Running an interior design business can be creatively fulfilling, but managing expenses is crucial for long-term success. By reducing overheads, you can increase profits and improve cash flow, allowing you to invest more in your business and provide exceptional service to your clients. In this article, we'll explore practical strategies to help you streamline your operations and minimise costs while maximising profitability.
Here's what we'll cover:
Let's dive in and discover how to make your interior design business more financially efficient.
Before you can effectively reduce overheads, it's essential to understand where your money is going. Take a close look at your expenses and identify areas where you can make cuts or find more cost-effective solutions. This might include:
Your workspace is a significant contributor to your overhead costs, so it's essential to make sure it's working for you. Consider the following tips to optimise your workspace and reduce expenses:
Efficiency is key to reducing costs and maximising profits in your interior design business. Streamlining your processes can help you save time and money while delivering exceptional results to your clients. Here are some ways to improve efficiency:
Technology can be a powerful tool for reducing overheads and increasing productivity in your interior design business. Consider incorporating the following tech solutions into your workflow:
Effective cash flow management is essential for the success of any business, including interior design firms. By optimising your cash flow, you can ensure that you have enough money to cover expenses, invest in growth opportunities, and weather any financial challenges that may arise. Here are some tips for improving cash flow:
If you're looking to expand your interior design business or invest in new projects, securing funding or financing may be necessary. Explore the following options to support your growth ambitions:
In conclusion, reducing overheads is essential for increasing profits and improving cash flow in your interior design business. By assessing your current expenses, streamlining your operations, and embracing technology, you can optimise your business processes and achieve greater financial efficiency. Remember to continually monitor your finances, seek opportunities for cost savings, and invest strategically in your business's growth.
Key takeaways:
"Where did I save that [insert very important client file here], again?" If you're an interior designer who often asks yourself this question, you're in need of a better client file management system.
As the owner of your own interior design business, you wear a lot of hats—which means that good organisation is essential. Having an efficient organisational system for each of your clients makes for a netter client experience and increases the chances of long term success for your interior design business.
What happens if designing comes naturally to you, but organisation? You invest in a digital tool to help you organise and manage your client files and relationships.
In this article we'll explore...
For interior designers, a well-organised file system is the backbone of a smooth workflow and satisfied clients. It simplifies client collaboration and file access so you spend more time on what you do best—designing!
Benefits of using digital tools to manage interior design files:
A popular file management system used by interior designers is Dropbox. As one of the most popular cloud storage solution, Dropbox offers a secure and centralised space where you can store, access, and share all your business and design files, from initial sketches to invoices.
Three ways in which interior designers use Dropbox for interior design file organisation:
One of the most crucial stages of interior design is formalising agreements and onboarding clients. Traditionally, this process can be cumbersome, as it can take multiple rounds of emails, document revisions, and physical paperwork to complete.
Dropbox simplifies this process by providing a unified hub for your standard contract templates and welcome kits. You can create dedicated Dropbox folders for interior design clients, where you can securely store all relevant documents, including contracts, invoices, and project briefs. Easily share a link with new clients for easy access, review, and e-signing so you won't have to chase them signatures or misplace any documents.
With Dropbox, designers can create a structured folder hierarchy tailored to your workflow. Folders can be categorised by project name, client, room, or design phase, to create an easy-to-follow framework for storing and accessing files. This ensures that files are neatly organised and easy to locate, even as projects evolve and expand over time.
Not sure how to start? Start organising your Dropbox folders for interior design clients using this structure...
Interior design is as much about creativity as it is about functionality. The flexibility of Dropbox's platform enables designers to organise their creative collections in a way that best suits you.
Collections can be organised however you want. You can do it by style, color scheme, or project theme, to help you create the best structure for organising inspiration. These collections serve as virtual mood boards, where designers can gather ideas, reference materials, and design references and share to clients or other vendors as needed.
A project management software acts a centralised hub for all files, it promotes real-time client collaboration and simplifies client file access for interior design businesses.
Three ways to use a client file management system:
You didn't become an interior designer to do more admin! However, running a successful interior design business requires being able to juggle creativity with commerce.
Invoicing and billing clients can feel like a chore, but efficiently collecting payment and keeping track of your finances is an essential part of keeping your interior design business afloat.
Thankfully, there are an array of digital tools available to help you better manage client accounts, create invoices, and collect payment for your projects. These tools integrate automations and AI to help your finances run on autopilot, meaning your time is freed up to focus on your creative work and your client relationships.
This article will explore...
Consistent income is essential to a successful interior design business—which means invoices must be sent out and paid on time.
