There are a number of party planning software programs out on the market today. They range from free (which have limited functions) to those costing $100.00 or more. As with most things, free is not always good (or bad) and the most expensive doesn’t guarantee quality. So how do you choose a good planning program? Research the product and see if it has everything you need and not a lot of what you don’t need or will never use. Here are some of the features you will find in most of them:
Task Organizing feature. — This is a must for any party planner. The software allows you to organize your tasks into categories such as mailing invitations, booking a venue, menu planning, and anything else you might need. You will want to make sure your task list can be sorted in a variety of ways – such as by date or category so that your lists can be used in a number of ways.
A To-do list with Timetable feature — It’s easy to lose track of things that need to be completed and it is even easier to put things off. This module of the software lets you decide when the task should be done and how long it should take. As with any task list, you will find yourself ticking off projects and staying on track with ease.
A Calendar — A good party planning program will also have a calendar that is integrated with your other lists that can be viewed on the computer or printed out showing detailed information on the tasks that you are tracking.
Budget Managing feature — This is one of the greatest features. It allows the user to keep track of all purchases, keeping subtotals of each category and a grand total for all expenses. In most party planning software you will find you don’t have to be an accountant to use this part of the software, as it is very user friendly.
A Reminder feature — This tool is great because it automatically reminds you of any appointments or tasks you have to do. With this, there is no need to try to keep track of all those paper lists that seem to get lost or worrying about forgetting something important. Most reminders are made through your calendar program or your email system but some programs have audio or visual alarms as well.
Record Keeping feature — This very important feature allows you to keep track of all your important correspondence such as any emails, quotes, inquiries, etc.
Stationery Program — This software lets you play with the wording and design until you find one you absolutely love. You then print it and take it to your local stationery store or printer to have them professionally printed. Some programs are actually high quality enough so not only can you design your invitations you can print them as well. They usually also have templates for envelopes, receptions cards, and more.
Venue Seating Arrangement Feature — Some programs will let you try different table placement and seating arrangements for your venue. Note however that you should check with your venue to see if this is an option. Many places allow for minimal changes in table placement.
Printing Capability — One very important feature you should make sure your software has and that is the ability to print out any or all of the information you have entered into the program. While it is nice to be able to open the computer and see at a glance where you stand, you may need to print out shopping lists or to-do lists you can keep with you while you are on the go. Most programs do allow this but double check before purchasing just to be sure.
Easy to Use — Almost all party planning software is easy to use. When first opening the software you might feel intimidated because there is so much you can do with it. Once you actually look through the different modules or features, you will see that it isn’t difficult at all. Most software can be found on the Internet and most will offer a free trial of some sort so you can work with it before actually purchasing it. By using this free trial, you will be able to make sure that you feel comfortable using it. If for some reason you don’t like it, look around until you do find one that is exactly what you need and feel confident using.
Planning a party can be stressful and things can get out of hand quickly if you are not organized. Using party planning software you’ll find staying focused and organized a breeze. You may find the software makes party planning so easy you’ll be coming up with all kinds of reasons to plan another one!
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