Why you need KPI day in your wedding business

Show notes:

Today I’m talking all about why you need KPI day in your wedding business.

2024 has been the year of tracking the stats in my wedding business and using the data to make business decisions. Ever since Tayler from Enji introduced me to the concept of KPI day, it’s become a regular part of my month and I want it to be part of yours too! In today’s episode I am taking you behind the scenes of my own stats and sharing the numbers in your.

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Time Stamps:

Adoption of KPIs (00:00:00) Becca discusses her adoption of KPIs to monitor business progress and the impact on decision-making.

Use of Energy Platform (00:01:49) Becca explains her use of the Enji platform for social media scheduling, marketing campaign planning, and KPI tracking.

Monthly Lounge Calls (00:02:45) Becca talks about the impact of monthly lounge calls for wedding pro members and the review of KPIs during these calls.

Tracking Social Media Following (00:03:28) Becca details the tracking of social media following for her business and wedding blog on platforms like Instagram, Facebook, LinkedIn, and TikTok.

Website Analytics (00:06:57) Becca discusses tracking website analytics, including monthly visitors, and the impact on website improvements.

Email List Subscribers (00:09:27) Becca explains the tracking of email list growth and its influence on email marketing strategies.

Podcast Performance (00:11:09) Becca discusses tracking podcast downloads, episode performance, and attribution links to measure the podcast’s impact on business.

Vicinity Weddings Applications (00:13:46) Becca explains the tracking of applications for Vicinity Weddings and its financial viability for her business.

Financial Tracking (00:16:17) Becca details the tracking of income and costs using spreadsheets for a detailed financial overview.

Sales and Income Tracking (00:17:53) Becca discusses tracking sales by category, analyzing peaks and troughs, and comparing sales across different periods.

Costs and Profit (00:18:47) Becca emphasizes the importance of monitoring costs, setting cost targets, and analyzing cost percentages to maximize profit.

Cost Analysis and Adjustments (00:19:37) Becca explains how she reviews and categorizes costs, tracks them using QuickBooks, and makes adjustments based on cost percentages.

Monthly Sales and Cost Overview (00:20:22) Becca shares a detailed breakdown of her monthly costs and sales, highlighting the impact of high costs and the importance of tracking expenses.

Monthly KPI Lounge Calls (00:22:01) Becca introduces her monthly lounge calls, where members review their KPIs, set targets, and discuss their progress.

KPI Planner and Tracking (00:23:28) Becca describes her KPI planner, which includes tracking social media, website analytics, email subscribers, and podcast numbers.

Business Reflection and Goals (00:24:11) Becca emphasizes the importance of reflecting on business performance, tracking feelings, and setting goals for personal and professional development.

Financial and Enquiry Goals (00:25:03) Becca discusses setting financial and enquiry goals, tracking sales and enquiries, and analyzing the source of enquiries.

Personal Development and Connection Tracking (00:27:29) Becca encourages tracking personal development, networking, and relationship building to improve the wedding business.

Celebrating Wins and Setting Targets (00:29:16) Becca highlights the importance of celebrating wins, learning from mistakes, and setting targets for the month ahead

Transcript:

Becca: This year, my focus has been less on the big business changes, but more on the details of my business. Because often in business, it’s the small changes that can make the biggest difference. In 2024, I have adopted KPI day as a way of monitoring my progress. And today I’m going to walk you through exactly what I’m tracking every month and what I think you should be tracking too.

I’m Becca Pountney, wedding business marketing expert, speaker, and blogger, and you’re listening to the Wedding Pros Who Are Ready to Grow podcast. I’m here to share with you actionable tips, strategies, and real life examples to help you take your wedding business to the next level. If you are an ambitious wedding business owner that wants to take your passion and use it to build a profitable, sustainable business, doing what you love, then you’re in the right place.

Let’s get going with today’s episode. Let’s get started. Let’s get started. Now, I will be the first to tell you that detail in business is definitely not always my strong point. I love being creative. I love thinking of new ideas. I love launching new ideas, but when it comes to the nitty gritty details and the numbers, it’s not always my favorite thing to do.

