outsourcing regina osgood

Outsourcing for Event Planners

QC tutor Regina Osgood is the owner and creative director of Meant2Be events, a top Arizona wedding planning firm that manages over 250 weddings a year.

As a new planner, systems and outsourcing can be tricky. Many times you are still in the “who am I phase?” That’s okay. Discovering who your ideal client is and the best ways to serve them is a critical part of the foundation of your business.

But if you are in the “ready, set, go” phase of your business or if it’s time to up your game, it’s best to look first at your process. Those of us who’ve been in the biz for a while can often get a bad rap when it comes to the insane level of organization that we use to manage our clients and employees. “Do you really need to do all of that to run your business?” The answer is YES!

Start thinking about your system

systems team

If you haven’t been asked that question it’s probably time to evaluate your process. Are my business operations really running like a well-oiled machine? Because the truth is—they should!

Sometimes it’s not systems you need—it’s people. Even with all the systems in place, you often cannot be a “one man band” and still create the wedding company you desire. Or just as importantly, you may not be able to do it without getting burned out or losing the balance in your personal and professional life.

If any of this sounds like you, listen up. Help is available!

Reach out

First, find a mentor. Often people in your region will not help their “competition,” so look elsewhere. There are companies like mine that offer programs to help wedding businesses in other markets find their voice, create balance and implement systems and processes, all while being able to keep your eye on the prize!

Shop for software

Next, consider looking into project management systems. Of course it depends on what tasks you are trying to streamline, but we have a few basic ones that can help anyone regardless of what part of the industry you are in.


With clients spanning both the social and corporate spectrum, it was imperative for us to find management software to house all of our projects, sometimes as many as 15 at once, in one place. It is important to compartmentalize your projects as much as possible without killing your inbox space and, quite frankly, losing your mind keeping up with the number of to-dos, conversations, files, etc.

WAVE Accounting

accounting software

First let’s start with this: it’s FREE. Oh yes, this system is free! It’s an online accounting program that allows you to track finances including spending and invoices. It’s not perfect, but when you’re first getting systems in place it’s better to try before you buy!

Grow your business

Lastly, it may be time to hire. Consider seriously what your time is worth. Realize your administrative tasks (like accounting) do not make you money. With so many more tasks like networking & sales that can see a measurable return on your investment of time, you might want to look into hiring. For example, even if you have a system like WAVE, all that information still has to be inputted and followed up on! When it’s time to hire you can look for an intern, full time, or part time employee. There are lots of options out there!

Regardless, systems & staff can help you grow or even save your business and your sanity!

Are you ready to take your business to the next level? Look out for news about our upcoming Accelerate Your Business workshop!

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