The events industry is a seasonal industry, especially here in Colorado where the winters can be tough to work in and many of the venues are based on outdoor spaces. You could see the off season, the slow season, as a drain on both company time and your mental health. Or if you’re like me I like to look at it as the perfect time to get prepared for the upcoming year, the next busy season.
Each year I like to take the time in the 4th quarter to reflect on the previous season, and what needs to improve in order to work more efficiently in the future. This year is especially important to take the time to make sure that all event changes have been tracked properly and that everything is in line for the new season. Below are 4 things that I plan to do this winter to prepare for a busy 2021 season!
Whether you keep your client’s information on an online platform, or in paper folders you need to make sure that the past clients are archived and the clients for the upcoming season have everything in their folder to be prepared for the event day. I take the time in the 1st quarter to go through every client’s folder for every venue that we manage to make sure that all contracts and any additional information is in there. Covid created a lot of date changes across the industry and its crucial that those do not get lost in the shuffle.
If you’re like us- you believe in all things electronic. We are all still working with filing cabinets- these ones are just at the tip of your fingers easily accessed on your phone, tablet, or laptop. Using an online system to track the progress and timeline of all your events is a great way to stay on track, but if the information in that system isn’t up to date, then it is useless. During the slow season I like to make sure that everything is ready to go by
All this prep work ensures that everyone will be able to stay on track and make the most of their time by utilizing prioritizing their tasks accordingly.
If your workspace is disorganized and dirty, you won’t be as efficient. As our Operations Manager I take pride in making sure that the office we are all about to spend unending hours in is taken care of. Instead of a spring cleaning to get things started I like to do an end of the year sweep where we replace any broken equipment, organize all our communal areas and stock up on supplies so that we don’t run out when it’s really important. I am constantly looking out for new ideas that we can implement to help make our office lives easier. While every office is different, just like every person is different, one organization tip that I do think is universal is LABEL EVERYTHING. One of the best decisions we made was to get a label maker when we organized our back-office space last year. This has helped us tremendously in being able to keep things orderly, and it also really helps with so much staff coming and going throughout the day to ensure that everyone understands how to find things and where to put them back. Whether it is your home office of 1, or a team office as ours, organization is key.
At the end of the season, let’s face it, we are all DRAINED. We don’t want to think ahead to the hundreds of events on our plates for next year. We just want to sit, and drink, and try to forget the horror stories from the past season. As important as it is to get the office organized and refreshed- it is just as important to get YOURSELF organized and refreshed. Self-care is important now more than ever. The slow season is the perfect time of year to start some great habits that will help you carry that self-care through the rest of the year. Whether it is a new workout plan, a new meditation technique, or a brand-new journal to start writing in, you should find a new way to take care of yourself this slow season.
It’s important that you set yourself up for success whenever possible, so that once you are back in the full swing of things everything continues to run smoothly. We won’t survive our crazy Septembers without the proper prep work done in that dreaded slow season.