, but when you’re stressed out you may not be thinking clearly. Don’t try to identify issues willy-nilly. Don’t jump from one guess to another -- start from the top and work your way down to the bottom.

Start easy. When an issue arises, we sometimes have the tendency to panic and to assume that the problem is a very intricate and complicated one to resolve, one that threatens to throw the entire event into chaos thereby ruining you forever! Okay, exaggeration- but sometimes we do let our minds jump to extremes too quickly.

Always begin with the easiest-to-identify tasks, even if you think you’re too good to forget them. There’s nothing more aggravating than rushing around in a sweat looking for all kinds of issues when it’s something very, very simple.

More often than not, the problem is an easy one to resolve. For instance: your speakers won’t play, and you assume the wiring has gone haywire -- and then you find that the power cord isn’t plugged in. Simple. Don't jump to the worst case scenario too soon.

Take a deep breath, and think of the potential issues that you could easily solve. If it’s not one of those, work your way down, getting more and more specific until you identify the issue.

Go through your routine. Another good way to work out issues is to think back to your routine, from the very start. Try to remember if there were any tasks you missed or any steps you skipped.

Routines can be great, but sometimes you get so used to them that you don’t think about what you’re doing -- they become automatic, which means it's easier to fail to notice when you've missed something. So think back and try to remember if you didn’t do something you should have. 

Don’t be afraid to ask for help. If you’ve exhausted all of your options and you’re still lost, it’s okay to ask for help! One of your co-workers or employees may be able to help you, even if it's not their specific area of expertise. It never hurts to have an extra perspective around.

If you fly solo, call a friend or family member who might be able to help. (It is advisable to have somebody around who knows how to fix things!) Even if the person you call can't help, explaining the situation aloud may reveal solutions you couldn't find by thinking silently to yourself.

Now that you’ve freshened up on your troubleshooting skills, take a look at Inspherio, the all-in-one event professional program. Try out our free 30-day trial and see why we will drastically reduce your need for troubleshooting!

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Empathy & Solidarity: The Keys To Quality Leadership

Leadership: It’s one of those words you hear so often it almost fails to retain any meaning. Most messages on leadership are unoriginal, platitudinous, and generic. 

And so, when you’re called into a conference room for an “inspirational” speech about leadership, you know exactly the buzzword-ridden script you’re going to hear, and you end up unmoved by the whole affair.

Perhaps it is time to take a fresh look at this old word, with its tired speeches and cliche homilies, and think about how we can rejuvenate it and bring it back to life, to relevance, to meaning. 

So how exactly does one become a good leader? 

It starts with empathy and solidarity -- two words not always associated with leadership. 


The best leaders look out for those around them, take care of those who have given them the honor of being followed in the first place. You’re in a position of trust, and that is a great responsibility to bear. It is difficult indeed to feel alone, rudderless, and lost at sea at your desk. We've all been there. If there’s no impression of camaraderie, an employee is not going to be inspired to do her best work. Making a connection with employees helps to keep them from feeling detached and alienated.

The most important thing a good leader can do is express to her employees their value -- and, even better, to truly believe in their value. After all, the employees were hired for a reason. If you view your employees as merely bodies that do work and not as unique, skilled people, they'll know it and will perform accordingly.

The best leaders look to grow the potential in their employees. They don't give blanket tasks to people: they find, recognize, and develop employees’ specific skill sets. In the long run, it’s better for management, employees, and for the overall business. If you can make your employees feel that they are more than cogs in the machine, that they are valued for their individuality and uniqueness, they’ll be more likely to come to work feeling like they have a purpose beyond the next paycheck. 

A good rule of thumb is to treat your employees as well as you would your customers. The result will be a thriving and happy business. Don’t promise stellar customer service if you’re not willing to extend the same courtesies to your own employees. It’s hypocritical and counterproductive. Foster an environment of positivity instead and you'll reap the benefits. Happy employees make happy customers, and happy customers means more sales, and more sales means more money -- a win-win-win!

