Maximizing Holiday Downtime: Setting Up Templates and Systems for the New Year
The end of the holiday season is one of the few times when event professionals get a well-deserved break. But while the end of December is often quieter, it’s also the perfect time to reflect, reset, and prepare for a streamlined new year. By setting up templates and systems now, you can enter 2025 with the confidence that your business is ready to run smoothly, freeing you up to focus on what you do best—creating unforgettable events.
Here’s how to make the most of your holiday downtime by setting up essential templates and systems that will save you time, boost productivity, and simplify your workflow in the new year.
How Event Pros Can Use Holiday Downtime to Set Up Time-Saving Systems
Reflect on Your Current Systems and Processes
Before diving into new templates and systems, take a moment to evaluate your current processes. This reflection will give you clarity on what’s working, where bottlenecks occur, and which tasks take up the most time.
Example Questions to Ask:
Which processes feel time-consuming or repetitive?
Where did miscommunications or delays happen most frequently?
What tasks could be simplified or automated?
Benefits:
This initial step provides direction on which systems need refining or creating. For example, if client onboarding felt cumbersome, this could signal the need for an automated onboarding process. Reflection helps you prioritize where to focus your efforts for maximum impact.
Create Customizable Templates for Routine Tasks
Templates are the backbone of a smooth operation. By setting up templates for frequently repeated tasks, you’ll save time and ensure consistency across all client experiences.
Type of Template to Set Up:
Client Onboarding: Create a checklist that includes every step, from sending contracts to gathering key details from the client. This template will streamline the onboarding process, saving you time and helping clients feel welcomed and supported from the start.
Event Planning Checklist: Map out the steps involved in planning an event, from initial design concepts to post-event wrap-up. This master checklist will keep you and your team on track.
Post-Event Follow-Up: Develop email templates for follow-ups, thank-you notes, and feedback requests. These templates make it easy to connect with clients after the event and encourage referrals and repeat business.
Benefits:
With these templates ready to go, you’ll ensure that essential tasks are handled consistently and efficiently, allowing you to focus on high-level work instead of recreating the wheel for each client.
Organize Your Project Management Tools for the Year
A clear, organized project management system is essential for staying on top of client projects and internal goals. Take advantage of holiday downtime to set up your project management software (like Asana, ClickUp, or Notion) for a productive year.
Steps to Optimize Your Project Management System:
Set Yearly, Quarterly, and Monthly Goals: Break down your business goals into actionable milestones and input these into your project management tool. This will help you keep track of both client projects and personal growth objectives throughout the year.
Create Templates for Recurring Projects: If you regularly handle similar events, create templates for each project type, with subtasks and reminders pre-set. For example, a wedding planning template might include subtasks for initial planning, vendor communication, and event day logistics.
Organize by Category: Label tasks by category or urgency, such as “Client Work,” “Marketing,” or “Admin.” This organization helps you locate and prioritize tasks easily.
Benefits:
A well-organized project management system provides clarity and structure, allowing you to approach each day with a clear focus on priorities and deadlines.
Streamline Client Communication with CRM Templates
Effective communication is key to client satisfaction, and having pre-set templates for common interactions makes it easy to maintain a professional, consistent brand voice. Your CRM (like Dubsado or HoneyBook) can automate these templates, giving clients a seamless experience from start to finish.
Key Communication Templates to Create:
Inquiry Responses: A professional response to initial inquiries sets the tone for your client relationships and shows prospects that they’re in good hands.
Payment Reminders: Friendly reminders for upcoming payments can be automated to go out on set dates, keeping cash flow steady and clients informed.
Project Updates: Regular updates help clients feel connected and reassured throughout the planning process.
Benefits:
With CRM templates, you’ll save time drafting emails and ensure each client receives consistent, branded communication at every stage. This reliability builds trust and helps clients feel supported.
Set Up a Financial Tracking System for Budgeting and Reporting
Financial organization is critical to your event business’s success. Setting up a financial tracking system will help you monitor expenses, revenue, and overall profitability, giving you a clear picture of your business’s financial health.
Steps to Establish Your Financial System:
Budget Templates: Create templates for both event-specific budgets and your overall business budget. Include expected expenses, income, and any contingency funds.
Expense Tracking: Use a dedicated tool or spreadsheet to record expenses as they occur, making tax season and budget reviews much easier.
Monthly Financial Reports: A monthly report template will make it easy to track profits, expenses, and progress toward financial goals, giving you insight into where your business stands at any time.
Benefits:
With organized finances, you’ll have the insights you need to make informed decisions about pricing, services, and investments. A reliable financial tracking system reduces stress and keeps you focused on growth.
Automate Social Media and Content Planning
Keeping up with content creation can be challenging during busy months, so use holiday downtime to plan your social media and blog content for the year ahead. By creating a content calendar and setting up templates, you’ll ensure a consistent online presence even during peak seasons.
Steps for Content and Social Media Planning:
Content Calendar: Map out key dates, industry events, and promotional periods so you can plan content in alignment with important milestones.
Templates for Social Posts and Blogs: Create templates for different types of social media posts (e.g., event highlights, client testimonials) and blog posts. This way, you’ll have a ready-made structure that speeds up the content creation process.
Automated Scheduling: Use scheduling tools like Plann, Later, or Planoly to set up posts in advance, allowing you to stay active online without manual effort.
Benefits:
With a content calendar and pre-scheduled posts, you’ll save hours every month while ensuring consistent visibility. Your online presence remains active, supporting your brand and engaging your audience even during busy times.
Using holiday downtime to set up templates and systems is one of the best investments you can make for your event business. By preparing now, you’ll enter the new year with confidence, knowing that your operations are organized and optimized, freeing you to focus on delivering exceptional experiences for your clients.
Ready to maximize your downtime and start the year strong?
With my Tech VIP Day Experience, we can work together to create customized templates and workflows that streamline your business for maximum efficiency. Whether you need help with client onboarding, project management, or financial tracking, we’ll set up systems tailored to your specific needs. Click the button below to learn how we can get your business set up for a successful and stress-free 2025!
