\n
Rather than using binders, some event planners prefer to keep as much information as possible stored on their laptop, phone, or tablet. Providing you know how to use these things effectively, electronic and mobile devices are a great way for planners to stay organized. Different mobile applications have been developed that are particularly useful for event planners. Look for apps that will help you keep track of contacts (like clients and business contacts), store templates for things like contracts, and keep an electronic calendar.<\/p>\n<\/div>\n
\n
![\"Phone](\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/01\/Phone-app-2.jpg\")
\n<\/div>\n<\/div>\n
Effectively using your electronic devices can save you from carrying around binders and files when it\u2019s not absolutely necessary, and actually looks more modern and streamlined to your clients. You\u2019ll benefit from having all of your information easily accessible whenever you need it, and filed away in one place.<\/p>\n
<\/span>Electronic software<\/span><\/h2>\nSimilarly to mobile apps, various types of electronic software are available specifically to help event planners work efficiently. These online or downloadable programs offer features like customizable room templates for establishing seating plans and organizing table layouts. This is a more effective way to plan dinner parties and other events with your clients than repeatedly changing drawings or carrying around paper floor plans full of sticky notes that might fall off!<\/p>\n
![\"Too](\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/01\/Too-many-sticky-notes.jpg\")
<\/p>\n
<\/span>Calendars and Schedules<\/span><\/h2>\nRegularly maintaining an actual calendar or schedule is another organizational tactic that seems like common sense, but it\u2019s one that is often overlooked. You might have a master calendar at home that you memorize your tasks for the day from, but what happens if someone calls you to reschedule, cancel, or add an event two months away? If you have an updated electronic calendar on your phone or even a physical day planner in your bag, you will look and feel much more organized. Having your information accessible to you throughout the day enables you to stay prepared for unexpected events.<\/p>\n
<\/span>Online file storage<\/span><\/h2>\n\n
\n
Using online storage applications can be extremely useful for keeping things like client contracts, templates, and other references accessible to you at any time. Tools like Google Drive and Dropbox let you store important files in a private online drive so that you can access them from anywhere, as long as you have the password. You are then able to log in from any computer and access the files you need. Storage drives like Dropbox also have mobile applications that you can download on your tablet or smart phone so you can access those documents on the go from your mobile devices as well.<\/p>\n<\/div>\n
\n
![\"Online](\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/01\/Online-Storage1.jpg\")
\n<\/div>\n<\/div>\n
These apps are an organized alternative to saving to the files you need on USB keys that might be easily misplaced, or having to send yourself emails full of attachments. Additionally, these are useful for sharing many files at once with clients. Try starting a shared file specifically for a client\u2019s event and place all of the templates, contracts, seating plans, and reference photos that you\u2019d like them to have access to there, rather than handling multiple emails and attachments. As long as you\u2019ve learned how to access these drives successfully on all of your devices, Dropbox and other online storage apps can be endlessly useful for organized event planners.<\/p>\n
<\/span>Create email folders<\/span><\/h2>\nMost email platforms have very simple features that event planners might find particularly useful for organizational purposes. Something as small as creating email folders for each event you\u2019re planning or client you\u2019re working with can help to filter your inbox into manageable sections and prevent you from missing important details and becoming overwhelmed by long lists of messages. You can customize whether emails are sent straight to these folders, or whether they are sent to your central inbox first for you to organize as you please. As long as you\u2019re diligent about checking all of your inboxes and keeping on top of which details should be filed under which labels, starting an email folder for each client gives you somewhere to store current details where they won\u2019t be confused with other things, and also somewhere archive information in case you work together again in the future.<\/p>\n
![\"Email](\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2015\/01\/Email-folders.jpg\")
<\/p>\n
<\/span>Get organized!<\/span><\/h2>\nTransforming your organizational habits takes practice, but it doesn\u2019t have to be hard! Try some of these tips and see how small adjustments can make planning your next event a little easier. If you\u2019d like to learn more about other ways to master event planning, check out the courses<\/a> here at QC Event School!<\/p>\n