To be sure, being a leader sometimes means letting people go. Sometimes you’ve got to make tough decisions that might not be popular and that might hurt feelings. But do what you can to empathize anyway, even when letting go of an employee. Be honest, but tactful. Give advice, but without condescension. As always, a little kindness goes a long way. There's no use in producing bitterness and resentment. 

Long story short: take the time to empathize with your employees. Treat them right and they'll reward you with increased productivity.  It's not always easy to be empathetic, but it's worth the effort. It’s hard work being a good leader, but you’re up to the task.

You can get a head start on being a good leader by getting organized with Inspherio. Manage employee payroll, appointments, tasks, and more all in one easy-to-access program. Try our free 30-day trial and see how easy it is to manage your workforce with Inspherio!

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Don't Hawk What You Can't Handle: A Lesson In Customer Service

Any business owner knows that advertising your business is essential for growth. Event planners especially understand the importance of communicating to potential clients all of the excellent products and services they offer.

A promise or a guarantee goes a long way in business, especially for potential clients or customers who may be fed up with those they have done previous business with.

But beware! While a great way to give potential clients the incentive to use your services, promises and guarantees can also backfire if made without complete confidence. Either way, promises and guarantees raise the stakes significantly -- you may benefit from this kind of marketing, or you may find yourself with a lot of upset customers.

Don’t promise extravagant customer service if you can’t afford to give extravagant customer service. This is not to say that you aren’t doing your best to serve your customers, or that you shouldn’t have confidence in your business. You absolutely should. But if you're making grandiose promises that you can’t deliver on, your customers are going to be especially miffed and could possibly feel as if they were tricked.

The best policy is to be honest -- honest about what your business can and can't offer. Remember what you can handle and what you can offer, and make sure that what you can handle and what you can offer are of the highest quality possible. If you offer a good service and you are there for your customers 24/7, then let them know this! However, don't tell them you'll drive up to their window at three in the morning with a late night snack. (Okay, an exaggeration, but you get my point.)

Overextending yourself can result in frustration for you, your employees, and your clients. Getting feet in the door is no good if you can't deliver on your promises. So do what you can and do it well. As time goes on, you will grow, and so too will your ability to offer more and more to your clients.

For all of your event management and marketing needs, visit Inspherio.com. Inspherio offers everything you need to plan, organize, and market your business -- check out our free 30-day trial and see for yourself. I make no false promises!

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Welcome to the Future: Consolidate With Inspherio

It’s 2015 -- the future has arrived, but we’re all a little bummed that there are no flying cars, hover boards, or little pills containing whole meals. (Okay, maybe the last one doesn’t sound so great, but still, we expected more. Come on future!)

Event professionals know that to compete in today’s day-in-age, being technologically connected is an absolute must. It’s 2015, but there are still many event professionals juggling their records, correspondence, marketing, and accounting in several different programs that are tied to several different devices. 

Where are the magic pills for the event industry?

The advantages of consolidating your information into one program are manifold. If you are wasting time jumping from program to program, with client and event information strewn across platforms, then you are going to fall behind the competition. 

Consolidating your information frees up a lot of time and energy better spent improving your business, expanding your customer base, and advertising your services.

We may not have meal pills yet, but we do have Inspherio, which consolidates all of your event planning needs into one easy-to-use, cloud-based program. Think of all that information you carry around for your business -- how are you carrying it? How many programs do you currently use to manage your business?

Inspherio takes the weight of multiple programs off of your shoulders and gives you the power to create, access, and edit all event related information from your fingertips. Manage your leads, events, accounts, contacts, marketing, correspondence, payroll, and more in one convenient location. 

Here are just a few of the many useful features Inspherio offers:

• Leads - Create, import, and manage potential clients -- and keep their contact information all in one place.
• Events - Keep track of all of your past, present, and future event information, including contracts, package pricing, itinerary, appointments, and more.
• Accounts - Manage all of your invoices, payments, credits, refunds, and more -- all of your financial records accessible in one place.
• Marketing - Reach large audiences with email marketing campaigns and create convenient email templates for whatever purpose you like.
• Reports - View a variety of detailed reports concerning your account activity, your contact information, and your event history.

It’s 2015. Isn’t it about time you had a program that does it all? Try out our free 30-day trial and give the future of event-planning a try.

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