Feeling chaotic?  Can’t find the file that you KNOW you HAVE….somewhere?  The client is calling and needs information, but that one caterer that you remember in that exotic destination that was so awesome can’t be found anywhere?  It’s time to get organized – for ease of mind, for productivity and truthfully for increased profit.

As a manager for many years, my staff would just cringe when things got slow, because they knew what was coming….time to clean up and organize.  They’d snarl, and mutter under their breath, and I’d simply smile and say,  “A little organization now, and you’ll thank me later.”  Inevitably they did.  Time and time again, a little organization helped us to react with more creativity, work more productively and made crunch times a whole lot more pleasant.

I cannot stress enough the importance of organizing your resource files.  With event planners going global and often working in more than one country simultaneously, it’s time for Organization 101.  The system is simple and can be utilized across the board both for digital files and those massive filing cabinets that still hold a veritable forest within their confines.

The rule of thumb is the common…K.I.S.S. method.  Keep it simple stupid.  Being organized does not require a degree in rocket science.  But the returns on doing so can make you look like a successful hedge fund manager to your clients.

Let’s take a look at how simple it really is.

Start with the Country you are working in.  Secondary File is the City.

Under each City name are the alphabetized categories by vendor as it pertains to your business.

Here’s how it lines up.

Country————-à          Italy

            City———–à        Rome


  • Audio Visual
  • Caterers
  • Design
  • Entertainment
  • Floral
  • Hotels
  • Linen
  • Lighting
  • Tours
  • Transportation
  • Venues


Voila!  Yes, it’s really that simple.  And, the beauty of it is that you can organize your digital files the same way.  Using the free software we shared with you earlier this week, it’s now easier than ever to keep your internet files organized too.  Once you get the system implemented, it’s easy to upkeep and then the challenge is keeping on top of the refilling.  At our office we have a rule of use it and put it right back for the next person to find when they need it.

Take a stab at it.  You may hate me while you’re climbing through the boxes and mounds of the disorganized but cool stuff you want to keep…but I promise….you will love me later.  Over the next few months, we’ll be dropping tips to organize other parts of your files.  Client files, Archival files and more.  If you have cool ideas for organization, we’d love to hear them…who knows, we are always looking for ways to cut back on clutter and do things more efficiently.  If we like your ideas, we may be elbow deep in files too!

We can’t wait to hear from you, although I’m sure my staff is holding their breath.  He he!     

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