12 things to do in times of uncertainty

If you're a planner then you probably already know uncertainty isn't really our thing. While many of us are amazing problem solvers, we thrive best when we feel as if we are in control. My, how, (insert whatever higher power you believe in), is laughing at us now. The truth is we were never really in control, and if we learn nothing else during this time, it is that. But, as a die hard optimist and bonafide doer, I am doing my best to act where it makes sense to act and ease into acceptance in the areas where I know action would be futile. That being said, I do have a process I've developed for times exactly like this and I'm humbled to share it with each of you.

1. Determine your number one priority through this time of crisis

Maybe it's being as present as possible with your family while they're at home. Maybe it's taking care of your clients. Maybe it's simply just to stay in business. For me, it's keeping every member of my full-time team employed for as long as possible. Taking the time to identify this for yourself and your business is imperative to staying laser focused. Knowing your top priority will guide every decision you make during this time. It will help you determine how to prioritize your cash reserves, how you approach clients and ultimately how to develop and implement the right strategy to support said priority.

2. Plan for every scenario

Consider what the best-case and worst-case scenario may look like. Be honest with yourself. What does it look like if you have to close your business completely? What would be your plan of action? What does it look like if you have layoff your assistant(s)? What are their options for employment? Can you handle your existing workload without them? What does it look like if this all blows over in 8 weeks and you book those 15 tentatives you've been courting in a matter of a week's time? Explore what each scenario may look like. Sit with each of them. Accept that any of these scenarios may happen and then get to work.

3. Review your finances thoroughly

Figure out how long you can realistically keep your business running with the reserves on hand. Simultaneously review every expense you have, both personally and professionally, and assess what you can eliminate for the time being. Keeping cash on hand is going to be key in supporting your number one priority no matter what it is. For me, I've decided to temporarily pause services with my bookkeeper. I know I'll incur these costs later to get everything up to date but reducing that monthly expense buys me 1/2 a week's salary for one of my team members every month. I've also made the hard decision to pause services with the contractors who support The Good Beginning. Because we aren't servicing events in the immediate future, my full-time team can pitch in on that initiative. That decision alone not only buys me one full-time salary a month, but also keeps my team busy.

On a smaller scale, I reviewed all the subscription services we use and cancelled anything that's a "nice to have" vs. a "must have." I eliminated services like LegalZoom and asked my accountant to help with the processes they traditionally handle for me. I cancelled our graphic design subscriptions and instead will rely on software I own for these needs. These two decisions save $100 a month. While that won't do much towards paying salaries, it does save $1,200 a year which helps the bottom line in the long term.

4. Renegotiate everything

Call your landlord, mortgage company, the IRS, car insurance and any other recurring bill you have and see if there are options for leniency. One miracle that is happening right now is industries around the country are embracing humanity and rallying to support everyone impacted. Don't let your pride get in the way of having transparent conversations with anyone to see what your options are. I personally called the landlord of my office. I told him the situation. I offered to move out so he could open the space up to someone who's business isn't so unpredictable right now. Instead of asking me to move out, he is allowing me to stay in the space rent free through August of this year. Talk about a miracle! And all it took was a phone call. I did the same thing with my State taxes, the IRS and so on. The result of these calls opened up funds for 1.5 salaries per month for 5 months, making my cash reserves go longer than originally anticipated. While I hope to avoid taking advantage of these offers, the peace of mind it's brought is beyond anything I could have ever hoped for. And all it took was a little communication. So get out there. Have the hard conversations and see what your options are. This one step will keep more money in your pocket and ultimately makes your business more secure.

5. Keep a pulse on initiatives related to small businesses coming out of the city, state and federal government

This is an unprecedented time for small business. The state of our economy is in major crisis and every branch of government realizes keeping small businesses afloat is critical to recovery. Start or continue to follow resources like the Small Business Administration, your city leadership and the governor of your state. Enlist the help of your accountant or business banker to do the same. Make it a priority to follow closer than you've ever done before to determine what support you may qualify for, be it tax reductions, small business loans or payroll support. Not all of the options will be right for you and that's okay. Knowing you have options is a small step in staying calm during the chaos.

6. Take care of your existing clients

Spend more time than usual pampering your couples. Develop deeper connections. Check in on their well being and go above and beyond in any way possible. Now would be a great time to send them that bottle of champagne you usually save for the wedding day with a note saying "A little something to get you by while stuck in the house." On the contrary, now is NOT the time to say "well we don't even know if the wedding is going to happen" and going radio silent until the storm clears. Instead take the initiative to get ahead of the game. Make yourself an essential business in their eyes. Get a head start on things like floor plans, timelines and design for your future clients. Remember the "best case scenario" you developed in step two. Be prepared for that scenario by pushing forward with existing clients, so if a rush of clients do book after this situation clears, you are more than prepared to service them properly.

