Always Get An Email Address (2021)

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Do you have an email address for the clients please?

Title
Always Get An Email Address (2021)

Description
In response to persistent communication challenges, RD implemented a policy to always request the client's email address to ensure clearer, more efficient communication throughout the event planning process. This initiative arose due to issues RD had encountered while trying to resolve finer details with clients over the phone or through other less reliable channels. By 2021, with GDPR regulations well understood and implemented, it was deemed more practical to communicate and finalize event details via email. This change was intended to streamline the process, reduce the chances of misunderstandings, and provide a documented trail of correspondence.
The request for clients' email addresses became a standard practice, ensuring that all event information was provided in writing, and that clients had direct access to the relevant details for the event. This approach helped with improving organization and accountability for all parties involved.

Notes Comments
Initial Implementation: This policy was tentatively tested during the CA event (10/07/2021). PB, who was involved in the booking process, was receptive to providing an email address at that time.
Overture Booking System Influence: The introduction of the new booking system, Overture, by MSFH Agency, likely played a role in formalizing this practice. The system provided a platform that supported this method of communication, which could have contributed to the relaxation of any prior restrictions on sharing email addresses.
Potential Confusion and Clarification: The introduction of this practice led to some confusion on PB's part, especially when the inclusion of terms and conditions (T&Cs) in show advance emails was misinterpreted. PB instructed not to continue email threads or overwhelm the bride with additional T&Cs, indicating a need for more clear guidelines on how to balance email communication and the client’s experience.
GDPR Considerations: With GDPR compliance now being well established, the request for clients' email addresses was fully in line with privacy regulations. The policy helped create a more transparent communication channel, ensuring that all event-related details were clearly documented and accessible.
Long-Term Benefits: This policy has led to more organized, efficient communication with clients, reducing the risk of miscommunication and ensuring that all event details were thoroughly discussed and documented.

Implemented
Implemented Date: 21/06/2021
Implemented By (Individual): RD
Implemented By (Organisation): R&BM

INDIVIDUALS

CA, Client
Expected to provide an email address to allow for streamlined communication and ensure all event-related details are properly documented.

PB, Agent
Provided the necessary email address for clients when requested, facilitating improved communication. Also clarified expectations regarding email communication and the inclusion of T&Cs.

RD, Manager
Responsible for requesting the client's email address as a means to ensure clear and documented communication regarding event details, as well as ensuring GDPR compliance.

ORGANISATIONS

MSFH
​Previously hesitant about providing email addresses citing GDPR reasons.

READ MORE...

This development was triggered by the following incidents...
Altercation with Client's Father
Communication Issues and Venue Confusion
Communication Issues at The Oakley Court, Windsor, Berkshire - 02/09/2018
Equipment Compatibility Issue with DJ's Sound System
Miscommunication Regarding Dietary Requirements

This development triggered the following incidents...
Following Existing Email Thread
Outdated Payment Terms
Wording in Show Advance Emails

Parent developments...
Always Get An Email Address (2016)