How to Use Software to Organize Your Simcha

Yes, project management software can help you organize!

Making a simcha is underrated. BH, your daughter got engaged, or your son is having a Bar Mitzvah, or you just had a baby boy etc. – simchas are amazing and you are so happy BUT they are a ton of work.

You are the same you that you were last week. You still need to go to work, you still need to cook supper and do laundry and get the kids out to school every day. Your regular obligations didn’t change but now you are also making a simcha. And honestly, making a simcha can feel like a full-time job sometimes.  

Instead of scrambling late at night with your endless to-do lists, trying to remember what the photographer told you last time you spoke to her, and when exactly did the gown rental say to pick up the gowns, you can use software to keep track of all of these things for you. How would you do that?

Ever heard of Project Management Software? Well, a simcha is just as much a project as anything else!

There are many PM (stands for Project Management) platforms that are either free, or have a free plan that is all you need for your simcha. It is a platform where you can create projects and in each project you have lists of tasks. You can create statuses, due dates, write notes and do much more with these platforms. Todoist is one that we recommend.

Here are our tips on how to use PM software to plan your simcha:

Guest lists:
Yes, I know you use excel, but excel can only get you so far. Using PM software will allow you to sort by status, and know exactly who you invited, who is coming and you can use the same list later for seating arrangements – you just need to sort by who RSVPed. You can also split it into clear sections to make sure that you didn’t forget anyone.  

Imagine your guest list looked like this:

You have a column for name, address and status so you know exactly who you invited and who is coming. You can also add a gift column to help with thank you cards later.

Tasks that need to be done at a certain time:
The photographer said to check in next week, the gowns need to be picked up a week before the wedding, and the florist said to call her once you choose tablecloth colors.

You need to remember to do each of those things at the right time. Instead of scrambling at the last minute once you remember, you mark the date that the task needs to be done in your PM platform and the day before it needs to be done, the platform will remind you. You can set it up so that it will create a to-do list for you every day with the things from all of your different lists that need to be done that day.

Finding sleeping space:
Shabbos simchas are beautiful. There is nothing like having the whole family together for a shabbos. But finding sleeping space for everyone is not always so easy. There are the lists of neighbors that you have to call, and there are all of the “shidduchim” that you have to make.

There is the grandmother who can’t walk far – she needs to be right near the hall. There is the family with the active kids – they need to be somewhere spacious, with a chilled host. There is the couple who just got married, who needs to be put up somewhere nicer.

If your list of possible hosts is on your PM platform then you can create a list of possible details about hosts (amount of space, nice accommodations, distance from hall, number of beds, etc) and check off the relevant ones for each host. Then when looking to match up guests with hosts you can filter based on guest preferences.

You can also create subtasks – for example: call to ask if you can use the basement, follow up closer to time, buy hostess gifts etc.  Each one of these tasks will appear in your to-do list at the right time.

Most importantly, anything that you do on your PM platform is saved and easily changed so IMYH at your next simcha you will not need to recreate the lists. You just reset everything and go through the simcha making process again!

Mazal Tov!
Good Luck with the planning!