Workflows for a Busy Wedding Planner
As a wedding planner, you’ve got a lot on your plate. From vendors to couples to the big days themselves, your to-do list seems to grow by the second. As a result, you’re overworked and tired – especially with the current wedding boom due to the COVID-19 pandemic.
And as your client list continues to skyrocket, you need to find new ways to keep track of the details without letting any tasks slip through the cracks.
The solution? Workflows.
Having the proper workflows in place can be the difference between 20 hours of work and 10. In a typical year, they’re a great solution — but with so many postponed weddings this year, they can be a life-changing addition to your business.
Your normal workdays have vastly changed in the past few years, and though things may slow down soon, detailed workflows will continue saving you time, effort, and energy. In addition, these workflows will allow you to streamline and train new or existing team members in a timely fashion.
Workflows also build trust and accountability with clients and team members, boosting your overall reputation. Plus, should you ever need to step out of the office and take time off, you won’t feel the pressure of checking in every five minutes – something we’re all guilty of doing from time to time!
At the end of the day, workflows will allow you to work smarter, not harder. When you work less, you’ll feel refreshed and recharged rather than burnt out and unmotivated. And a well-rested wedding planner is not only less likely to call it quits but more likely to continue generating new ideas for their business. Simply put, workflows are a must-have if you’re looking to create sustainability and increase your income.
Ready to level up your current workflows? Take a look at our recommendations!
The Most Underrated Workflow
You likely have a workflow established for onboarding a client – signing the contract, sending them their welcome packet, scheduling a kickoff call, and so on. Onboarding workflows are some of the most common workflows for service-based business owners.
But what about offboarding? Wedding planners often underestimate the power of offboarding their clients. Many couples experience a “post-wedding crash,” and planners have a real opportunity to prepare them should this occur. By making them aware of the crash, you can encourage couples to find a new hobby or establish concrete ways to fill their newly found free time.
Remember: Your offboarding workflow doesn’t have to end once the wedding day comes to a close. Taking care of clients after their celebration is over is an excellent way to generate referrals and high-quality reviews – both of which are integral to your business growth. Unfortunately, when couples have too much time on their hands after the big day, they can overthink things, get nitpicky, and leave harsh reviews. That’s why a detailed offboarding workflow is essential for client satisfaction.
Leveling Up Your Current Workflows
Once you’re feeling good about your workflows, it’s time to focus on your next business must-have: automation. Automating your workflows reduces the time you and your team members spend on specific tasks, making it easy to communicate with couples and deliver an exceptional client experience.
Our automation recommendation? The Refine Portal. The Refine Portal is a CRM where we’ve integrated our automated tools and resources into Google drive, a platform clients will actually use, meaning they meet their deadlines! There is a client facing side that allows them to plan via workflows and seamless tools. It also has a planner view with a library of templates for meeting agendas, common email responses, sample wedding day timelines, and anything else you find yourself regularly repeating. Make a note of the most common questions people ask you, and add responses and guides to your portal as you go. Having these in your back pocket will significantly reduce the amount of time you spend on each account.
We also love platforms like Zapier. This tool can help you integrate a variety of platforms you’re currently using, allowing you to move seamlessly between programs. From Google Drive to Slack to Calendly, thousands of apps are compatible with Zapier, making workflow creation a much less daunting process. On top of Zapier, Asana, Dubsado, and 17 Hats are great tools for organizing and automating your projects.
Now that you’ve got your workflows and templates ready, it’s time to focus on your community. Meeting with other wedding planners for co-working days, workations, or retreats is an incredible way for you to generate new ideas, immerse yourself in the industry, and gain a new perspective on your business. Networking with people who understand your work and are willing to share their advice is invaluable!
There’s more to it than joining a handful of Facebook groups and calling it a day. Building relationships with other wedding planners is a way to get a pulse check on your business and find new growth opportunities. Your head may be spinning with ideas, but it’s time to get them out in the open and share them with those who can guide you in the right direction.
Revisiting Your Workflows
Though establishing workflows is a powerful way to save time, it’s vital to revisit them every so often to ensure things are operating correctly. Assessing your workflows will provide insight into your client experience and what’s truly working. If something stresses you out, address it! Dig deep into your processes and expect to update them over time as your business evolves.
One of the best ways to do this is by asking clients if your systems and processes are easy to use and suit their needs. This feedback will give you an inside look at your workflows, getting the recommendations you need to create a better experience for both you and your couples.
While the wedding boom has changed the way we work, having the proper workflows in place will help you stay on top of your tasks while continuing to bring in new business. So make it a goal to look at your workflows this week and see how you can improve them from the ground up!
After a decade in weddings and events, Amber Anderson, founder of Heavenly Day Events, pivoted her career into coaching others while maintaining a role in her planning company in Austin, Texas. As the host of Refine for Wedding Planners, Amber desires to coach and mentor planners via the largest Facebook group exclusively for wedding planners by offering a course, retreat, membership and templates.
