Snapshot: 10 Brilliant Inspherio Features to Fall in Love With

You heard us correctly! We want you to fall in love with Inspherio, the only business management solution designed just for the event industry. As much as this sounds like promotional material or us tooting our own horn (toot toot), we honestly just want to make managing your business a little, OK a lot easier! Want to know how we do it?

We do the work for you!

That’s right! Here at Inspherio, we’ve designed everything to make owning a business seem like a dream.

Our Features

From managing your leads, to keeping track of your contacts and invoices, we’ve got you covered.

1. The Dashboard- The complete overview of your organization, where you can view pending business information, and see a snapshot of your calendar and events.

2. Leads- Time to leave the rolodex at home and use Inspherio’s Lead feature instead. You can organize and keep all of your potential customers’ information in one online location.

3. Packages- Who said you have to be ordinary when you can customize with Inspherio? You can create specialized pricing packages to send to your clients.

4. The Know Your Event Form- Isn’t it time you really got to know your event? We thought so too! Send your clients the questions you really need answered before you begin the planning process.

5. Contracts- Protect yourself from any potential disaster, whether it’s Bridezilla or the rain by having a contract in place. We’ll even provide you with a sample form.

Related: Event Contracts: Your Armor and Your Shield

6. Invoice- Who wants to spend all of their time worrying about invoices, when you can let Inspherio take care of it for you. We have reminders, auto-generated forms, and even billable expense options to make your life easier.  

7. Itinerary- Don’t panic the day of your event and help keep everyone on time with the Itinerary feature that can be accessed anytime and from anywhere.

Related: Keep on Schedule with the Itinerary Feature from Inspherio

8. Guest List- Never lose track of who’s attending again when you use the Guest List feature. You can help your clients plan their guest list, and you can even send invitations out from Inspherio.

9. Payments- Although it’s not fun to talk about, everyone needs to get paid, which is why we made it easy to accept and process payments instantly through our online payment gateways.

10. Marketing- The best way to grow your business is to promote it, and that’s where we come in! With our email marketing or other promotional campaigns, you can grow your business in no time!

Related: Follow-Up Emails: The Good, the Bad, and the Ugly

Although the list stops there, there are plenty more Inspherio features for you to check out! And don’t just take our word for it, give Inspherio a try free for 15 days; you’ll see what we mean when we say we’re the only event business management solution you’ll ever need.

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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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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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5 Marketing Phrases To Avoid

Generally speaking, a good rule of thumb is to avoid catchphrases when marketing to potential clients. Some common phrases are fine -- “for a limited time” for instance, is a useful stand-by.

However, if you've heard the phrase over and over, chances are it is a cliche that you should absolutely avoid.

Here are some phrases that just plain ol’ don’t work:

• “State-of-the-art” - Unless your product is the only of its kind in the entire universe (other than being the best of course) don’t say this. It’s hyperbolic and really makes it seem like your product doesn't sell itself -- if it needs a firework show to get attention, then people are going to immediately question its inherent quality.
  Instead: Just say what is so great about it. Say what it does, what you offer, why it’s useful, why it’s worthwhile. Using cliches is lazy and a disservice to all of the hard work you've put in thus far. Don’t phone it in on the advertising level!
• “Once in a lifetime opportunity” - Again, a touch too hyperbolic. I’m sure your product is stellar, but when I read “once in a lifetime” I immediately assume I’m being spammed or scammed.
  
  Instead: What exactly makes your product and service so unique? Why should people pounce on this opportunity?
• “Look no further” - Use with extreme caution. Use only in the midst of a phrase, and then only when absolutely at a loss for words. If you want to stand out then you’ll need to do better than this!
  
  Instead: Say why your product or service is superior and why. No need to be verbose or long-winded, just pitch it to them as you would to a (professional) friend!
• “Best of the best” - Super cheesy and super lazy. Not only is this phrase redundant, it also doesn't convey any real information.
  