It is easy to get overwhelmed with other tasks and struggle to find time to create invoices or chase client payment—but what if you didn't haver to? Smart softwares for interior designers can keep a track of your finances in the background whilst you work.
Without the stress of missed or delayed payments, you can focus on growing your business and delivering exceptional services to your clients. Its a win-win!
A popular tool used by interior designers is Quickbooks. Quickbooks is a user-friendly automated accounting software capable of managing bookkeeping, invoicing, expense tracking, and more.
How to use Quickbooks for your interior design business:
In the fast-paced world of interior design, efficiency is key to success. Investing in automated invoicing software is not just a smart move; it's essential for streamlining your business operations and maximising productivity.
With an automated invoicing system, interior designers can bid farewell to tedious manual processes and hello to more time for creativity and client satisfaction. Imagine effortlessly generating and sending invoices with just a few clicks, freeing up precious hours that can be better spent focusing on design concepts and client consultations. Moreover, automated software ensures accuracy and consistency in billing, minimising errors and avoiding potential disputes with clients.
Beyond saving time and reducing administrative burden, such software can also enhance your professional image by delivering polished, branded invoices that reflect your commitment to excellence. Additionally, tracking payments and managing finances becomes a breeze, providing invaluable insights into your business's financial health and enabling informed decision-making.
In today's competitive landscape, investing in automated invoicing software isn't just a luxury—it's a strategic necessity for interior designers looking to thrive in their industry.
AI-powered design tools are reshaping the future of interior design. With a common goal of making the design process faster and easier, we're seeing a steep upward trend in the number of AI-powered design tools hitting the market.
One of the most exciting innovations is Palazzo—a new AI-design tool created by Venus Williams, Raffi Holzer, and Edward Lando. This platform promotes design automation by utilising cutting-edge generative data to craft designs. It uses a three-step process to do this. You upload a photo of a space, describe your vision to Vinci, Palazzo's AI assistant, and it generates a 3D visualisation of your ideal space with just the right furniture, decor, and colour schemes.
Palazzo is a ground-breaking leap forward in interior design. This article explores...
Should interior designers incorporate Palazzo in their design process? Let's find out.
Palazzo has shaken the interior design industry, and for good reason. Not only does it shorten an hours-long process to just a few minutes, but it also streamlines the client consultation process.
Four benefits of Palazzo...
Even with as many AI-powered digital tools as there are available, there are still a stigma surrounding these design software advancements. Especially when considering the impact of AI on creativity.
Now, this skepticism is valid. Interior designers only want what's best for the industry, and even the revolutionary Palazzo has its own drawbacks that you should know about.
If you're curious about how the Palazzo AI works, then you're in the right place. We tried the digital platform ourselves and one thing is for sure—the future of interior design does look bright with Palazzo.
First of all, let's talk about customisation with AI. The Palazzo process always starts with the Aesthetic DNA Quiz. It's a two-minute assessment that let's you know what your client is looking for in terms of interior style, colour scheme, and overall mood. This means less discussions and second-guessing. It's as easy as sending them the quiz, having them fill it out, and checking the results afterwards.
Clients also have the option to upload an image of a room they like to incorporate it's style in the room they're looking to renovate. Your Pinterest boards are finally getting put to good use!
We tried this feature ourselves using this image as inspiration...
...and here is the before and after design it created. Quite brilliant, right?
Before
After
On the other hand, Palazzo definitely has several areas that need improvement. The platform often falls short at the face of highly complex requests, which is quite understandable given that it's not a human designer.
Keep an eye out for Palazzo's latest design software advancements. Particularly, the segmentation feature that's currently in the Beta testing phase. This upcoming feature let's you select the specific areas or items you want to change or work on, which allows for more detailed designs!
It's important to remember that professional designers and AI are not enemies. The role of interior designers are still as valuable, even with the birth of new digital tools. AI-powered tools are merely a product of technology integration and are not made to replace the irreplaceable role of human interior designers. In fact, it's safe to say that human expertise is now in greater demand.
Palazzo's true power lies in its ability to empower designers and increases the efficiency of the interior design process. Whilst Palazzo's AI capabilities can streamline initial consultations, generate personalised design options for clients, and explore new design possibilities, it will never be perfect. An experienced designer can fill in these gaps and translate personal needs and preferences into a space that is not only beautiful, but also functional and reflects the personality of the homeowner.
Ultimately, the future of interior design will continue to shine bright with the collaboration of AI tools and the expertise of human designers.
Overall, Palazzo is a wondrous platform that no interior designer should judge without trying. With its AI-powered features, it streamlines client communication, efficiently redesign spaces, and automates idea generation. This saves interior designers the money and effort spent on 3D visualising spaces, and frees up more time for meaningful consultations.