However, in 2024, I’ve made a commitment to myself that I’m going to be better off. On the numbers and that’s why I’ve adopted KPI day and I’m starting to focus on numbers more. I do think as much as I don’t like it, it’s actually made a huge difference to my business and it’s allowing me to make wiser decisions about where I spend my money, where I don’t, where I market and what’s working in my business so that I’m not just plucking ideas out of thin air.

Now, earlier this year, at the start of 2024, I started using a piece of software called Engie. Now, if you’ve listened to lots of the episodes, you may remember that I interviewed the founder of Engie, Taylor, back in episode 81. If you’ve not listened to it, go back and take a listen after you’ve listened to this.

But I started using the Engie platform and it’s been Been really helpful in this area. Now on Engie, it allows me to schedule all my social media so I can schedule to Facebook, Instagram, LinkedIn. It also helps me plan out marketing campaigns and most importantly for this episode, track my KPIs. Now, if you don’t know what KPIs are, they’re basically, that’s just a name of key performance indicators.

It means what are the numbers you’re tracking in your business? And the reason that I started adopting KPI day is because the lovely Taylor from Engie. Champions KPI day. It’s part of her thing with NG that on the first of every month she encourages all of her customers to go through KPI day. And so I’ve adopted that in my own business and it’s made a huge difference.

So on the first of every month or the first working day of every month, I go into my NG, I fill out all of my numbers at the start of the month and I review where things are at. Now, I’m also encouraging my Wedding Pro members to do this as well. So in the Wedding Pro members lounge, if you’re a member of that, every single month at the end of the month, we have a lounge call where we go through the numbers.

We go through a worksheet that I’ve created specifically for you and your wedding business. We go through it together on a call so that not only are we going through the numbers, but you’re also being accountable for getting it done. as well. Now KPI day and lounge calls have had a massive impact on my business and those that are coming to the lounge calls as well, because all of a sudden we know more details.

So in today’s episode, I thought I’d walk you through my own KPI day, what I look at, how I do it, what I’m tracking, what it’s telling me about the business, and also what I do on those lounge calls, the kind of things I think you need to be monitoring every single month as well. So let’s start with what I do on KPI day.

So when it comes to the beginning of the month, I open up my NG account. Now, the reason I love doing this on NG is for two reasons. Number one, it’s really visually helpful for me. So all of my KPIs are in graph form, so I can have a look and it’s all color coded to my business. It’s very pretty, but it means I can have a look at what’s going on with the numbers and I can get a big oversight and it’s tracking it each and every month.

So I can see the peaks. I can see what’s growing. I can see what’s not growing and I can compare them month to month. The other great thing about NG is they’ve now started to allow. Some of the KPIs to integrate with the software automatically. So it can pull things like your social media followers and your Google analytics straight into NG, meaning that you don’t need to go and search for those items.

And they’re having more and more of these integrations all the time. Now I do actually like going to search for the items. I actually find it quite fun going through and doing KPI day. It’s become something I enjoy in the business rather than something I don’t like because I like being able to see those numbers and see those graphs.

And it gives me a reason to look at them. Whereas before I just have my head in the sand or I wasn’t really paying attention. attention to what was going on. Now I know in granular detail, everything that’s going on in my business. There’s absolutely loads of ways that you can track your KPIs, and I’m going to share some more of those with you later as well.

And it can be just on a simple pen and paper. But if you are interested in seeing what Engie is all about from a social media marketing point of view, an overall marketing point of view, and the KPI trackers, then I will put my affiliate link in the show notes. And I’m more than happy to talk to anyone who’s interested.

So on KPI day, then I open up my Engie and I go to my blog. graphs and I start looking at the different areas. So the first thing I look at is social media following. Now you may or may not be aware that I have two parts to the business. So I have the Becca Poutney part, which is all my business consultancy, but I also have vicinity weddings, which is my wedding blog.

