Systemizing Your DJ Business
Successful businesses can only be built on systems, repeatable processes that allow you to streamline your work. This lets you focus on high-level tasks that move your business forward, and automate or delegate low-level repetitive operations that eat away at your time and productivity. Event Master Pro was developed with the idea to structure the key business processes in such a way that could one day free the business owner from all types of tasks that don’t require her/his involvement: the built-in guided tutorials around managing the resources of your mobile DJ business are specifically designed to be as easy to learn for your new employee as they were for yourself. Off-loading repetitive work with systems will allow you to be more productive and scale your DJ company much faster.
Enquiries are the starting point of any business and much like any other part of the business, systems are required to handle them. I remember when I first started my DJ business long before the internet had taken off. A majority of enquiries came in by phone and I would collect the prospects name, event occasion/date, phone and address with the promise that I would post them my song list and brochure. I would then post the info pack out to the prospect and follow up by phone a couple days later to ensure they received it and close the sale.
Once the internet became the norm I replaced the physical information brochure with a PDF that could be emailed to customers. Enquiries came in through my website and straight into my email software. It was around this time with the help of my older brother, a software developer, back then, I began building the first prototype of the Event Master Pro software. I would have to copy and paste the customers enquiry information from the email and into my software and then manually email the prospect a PDF.
These days this process has been streamlined and automated as when prospects will visit my website and complete the EMP enquiry form, they are both automatically emailed a custom quote based on event type and location, and entered into my system at the same time. No copy and paste, no manually sending emails. Not only does this save time but prospects no longer have to wait two days for the information to make a decision. This totally flips things around, in one sense it is less personal because the initial phone call has been taken out of the equation and that is normally a chance for you to build rapport, but in another sense it speeds the process up so you can follow up sooner and close the sale.
Following Up to Close the Sale
Years ago when I received an enquiry, it would normally be made over the phone. I would quickly scramble to find a pen and paper to write down the enquiry details and send them information. After sending through the information I would follow up by phone and try to remember from the top of my head who I spoke to and what we last spoke about. Needless to say this is not a good way of doing things as you naturally forget important details and lose scraps of paper with vital information, and it’s definitely not scale-able.
I didn’t have any systems in place and what I did have I was making up as I went along. This created the need for the Event Master Pro system. A place I could store all my customers and their events, and keep detailed notes of the date and time of each interaction made with the customer. People really appreciate when you remember the finer details and they don’t have to repeat themselves, and when you follow up on the day you said you will. You become someone familiar to them, and it shows them that you are trustworthy and can keep your word, and people tend to buy from those who they know, like and trust.
The Booking Process
There are a few key important things that must happen with the booking process. First of all you must collect a deposit or down payment, second the customer must give you the event details and agree to your terms and conditions.
In my early days I once arrived at a private party only to find that no-one was at the house. I knocked on the door multiple times before calling the customer to see where they were. Apparently the party was no longer going ahead. The customer never called to cancel and as far as I knew it was still going ahead. The lesson to be learned is that you need to collect deposits for booked events. You need a commitment from the customer and simply taking verbal bookings over the phone as not concrete enough, you need a down payment.
Secondly, to ensure there is no communication errors customers should be completing a booking form where they enter all the event details. They must enter the core details such as the address and the start time, followed by accepting your terms and conditions. The terms are conditions needs to specify the the cancellation terms, and who is responsible for damage to the DJ and his/her equipment plus any other expectations you might have.
The EMP booking form will take care of these two things in one process. Once a customer verbally confirms their booking over the phone Event Master Pro application will then send the customer an email with detailed instructions for them to login and confirm their booking online. They can then login and make a payment with any of your chosen payment methods and print an invoice if required.
Once the the booking is confirmed the next step is to begin planning the event itself. asdasd