The Basics of Wedding Planning Software

By Beth EricksonTrying to plan a wedding without software is like trying to cook dinner without an appliance. Sure, you can roast weenies in the sun or over an open fire, but it takes more effort, is riskier, and more time consuming. Why not invest in the right appliance, or software for that matter?“When you run a service-based business, time really is money, because, essentially, the more time you have to spend with clients, the more often you can bill for your services,” says Jeff Kear, co-owner of My Wedding Workbook, the parent company of MyWeddingWorkbookPro.com. “The main benefit of business software for wedding planners is to make you more efficient, freeing up your time and resources so you can grow your business in other ways.”Keep it all together in one placeGone are the days of lugging heavy, thick binders containing sketches, swatches, and everything you could possibly need for wedding planning. Today’s software allows professionals to pack lightly, work efficiently, and be “green” by eliminating extra paperwork. “All of your data for your business and your clients is in one place,” says John Lueders, president of Elm Software, publishers of iDo Wedding and Event Professional Edition. “It streamlines companies so that you do not have your business in spreadsheets and notebooks around the office.”Jackie Murphy, owner of Murphy’s Creative Software and creator of Wedding Management for Professionals, says this helps with organization. “Details will not get lost on a scrap of paper on your desk or misfiled,” she explains. Though not every program has exactly the same offerings, most contain various services specific to wedding professionals like:•    Contact management for businesses, clients, and vendors.•    Basic office tools like tasks, calendars, and time management.•    Event planning tools for management of budgets, guests, checklists, timelines, seating, venues, décor, and more.•    Financial tracking for your business including report generation that can be custom-printed with your company name and logo.•    Tools for client collaboration, like idea boards and other planning tools.•    Personal wedding websites and online RSVPs.•    Technical support via phone and/or email.Try before you buyDespite the usefulness of wedding planning software, there are dozens on the market, making the decision to select what’s right for your business difficult. One of the best ways is to outline what you would like the software to do for your business. Then, look for programs that offer those features, and request a free trial or demo. “By using our system for a trial period, you can see firsthand if you are comfortable with our tools and if they fit with how you run your business,” says Kear. “It may seem time consuming to demo all of the software available,” says Murphy, “but if you enter information from one of your finished weddings or events, you’ll quickly see which one best suits your needs.”Lueders suggests you “find a program that has the features you want, and is easy for you to use.” He also suggests making sure the company’s technical support is up to snuff. Talking with other consultants about the software they chose and finding out if the software can handle future business growth are also important.Pick your platform: web-based or Computer-based?Another ingredient is the platform you choose. Today’s wedding planning software is available as a web-based, pay-by-the-month service or as computer-based software. With web-based programs, you sign up online and log into your account to access it. “Each user’s information is stored on our firewall-protected servers and backed up daily so that the information is safe and secure. A second advantage is that there’s never anything to download, install, or maintain, which saves users time and hassle. Finally, whenever we update our system, all users get the latest version, whereas, with traditional software, users usually have to pay for upgrades,” says Kear.Creators of computer-based programs tout ready access as a key benefit. “When you buy our software, you own it. Your clients’ information is safe and secure on your computer and always available without worrying whether or not you have an Internet connection,” says Murphy.In either case, ensuring that your online vendor or your own business has a system for backing up your data is critical. “We always tell our clients that we can save them from any computer disaster if they have their data backed up,” says Murphy.To spend or not to spend?In the end, software prices are nominal. Murphy estimates it to be a dollar a day for a year. “That is less than the cost of a cup of coffee,” she says. “And with technologically savvy brides that expect you to be up to speed on all things and have the ability to get information to her quickly, it is vital to have software that can give you what you need, when you need it.”