And although that’s run almost entirely by one of my team, I still have overall oversight on that. And therefore I want to be paying attention to the numbers. So when it comes to social media, I’m always looking at Instagram followers, Facebook followers, LinkedIn connections, and more recently we’ve started looking at TikTok as well.

And I track those numbers for both vicinity weddings and Becca Poutney. Now I’m not looking for my numbers to be massive, but what I am looking at is that my numbers are increasing month on month. So for example, having an oversight now, I can see that As of December end of last year, I was on 3, 300 Instagram followers for Becca Bountney.

And now I’m on 3, 553 in June. So over six months, it’s gone up by about 250, so it’s not a huge growth, but it’s a steady growth. And each and every month the numbers go up and up and up, which is a good thing because we want to be reaching new people. I can see my Facebook stayed rather steady. LinkedIn has gone up a lot because I wasn’t paying any attention to that before the beginning of the year.

And now I’m purposely doing a lot more on there. And also my TikTok is also growing, which I have not seen. Really been doing ahead of this year either. So I go through, I pop in those numbers, have a look at that and just have an overall look at how things are going. And I do the same for vicinity weddings as well to make sure I’ve got those numbers in there too.

Oh, once I’ve done my social media following, the next thing I look at is my website analytics. So both my Becca Poutney website. And my vicinity weddings website are on Google analytics. So you can get the numbers directly from there, or if you’re using NG, then it’s pulling in those numbers. Now, again, there’s loads and loads of different numbers that you can look at and track inside Google analytics, but I just want to see a big picture.

So I’m looking at the big numbers. So the thing I’m looking at is website visitors. How many people are coming to my website? on a monthly basis or who’s coming each month and are there peaks and troughs different times of year? Are there more people coming or less people coming? Now, this has been one of the most interesting stats for me to look at because quite frankly, I didn’t think anyone was ever really going to my BeccaPoutney.

com website. I didn’t think it was there for more of an authority builder. I didn’t think it was getting much traffic, but since looking in more detail at these KPIs, I’ve realized actually quite a lot of people are going there every month and I should be paying more attention to it. So I’ve done lots of updates on the site.

So I go in, I see how many monthly website visitors I’ve had for Becca Poutney and how many for Vicinity Wedding. So just to give you an idea, in June I had 631 visitors. into Becca Poutney and 1, 600 visitors over to vicinity weddings. Now again, 631 doesn’t sound like a big number, but that’s 631 more people than I thought were going to my website.

And therefore I realized early on in the year when I could see that numbers were growing, that I needed to pay more attention to the website. So one of the outcomes of that was that I decided to install a program called Hotjar on my website. You may or may not have heard of it, but basically it tracks what people are doing on your site.

It video records sessions. They don’t really realize it’s doing that. You don’t know who it is looking, but you can see where on your site people are clicking. It gives you a heat map so you can see the kind of places that most people are looking at on your website. Therefore, it allows you to improve your website.

So I did that at the beginning of the year, seeing that more people were going to my site and that’s really helped me. amend things. It’s helped me spot mistakes because when I watch sometimes those recordings, I think, oh no, why are they going there? Or, oh dear, they’ve clicked on something and that link is broken or that information is out of date.

So it’s meant that I can keep updating my website, but it also means I can see the kinds of things people are interested in and build on them more. So for example, a lot of people are coming to the website and looking at different podcast episodes. So I know that keeping the podcast episodes updated on the website is really, really important.

So that’s the numbers I track from the website analytics. definitely made a difference to my business. And since I’ve been doing that and improving the website, I’m also seeing those numbers go up every single month. So if I look back at the end of last year, so October, 2023, I only had 321 visitors that month and each month, pretty much it’s gone up, had a bit of a dip in February and then last month it was 631.

So you can see it’s. Change is basically doubled where I’ve been doing those improvements. So just the simple act of tracking that KPI has made a big difference to my business. Now, the next thing I look at is my email list subscribers. So I want to know how many people are subscribing or unsubscribing to my mailing list because people do unsubscribe.