While it has a multitude of benefits, there are still designers who remain skeptical about AI affecting personalisation and creativity. Platforms like this can lead to over-reliance on AI tools and may result in low-quality designs.
However, keep in mind that these technological advancements are not made to harm designers. In fact, it is developed with the goal of making things easier for them. The collaboration between AI tools, like Palazzo, and human designers ensures a bright future for interior design—one where technology complements and empowers human expertise rather than replacing it.
Another client enquiry, wedding bells are ringing—oh wait, or are they alarm bells!
All professionals in the wedding industry know that fake enquiries and attempted scams are rife—even industry leading platforms such as The Knot have been accused of sending out fake enquiries to their users in order to boost revenue and user retention.
In order to keep your wedding planning business secure, you'll need to keep a look out of fake client enquiries that waste your time and resources. Let's work together to stop wedding scammers and promote safe wedding planning for all.
In this article, you'll learn how to protect your wedding planning business (and your time!) by exploring...
A fake wedding enquiry (also known as a scam) is a deceitful request for wedding planning services, typically made with the intent to mislead or manipulate the recipient. Such enquiries involve fake names and details about the wedding, and always sound too good to be true.
Most wedding planners receive at least one fake enquiry throughout their career. But unfortunately false enquiries for some, it's a daily occurrence—a random email drifts into your inbox offering you a huge wedding project. Except, it's the same email over and over again under a different name. Scam alert!
People send fake enquiries for various reasons. Some individuals seek to gather information for malicious purposes, such as identity theft or fraud. Others may be conducting research for personal gain, competitive analysis, or simply for entertainment. In some cases, fake enquiries may be part of a larger scam or scheme aimed at exploiting wedding vendors or planners.
Despite the rampancy of wedding enquiry scams, a lot of planners still fall for them. Especially, new wedding planners who are hungry for new leads. The potential consequences of falling for a fake enquiry are profound. It's frustrating. Not only can it waste valuable time and resources, but also cause privacy breaches and financial losses.
On the bright side, fake enquiries always have distinguishable characteristics and often follow a pattern. Protect your wedding planning business by keeping an eye out of the following signs of a fake wedding enquiry:
While there is always a risk of receiving fake enquiries, that doesn't mean everything is a scam. In fact, some genuine clients simply like to follow templates in their enquiries to make sure they cover everything. Plus, clients naturally enquire with several planners and vendors to find the ones that best suits their needs.
Four ways to verify a wedding enquiry...
Planning a wedding is a whirlwind, and sifting through genuine enquiries from tire-kickers can be a time-consuming hassle. So here's a quick guide to help you separate the "I do's" from the "don't bothers."
Foremost, a genuine couple will personalise their message. They'll mention details about their wedding date, venue (if chosen), or guest count. They might even express specific questions, compliments on your work, or come clean about knowing nothing about where to start.
Fake enquiries, on the other hand, will often be generic greetings like "Dear Sir/Madam" or even lack a salutation altogether. The body of the email might be a copy-and-paste job sent to multiple vendors, mentioning nothing about your specific services.
A real wedding enquiry should be something like this...
"Hi [name],
I stumbled upon your portfolio on Instagram and was captivated by your stunning floral arrangements! My partner and I are planning a romantic garden wedding with an expected guest size of 50-100 in May 2025. Could you please provide us with more information about your availability and wedding packages?"
Not like this...
"Hello dear,
I hope this message finds you well. I am writing to inquire for your wedding planning services. Please send me details and I hope to get a good package that is best for our needs."
Couples with a genuine desire to book you will often mention a budget range or at least indicate their budget as a consideration. This opens a conversation about how your services can fit their needs. They could say...
"We have a budget of $20,000 for our wedding and are hoping to find vendors who can help us create a memorable day within this range. We value quality and creativity and are open to suggestions that align with our budget and vision."
On the other hand, fake enquirers are always rich. They will most likely agree with whatever rates you declare and rush to payment with no questions asked.
Couples who are serious about booking with a wedding planner are never in a rush. Understanding how much needs to get done for a wedding, their wedding dates are usually around six months to a year ahead. They should also be open to a few consultations and might ask for your availability or suggest a timeframe for a call to discuss the details.
A genuine enquiry might say...
"My partner and I are beginning to plan our wedding, which we're hoping to hold next summer. We're taking our time to explore different venues and vendors to ensure we find the perfect fit for our special day. Could you please provide us with more information about your services and availability?"
Conversely, fake enquiries often exhibit a sense of urgency with requests for immediate responses or services. This rushed demeanor may indicate an attempt to pressure vendors into making hasty decisions or overlook potential red flags. In addition, some recent scams have unrealistic requests like a 'surprise wedding.'
