I have been using Asana in my own business for years. As a business coach in the wedding industry, I’m often asked what tools and resources I recommend, and today, I want to share with you 6 reasons why I always recommend Asana for wedding planners.
By the way, if you are reading this right now and have tried Asana in the past (and didn’t love it), I want to encourage you to keep reading. Asana isn’t a flash-in-the-pan project management system. It’s not the newest, sexiest thing. But it has made MAJOR improvements over the last few years and is continuing to become a stronger and stronger platform. Quite frankly, I’m not sure my business could function without it. As you read why I recommend Asana for wedding planners, keep an open mind.
Okay, now let’s get into it!
1. Asana Offers A Better Experience For Your Wedding Planning Clients
I’m the last person to tell you that you have to hop on every “trend,” but the days of collaborating with your wedding planning couples over email and a Google drive folder are over, friends. After all, we all get too many emails (nope – it’s not just you – it’s your customer, too!). Now more than ever, you want to find a way to take your couples out of their inbox and into a space just for them to plan their wedding with you.
The catch? It also needs to be easy to use and functional AF.
Enter Asana.
Not only is Asana incredibly customizable and easy to brand to your unique business, but there is also almost nothing it can’t do within your wedding planning process. Yes, you still might need a CRM like Honeybook (we will address that more later!), but once your clients have paid their first bill, Asana will be your best friend.
As a coach for wedding planners, I recommend wedding planners use Asana WITH their clients for:
- Event planning and management
- Daily, weekly, and monthly task management
- Questionnaires and forms
- And to house all of their client communication and conversations
Want to try it for free for 30 days and see why I’m obsessed? Click here!
2. Using Asana for Wedding Planners is Not JUST for Your Clients – it Also Makes it Easy for You to Communicate With Your Team
Whether your “team” consists of 15 full-time staff or an independent wedding planner you work with occasionally, you will never regret investing in proper systems from the very beginning (trust me). If you have an established wedding planning team (or hope to one day), you can use Asana for your team onboarding, ongoing communication, and scheduling. You can add your team members to your couple’s boards so that everyone is on the same page if somebody has to step in and help at a moment’s notice. And that’s a really beautiful thing.
In my own business, I have my OBM, VA, Podcast Manager, and Marketing Manager in Asana, and we communicate daily inside. I love that everything has a dedicated space, and nothing gets lost in somebody’s inbox.
An extra tip? You can create a “hub” for your team so that everyone has access to business assets they might need
On top of adding your team to clients’ projects, you can also create a “hub” for your business assets so that everyone can access what they need when they need it. Nobody likes a bottleneck or waiting on something like a logo file when they are trying to make a graphic.
At a minimum, you should have:
- Your mission, vision, purpose, and core values are outlined so that everyone on your team remains on the same page about the work you do.
- Access to brand assets and marketing materials (if needed)
- An outline of each product or service you offer
You may also want to consider adding things like:
- Your business goals (even if you don’t share numbers, magic happens when your team feels like they are working towards something with you.
- A central hub for your preferred vendors
- A place for fresh ideas. I always love a “things to do” better board and “future ideas” board for myself and my team to brain dump when something isn’t a “fix right now” task or idea.
3. I Recommend Asana For Wedding Planners Because It Keeps You On Track To Hit Your Business Goals
In case nobody has told you yet, you are kind of a big deal. Your goals and dreams for your business are worthy of being pursued. Asana can help get you there. So, while we have talked about the other people in your business, I want to switch the conversation to YOU for a second.
How long have you been jotting down the same goals in your notebook?
You’ve likely heard that “what gets measured gets managed,” and in Asana, you can create a project just for you to keep your ideas (big AND small) organized in one place. I like to have a central board with “everything” and then move things into 90-day chunks in my business when I’m ready to sprint. When something moves from a big/general goal to a “this is what I am getting done this quarter” I get really specific with to-do lists and deadlines. It’s therapeutic, I swear.
If you are like most wedding planners I know, you never miss a deadline with your clients. I want you to apply that same accountability to your own business. Seeing a deadline approaching in Asana is a great way to get those things that have been nagging you actually done.
If you’ve never heard me talk about goal setting, this is a good place to start.
4. Asana Integrates Seamlessly With Other Tools
You’ve likely tried new software that has promised to change your life before, right? One of the biggest hesitations I hear about Asana from wedding planners is that they don’t want to sign up for yet another thing. Even if it has a free version (which it does). Who wants to log in to 85 things when they step into their home office every morning?
While I can’t solve all your problems, I am here to tell you this: one of the reasons I love Asana in my own business is that it integrates with other tools I’m already using. Here are just a few of my favorite integrations:
- Gmail & Google Business
- Google Drive
- Slack
- Zoom
- Vimeo
- Dropbox
- Adobe Creative Cloud
- Jotform
- Typeform
And for everything else (like Honeybook, for example!), there is always Zapier!
These integrations with Asana help to increase productivity and automate your work – an absolute must in my books!
5. The Cost-To-Value Ratio is HIGH
Listen, I know there is some pricy wedding planning software to choose from. I’m a “more money in your pocket” kind of business coach for wedding planners, and while Asana does have a few different pricing tiers to choose from, they also have a FREE version if that’s all you need right now.
As your business grows and it’s time to upgrade, you can select a plan for under $30 USD monthly and unlock incredible additional features.
6. I have Asana Templates For Wedding Planners That Will Change How You Do Business (for good).
Mic Drop. I may have saved the best for last with this one. Although I hope I have shared more than enough reasons to have you set up a free Asana account, I’m going to hit you with one last benefit. I’ve done the heavy lifting to set up your Asana for you.