And as I always say, you don’t need to panic about people unsubscribing, let them go. It’s fine if they don’t want to hear from you anymore. It doesn’t mean you should email any less. It just means they’re not right for you at the moment. So I just keep a track on my email list growth to check it’s going in the right direction to see what I’m doing.

And I will see that if I do something particular, so for example, I may be sharing you lead magnet or do some kind of sign up for a masterclass, then I will generally see an increase on people on my mailing list and it will go up. Whereas if I don’t do anything, but just send emails, then sometimes it will go down where a few people have unsubscribed and no new people have joined.

But again, it’s helpful for me to see how many people I’ve got on that list. What’s happening to that list. And it’s a reminder that I should be sending them an email or I should be trying to encourage new people to join it if it stays stagnant or goes down. So it’s a really helpful number to track as well.

Now, the next thing that I track probably isn’t that helpful to most of you, but I’m going to share it anyway, because I’m being quite transparent about all the KPIs I look at, and that’s to do with the podcast. So I’ve been doing the podcast now we’re on episode, I think 119, something like that. And I’ve been doing it a while and I want to know what impact is having on my business.

And so there’s a few different things that I’ve been tracking with the podcast. First of all, I track the downloads now every single month. So how many people are downloading and listening to the podcast? I do it on a monthly basis. Is rather than on a per episode basis. But I can go into more detail in those analytics and see which episodes do particularly well and what topics people are the most interested in.

And again, with the podcast, I just wanna see that it’s trickling up. I’m not looking for big numbers, but I wanna know that suddenly everyone hasn’t stopped listening to it or that I haven’t gone off track. Or is there a particular month when it’s really boomed. I need to look at why that is. Is there somewhere that I was talking about the podcast?

Maybe I’ve been talking about it more on social media and that’s attracted more people over to it. The other thing I’ve started doing with the podcast is something called attribution links. So within my podcast player, when I say two things like, oh, there’s a link in the show notes or go and find out about my wedding pro members lounge in the show notes, I can make that an attribution link.

So I can actually track how many people are clicking. each month to those various things. Now that’s important for me because obviously the podcast is a way of marketing my business and marketing my services. So I need to know if that’s working. If I talk to you about something on the podcast, does it impact sales into the business?

Does it mean people go and have a look at what I’m doing or not? Obviously it takes me a lot of time and a lot of energy to make these episodes and to interview people. And as much as I want to do it to give people back to all of you and to give you a good thing to listen to. Ultimately it won’t happen if I don’t make any money in the business because it wouldn’t be financially viable.

So by tracking those attribution links and seeing where people are clicking, it helps me work out whether I should be doing different adverts on the podcast, what my topic should be, and whether or not it’s financially viable to keep the podcast going, which the good news for you all is at the moment, it definitely is, so the podcast isn’t going anywhere anytime soon.

Now, before I go into the last couple of things that I track on a regular basis, it is important to realize at this point that everyone’s business is slightly different, and my business may be very different to yours. Obviously, what I do is business to business. I’m helping you grow your businesses. I’m not working directly with couples other than on vicinity weddings, but in terms of bringing money into the business and the key performance indicators, it’s mostly around business to business.

Whereas I, Understand that for most of you, you’ll be talking directly to the customer, which is why shortly, I’m going to be talking about the other KPIs I think you should be tracking, but I just wanted to give you a real life example of the things I track just to give you an idea of what goes on in my business and a little peek behind the curtain.

So the next thing I’m tracking at the moment is vicinity weddings applications. Now this one might seem a bit random, but at the moment in our business, we’ve been talking about the viability of vicinity weddings. I started vicinity weddings as a wedding blog. ultimately as a way to promote the amazing businesses that I work with.

So when I first started it, I realized that, you know, there’s lots of big directories and I’m not trying to compete with those, but they’re quite expensive to be part of. And quite often when you submit your stuff to them, they have so many submissions that it means you’ve worked really hard on style shoots and it’s hard for you to get published.

And so I started vicinity weddings as a way of giving back to you, the wedding supplier community, because it was a platform where I could promote your businesses and I could also get blogs written about you, you could submit your style shoots to and so on and so forth. But vicinity weddings itself makes no money but it costs me quite a lot of money to run because I’m paying someone to run it all of the time.