A fake wedding enquiry might say...
"Need wedding planner for my wedding next month, 24 May 2024. Please reply ASAP."
Unfortunately, there's no way for you to prevent spam or fake enquiries. Some platforms like WeddingWire can help by alarming you of potential scams, but it's not always a guarantee.
Firstly and most importantly, what you can do is ignore these enquiries. As soon as you've verified that it's a fake, cut contact with that person altogether. Better yet, mark them as spam and block their emails.
Secondly, never open attachments from enquiries. All wedding details can be typed within the email or discussed directly via call. There shouldn't be a need for you to open attached files.
Thirdly, verify everything. Search up the enquirer's name and social media, and try to find as much information as possible before responding. This applies for payments as well, as they can send you fake cheques and receipts.
Pro Tip: If you do fall for a fake wedding enquiry, report the scammer to the authorities and get in touch with a lawyer. The perpetrator can be sentenced under the Fraud Act 2006 under false representation or obtaining services dishonestly.
Wedding planning is a fulfilling career. However, just like any other business, it is fraught with challenges like the rise of fake wedding enquiries targeting wedding planners and other vendors. These often use fake names, lack personalisation, and exhibit rushed behavior.
As a wedding planner, it's essential to spot even the tiniest of red flags to keep your wedding business safe. The most common signs are requests for personal information, refusal to engage in voice or video calls, poor spelling and grammar, and unrealistic budget offers.
To verify enquiries, make sure to check with other planners, verify the enquirer's business credentials, authenticate vendors, and invite them on a call to discuss details directly. Always remember, it's better to be safe than sorry!
The interior design industry is no stranger to innovation. Designers have always embraced fresh ideas to create dream spaces. In this AI-age, for instance, there is a rapid development of interior design digital tools made to boost client engagement and streamline the design process—one of which is Typeform.
In an industry where first impressions are everything, Typeform can transform the way interior designers interact with clients for the better. It automates your business and builds stronger client relationships by creating interior design consultation forms that are actually worth filling out.
How does Typeform revolutionise the way interior design businesses connect with clients? This article explores...
Is Typeform a useful tool for your interior design business? Let's find out.
Before you can wow clients with your design chops, you need a full understanding of your client's vision to establish a strong foundation for the project. This is where Typeform comes in handy.
Typeform is an online platform that lets you ditch the dry, traditional forms and create interactive experiences that feel more like a conversation. Conditional logic tailors the experience by asking specific questions based on their initial answers. This leads to higher completion rates and richer data about your clients' needs and preferences.
Beyond initial consultations, Typeform also lets you create all types of forms for various purposes. You can create design preference quizzes to understand a client's style in a fun and interactive way. Build feedback surveys to gather valuable insights on your proposals and completed projects. Or set up easy-to-use signup forms to streamline the registration process for events.
Three ways to use Typeform in interior design:
Final verdict: Is Typeform worth it?If you're looking for a go signal to invest in Typeform, then you've found what you're looking for! Typeform is overall an innovative AI tool for interior designers that eases client interactions through user-friendly forms. It replaces traditional forms with engaging conversational experiences, allowing designers to collect detailed client preferences and streamline processes. From initial data collection to lead generation and event registrations, Typeform enhances client engagement and business automation for interior design businesses.
The world of interior design thrives on strong interior design client engagement. In today's fast-paced world, traditional methods can sometimes feel clunky. So if you're still not incorporating smart digital collaboration tools in your business, then you're missing out.
By using client collaboration platforms, you can transform client communication, streamline workflows, and foster a more collaborative environment. This enhances the design experience and lead to happier clients, higher project satisfaction, and ultimately, a thriving interior design business business.
This article will explore...
Client collaboration in interior design is the ongoing partnership between a designer and client. Regular communication and feedback are the cornerstones of successful collaboration. By working together, you and your client continuously refine the design to ensure it meets their vision, needs, and goals. This helps avoid costly revisions down the line.
Technology has and continues to revolutionise the interior design process. The development of digital collaboration tools and cloud-based interior design software allow real-time collaboration, making communication more seamless than ever. Now, you can communicate, share 3D designs, and receive feedback from your client all in one platform. This keeps both you and your client at the same page every step of the way.
With a plethora of client collaboration platforms available to interior designers, it can be a challenge to pick one that's just right for you. To take the load off your shoulder, here is a quick list of the best online client collaboration tools that every interior design business should have.
If you're looking for a simple and visually-pleasing client collaboration platform, have a go at Visualist!
