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The Client Experience

Are You a Disorganized Wedding Planner? Let’s Fix That With These Organized Wedding Planner Tips!

January 4, 2024

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If you are a disorganized wedding planner looking for ways to stay organized as a wedding planner in 2023, you are in the right place. Staying organized as a wedding planner is CRUCIAL, but can I be honest with you? It's not always easy. Not at all. After all, you've got weddings with a million tasks on your to-do list, you have vendors who seem to always need five follow-ups, and sometimes you even have a client who seems so on top of it that you start to question why they even hired you.

Do you feel seen right now? Listen, I hate to be so blunt, but if you stick around, it's kinda what you get around here! Also, full disclosure – almost every wedding planner I know has felt like they are “winging it” at times–you are not alone! But it doesn't have to be this way.

So, take a deep breath, my disorganized friend, you are in the right place.

Today, I'm going to walk you through four relatively painless steps to stay organized as a wedding planner, whether you're new to the industry or an OG.

disorganized wedding planner

Grab a Pen and Paper, and Let's Map Out Your Customer Workflow!

Before we dive into the exciting stuff (like using tools to automate and systemize), we need to figure out what your overall customer journey looks like. If you want to get organized and make the best use of any software or automation tool, you'll need to understand what touchpoints and milestones you already have (or want to have!) with your customers. 

Unfortunately, you can't just sign up for software and instantly have systems and processes in place (but oh gosh – how I wish you could!).

Our first step is to map out your client's journey from start to finish.

Write down EXACTLY what most of your clients experience from the onboarding phase to the offboarding phase, including what you do behind the scenes. Include each individual touchpoint and milestone that you have with your clients.

Mapping out your client's journey can feel like a mammoth task, so first, take a breath.

If you're having a hard time with this exercise and feel like you have no idea what the eff you are doing (because, let's be honest – the internet made becoming a wedding planner look so easy!), I have my entire signature full planning service guide here. She's THICK. Whether you are starting from zero or just want an easier way to skip to the finish line and feel confident AF in your workflow, it WILL be one of the best investments you make this year. Be sure to check it out because it does ALL the heavy lifting for you.

Next, You NEED a Project Management System – Pronto!

Once you've mapped out your client journey (or let me do it for you), it's time for you to figure out how you can build that customer journey into a project management software. A project management software allows you to manage the planning process from start to finish–and even collaborate directly with your clients.

There are a few options to choose from, but my favorite? Asana.

Why I Love Asana for Wedding Planners

I've used Asana for a long time. There are so many advantages to implementing a tool like Asana into your business, but here are just a few things it can do for you:

  • Increase your productivity by using template workflows
  • Avoid making costly mistakes because you forgot a task or deadline
  • Helps you collaborate with team members on weddings and other projects
  • Enhances your client experience as a dedicated planning platform.
  • Allows you to collaborate with clients on their wedding
  • Controls the planning tempo and cadence with your clients FOR you.

Not only does Asana effortlessly integrate with some of the other tools I know you are using, but with the right setup, it can also replace some of the more costly tools you might be using (like Aisle Planner!).

By the way – if you are curious about how I use Asana in my business coaching biz (and also want to score a 10% off coupon code for Asana), head here.

Look for Steps to Automate and Systematize In Your Workflow

Now, you should have your client workflow mapped out, and project management software picked out (Is it Asana? I hope so!). Next, I want you to go back over your steps and see what you can automate and systematize in your client journey.

Side note: not everything can be automated as a wedding planner

Let me just address an unfortunate realization you are bound to come across as you stay organized as a wedding planner – not everything can be automated. As a wedding planner business coach for over a decade now, one of the biggest mistakes I see wedding planners make (as they start to implement better systems and processes into their business) is trying to automate everything. Not everything can (or should) be automated. We offer an incredibly personal service, and you should lean into that when you can.

With that said, I know you are busy! Although not everything can be automated, reminders to check in on your couples and finding new ways to surprise and delight them can be automated, making it easy to stay organized as a wedding planner. So while I don't recommend adding a bunch of automated emails like “60 days to go!”, I do recommend adding reminders for yourself for important dates (and “spontaneous” check-ins!). Where you can't automate, systematize.

templates to help you stay organized as a wedding planner

Finally, Use Templates To Rinse + Repeat (And Stay Organized as a Wedding Planner)

I'm a big fan of templates – which is why you'll find a ton of them in my business tools shop for wedding planners. If you don't have a lot of templates right now – it can feel very overwhelming to start creating them. After all, as I mentioned earlier, there are likely dozens of steps in your signature process. Are you supposed to write all of those emails and brochures at once?