So that is quite an expensive outlay and so I’m having to look at the financial viability of vicinity weddings and whether or not it’s worth continuing with it. Now I do love vicinity weddings because it is great to be able to feature peoples. blog posts. It’s great to feature your shoots and to promote your businesses, but I need to look at how it integrates into my business.

So we’re on a mission at the moment to work out what positive benefit vicinity weddings can have into our business, as well as us giving back to you guys by letting you be on the platform. So we’ve been looking at areas of the country where we don’t have very many suppliers represented. We’ve been going into Facebook groups and offering people the opportunity to be listed on vicinity weddings free of charge.

And what I’m doing now is tracking how many people apply to be part of the site. Now when you apply to be part of vicinity weddings, it won’t cost you anything to apply to be on that site. As long as you’re in an area that we are looking for new people for and there’s no kind of monthly payment or anything like that, but what it does mean is that you will then go onto my email list and hopefully in the future, maybe you’ll join a member’s lounge or buy a course or something like that.

So what we’re doing is we’re looking at how we can use vicinity weddings as a way to bring people into the business as well as give out to it. And if that works, then it means we can viably keep doing it. Facility weddings going, if it doesn’t, we may look at shutting that down at the end of the year with that still very much up in the air.

But again, we’re making these decisions based on numbers and based on the key performance indicators, rather than just making decisions off the fly or how we’re feeling emotionally. Because if we do emotional decision making, I’d never give up anything because vicinity weddings has been around a long time.

And I love being able to give back to you guys. And I love being able to feature you all on there and feature your shoes. But actually, sometimes we have to look at things objectively and see whether it’s actually just a cost, a sunk cost into the business or whether it’s got a business benefit. So by tracking how many people are applying to be part of it, and then that feeds into my email list and everything else, then we can start to have a better idea on those numbers.

So if you’re listening to this and you’ve never been to Apply to be part of vicinity weddings and you want to apply, then feel free. Again, I’ll pop the link in the show notes. You can apply. It won’t cost you anything. You’ll get a listing on there and also the opportunities to submit as content and to submit as your style choose if you’ve got any, and we’d love to feature you if you’re based here in the UK or you work in the UK as well.

Okay, the final part of my KPI day is then looking at the money. Now this part takes me a little bit longer and involves another spreadsheet as well as my NG thing. But the things I track in NG are how much income has come into the business that month and what are the costs that have come into the business that month.

So that gives me an overall picture. I can see if there are months that are better financially than others and I can see if there are months that are, the costs are particularly high compared to others, but really I want a bit more of a detailed overlook. So Which is why I go into another spreadsheet.

Now, if you are in the Wedding Pro Members Lounge and you want a copy of the spreadsheet that I use to track each month, the numbers, then you’re more than welcome to have that. Please reach out to me and I will get that over to you. Or if you’re interested in that, then come along and join the Wedding Pro Members Lounge.

We’d love to have you and you can get access to that spreadsheet. So within that spreadsheet, first of all, I look at all of the income and I split it out. Now, again, for you, it’ll look very different to what it looks like for me, but mine is split out by what income has come in for the wedding pro members lounge.

What’s come in for my wedding pro agency. How many courses have I sold? How many planners have I sold? How much one to one work have I done? Is there any budget? Affiliate work that I’ve done. Is there any venue consultancy or training work that I’ve done? And each of those are categorized separately.

And then I mark next to it, what’s come into the business. So for example, I can see that in May I sold the wedding pro business builder course for 447 pounds. So I can see that as the income for that. Part I can see that in speaking opportunities, for example, in January, I can see that there was some speaking opportunity money come in so I can look at it in detail across the year.

Now I do that by going into my QuickBooks and my accounting software and also my Stripe because I take payments on Stripe and then breaking it down. So if you ask me how much money I made from the membership each month, I could tell you to the penny, how much money the agency made. I could tell you to the penny as well.