  Instead: Simply be the best. (You know you are!) You’re better off saying “We are the best ____ you will find, and here’s why.”
• “The one and only” - See “Once in a lifetime…” Use this phrase with discretion. If you sell the only hot dog with ice cream toppings in your general vicinity, then go right ahead and use this.
  Instead: You have a very unique and quality service, so don’t cheapen it with circus-ring fanfare.

Now that you know what phrases to avoid, why not check out the email marketing feature of Inspherio.com? Check out Inspherio’s free 30 day trial and see how the email marketing feature can help boost your sales!

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Why Google Plus Should Matter to You

When searching for an Event Planner, Photographer, Caterer, DJ, or Reception Hall, many clients will begin with a Google search. Businesses will often find themselves on the second or third (or sometimes tenth) page, causing them to be undiscovered by countless potential clients. One way Google’s search rank is affected is through Google Plus +1’s (similar to a Facebook like) which can only be earned if your company has a Google Plus page. Google Plus can also help to market your small business, improve your SEO (Search Engine Optimization), and gain more exposure to potential clients, here’s how:

Connect with your peers
You can do this by joining communities, creating circles, and getting others to follow you. For a caterer, joining the “catering” community as well as the “wedding” community can help gain more +1s on your posted content, as well as, your company page. Also, follow leaders in your industry and comment on their posts so you can increase your exposure to your peers. Find more relevant content and communities to join by clicking the hashtag on a relevant post, it will provide more posts and users to connect with.

Target your market
You can also separate your different potential clients by creating circles. For example, you can create a “loyal clients” circle and send only those clients a thank you message for their business. Additionally, by creating a “future clients” circle you can post promotions and samples of your work only to that circle. You can also post to “Extended Circles” which will include everyone in your circles and everyone in their circles.

Increase your reach
Post shareable, interesting content to get more followers. When a follower searches for “caterers” in Google, while they are logged into Google Plus, your catering website will be more likely to appear higher in Google search rank than before (as long as you have linked your company website with your Google Plus). This has been found to help search rank temporarily, unless you continue to get more +1s. It should be noted that Google Plus is not a two-way street, just because you follow someone and see their posts, does not mean they follow you or have seen any of your posts.

Even with many critics, Google Plus should be used seriously in order to gain exposure to new clients and improve SEO. If you’re unsure of how to proceed with Google Plus, follow this flowchart to get started.

And don't forget to +1 Inspherio's own Google Plus page!

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Email Marketing Tips | Part One

Sending Email Marketing Campaigns can be a great way to stay in touch with your clients, leads, associates, etc.  In order for your email campaigns to be successful, there are a few things to keep in mind.

Be Direct
Just like you, your readers are busy people who receive many emails each day.  Email inboxes can become so overloaded that many emails receive little more than a quick glance before they are deleted.  To ensure that your message is seen, you need to make sure your subject and opening line are direct and captivating.

Make it Scannable
Thanks to smartphones & tablets, people are checking their email from anywhere.  With this in mind, it is safe to assume that you don't have their undivided attention.  Instead of writing in one large chunk, divide your content into short paragraphs with individual headings.  You could also keep your emails short & sweet by adding a "Read More" link and connecting it to your Inspherio Blog or a special page on your website.

Stay On Topic
As an event professional, your emails should further prove you to be an expert in your field.  If you stray too far from your areas of expertise, your readers will lose interest in future email correspondence.  Keep in mind that people are primarily interested in content that is Valuable & Entertaining, so keep your emails highly informative & also interesting.

Respect the Unsubscribers
If someone unsubscribes from your email marketing, or sends an email asking to be removed from your list, make sure that they are opted-out of email contact.  Continuing to send unwarranted emails to people who have requested to be unsubscribed is a violation of Anti-Spam laws.

Stay Tuned for More Email Marketing Tips & Tricks throughout the coming weeks.  

To Stay Updated on all Inspherio News, check us out on Facebook & Twitter

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