On Visuaist, you can set up dedicated client hubs and use to-do lists and automations with its integrated business management platform. This allows you to keep track of all your projects based on priority. Visualist also comes with your very own AI assistant for help with important tasks like creating proposals, invoices, and questionnaires. Cherry on top, it makes the design process seamless with its smart algorithms like object detection, smart collaging, and AI-powered search.
Everything you need in one single space—not another tab.
Tired of dry, traditional forms that kill engagement? Typeform lets you create interactive experiences that feel more like a conversation. Imagine a signup process that's fun, a feedback survey that feels engaging, or a design quiz that reveals your client's style – all possible with Typeform.
Typeform's conditional logic feature tailors the experience by asking specific questions based on their initial answers. This leads to improved interior design client engagement, higher completion rates, and richer data. Furthermore, your forms can easily be embed on your website for better accessibility. No more emails lost!
Suggested article: (article on Typeform: not published yet)
With Google Drive, you can consolidate all project documents, including floor plans, mood boards, photos of material samples, and communication threads in one place. Designers can allow access to documents like design plans or mood boards so clients can leave some comments when they have time. No more back-and-forth emails or missing files!
Google Drive automatically tracks changes, allowing designers and clients to see how documents have changed and revert to previous versions if needed. You can also integrate cloud-based design tools with Google Drive. This enables designers to upload design revisions directly to the Drive, where clients can provide clear annotations and feedback within the document itself.
Dropbox, similar to Google Drive, acts as a central hub for all project files, including design plans, mood boards, reference images, and communication threads. Certain Dropbox plans allow for simultaneous editing on some file types, enabling both designers and clients to make updates to documents like mood boards or design notes in real-time.
Unlike Google Drive, Dropbox is primarily focused on file storage and sharing and comes at a lower price point. This makes it a good alternative if you're working on a smaller budget.
Zoom is especially valuable for initial consultations, brainstorming sessions, or design presentations where visual cues and real-time reactions are important. Designs are hard to explain with just words and an image—that we all know.
With face-to-face interaction, designers and clients can have richer conversations compared to just emails or text. It also allows designers to share design plans, mood boards, and 3D renderings through screen sharing. Allowing clients to provide immediate feedback and ask questions in real-time.
If you're not incorporating smart digital collaboration tools, then you're seriously missing out. Integrating digital tools into interior design workflows enhances client collaboration by streamlining communication, providing real-time updates, and fostering transparency. This leads to greater efficiency, improved interior design client engagement, and cost savings.
Quick list of the top-performing client collaboration platforms:
A letter to the people-pleasers: you can’t be all things to all people.
Treading the fine line between people-pleasing and customer satisfaction is much easier said than done. Naturally, all business owners want to accept as many clients as possible, put their best foot forward on every project, and maximise client satisfaction at all costs. After all, isn’t that what’s best for business? Not quite…
Unfortunately, working closely with clients, especially in creative, service-based industries, can funnel into people-pleasing behaviour. Instead, finding a balance between meeting client needs and prioritising business growth is key. Ultimately, setting client boundaries can be the difference between succeeding and sinking.
The pitfalls of people-pleasing are difficult to identify. People-pleasing behaviour stems from a sense of responsibility to make others feel good and supported without considering your own needs. It can also be reflected in a strong desire for approval from others. Lastly, it can mean you undermine your values and associate your self-worth with others’ perception of you.
It’s anything but easy to look in the mirror and reflect on your own habits. Self-reflection, however, is the first step to setting healthy boundaries, both within your business and your life!
Allison Kraweic-Thayer is an entrepreneur, certified mindset coach, and recovered people-pleaser. Allison started her career as a psychology and conflict student at a small liberal arts college and is now the proud founder of The Grounded Empath. Over the years, Allison has learned all about the importance of setting boundaries to heal from people-pleasing. As an expert and recovered people-pleaser herself, she now provides her clients with all the tools needed to cultivate a confident and healthy mindset, and a thriving business.
In our conversation with Allison, she addresses all things people-pleasing, setting boundaries, and knowing your self-worth:
This realisation came from noticing it in myself first. In my early twenties I felt a lack of alignment between how I saw myself, and the way I lived my life. I’d always been a bold, confident person but would frequently find myself in situations that didn’t feel good. (Terrible boyfriends, covering extra shifts while already working 3 jobs as a college student, biting my tongue in disagreements). I noticed how much I was editing myself for those around me. And how much I was losing myself in the process.
As I learned more about people-pleasing, (which is also beginning to be referred to as “self-abandoning”), it was so obvious to me that’s what I was doing.