And that’s because I’ve started doing KPI day. If you asked me a How much money I made from each part of my business. Quite honestly, I wouldn’t have been able to give you an answer, which is why this has been such a big positive change for me, because I can see which parts of the business are making money, which are not making money, and therefore what I should focus on more and what I should focus on less.

So it’s the same for you guys. You may see that if you do this regularly, you’ll see peaks and troughs. You might want to say how many new deposits have come in. You may want to. do it by category. If you do more than one thing you may want to do final payments as a category. However, it helps you to categorize it, but you don’t just want it as one block of income because that doesn’t give you as much information as you really need.

So I work out the income based across all of the different things inside that spreadsheet that members can get hold of. And then I just take the total sales amount and put it over into my ng so that I can see whether my are kind of similar across the year. If they’re up on last year, if they’re up month to month, I know that some months are better in my business than others.

And it gives me an oversight on where those dips are going to be so that I can prepare for them in the future. Once I’ve sorted out my sales, the next thing I need to look at in my spreadsheet, in my finance spreadsheet are my costs. Now, this is a really big change for me is really paying attention to the costs because it’s great.

marking how much money you’re bringing into the business. But actually, if you’re spending all of the money you’re bringing in on costs, then the profit is basically non existent. Earlier this year, I read the book Profit First, and it’s helped me really think differently about profit and costs. And so now I’ve set myself a target of wanting to sit at about 35 percent costs each month.

So that means out of a hundred percent of income, only 35 percent of it goes out on costs. Now costs doesn’t include paying myself. This is literally costs into the business. So anything that I’m paying out, that’s not paying myself. So paying any freelancers that comes under a cost, paying any software, all of that comes under a cost.

If there’s costs associated with the work you’re doing. So as a florist, if you were buying flowers that would come out of costs, but you don’t take your owner’s wage out of costs that comes out afterwards. So I’m starting looking more in detail at costs. So again, I do this using QuickBooks. When I’m in my QuickBooks, I can filter it by money out.

I can mark the money out, make sure that I’ve got it all tracked, and then it can pull up a report of how much money I’ve spent that month, as long as I’ve reviewed all of the transactions. And I take that amount and I put it over into my spreadsheet, and then my spreadsheet does the maths for me. So it says, here’s the money you bought into the business.

Here’s how much money you spent on costs. Here’s the profit leftover. And then it tells me the percentage of costs So as I said earlier, I’m looking to get my costs to about 35 percent each month. Last year, my costs were way too high and therefore it was impacting my profit. Now, when I look at my costs, I can tell you across the year.

So in June, my costs were 31%, which I’m pleased with. In May, 36%. So a little bit higher in January, 32%. Now in April, I can see that my cost was 75%, which is way too high. But I can also say I’ve made a note underneath is because I had to buy a new iPhone. My phone broke. I wanted to buy it in last year’s tax year.

So I bought it on the 1st of April and that’s why my costs are so high, which is why I made a note of it. So when I look over it next year and think, why was there so many costs in that month? I’ve got it noted down. So once I’ve got my costs in my spreadsheet, I then also go ahead and put my costs into my NG platform.

As well. So now I can see my sales and my costs for every single month in there too. So to recap, the things I’m looking at inside my NT account, my KPIs are my social media following. I’m looking at my website analytics. I’m looking at my email list subscribers. I’m looking at my podcast numbers and links in my podcast.

I’m looking at how many people apply to be part of vicinity weddings, and I’m looking at my income and my costs. So what should you be looking at in your wedding business? So as I mentioned earlier in the podcast, I’ve been having a big push on my own Wedding Pro members that they should be doing a similar thing to me at the end of every month as well.

And so what I’ve done is I’ve started implementing over the last couple of years, lounge calls. Now our lounge calls are where all of my members, if they can make it, invited to come along. Sometimes they’re in the evening, sometimes they’re in the day. I give them the dates ahead of time. You come along onto Zoom, we jump on the Zoom call together and then we go through a list of KPIs that I think you should track.

