I'm Sophie Robinson— I’m a wedding pro VA, wife, dog mom, and table-side-guac enthusiast! Ready to ditch the overwhelm?

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The 5 Biggest Mistakes Wedding Pros Make with Systems

July 10, 2024

As a virtual assistant (VA) to wedding professionals, I’ve seen firsthand how smart systems can make or break a business. Yet, many wedding pros fall into common traps that hinder productivity and client satisfaction (despite our best intentions). Today, let’s dive into the biggest mistakes wedding pros make with systems and how to avoid them!

As a wedding pro VA with experience in CRMs like Honeybook and Aisle Planner, I’ve seen how avoiding these common mistakes can transform your business! If you need help setting up systems that work for you, I would LOVE to help! Contact me here to get started.

Quick note, I’m an affiliate of some of the companies on this page, which means I receive a commission whenever someone makes a purchase using my code or link. This doesn’t cost you anything extra – it often will actually save you money! As an affiliate, I’m able to snag some sweet discounts. I wholeheartedly endorse these brands, and I only recommend products/services that I use in my real life and straight up LOVE. Enjoy!

mistakes wedding pros make with systems

1. Obsessing About Perfection

Perfectionism can be a double-edged sword. While striving for excellence is commendable, and I’m speaking from personal experience with this, getting caught up in making everything perfect can lead to procrastination and inefficiency. Wedding planners often obsess over designing gorgeous smart files in Honeybook but neglect more important functions like email automation. Similarly, photographers might focus solely on creative tasks, ignoring the technical aspects that keep the business running smoothly.

Take a step back and ask yourself: Is this level of detail necessary right now? Sometimes, good enough is better than perfect, especially if it means you can move forward and keep your projects on track. Balancing quality with functionality is key to ensuring you don’t get bogged down by the pursuit of perfection.

2. Not Considering Their Mental Load

We’ve all been there—signing up for a new program in the middle of wedding season or purchasing a DIY course because it’s the cheaper option, only to have it collect virtual dust in the “learning” folder on our desktop. These decisions often stem from underestimating the mental load we’re already carrying.

Before committing to a new tool or course, consider your current workload and realistic capacity for learning and implementation. Is now the right time? Will this addition genuinely help streamline your processes, or will it add more stress? Being honest about your time and energy can save you from unnecessary overwhelm and help you focus on what truly matters.

3. Being Too Professional and Lacking Personality

Additionally, in an effort to appear professional, many wedding pros end up sounding robotic in their communications. This can be a huge turn-off for potential clients who are looking for a personal connection. Remember, your clients are likely filling out inquiry forms for multiple planners, and you need to stand out and show them what you’re really like!

Don’t be afraid to let your personality shine through in your emails. For example, my inquiry response includes a “New Girl” GIF because I adore that show, and it gives my potential clients a taste of who I am. If you sound too stiff and formal, clients may not feel inclined to book a call, no matter how polished your website is. A little personality can go a long way in making a memorable impression!

wedding pro VA talks about mistakes wedding pros make with systems

4. Choosing the Wrong Software

Ooooh, this one is a biggie. One of the biggest mistakes wedding pros make is choosing software based on what their industry bestie or coach recommends, rather than what suits their own needs. I could rant about this forever! When I started my VA business, Dubsado intimidated me which in turn stopped me from setting it up, because I knew it would be a steep learning curve. Honeybook, on the other hand, was a perfect fit for my needs.

The lesson here is to do your research and choose software that aligns with your personality and workflow. Don’t let FOMO push you into adopting tools that don’t suit you. Avoid the temptation to overload yourself with tech tools, as this can lead to more confusion than clarity.

5. Piecemealing Things Together

Similarly to mistake #4, using too many different tools can create a fragmented workflow that’s hard to manage. Aim to streamline your tools and systems to enhance efficiency. For most wedding pros, I recommend:

  • A program for contracts and invoices (like Honeybook!)
  • A project management tool (Asana is my personal favorite)
  • A marketing and social media scheduling tool (like Enji)
  • A design tool (this could be Canva or the Adobe Suite)

Mistakes Wedding Pros Make with Systems: Frequently Asked Questions

How do I know if I’m obsessing too much about perfection?

If you find yourself spending excessive time on minor details, delaying important tasks, or feeling paralyzed by the need to make everything flawless, you might be obsessing too much about perfection. Aim for a balance where your work is of high quality but still allows you to meet deadlines and move forward.

What are some signs that I’m underestimating my mental load?

Common signs include feeling constantly overwhelmed, having a backlog of unfinished projects or courses, and struggling to find time for new commitments. If you’re often stressed or burnt out, it might be time to reassess your workload and priorities.

What criteria should I consider when choosing the right software for my business?

Consider factors such as ease of use, the specific needs of your business, the learning curve, customer support, and integrations with other tools you use. Trial periods can also help you determine if a software is the right fit before fully committing. Or just hit me up and I can help you decide!

Is it worth investing in a more expensive tool if it promises better functionality?

Investing in a more expensive tool can be worthwhile if it significantly improves your workflow and saves you time. However, make sure to evaluate whether the additional features are necessary for your business and if they justify the cost. Keep in mind, you should always choose a tool that will grow with you as the switching cost can be more than you realize down the line (both with your time and money!).

Can I change my systems mid-season, or should I wait until the off-season?

It’s generally better to implement major system changes during the off-season to avoid disruptions. However, if a new system can significantly improve your efficiency and you have the capacity to manage the transition smoothly, it may be worth considering. Or you could always just hire me to do it for you (off-season or not!)

wedding pro VA Sophie Robinson talks about mistakes wedding pros make with their systems

Ready to Stop These Mistakes Wedding Pros Make With Systems?

Now it’s time to take what you’ve learned here and get to work! Take a moment to evaluate your current systems. Are you falling into any of these traps? If so, it’s time to make some adjustments! Avoiding these common mistakes can make a significant difference in your productivity and client satisfaction. Your future self—and your clients—will thank you!

As a Wedding Pro Virtual Assistant who knows CRMs like Honeybook and Aisle Planner inside and out, I’m here to help you set up systems that will streamline your business and save you time. If you’re feeling overwhelmed by all the options and need a professional touch, don’t hesitate to reach out – let’s get you set up with the best tools and processes so you can focus on creating unforgettable experiences for your clients. And make sure to say hi on Instagram and follow me for some more tips!

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I'm Sophie Robinson— I’m a wedding pro VA, wife, dog mom, and table-side-guac enthusiast! Ready to ditch the overwhelm?

freebies you'll love

Access My Free Resource Library

download the Wedding Pro Tasks to Outsourcing

how you might be treating your contractors like employees


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