The biggest shift came for me when I realised something I don’t think many do. Repeated people-pleasing tells ourselves that we are inferior. Every time I bit my tongue and adjusted to keep others happy or not “rock the boat”, I was telling myself: “Their comfort is more important than yours.” Once I realised that…. oooof. I couldn’t continue doing that to myself.
I wish it would have been a *snap your fingers you’re healed* situation, but unfortunately there is a lot of unlearning and relearning that needs to happen. It is possible though!
The intention behind your action determines whether you are people-pleasing, or simply being a kind, supportive person. Let’s look at an example:
You are hiring a photographer for an event. You post online and your uncle replies that he has a pretty good camera and is willing to take pictures. However, you know he’s not the right fit for the event and you’ll need to tell him you’re going with someone else.
If your inner dialogue looks something like this:
“It’s so sweet that Uncle Jim offered to help out. I know his style isn’t quite what we’re looking for here. I’ll send him a message to thank him and let him know we’ll be going with someone else.”
You are probably just being a kind, supportive person.
If it looks a bit more like this:
“Oh man. He isn’t the right fit but I can’t make him feel bad. And my mom probably saw the comment so she’ll ask about it too. He’s family. I don’t want to make things awkward. Maybe I’ll just let him do it? Or maybe I’ll lie and say we aren’t doing the event after all?”
You might be falling into people-pleasing.
The difference here is that in the first example, you are rooted in love and you are choosing clear communication. You aren’t trying to save your uncle or worrying about his feelings. You aren’t making assumptions about his reaction or anyone else’s. You’re simply responding to the situation.
In the people-pleasing example you are falling into something referred to as “Emotophobia” - the fear of negative emotions. You are worried about his feelings, your mom’s feelings, and even your broader family’s feelings because you’re assuming they’ll respond negatively. You employ what I call “defensive niceness” to keep something bad from happening.
People-pleasing as a small business owner is far more common than we realise, and often we try to package it in a “pretty” way, but that doesn’t change what it is.
“Being a perfectionist” is often rooted in self-doubt. So is “being super flexible” or worrying about “being salesy”. I’ve been there, you’re on a sales call and the person thinks it’s too expensive or wants to change up parts of the offer… so in the name of “good customer service” you give a discount, or cut something out.
When you do this, you are not standing in your authority as a business owner. You are letting other people know they can push you around a little, and in the end, it could cost you big, like $8k big, as it did for a woman I know.
This woman provided social media content services for a non-profit. At the beginning of the agreement she “didn’t want to be difficult” so she didn’t put a contract in place. Fast forward to today, she is coming to terms with the fact that she will probably never see the $8000 that she is owed for the work she did for them.
Client boundaries are critically important! Especially if you’re in a relationship where they are contacting you outside of organised sessions. You deserve time off and time unplugged just like everyone else. Many of my clients are in real estate and are contending with the need to be constantly available to clients, no matter what. I once spoke with a man who missed a really sweet moment at his son’s wedding because he had stepped out during dinner to take a client call. Clients are important of course, but remember that you are a human as well and life is bigger than just your work.
This is where I recommend letting boundaries be flexible and/or providing context. I’ve heard horror stories from friends, one whose coach decided to move to Bali 1 month into a 6 month arrangement and now would only be available for calls between 9pm and 1a local time for my friend. The coach was entirely unwilling to shift this boundary and expected everyone to adjust around her. Understandably, my friend (the client) definitely had their satisfaction compromised.
However, it is possible for boundaries to be flexible too. I always tell clients that boundaries can be a tall cement wall with barbed wire at the top, or they can be like a gentle row of sunflowers separating your yard from the neighbours. You might have a boundary that you prefer not to work on weekends. However, the dreamiest dream client is booked solid and only available to meet to discuss their wedding planning on Saturdays. You can choose to adjust that boundary in this case, without letting it go entirely.
It is also helpful to provide context, if it feels relevant. Perhaps a client repeatedly pushes you for an afternoon meeting when you have deliberately set your schedule up to be done by 2pm. It could be helpful to share your reasoning with them to help them understand. Perhaps you say something like: “I know you’d like to shift our meeting time to 4pm, but as I’ve stated, I am not available after 2pm. I pick up my kids at 2:30p and am fully present in family time from then on.” This helps the client feel heard and will likely also get them to stop pressuring for a later meeting.
Setting boundaries and standing up for yourself is never about being mean, or being right, or proving anything. I always encourage clients to come into those experiences envisioning their neutral Higher Self. The Ego often wants to get defensive and fight back, but this is generally not what you want as a business owner. If that anger starts to well up, take a breath and decide if now is the best time for the conversation.
If it seems like you are too activated to navigate calmly, perhaps say: “I hear what you are saying and need some time to work through my thoughts and feelings. Could we reconnect tomorrow to talk about this?”
