How To Be Organised Like A Wedding Planner

Yurt wedding styled shoot with lots of natural details including leafy green plants, wooden furniture and loose floral arrangements. Hannah a white female wears her long brown hair tied back in a pony tail. Hannah wears large glasses and all black while add the finishing touches to the wedding table. — Hannah makes sure the place settings on top table are perfect. Yurt styled shoot with lots of greenery and wheat linen. Image credit – Hannah Brooke Photography

To be a wedding planner you have to be super organised and aware of everything going on which normally means chatting to numerous suppliers, sending lots of emails and keeping track of a various budgets and spreadsheets at any one time. Therefore, it’s crucial to have some helpful processes in place to keep on top of everything.

Many of which I thought might help you during your planning too!

1. I get all the key dates in my diary

As soon as my couples book a supplier, I get their deadlines saved in my calendar. This could be anything from when final numbers are due, when caterers need menu choices or cake makers need confirmation of flavours and designs to dates for final payments. This helps us to stay mindful of the timeframes we are working to.

2. I use an app to keep track of my couple’s to-do lists

I use Evernote to help me keep track of all the things I need to do or follow up for my couples. Each couple has a separate board in Evernote where I write everything down. I then don’t have to worry about losing a piece of paper as it’s all online for me to access anytime, anywhere.

3. I file my emails

Each couple has a folder where I file all the emails, I receive from them and their suppliers. This makes it super easy for me to find past emails if I need to. I also take things one step further and flag any emails which are either important or have not yet been completed/actioned. That way I can glance through the folder and pick up on anything which may need my attention.

4. I set myself reminders

If I know I’ve sent an email or have spoken to someone and it’s important I get a response I set myself a reminder to chase it in a couple of days or weeks (depending on its urgency). It helps free my mind of the worry I’m going to forget to follow up, so I can get on with the rest of my to-do list.

5. I file everything on my laptop

I create a folder for each of my couples on my laptop where I store their contracts, invoices, function sheets, floor plans etc so I don’t have to trawl through my emails every time I want to reference or check something.

6. I am a sucker for a function sheet

Every couple receives their own detailed function sheet which includes a top to bottom breakdown of their wedding and timeline. This is updated after every consultation and all TBC’s are noted on here and highlighted in yellow so we’re both aware and up to date of what we need to finalise before the wedding.

Hopefully these tips will help you stay organised during your planning. For more planning tips sign up to my LET’S TALK DETAILS mailing list.