The Gig File
“How do you stay organized?”
It is all an illusion – really. I am so not naturally organized… It is a huge struggle for me. However, the possibility of showing up at an event on the wrong day has me scared enough to force myself to fake organization…
One of the main ways I do that is with my gig file. This is where I keep all of my engagements in line.
The Gig File is based on the tickler file system used in a lot of offices. Here are the items you will need (most of which you probably have on hand):
Materials Needed:
1 file box with
43 file folders
1 sharpie marker
Post-it notes
your speaking calendar
Putting your Gig File together:
1. On each of the tabs of the twelve folders write one of the months of the year and the days of the month (1-31). Put the current month at the front of the file, with the 1-31 behind it.
Example – If it was July 15, your monthly files would run July through June, and your daily files would run the 15th – 31st behind the July file, and the 1st-14th in the August file so you always have a month of daily files going.
2. Using you speaking calendar, create a file with:
• The Event Name
• The Event Date
Example: “1/25/2010 -MOPS at UCC – Davis CA”
3. In the Folder:
• just under the label (inside the folder) on a post-it:
County & tax rate (When I get to the gig I take this post-it and put it in my cash box for easy reference at my booktable.)
Emergency contact (from worksheet)(easy reference when I am driving and have a question or if – gulp – I am stuck in traffic.)
• Worksheet with any special instructions: time to arrive, extras to
prepare, etc – highlighted
• Contract
• Door to door map printed (I also program these into my GPS, but more than once I have been so glad to have those printed directions!)
• Pre-addressed/stamped thank you note addressed to main contact(s)
4. Using your Gig File:
Once your file is put together, the hardest part is over. Now all you have to do is keep using it.
About the 20th of each month, pull next month’s folder and make sure you have everything you need for the next month’s events.
If you don’t have everything together, at least now you have a week to contact your event planner. If you have been dropping in correspondence and notes from your event planner throughout the year, you should have most of the work done in advance.
The other great thing about this system is that if you have an assistant (like I do) or a very willing spouse or friend, they can work on your files – they will know what is missing and what needs to be printed.
5. After the Event
When I am done with an event, I make sure I write out the thank you note and put it in the mail – that is when I know that I am officially done with the gig.
Setting S.M.A.R.T Goals for Speaking
I was first introduced to SMART goals four years ago when I started with my accountability group. I was trying to find a way to better define my goals and a friend introduced me to this system.
When it comes to goals, here is what SMART means:
* Specific – Is my goal vague, or am I able to really pinpoint what I want to do?
* Measurable – Are there clearly defined ways that I can see if I am accomplishing my goal?
* Accountable – Have I shared my goal with others who will check on my progress?
* Realistic – Is this goal actually obtainable, or am I just setting myself up for failure?
* Time Sensitive – Do I have a specific date when I want to accomplish my goal?
If you were interested in becoming a professional photographer, here is an example of what your SMART goal could look like:
“My goal is to become an accomplished photographer booking 12 weddings and 20 studio sittings a year. I will ask Kristy and Jackie to check in on my progress once a week and ask for updated stats. i want to be at this stage by June of 2008.”
Goal To It: Take a goal that has been rattling around in your head and make it a SMART goal. Reword it to make it SMART and send it to two friends to hold you accountable.
Creating Word of Mouth About Your Ministry
Last year, I spoke over 60 times. While several of my marketing methods (postcard mailings, posting on speaker websites,) paid for themselves, by far the most effective method has been word of mouth.
You may have one of two reactions to that, “Super – now I can kick back and let good old word of mouth do it’s magic,” or “Super (said in a much more sarcastic tone) she is already speaking a lot, so she can have word of mouth. I am speaking twice a year to mother’s groups where 50% of my audience are under the age of four.”
So let’s talk about two of those myths right now:
Myth #1 – Word of mouth requires no effort on my part
Myth #2 – In order to have word of mouth, I need to be already speaking on a regular basis
Today – Myth #1 – Word of mouth requires no effort on my part
I work very hard at getting good word of mouth. I try to make it easy for people to refer me, and feel confident doing so. Here are some of the ways I try to make word of mouth work for me:
1. I have a monthly newsletter that I send to anyone who signs-up at one of my gigs. (You can check it out by subscribing to Kathi’s Project Report at my webpage ) That way, if they hear of someone looking for a speaker, they are never further than their inbox to having my contact info.
2. I put my contact info on the bottom of every handout I pass out while speaking. It may just get stuck in their purse for months, but at least they know where to find me.
Over the next couple of weeks, I will be giving your tips to overcome Myth #2 – That you need to be speaking in order to get more speaking engagements.
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