And as a group, we go through them. It gives people the opportunity to sit down and do it. It gives people the opportunity to feedback. It keeps them accountable to me because we’re talking about all of the numbers and it means that they can track what’s going on. It also means that people who can’t make it live can watch the recording on catch up and people can get to know each other as well.

So they’re really, really great calls. We do them at the end of every single month. Now, at the beginning of this year, I realized there was a gap because I was giving people a principal sheet each month. But really, if you want to see these numbers as a whole, it’s really helpful if you can look back on the previous month and see where things have come, which is why I love my graphs.

So I designed my wedding pros who are ready to grow 24 month planner with my members and anyone else who wants to track their wedding business goals in mind. So it’s available on Amazon. If anyone wants to grab a copy of it, just search Becca Poutney on Amazon, you’ll see them come up. There’s even a musical theater edition, which is full of musical theater quotes, which I love.

And what it does is basically it just gives you the worksheets to work through every single month and every quarter and annually as well, so that you can go through and track your KPIs and have it in a physical place that you can look back on and. And either do with me on a lounge call or just do in your own time as well.

So if you want one of those, I’ll put the link in the show notes for you to find out more about it. But what we then do is we go through these sheets on the lounge calls, and I’m gonna go through with you now the things that we are looking at so you can work out what things I think you should be tracking as well.

Now, my planners are undated purposefully, so you could buy them any time of year and put the months in. There’s two years worth of. planning in here. So whatever month you start, it doesn’t matter. And it means you can do two years worth of planning in one little book. So the top of the sheet will allow you to put in the month because it’s important we know what we’re tracking.

It also, I have a series of faces, a smiley one, a neutral one, and a sad one, because I want you to be able to track how you’re feeling about your business. I think this is really important when I talk to my members to work out if they’re always feeling down about their business, then maybe something needs to change.

And by thinking about that question, each month. It allows us to kind of keep an eye on how people are feeling, whether people are struggling or whether people are feeling good. There’s also a part on there where you can track where you are inside the members lounge. So inside my wedding pro members lounge, all of our training videos are split into sections.

There’s like a build section, a grow section, an advanced section, and depending on where you are and your business will depend what kind of videos you should be watching, what training you should be doing. So there’s a. part in the plan where you can note whereabouts you are in that program as well. So the first things that we look to track are similar to what I was talking about earlier.

So we look at your Instagram followers, we look at your email subscribers, we look at your website visits, but we also add in that we look at how many reviews have been left. This is feedback that I got from my members last year that they wanted to have a more trackable way of remembering to get people to leave reviews because they would go through phases of getting people to leave reviews and then six months later realize.

They hadn’t asked anyone for a review for ages. So by looking at it each month, it just reminds them, Oh, I haven’t had any reviews this month, so I should probably try and get some for next month. And it keeps us all accountable. So they’re the four first things that we look at. So your social media, your email subscribers, your website visitors, and your reviews.

The next thing we do is look at the financial goals because in these lounge call sessions. Unlike my KPI day where I’m just looking at what’s happened in the lounge cause we look back at what’s happened, but we also set targets and goals for the month ahead so that everyone’s got something to work towards.

So we look at numbers in terms of sales and we also look at numbers in terms of inquiries. I think wedding businesses and venues live and breathe on the amount of inquiries we’re getting through to the business and we look at both inquiries and sales. So I always say you can look at that as a number form.

So you could say I had five inquiries into the business and one of them converted into a sale. Or in monetary form. So we had 5, 000 pounds worth of inquiries and we made 1000 pounds worth of sales. Next month we want to do. 10, 000 pounds worth of inquiries and make 5, 000 pounds worth of sales. So again, similar to what I talked about on my KPI day, we’re looking at the numbers, but as well as looking at sales and costs, we’re also projecting forward and also looking at number of inquiries, because if you’re getting a huge amount of inquiries into the business, but not converting many of them into sales, it’s a good sign that maybe there’s something not quite working there, something that needs to change and it can be.

lead to a bigger conversation. Now the next thing as members, we track is where enquiries came from. Again, I think in the wedding industry, we have so many different avenues where people can contact us. Did they find you at a wedding fair? Did they find you online? Did they find you on Instagram? Did they come to you via Google?

