upgrade your clients

power in purpose podcast

Join My Mastermind

shop the shop

Grab tools and resources to instantly level up your wedding biz. From pricing calculators to email templates, business processes to swipe files... the Candice Coppola Shop has it all.

hey there!

I believe that entrepreneurs who lead with their purpose are more successful, less likely to burn out, and deeply connected to why they do what they do. 

I help women like you build a profitable business with purpose.

close menu

LEARN MORE ABOUT ME

For Wedding Planners

get biz tools

take the brand strategy quiz

shop wedding planner tools

join my mastermind

join planner's playbook

start a wedding planning biz

all new episodes of the podcast are available.

Grab your earbuds and lets go

This drink's on me. Business advice served straight up, every single Tuesday AND Thursday on my podcast, The Power in Purpose. Available now.

the power in purpose podcast

listen now

like a pro

All the training and support you need to design, coordinate, and plan high-end weddings

Let's Go!

The Client Experience

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

January 4, 2024

is honeybook the right fit for your biz?
how to get your first client
8 free af ways to market your biz
Now Trending:
I'm candice!

I'm Candice, your new tell-it-like-it-is BFF (and purpose cheerleader). Are you ready to grow and scale a profitable business with purpose–and one that gives back to your meaningful life? Thought so!

hello,

What's your brand cocktail for success?

take the quiz

*cues up to the bar* Let's start the tab, shall we? Take the quiz and find your brand cocktail for success.

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’ve ever gotten a message so long, you needed a snack halfway through reading it. 🙃

This week, we’re talking about THAT kind of client (or inquiry).

The one with 67 questions.
And unlimited access expectations.
And zero boundaries.

In this week’s podcast episode, I’m giving you the tools and scripts you need to protect your time, your energy, and your business (while still showing up like a professional).

Comment 184 and I’ll send you the link to listen (and let you know the threads post that stopped me in my tracks last week).

#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #weddingindustryeducation #weddingplanner
I love living here—but every now and then, a sunset like this one stops me in my tracks! 

The kind of moment that makes you pause and remember:

*This* is the whole point.

Not just building a business.
Not just hitting the next milestone.
But building a life that feels like this.

Next week, I get to share this place—my home—with 11 incredible women I have the honor of coaching. And I hope this sunset gives them what it gives me:

Perspective. Peace. Possibility.

🧡🧡🧡🧡🧡

#ialmostforgot #chasingsunsets #barbadoslife #caribbean #coachingretreat #lifeonpurpose #weddingproinsiders
Tariffs. Rising costs. Vendor pricing shifts. 😬

This week’s episode of The Power in Purpose is unlike anything I’ve done before because honestly? This feels like an emergency.

With new tariffs being applied across nearly all imported goods, the impact on the wedding industry is hitting everyone. Florists, planners, rental companies, caterers, DJs… no one is untouched.

So I called in someone who really knows what’s going on behind the scenes: my husband Jason (yes, his very first appearance on the pod 🎙️), who has deep expertise in logistics, shipping, and global trade.

Together, we’re breaking down:
👉🏻 Why these new tariffs are happening (in plain English)
👉🏻 How they’re driving up pricing for vendors + clients alike
👉🏻 What you should be saying to your clients right now
👉🏻 How to advocate, advise, and guide through economic uncertainty

Here’s the thing: you don’t have to have all the answers. What matters most is transparency, honesty, and your ability to help clients adjust and adapt.

Comment “183” and I’ll DM you the link to listen.

#candicecoppola #weddingindustry #tariff #tariffs #weddingindustry #weddingbuzz #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #thepowerinpurposepodcast #weddingindustryeducation #weddingplanner
Does the “wedding tax” really exist - and have weddings gotten too expensive? 😳

As an industry, let’s have an open and transparent conversation about costs… and trust. I’m breaking this down on this week’s episode of my podcast, The Power in Purpose, and I’m inviting you to join.

I’m asking/answering questions like:

👉🏻 Have costs risen too high?
👉🏻 Why are so many couples “venue poor”?
👉🏻 Have we lost trust with couples - and what can we do to gain it back?
👉🏻 Do vendors really charge more when they hear the word “wedding?”
👉🏻 Are we losing our hospitality as an industry?
👉🏻 How can we be more transparent?

And a whole lot more. 

Comment 182 below and I’ll send you the link to this week’s episode.

#candicecoppola #weddingindustry #weddingpros #weddingpro #weddingindustryexperts #weddingpodcast #weddingbusiness #weddingtax #thepowerinpurposepodcast #weddingindustryeducation

All, Getting Down to Business, Goal Setting, Growing a Business, Tech Tools, The Client Experience, Things to Do Better, Wedding Planning Advice

filed under:

+ show Comments

- Hide Comments

add a comment

Join the Convo

More Strategy Tips

on YouTube

 • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES

 • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES  • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES • TRENDING PODCAST EPISODES •

LISTEN TO THE podcast / 

mixing up business strategy with a kick

Get ready to grow your business with intention, one episode at a time. Join me every Tuesday & Thursday to have a conversation about growing a profitable wedding business with purpose on The Power in Purpose Podcast.

LISTEN TO THE podcast / LISTEN TO THE podcast

the power in purpose podcast with candice coppola

Wanna steal my biz secrets?

or at the very least, hear the story about how I met Beyonce?