Wedding Planner Workflow: The 4 Steps You Need to Know

We all have workflows in place to make our lives a bit easier, but when left unattended, these systems can actually make our lives harder. If you find that your business operations have become inefficient, muddied, and outdated, it’s a good sign that you need to readjust and refine your processes. Fortunately, with a bit of proactive thinking and some help from technology, you can get your workflow back on track and ready for a prosperous year ahead. Here are four steps to realigning your workflow and saving yourself both time and sanity through efficient and effective processes.

1. Assess your existing structure

When it comes to your workflow, you can’t move forward without taking a look back. It’s important to understand how your current systems are working for you (or how they’re failing), so you can identify gaps in the process and adjust accordingly. Set an appointment with yourself to review all of the workflows in your business — from your intake process to event day prep and everything in between. Write out the process for each and highlight the steps that are either unnecessary and inefficient. These are the areas in which you should focus on as you refine your workflow.

2. Do your research

Once you have pinpointed the areas for improvement, it’s time to put your research hat on and explore new systems that can help to streamline your workflow. Technology has advanced to the point where it can simplify and even automate most tasks, so you’re doing yourself a disservice if you don’t consider using digital apps and programs to support your business. There are countless solutions for project management, social media automation, client management, automated invoicing, appointment scheduling, email funnels, and more. If you have a team beyond yourself, ask for their input about certain functions as they will likely have a lot of on-the-ground experience that will shape your final decision.

3. Make time for implementation

Now, it’s time to employ the changes that you’ve planned throughout the first two steps. You likely have some new apps that interest you, and you may have even signed up for a trial or two. Keep in mind that implementation is a stage that should never be rushed; it takes time to turn new methods into habits, and it will take even longer if you have a large team to train. During the transition period, be prepared for obstacles and mistakes. Communicate the changes to your clients if there is a chance that they could be affected by the change; assure them that it’s for the best and will enhance their experience once it’s in place. At that time, work closely with your team to identify any challenges and find solutions that will support each individuals’ learning habits.

4. Evaluate successes and failures

After a few months of onboarding, you’ll probably find yourself growing comfortable with the changes and experiencing some of the early benefits of your new workflow. This is the perfect time to evaluate the strengths and weaknesses of your implemented changes. Are there still gaps that could use improvement? How can you build upon your current process to address those areas? Evaluation is key to growth, especially in the beginning stages of a new workflow. After a time, you can stretch out the assessments every six months to a year, but it’s smart to analyze your new changes every month or so in the beginning as you’re still getting used to it. Check-in with your team often to get a feel for the overall sentiment around the transition.

There you have it — a simple roadmap that will take you and your workflow from ineffective to streamlined. With more time in your schedule, you’ll find it easier to focus on new projects, take on more clients, or finally make time for that trip you had been planning with family. Click here to download workflow document.

Jennifer Taylor is the owner and founder of Taylor’d Event Group, a leading event planning company that serves local and destination clients in Washington State and Maui, HI. She is also the principal of Jen Taylor Consulting, a consulting firm that works with creative businesses of all sizes to implement streamlined workflows and organized systems to find more time and space for business growth and personal development.

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