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Why You Need To Create A Client Journey As A Wedding Planner

October 27, 2021

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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!

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If you're a wedding planner, you know how important the experience leading up to the wedding day is. For some couples, it's almost as important as the execution of the wedding day itself. If you haven't yet considered your wedding planner client experience yet, I'm here to make your life a lot easier. Systems and processes are important in ANY business but if you are a wedding planner, we enter a new level of customer expectations. Mapping out your client journey not only provides a better client experience, one that will have the ideal clients you're working with refer you time and time again, but it also makes your job a lot easier.

After all, as wedding planners, we juggle many, many plates in the air. Our customers are coming to us for our expertise, but they also come to us to provide an experience. A lot of times our couples are inundated with information from Google or Pinterest (much of it full of bad advice) and are counting on us to give them the good and take care of the rest. Ever worked with a Type A bride where it's almost a full-time job to stay ahead of them? A good client journey will also prevent THAT from ever happening again.

Creating a Client Journey Reduces YOUR Overwhelm.

I cannot stress this enough. Yes, a client journey is important so that you can enhance your customer's experience, but it also helps YOU. After all, you cannot pour from an empty cup or however the saying goes. You need to be at your best in order to serve your customers well, and having systems and processes in place helps save you time and makes sure that you're not searching your email endlessly on a Thursday at midnight wondering if you remembered to get back to the florist, I have been there. I have BEEN there my friends.

Having a client journey helps clients feel nurtured and cared for.

A lot of times we are buying an experience just as much (if not more) than an end result. Of course, your clients are hiring you to be their wedding planner because they want you to plan a beautiful wedding, but they also want to be excited by the process. You likely want your prices to reflect an upgraded experience as well.

I like to compare this to a pedicure service. There is a big difference between going to a five-star spa, changing into a robe, enjoying cucumber water and soft music before a pedicure… and one of those cheap walk-in places that will have you in and out in 20 minutes before your polish has even dried. Both of them will result in painted toes, but what do you want your clients to experience?

Having a solid client experience process ensures that each and every customer feels nurtured. More than that, they all have the same experience. There is nothing worse than feeling like you got a different experience than someone else, even though you hired the same person. I know we have all been there, right? We want to avoid that happening to your customers.

If you're a wedding planner, you know how important the experience leading up to the wedding day is. For some couples, it's almost as important as the execution of the wedding day itself. If you haven't yet considered your wedding planner client experience yet, I'm here to make your life a lot easier. Systems and processes are important in ANY business but if you are a wedding planner, we enter a new level of customer expectations. Mapping out your client journey not only provides a better client experience, one that will have the ideal clients you're working with refer you time and time again, but it also makes your job a lot easier.

Emergencies DO happen – and mapping out your client journey leaves you prepared.

Having systems and processes in place to provide a rock-solid client experience also allows anyone on your team to assist when emergencies happen. And after 12 years in the wedding industry, I can tell you they do happen. I always recommend having a “hit by a bus plan” or something where you can hand off the wedding plans at a moment's notice (either to someone on your team or even a wedding planner colleague).

The inner peace you get knowing how easy it is to just send everything over in one place is worth every step it takes to get organized. I promise you if you haven't dealt with an emergency yet, it is unfortunately only a matter of time. And the only thing that will make an emergency worse is not being prepared for it and having to deal with a wedding.

Oh and by the way? You don't have to wait for an emergency to hand things off to your team. They just might surprise you (after all, they learned from the best).

Having a client journey creates an organized process.

I mentioned this briefly earlier, but y'all, we have to work overtime to be more organized than some of the brides we get nowadays. Everyone has Google at the tip of their fingers, and they're expecting something a little different from you. If they hire you to be their wedding planner, being organized not only helps you make sure that you're crossing all the T's and dotting all the I's, it also makes sure that you keep control of the customer. Some customers will take control because they don't know what else to do. An organized process and clear instructions on what to expect will help them trust you.

I feel like a broken record when I talk about this, but you might be surprised how many of your customers actually appreciate the boundaries you have in place. A lot of times, a “Bridezilla” is created from unmet expectations. If there's a way to avoid that experience, isn't that what you would like to do? I can't promise it will always work but it sure will help (for relatable wedding stories make sure to sign up for “Tales from the Clipboard” – my newsletter where I share the tea on all my crazy wedding stories). For the most part though, if you have an organized process, you're going to dodge a lot of the things that could go wrong before the wedding day.


Finally, creating a client journey helps YOU stay on track.

The above points kind of tie into this. But what I really want to get from reading this whole post (thank you for sticking around – btw!) is that having a client experience mapped out is as much about you as it is for them. The less time you spend trying to figure out “what's next” or even “did I do that already?”, the more time you can do work you LOVE whether that means spending time with your family, grabbing drinks with your wedding vendor friends, or sitting on the couch watching real housewives. However you choose to spend that extra time, you do you. And why wouldn't you want that?

Is Your Wedding Planner Client Experience Ready for an Upgrade?


Now that this blog post has convinced you to spend a little extra time – maybe once wedding season dies down – mapping out your client journey from start to finish. Once you have it mapped out, look for tasks that can be automated, delegated, or eliminated. I'm all about not just doing more for the sake of doing more, but really diving into what matters most. What's going to make the biggest difference to your customers? What parts of the customer journey can be tweaked to make YOUR life easier?

Once you have your client journey mapped out, I would love to encourage you to take it one step further and add little ways to surprise and delight your customers throughout working with you. Trust me, this will be so appreciated (and don't worry – your prices can and should reflect these service upgrades). What touches can you add (and at what points)?

Need a little recap (or did I catch you skimming?)

If your wedding planning business isn't exactly giving you the freedom you were after (or you are quickly realizing why it's considered one of the most stressful jobs in the world), consider taking a step back and really mapping out your customer journey. There are so many reasons why your customers (and YOU) will benefit, but here are the top five:

  • Having a Customer Journey Reduces Your Overwhelm
  • It Helps Clients Feel Nurtured
  • Solid Systems and Processes Help Anyone On Your Team To Assist
  • Creates An Organized Process
  • Helps You Stay On Track

Ready for the Next Level? You're going to want to join us inside The Planner's Playbook–my coaching program only for wedding planners. Want to plan, design, and coordinate magazine-worthy weddings like a pro? Learn all about it here.

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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