If clients are turned off by you standing up for yourself, ask yourself if this is a client you really want to have on your roster.
To me, cherishing yourself is about loving yourself unconditionally. It’s not “I’ll love myself when I finally book that one year retainer client.” Or “I’ll finally feel validated in my business when I book a $20k event.” Or, “I need to be booked out for the whole season before I feel like I’m good enough.”
All of this people-pleasing healing starts with the mindset, and when your mindset is one of cherishing yourself like the once-in-a-lifetime gift that you are… you tend not to get sucked into people-pleasing.
In my life as a female business owner who cherishes herself, this looks like: having a weekly schedule that works for me (no calls on Mondays or Fridays), not pressuring myself to hit posting goals on social media, not taking it personally if someone says no when I make an offer, trusting myself and my ideas enough to show up online talking about them, saying what I want to say in my content and not worrying about what people will say, to name a few ways.
Figure out what boundaries feel necessary and why. Like the earlier example, are you picking up kids and not available for calls later in the day? Or maybe you know you function better with a slow morning, so you don’t take any calls till after lunch. Maybe you’re in interior design, and you desire boundaries around the edits your clients can make before there are additional charges. (It’s one thing to swap out a piece of art, and another thing to totally change the direction and require you to basically re-do your work).
Plan what you want to say, and for how they may react. It’s helpful to have a plan going into the conversation. Knowing what you want to communicate and how you’d like to move forward gives you an excellent place to ground in the conversation. You can also plan for how they may respond. Perhaps you need to set a boundary with a bride who is violating your “office hours” boundary by calling you at all hours of the day. Of course you want the conversation to go smoothly, but what if it doesn’t? How will you respond if she takes it personally or gets upset? Those kinds of unknowns can feel super frightening, so do yourself a favour and just make some mental notes ahead of time.
Remember your worthiness to set this boundary and tune into it before the conversation. If you’re a people-pleaser, you may very well try to talk yourself out of setting the boundary. Tune into that energy of cherishing yourself. You deserve to set this boundary and how other people react is more telling of them. Give yourself time before the chat to get in your most confident headspace. Make sure you feel grounded and connected to what you want to say. I also recommend having some space planned for after the conversation to decompress and process.
A wedding is highly emotional milestone for every couple. Couples entrust their wedding planner with almost everything—budget constraints, family dynamics, and personal preferences. Thus as a wedding planner, you need to reach a level of intimacy to establish trust.
But because wedding client interactions can get very personal, this can blur the line between what you can and cannot do. Clients may unknowingly overstep their boundaries. Especially if you do not set clear expectations early in.
Three wedding planner professionalism tips to navigate personal boundaries with wedding clients:
To better understand the importance of balancing privacy and professionalism, we talked to experts in the wedding industry who shared valuable tips on effective wedding client management...
Wedding planners have various roles. At times we are the best friend and at other times we act as the coach, secretary, confidant, or mediator depending on the situation.
As wedding planners, business is personal—intimate and/or difficult. Conversations are part of the planning process. We talk about everything from wedding financials, family dynamics, or anything that could be a sticky situation. We work closely with couples so we have experience in dealing with a wide variety of unique challenges and, whilst some topics are heavy, it’s important to have these discussions so we can present solutions and make plans to avoid wedding day landmines.
Advice from Susan Cordogan, owner of Big City Bride and recipient of The Knot 2024 Best of Weddings award.
Part of our role is to help couples navigate each part of the planning process, which includes the more personal dynamics of relationships, difficult conversations, emotions that accompany the journey, and managing expectations. These are all part of the experience and given how closely we work together, it's only natural that we are included in those moments. We are happy to help guide and advise as a trusted resource; it's an authentic part of the experience and we want our couples to feel supported every step of the way.
Similar to how a manager and employee retain a professional working relationship, I think the same is true for planner and couple. We, of course, will always handle the relationship with the utmost care and will be our client's biggest cheerleaders. While we often become very close with our couples throughout the process, our role is to be behind the scenes making their dreams a reality, so they can focus on enjoying the journey with their friends and family. At the end of the day, our job is to be of service to the client and their happiness is our top priority.
With our responsibility to manage expectations and protect what's in the best interest of our client and the event, it's important that we maintain a relationship where we can approach sensitive subjects that need to be addressed and provide alternative perspectives to consider. The couple has entrusted us with their wedding and with that, we want them to have confidence in knowing that we are not going to shy away from having honest conversations, regardless of whether it's the popular opinion or if we occasionally have to deliver news that is not ideal. We are fortunate to have the trust and candor of our couples through a close working relationship, which allows us best to serve them as a confidant and seasoned wedding professional.