7. Connect with other vendors, planners and venues to offer support

Is there something you can do to help a venue get future business? Can you give them an Instagram shout out? Offer your favorite sales manager an ear to vent to? Or, can you push through orders you'd normally wait on for those clients not currently at risk of postponement? For example, with invitations: They will go out eventually and you know that. Can you sign that contract with your designer and start the process even if the client doesn't feel comfortable going to print? It keeps the client busy as well as brings a little revenue in for your vendor. We may not know WHEN events will be allowed again, but we do know our couples are going to get married SOMEDAY.  Signing those contracts and starting the orders that have the flexibility for change can help both your couples and your vendors feel a bit safer and productive during this time.

8. Be transparent with anyone who's affected by the uncertainty of your business, aka your "shareholders"

If you have employees, share more about your financials than you ever thought to do. Tell them how long the business can survive without bringing in revenue. Tell them the pitfalls you're watching out for. Share the goals and strategies you have in place to avoid the worst-case scenario as long as possible. Also share the best-case scenario. Let them know while times are hard, you are still hopeful for the good things that may come. Being transparent reduces the assumptions your team may be making behind closed doors and will gain you much needed buy-in. If you don't have a team, maybe it's your spouse you need to have honest conversations with. Talk to them about what needs to happen in your home to prepare for the best-case and worst-case scenarios. Don't act like everything's fine. Also don't spend too much time focused on doomsday. Just have the conversations. Also, don't forget to talk to your vendors about how your current uncertainty may delay the revenue they're anticipating in the future. This allows them to prepare for the worst as well. Having unprovoked, direct conversations with all of these "shareholders" will help ease their uncertainty, allow them to provide support where needed and ultimately gives them the information they need to make decisions for themselves.

9. Focus on future initiatives and revamp existing ones

You know that list of goals you've had since you started your business? Now is the time. Write those book proposals. Start developing more blog content. Create an online shop. Develop a company handbook. Revamp your sales tools and so on. For example, this educational platform is something I've wanted to create for two years and I'm taking the time to launch it now. We're also revamping The Good Beginning to incorporate the feedback we've had from end users since inception. So what goals do you have on that end? Review them and start moving. This is the perfect time to shift your focus, even if only in the short term.

10. set ground rules with your “Shareholders”

Your mental wellness needs to be top of mind right now. You cannot do any of the above if you lose focus on the big picture. Setting boundaries with your team, vendors and family is necessary to stay on track.. For me, this looks like asking everyone around me to avoid focusing on the problem unless there's a logistical need to do so. From inception, our company motto has been "solutions not problems." More than ever, I'm calling on my team to follow this protocol. We're also sharing things we're grateful for on a daily basis and looking for miracles along the way. But that's just what my needs look like. What do you need to stay mentally fit? Maybe you're the complete opposite and more information, no matter how negative, is better for your peace of mind. Maybe you need to vent more than normal to your family. Maybe you just need a daily walk which will require your spouse to watch the kids while you do so. Determine whatever it is you need to stay mentally fit and ask your "shareholders" to support you in the implementation of these practices.

11. Devour information from experts

Look for resources both in and outside of our industry and soak in as much information as you can. You don't have to take every piece of advice you come across but do be more open than normal to determine if it's the right information for you. I'm personally using this time to learn more about entrepreneurship, finances and leadership during times of crisis. I'm following industry experts who have been through trying times like 9/11 to explore the solutions they've implemented in the past. Some of the experts I'm leaning on in the entrepreneurial space are Mike Michalowicz, Verne Harnish and StoryBrand. Leaders in the industry I'm looking to include Sean Low, Cindy Novotny and Liene Stevens. And, if you're an Engage! attendee, Rebecca and Kathryn are sharing amazing resources in their private Facebook group. Take advantage of this time to learn as much as possible.

12. Breathe

When in doubt, take a breath. Know whatever happens is ultimately for the greater good of all involved. There will be scars from this period of time which may look deeper for some than others. There will be some pieces that can be put back together and some that will simply be left behind. No one is coming out of this unscathed. Find solace in that truth and take it day by day.

Thank you for allowing me to share the steps I'm taking in attempt to control the uncontrollable. Beyond this article, I look forward to the potential of working with each of you either directly or via my new educational platform, THE HELM by Beth Helmstetter. I'll be sharing courses on everything from my sales process and pricing strategy to my destination wedding how-to's and more. Whether you just need a few tips on elevating your design process or you're starting from scratch, we have a variety of topics to consider. Click here for more details including the different investment options. And if you're interested in one-on-one coaching, attending a workshop in the future or even having me speak at one of your upcoming engagements, I'd be honored to do so. In the meantime, remember we are all in this together and please take care of yourself!