The Ultimate Guide To Organize And Manage A Facebook Party In 2023

Have you started the New Year strong? Or do you feel you’re lagging behind in your business goals? It might be because you’re not organized.

The first potential culprit is how you’re organizing and managing your Facebook Parties. After all, they are the bread and butter of our virtual businesses! And there is so much involved when running a party, not to mention if you're running multiple, that it’s only natural for your head to be spinning while trying to keep track of it all.

But if you are drowning in the day-to-day tasks and upkeep of running only a handful of parties, then you’ll never be able to scale your business the way you deserve. Getting organized is the first step to making room for real growth!

#1 - Invest In A Third-Party Scheduler

Investing in a third-party scheduler, like PostMyParty, will take a lot off your plate!

Instead of storing your posts in a Google Doc, Boards, or Evernote and then copying and pasting them over into multiple Facebook Groups - PostMyParty will keep all your content organized and automate this massive piece of your business.

Even though Facebook has a scheduler feature, it doesn't allow you to reuse those scheduled posts. So instead, you have to prepare each post individually in every group. That takes forever!

PostMyParty built its scheduler around The Template instead of individual posts.

When you run Facebook Parties, you likely have a seasonal outline of content that you use for a couple of months for all your bookings. Wouldn't it be much easier to upload that outline into a saved format where you can schedule the entire collection all at once? That's the magic of their Template!

It's a preset format that can be scheduled repeatedly into any Facebook Group or Page you have admin access.

Once the Template is created, you can take advantage of PostMyParty's powerful features that you won't find anywhere else.

These Features include:

Replacement Tokens: If you're using a Template for more than one party, you can automate replacing the hostname, invite link, and event text within seconds.

Preset Times for all your posts: You only have to arrange the times for your posts once, instead of doing it every time you need to schedule a party.

Adjust Posts: To avoid duplicate posts posting simultaneously in different Facebook Groups, PostMyParty allows you to change the scheduled time for all the posts at once in your chosen increments.

Scheduled Comments: This way, you can automate contests and Party Games. This only works inside Business Page Groups.

Content Rating System: PostMyParty does its best to ensure your content is high quality. They analyze your posts against every post in their system, so you're publishing unique content and avoiding getting blocked.

Imagine how much more room your brain would have if PostMyParty took care of the posting aspect of your business!

#2 Create Your Master Task List

One of the mottos in direct sales is if your business is struggling to go back to basics and do everything laid out for you in your Upline's system. If things aren't working - then it's because you're picking and choosing pieces from it. Hearing this can be frustrating, especially when you feel like you're doing everything right with no progress to show for it. That's why reading through the system you have and breaking it down piece by piece  will help you see exactly where you may be struggling.

You have a host coaching system to guide you through running your parties, but having a guide on how to run them doesn't guarantee that you'll manage your parties smoothly. A Facebook party is a multi-day affair with multiple tasks you and the host must do. It's a lot to hold in your mind at once, especially when you're tracking numerous parties.

That's why the next step you'll want to do to get more organized is to create a Master Task List. Then, you'll be able to see your week from a wider lens and pinpoint what needs to get done each day.

First, take a paper and split it seven ways - Monday, Tuesday, Wednesday, Thursday, Friday, Saturday & Sunday. Then read through the system/guide you have. Next, create bullet points for each task that needs to happen on that day. Make sure to include the tasks that overlap from the week before when you're running parties back to back.

For example, let's say you're breaking down the tasks for Monday and running your parties from Friday to Tuesday. If you start your Pre-Party host coaching on Monday, you will include both host coaching and duties for both parties. I.e., the current party on its second to last day, and the party just being set up.

You want to keep your Master List as trimmed as possible. Do not add the words and photos needed to complete the task to the list. Instead, you want bullet points that you can quickly reference daily while running your parties. It'll show you that you're on the right track. You'll feel accomplished at the end of the day rather than worrying about loose ends.

Here's an example of what your day-to-day breakdown could look like:

Another reason to create a Master Task List is that it'll show you what tasks can be delegated. For example, if you usually post pre-party posts manually into the party group before you invite your host, why not have PostMyParty automate that for you?

Once you've broken down your daily duties into digestible bullet points, transfer that information into a permanent place you will check into each day.

#3 Create Your Business Tracker

You do not need a fancy planner to organize and manage your Facebook Parties. I repeat - do not go out and buy a fancy planner. It’s tempting because they are cute, but you’ll never use them. All you need is a spreadsheet to create an Ultimate Tracker for your business, and bonus - it’s free!

So what is a Business Tracker? It’s a permanent place that keeps all the data involved in managing Facebook parties in one place. It will host your daily to-do list and all the practical information you need, such as your host contact information, show log/calendar, and contact lists.

Here’s an example of what those sections could look like on a Google sheet:

Imagine starting to work for the day and going to one location where all the information you need to get started is already right in front of you.

If you would rather work on paper than a screen, create a similar system in a binder where you have a page for each section. Do whatever works best for you.  

Once you’ve created your Business Tracker, add the Daily to-do bullet points. Then, the most time-consuming part of your organization process is done!

Now let’s break down the other sections.

Show Log:

Your Show Log is where you want to keep all the information about the broad scope of each party. Add whatever columns you need that fit your system. For example, do you give gifts to your hosts as incentives? What do they need to do to earn them? Add columns for each incentive. This way, you'll see if your host reached them without double-checking the group party and your messages. It'll be all right here in your Business Tracker. It's also a great place to keep all the necessary links associated with each party.

The Show Log section is also where you'll add your parties when you book them. Create an area for each week of the month and add party information as you collect it. That way, no one falls through the cracks, and you don't accidentally forget about a party. You'd be surprised how often this happens!

Host Information:

You can add the host contact info in the Show Log or a separate tab.

You want to ensure you have easy access to the information you need to set up parties on your Consultant Website. For instance, all the host contact information you ask for when you first book a party: email, mailing address, and phone number. If there is any other information you generally request, add that to the spreadsheet as well. You want to avoid hunting for that information when setting everything up. It'll disrupt your workflow. You'll thank yourself later if you take the extra step to add this information to your Business Tracker.  

However, if you'd like to save even more time, a more advanced way to organize your host contact information is to create a Google Form for your hosts to fill out and then sync it to your Business Tracker in Google Sheets to collect that data automatically.

Contact Lists Information:

Want to know the secret to a robust Virtual Direct Sales Business? Follow-ups! It isn't a very sexy secret, but it's true. Your future hosts and customers are busy. If you reach out to them once, they likely saw the message and forgot about it. When you reach out a second time, more often than not, they will respond and thank you for the reminder.

But if you don't have a way to keep track of who you've already sent messages to, it's impossible to implement follow-ups into your Facebook Party system.

Adding a Contact List section in your Business Tracker will show you who needs to be followed up with and who has said no, maybe, or yes! Use it as a guide for what outreaches must be done daily.

Once you have a Business Tracker and a third-party scheduler like PostMyParty managing your content for your parties, you'll be able to scale your business in a way you never thought possible!

You'll never need to guess what needs to get done. That's what being organized helps you accomplish - limiting the time you waste putting out fires because you're managing your parties in a way that fires never start in the first place.

Next Steps

Trying to grow your business with Online Parties or trainings?

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Stephanie Landy

Blog Writer