Whitewed Ask: What's Your Plan B?

Here at Whitewed, I work with engaged couples, wedding venues and suppliers alike, and 13 years in the industry and many thousands of contacts means I have a true and realistic view into how both sides of the industry react, perform, cope, and what their processes, challenges and wins are.

COVID-19 has of course seen the majority of 2020 weddings shift to 2021, which means that 2021 will be a busier year than any of us could have envisaged...and as a result your 'Plan B' has never been more important!

Right now, we have so many dates both pencilled in and confirmed – there are still many people parallel planning, and many new couples trying to get their dates in - all in all, it’s a juggling act. Ultimately, 2021 is going to be EXTREMELY busy!

Hands up who has done this…at the time of transferring the bookings to new dates, you looked at your already busy diary and just transferred them and thought ‘I’ll think about how I’m going to manage it all later’?!

Now’s the 'later'. Now’s the time to think about it!

The pure volume of weddings next year, without careful planning now will do two things:

1: Impact on your mental and physical health

2: Wear you down to the stage where you don’t want to do it any more

By preparing now for your very busy periods next year, you will give yourself the best opportunity to get through it, raring to go for 2022 and beyond.

Whilst we all like to think we’re invisible, we’re sadly not. Any of us could have a family emergency or a debilitating illness that means we cannot cover a booking.

Firstly, it’s important to work out what you can do, and what you will struggle to do – and be realistic, you’re no good to anyone if you’re exhausted and running on empty!

With a clear head, work your way through your bookings as they stand now, and plan backwards, write down for each client when you expect to carry out work for them and how long you expect it to take. Also build in time for the day-to-day running of your business, I recommend blanking out 2 x ½ days a week for this, as even though you’re busy with bookings, you still need to keep your accounts up to date, regularly post on social media, carry out general business admin such as insurances and so on, reply to enquiries and keep up with client liaison.

Look over the schedule of works and be honest – can you do it all? Where do you need assistance? What could you outsource? Where do you need a second pair of hands? What can you afford to pay somebody?

It may be that you’re confident that you can do it all, but regardless, you still need a Plan B in place just in case there is an emergency.

Finding the right person takes time. They have to understand completely your business, how you work, and how important it is to you. You have to trust them implicitly. They need to have the skills – it’s no good asking a friend to come and help if they have no experience, as they will just be a hindrance.

The Whitewed community is absolutely invaluable for finding your Plan B as you have a whole host of experienced, vetted businesses at your fingertips who would be delighted to team up with you as your Plan B – indeed many of us also offer extra services such as websites, printing, and of course Whitewed's remote admin arm, No Strings Admin.

Whoever you choose, make sure to get them on board now, get dates in their diary (even if they're just pencilled in for now) and then carry out the following:

1: Get freelance agreements in place now – this means that the person helping you is covered by your insurance, confidentiality agreement etc. – it also means that their hourly / day rate is already set along with your expectations, so there’s no need for uncomfortable moments after the event relating to pay and performance!

2: Book in training where required – even if the person is fully experienced in what you require them to do, you have your own processes and procedures that you will need to brief them on.

3: Ensure that you have all client records easily accessible, and that you keep on top of client files to ensure they are up to date at all times.

4: Walk your way through the job that needs doing and make sure that everything is easily accessible for your helper to get / pick up / access.

And finally, don’t forget to talk to your family now about these particularly busy periods of time so that you have them on-side. The worst thing you can do is say nothing and come home after a crazy busy few days to a frosty atmosphere. You will need the support of your family and friends more than ever during your busy times – even if it’s just the simple things like ensuring your clothing is washed and ironed, you have a proper meal ready, and food on the go is packed!

Happy planning!

Kindest, 

Natalie Lovett, Director of The Whitewed Directory