When it comes to creating templates in your business, I recommend working with the client-facing elements first. Start with your onboarding workflow, and tweak and template as much as possible until you reach offboarding.

Working chronologically through the client journey will help you experience it as if you were the client, which will help you uncover any blind spots. It will also give you space for new ideas.

If you don't have a ton of time to get organized as a wedding planner, you have two options:

  1. Create templates as you go. Don't forget to add them to your project management tool as you write those emails or send those proposals!
  2. Head straight to the shop and pick up everything you need. You know I've got you.

What About Systems and Processes for Working ON Your Business?

If you are asking yourself this question, kudos. Yes, you do need to stay organized in your business as well. It's not JUST important for your couples, after all. While I do recommend perfecting the three stages of working with clients first (Planning, Design, and Execution), you may want to check out this blog post next as Sarahna talks about ALL the systems you should have in your wedding business.

Looking for Candid Wedding Planning Business Advice and the Best Templates in the Wedding Industry On the Regular?

In every month of the Planner's Playbook, I include templates and swipe files to make your job as a wedding planner easier. If you know you want to elevate your wedding planning business this year, you can count on me to deliver exactly what you need when you need it. So the only question is, are you ready to become a Playbooker?

Explore More Wedding Industry Resources

For More Wedding Planner Business Secrets Follow Me On Instagram

Raise your hand if you let shiny object syndrome wreck havoc in your business 👋🏻👋🏻👋🏻👋🏻

Steven Greitzer from @ourprovenance joined me for a tech talk this week on the podcast! We definitely chat about the mistakes we make when it comes to tech - and how you can be more intentional with the tools you use.

He also shares his predictions for tech this year! 2023 was definitely all about ChatGPT and the rise of AI, and Steven has some opinions about what you can expect in 2024. 

If you’re not familiar with Stephen, he’s the founder and CEO of Provenance. After spending many years officiating weddings and coaching first-timers to do the same, it became painfully clear that the only resources out there for wedding officiants were generic Madlib templates, convoluted blog posts, and outdated scripts.

Today, Provenance has a suite of AI tools that has been helping thousands of couples, officiants, and guests design personalized and meaningful ceremony scripts, vows, and toasts for modern-day weddings.

With over a decade in the tech space, and now a tech founder himself, Steven was the perfect guest to have on this week to break down tech trends we need to watch out for!

It was an awesome episode and I’m excited for you to tune in and hear Steven’s predictions. 

#provenance #weddingplanning101 #weddingplanningsoftware #weddingindustry #weddingideas #candicecoppola #powerinpurposepodcast #aitools #weddingtrends #weddingpros
Did you read the timeline?🙄

One of the biggest problems wedding planners have to deal with is unprofessional colleagues. It’s one of the hardest parts of our job - and we don’t talk about it enough. 

I talked about this and more in my latest YouTube video! 

#weddingplannereducation #weddingplanning #weddingplanners #weddingpros #weddingvendor #weddingvendors #weddingpro #weddings #candicecoppola #plannersplaybook
Is your website built like a museum or an airport?

Engagement sales season is here, and I’m not gonna lie - your website probably needs a little refresh! 

But before you blow some dust off your homepage and start adding your most recent weddings, I’d love for you to listen to my conversation with @alexcollierdesign. She’s a Showit and Brand designer for wedding pros, and in this episode of The Power in Purpose Podcast, Alex shares how your website sets the tone for your client experience.

As a business coach for wedding pros, I know how obsessed you are with giving your couples and clients an amazing experience. You invest in software, templates, service providers, gifting experiences, and business coaches to help you make your client experience the best on the block.... but what about your website?

What role does it play in your overall client experience, and what does it tell a couple about what life will be like for them once they start working with you?

We chat about all this and more - in today’s episode!

#thepowerinpurposepodcast #candicecoppola #showit #showitdesigner #weddingpros #weddingindustry #weddingwebsite #weddingpro #businesspodcast #weddingpodcast
I’m making today a decision day in my business. I do this when I’ve let a lot of decisions pile up to the point where it feels overwhelming to make ANY decision about anything. I feel super stuck on where to focus my energy right now because so many things are ‘hanging in the balance.’ Can you relate?!

So, today is a decision day - and I’m working on laying out my calendar, figuring out my marketing strategy for the year, deciding on new products, launches, roadmaps, and lots of other things.

If you ever find yourself stalled and stuck because you’ve ignored making decisions about big and small things - consider having a decision day in your business, too!

PS - would you like to see more reels and videos like this from me on IG? I’d love to know if you found this helpful! #candicecoppola #honeybook #weddingpro #weddingindustry #businessowner #businessstrategy #decisionmaking #weddingplannereducation

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