how do you keep track of it all…

posted 3 years ago in Logistics
Post # 3
Member
3735 posts
Sugar bee
  • Wedding: September 2014

@MsGinkgo:  Outlook calendar synced to phone and spreadsheets. I’ve never been a binder gal so I have one master file with multiple tabs. It’s worked out great for me so far. Everything is booked and under contract.

Post # 4
Member
3538 posts
Sugar bee
  • Wedding: September 2013

For appointments, etc. I write it on my wall calender at work.  I find that if I try to use my outlook calender or phone, I have a tendency to click OK on it or whatever when it pops up, and then I end up forgetting.  Since it’s on paper right in front of me, I can’t “clear” it off my screen. LOL

For everything else, I have a master spreadsheet file.  It contains my guest list, addresses, #RSVP seats given, #RSVP seats taken, price quotes, to-do projects, etc.

Basically all of my vendors are “friendors” so luckily I don’t have to keep up with payments or anything, they will just get paid the day of the wedding. The venue is already paid for. 

I would suggest keeping one planner with all your important appointments and dates. Having 2 or 3 different things to check all the time can get confusing! 

Post # 5
Member
2441 posts
Buzzing bee
  • Wedding: July 2018

I have a binder for everything paper related, and then everything else is in my iPad calendar.

 

Post # 6
Member
2657 posts
Sugar bee

We have Google docs and Google calendars which are shared between me, FI, and the wedding party.  This way, we can collaborate on ideas and things we need to do.  Right now, I have a master spreadsheet of vendor options, a spreadsheet of upcoming expenses, a document with all of my ideas and day-of plans so far, and a calendar of upcoming deadlines and appointments.  So far, it’s worked out pretty well but we’re only into booking our 2nd vendor.

Post # 7
Member
244 posts
Helper bee
  • Wedding: June 2013

@MsGinkgo:  I have been told by my vendors that I am very organized.  My photographer said “the most organized bride” 🙂  so here is what I’ve been doing for the past year and a half (I’m  4 days from being finished, finally!)

I bought a binder but it’s really only used for storing contracts etc.  To organize, I use google docs.  It’s easy to set up and it’s basically a version of Word and Excel that you can access from any computer.  You just log in and you’ll see the spreadsheets and documents that you have created and you can edit them regardless of what programs you have on the computer you are using.  

I have one spreadsheet that has seperate tabs for each category: Budget, Vendors, Honeymoon ideas, To pack, Timelines, etc.

I also printed out a generic blank word document calendar for each month and wrote down appointments etc on it so I could see it at a glance.  I like my iPhone calendar for reminding me of appointments but it doesn’t help me see a clear picture of what appointments that I have coming up.  

In the earlier stages I would create a seperate tab titled “Photographer” (for example) and I went online and copied and pasted the names of photgs that I liked and their review status on yelp/weddingwire and pricing so I could compare and narrow down.

If you need help setting up spreadsheets let me know and I can email you some of mine.  I have a secret love for spreadsheet making.lol

Post # 8
Member
244 posts
Helper bee
  • Wedding: June 2013

@bleusteel:  lol, another google doc user and it looks like we have similar taste in flowers 🙂

Post # 9
Member
1584 posts
Bumble bee
  • Wedding: September 2013

@MsGinkgo:  I use my phone’s calendar app (I have a S3), and it allows me to invite attendees, etc. so I can send the appointment to my FI.

For budget/guest list, I use an excel spreadsheet that I found online…. We keep all the hardcopy receipts in the folder we were provided by our venue.

Post # 10
Member
6504 posts
Bee Keeper
  • Wedding: June 2013

Excel spread sheets with tons of tabs. I then put the due dates on my phone with an alarm. I think keeping everything in one place is key. I personally would go with my phone over anything work related so that I have easy access to it!

Post # 13
Member
1071 posts
Bumble bee
  • Wedding: October 2014 - Greenbrier Country Club

I have a file folder on the computer, a binder with paper documents and images that I take to all my appointments, and a calendar. I haven’t had any issues yet, but I’m sure it will get more difficult as it gets closer. You may want to look into having a wedding coordinator if your having issues. 🙂

Post # 14
Member
5087 posts
Bee Keeper
  • Wedding: April 2014

I have a folder full of stuff from our venue…& post-its, once we have contracts they’ll be in there too. We have a spreadsheet, budget planner and our mood board which is a work progress. 

Post # 15
Member
885 posts
Busy bee
  • Wedding: October 2013

I have a master Excel spreadsheet with about 20 tabs with all the planning info, guest list, budget, prices, contact info, etc.  Any hard-copy information I receive (receipts, contracts, etc.) I scan and save in the same Wedding folder where I keep my spreadsheet, my invitation templates, and any other wedding-related documents I have amassed.

Post # 16
Member
11300 posts
Sugar Beekeeper
  • Wedding: August 2013

Google Docs (+ the app on my phone) for spreadsheets, we use Out of Milk for to-do lists. We can share any and all of those files between the two of us and any others who need them. Paper goods get put into labeled expanable file folders.

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