Did they come to you from a particular venue? Did they come from you from other suppliers? And when it comes to making your decisions on where to spend money on marketing, having this information to hand is actually really, really important. So every month we track, okay, yes, you’ve had five enquiries, but where did they come from?

from because often where we think we’re doing all of our marketing isn’t necessarily what’s working best for us. So you might say to me, I spend all my time on Instagram, but if all hundred percent of your inquiries are coming from venues, then maybe you should spend more time building relationships with more venues rather than so much time on social media, for example.

So having this information to hand will help you make wiser decisions. Now the next thing we always do is rate ourselves because again in a group setting, I think it’s helpful for us to get a track on where you’re at. So I have a system one to five, one being terrible, five being amazing, and we look at how you’re doing for things like marketing, sales, personal development, and work life balance.

So that you can look back and reflect on, okay, I forgot to do any marketing last month. And I worked all of the time and I didn’t have any balance. So again, we’re just identifying areas that may be a weaknesses or strengths so that we can make sure we change things. Otherwise we can find six months later, we’re still doing the same mistakes and actually nothing’s moving forward.

After we’ve looked at the numbers, the next thing we look at is connections. So this is another thing I like to get my members to track is who we’re building relationships with. So I encourage them to think about the kinds of people they might want to build relationships. Maybe it’s venues, maybe it’s press people, maybe it’s wedding planners.

I don’t know what it is for you, but by writing down one or two names and targeting certain connections, and then looking at how many of those succeeded over the months, I think it’s a really positive thing. I think networking and relationship building is crucial to growing your wedding business. And so by having it as a trackable KPI, it means we’re paying attention to it and we can see when we’ve neglected it a bit as well.

So as you can see, there are a few things in there that we look at, which is slightly different to the things I look at on my KPI day, but it’s all really, really important. And then we find finish those calls, looking at our wins. So things have gone well, I think it’s important that we celebrate and make note.

And I love it because now when people have got their planners, you can flick back through over a year when you feel like you’ve had a year that nothing really good has happened in your business and you flick back through and read all of those wins. It’s a great feeling. So we track our wins. We then also track our learning.

So if things didn’t go so well, or we made a mistake, we can track that as well so that we can make sure we’re not making the same mistakes every single month. And then the final thing we do is we write down the three things we’re going to get done in the month ahead. So as I said, those lounge calls are slightly different to my KPI day, because we’re not only looking back, we’re also looking forward and setting targets as well.

I hope that that’s been a helpful insight, a little bit of a behind the scenes look at what I’m doing in my business, what I’m doing with my members, the things that I think you should be tracking. And I think the big thing is I want to encourage you to start looking at these numbers, stop putting your head in the sand and start making it fun.

Whether you need to be accountable and do it with other people. If that’s you, then I encourage you. Become part of our wedding pro members lounge. We’d love to have you. It’s only 37 a month. Come on in. And every single month you can come on one of these calls with me and we will do these numbers. We will go through them.

And if you can’t make the call live, then you can go ahead and you can watch it on catch up and still do it. If you don’t want to become a member, but you want to track these things, go ahead and grab one of my planners on Amazon. They’re just 15 on Amazon. Go and grab one. And then you can get that delivered to your house and you can start setting a note in your diary on the first of every month to get started.

Go through the planner and make sure you’ve got it written in there. Or take a look at Engie. If you like the visual thing as well, or if you’re looking for a piece of software that can help you track those things as well as schedule your social media in a whole wide variety of other features, then take a look at that.

But the main thing is I want you to. Courage you to just start. You will know what will help you. So find the thing that’s going to help you the most and start doing it because when you know the numbers, you can start making much wiser decisions and you can see how healthy or unhealthy your wedding business is right now and what you need to do to change it.

I hope it’s been helpful. If you’ve got any questions about any of the things I’ve talked about today, or you want to know more, reach out to me on Instagram or drop me an email and I’ll see you next time.

Becca xo

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