Inside my membership for wedding planners (The Planner’s Playbook!), I’ve been dropping done-for-you Asana templates for the last 90 days covering everything from my full wedding planning workflow to day of coordination to vendor management to the questionnaires I ask my couples and team. EVERYTHING.
If you’ve been considering joining The Planner’s Playbook but have been waiting for the right time, I want to encourage you to get on the waitlist now.
Did you skip to the bottom? Let’s recap why I always recommend Asana for wedding planners! Asana:
- Offers a luxury experience for your clients
- Makes it easy for you to communicate with (and train) your team
- Keeps you on track to hit your business goals
- Integrates with other tools you might be using in your business
- Has a PHENOMENAL cost-to-value ratio (hint: there is a free version)
- You can purchase Asana templates for wedding planners to elevate your process NOW.
Ready to Join Me in My Community For Wedding Planners?
When you are finished signing up for Asana, I would love to welcome you to the Planner’s Playbook. If you are on the fence, let me just say this: Struggle is not required. It doesn’t have to be hard. While it’s “normal” to feel like you are “winging it” sometimes, it doesn’t have to be your reality. If you are ready to elevate your wedding planning business for your clients and your life, you know what to do next.
Explore More Wedding Industry Resources
- Why You Need to Create a Customer Journey in Your Wedding Planning Business
- Are You a Disorganized Wedding Planner? Let’s Fix That With These Organized Wedding Planner Tips!
- The 5 Systems Wedding Pros MUST Have In Their Business
- Top Business Books For Wedding Planners to Read
- How Do I Write A Wedding Planner Business Plan?
- Honeybook Review: Is Honeybook Worth It And What You Need To Know Before You Sign Up
- 7 Ways to use Honeybook as a Wedding Planner
- The Best Wedding Planner Onboarding Workflow: 5 Things You Need
For More Wedding Planner Business Secrets Follow Me On Instagram
12 years of being the luckiest girl on the planet.💜 happy anniversary to the person who makes everything about this beautiful life we have possible.
📷 @c10ike
DAY TWO // WPI Spring Retreat 💜
If Day 1 was about getting closer to the question, Day 2 was about getting honest with the answer.
We came back together over mimosas and morning hugs (a WPI staple at this point 😉) and got right back into refinement — this time turning the lens inward. What are you actually building? And are your standards, your pricing, and your daily reality all telling the same story?
The member gives went THERE. We talked about how a systems strategist can help you untangle your process, and how saying no (A LOT) helped two photographers book better weddings.
I spoke about two important topics: setting standards and nervous system – two topics that have become very important inside WPI!
In between these conversations was room for the good stuff: small group breakouts, real talk, a few happy tears, a homemade Caribbean lunch (those pressed sandwiches 🤌), and an afternoon of feet in the pool and brains fully stretched.
Not pictured was the homemade Guac I whipped up and other poolside treats!
All these gorgeous moments captured by our retreat photographer + my business bestie @c10ike 💜💜💜
You might see the highlight reel and think ending up here was always my plan all along but you’d be wrong.
Like any good career, there have been lots of pivots and hiccups, and lessons that had to be learned the hard way.
Not seen here? The time…
- I forgot to add chairs to a rental order and ended up footing the $2,000 bill
- A client sat across from me crying that I ruined her wedding because her parents table had a low centerpiece
- I had to borrow $4,000 from Grandma Vera to make payroll, because I didn’t pay attention to my numbers
- About a hundred “dream clients” hired a different planner than me and I felt like an absolute failure
- I cried in my car before a wedding because I was completely and totally overwhelmed with the amount of responsibility on my shoulders (OK, maybe I did this more than once)
- My seasonal launch of The Planner’s Playbook completely bombed and I felt like my entire business was falling apart
…and roughly 700 other moments I’ve chosen to leave off the highlight reel.
So if you’re at the messy, nothing’s-working stage right now? Just know that if you have been to one wedding in your life, you are starting with more experience than I had.
I’m getting ready to embark on an exciting new chapter that I cannot wait to share with you… it’s big, and scary, and I’m sure in another few years I’ll have a lot more lore to share… but in the meantime…
Cheers to all the ups and downs I’ve experienced over the last 19 years!
And a special thanks to the photographers who made a lot of this lore possible: @c10ike @allanzepedaphoto @stevedepino @withincreative @robertandkathleen @thebrandedbosslady 💜🫶🏼😘
I’ve come to realize that many of us want to have a village, but we don’t recognize that we have to be a villager first.
My friend carla @c10ike is one of those rare exceptions and I want to introduce you to her!
When I started my planning business, I had no contacts and no real idea what I was doing. I was so green it makes me laugh to look back on it now!
And somehow, I got lucky enough to be taken under the wing of this incredible woman who showed up for me then when I was a little baby business owner, and has kept showing up ever since in more ways than I could possibly count.
She’s taught me so much over the years, and I don’t mean in the traditional sense of teaching someone something. She simply lived her life, and I paid attention.
She modeled what it means to be a friend.
A sister.
A daughter.
A wife.
A mother.
A business owner.
A boss.
I learned generosity by watching her be generous.
Compassion, connection, leadership… none of it came from advice. All of it came from the way she carries herself and the way she treats the people around her.
She has taught me more than she will ever know by the sheer act of living loudly and joyfully in every corner of her life.
I am so lucky to call her my friend. So lucky to be one of the many, many people she has been a villager for.
Carla thank you for letting me grow up right beside you. I love you. 🤍
All, Getting Down to Business, Goal Setting, Growing a Business, Tech Tools, The Client Experience, Wedding Planning Advice
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