With smartphones and social media dominating today’s methods of communication, what are the rules for contacting a wedding professional?
Well, let’s start with what’s preferred (as always this is just my good ole professional, experienced, unsolicited opinion). Traditional e-mail is best. An address is most often publically listed on their website and can often be the best way to contact a business. Most of us use sorting features to help keep track of our e-mail; it’s what I call the paper trail of correspondence. A lot of event pros are often “out of the office”-whether for another job, working on site, caring for children at home, or just the nature of our weekend schedules. When clients are statistically most likely to e-mail us (Saturday and Monday) we are usually unavailable.
E-mail can also be used in the future to clear up questions about what was asked or what information had been received. Now, e-mailing can still occasionally be a fickle process, so if you don’t hear back within 48 hours please feel free to send another reminder to follow-up! We all know that with smartphones if you e-mail us on a day out of the office that we are going to see it. However, I feel your e-mail deserves a concentrated response, not some shortcut reply from my phone. Therefore, most e-mails will be replied to once we are properly situated in the office.
Another method to contact a company is by phone. Please note that a lot of businesses these days (especially single operator) use their cell phones as their main line; Proposing Dreams does so as well. Be aware of their phone hours and when you will expect to get a call back. My phone hours are Tue-Fri from 9:00 a.m.-5:00 p.m. This means calls received Friday evening, Saturday morning (if not urgent) will not get returned until sometime on Tuesday. We have to set some rules or phone call overload will simply consume us! When it’s your special day, you don’t want me distracted with calls from potential clients or future brides, right?
So now for the questionable communication methods of texting, Facebooking, and instant or private messaging. What is acceptable and what will just come off as inappropriate? Now keep in mind that these are my opinions so other professionals may feel differently but here we go...I’m alright with texting short phrases during the day of an appointment such as “Are we still on for today?” ,“I’m running late be there in 5”, or “I’m here, where are you?”. Please just know that texts will be treated like e-mails if they are received during a wedding, meeting, or family time. Most pros will not respond during these times and you risk the chance of the message getting lost or forgotten. An e-mail stays more prominent and permanent.
Facebook should be used for tagging and throwing celebratory shout outs to both professionals you love and the clients we love. General, chit chat conversations are also appropriate for Facebook . It should never be used to schedule a meeting, discuss details, or ask for advice from a professional. You should never send a PM to a professional. All correspondence should be via e-mail or telephone.
Unfortunately, we are all guilty of wanting the instant gratification that smartphones are now providing. As wonderful as that sounds, imagine if your boss could call, text, or Facebook you 24 hours a day which allowed you zero separation from your work life and home life. Phew, too overwhelming! Communication is absolutely vital in planning any event, so let’s work together and make wedding planning as fun and stress-free as possible!
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