Advice from Cassie LaMere, owner of Cassie LaMere Events.
Navigating the relationship with clients is all about balance. You've got to keep it professional, yet personal enough so they trust you with one of the most important days of their lives. It's a unique dynamic, not gonna lie.
From my experience, setting clear boundaries from the get-go is crucial, lay out what you can and cannot do. This means setting specific hours for communication. It's like, "Hey, I'm here for you, but let's not text each other at 2 AM about table linens, okay?". Being upfront about what they can expect from you and what you expect from them sets a solid foundation for a healthy working relationship. And let's not forget about the importance of being a clear communicator. You've got to be able to handle confrontation without losing your cool because, believe me, weddings can bring out all sorts of emotions in people.
From my experience, setting clear boundaries from the get-go is crucial, lay out what you can and cannot do. This means setting specific hours for communication. It's like, "Hey, I'm here for you, but let's not text each other at 2 AM about table linens, okay?". Being upfront about what they can expect from you and what you expect from them sets a solid foundation for a healthy working relationship. And let's not forget about the importance of being a clear communicator. You've got to be able to handle confrontation without losing your cool because, believe me, weddings can bring out all sorts of emotions in people.
Next up, get everything in writing. Whether it's your scope of work, your availability, or how changes to plans are handled, if it's not written down, it doesn't exist. This isn't just for legalities; it's a clear reference point for both you and your clients when memories get fuzzy. Think of it as the rulebook for your wedding planning game.
Here's where it gets a bit spicy. Learn the art of saying no, but make it fashion. Sometimes, you'll get requests that are outside your scope or frankly, just not possible given the laws of physics or the budget. It's crucial to be firm yet empathetic. A simple "I understand how important this is to you, but here's what we can do instead..." goes a long way.
Remember, you're the expert. Clients come to you for your knowledge, your skills, and your ability to turn their vision into reality. Part of that expertise is knowing what's best for their wedding, even if it means steering them away from their original idea. It's a delicate dance between their dreams and the reality of wedding planning.
Involve them in the process, but keep the reins firmly in your hands. It's their day, but you're the orchestrator. Make them feel included and heard, but remind them why they hired you. You're there to shoulder the stress so they can focus on the joy of getting married.
But here's the kicker—while you're keeping it professional, you're also diving deep into their personal lives. You're talking about their hopes, their dreams, their family dynamics. It's intimate work, and sometimes, you end up playing the role of a counsellor, helping them navigate through not just wedding planning, but the emotional rollercoaster that comes with it.
Honestly, it's about loving the process and the people. If you're passionate about making their day as perfect as it can be, that shines through, and it helps in building a relationship that's both professional and personally rewarding.
Advice from Jamie Wolfer, owner of Wolfer & Co.
As a wedding planner, you have to reach a certain level of intimacy with clients to successfully understand the client's vision and goals. However, that doesn't mean you should let anyone overstep your boundaries.
Wedding experts emphasise that in order to create the ideal wedding planning experience, you need a a delicate balance between personal connection and professional service. Setting clear boundaries is a must for every wedding business. It involves declaring personal non-negotiables, keeping conversations professional, and knowing when to step back.
TLDR: 5 tips to establish healthy professional boundaries with your wedding clients:
The number one consideration for a majority of newly engaged couples planning their wedding is budget. If a wedding planner chooses not to be upfront about how they price their services, they might be turning down a huge percentage of potential clients without even realising it.
According to the UK's top wedding business marketing expert Becca Pountney: if you've not embraced pricing transparency for your wedding business, you're seriously outdated!
With expert advice from Becca, this article unpacks:
First things first, it's important to identify why so many wedding planners don't share their prices upfront. Let's talk about it.
There are a lot of factors that affect how you price your planning services: season, date, time, wedding size, etc. Naturally, the pricing would differ for a couple who want a 2-day extravagant wedding ceremony on a Saturday in June, versus a couple who opt for an intimate mid-week celebration in January. Therefore, you may be hesitant to list a price on your site knowing that the final fee could be vastly different—the last thing you want is to mislead your clients.
For many wedding planners, the solution lies in expanding and diversifying offerings. For example, instead of having one full-service package at a fixed price, a wedding planner might list all the services associated with a as separate elements and allow clients to pick the services they require. The exact figure may still fluctuate, but your clients have a clear guide price to base their understandings on.
This is why face-to-face consultations are key. They give you, the planner, an opportunity to assess a couple's budget and tailor packages to their needs. There's also the opportunity to explain the value you bring to the table and convince clients why you're worth the investment.
Becca reaffirms this notion, confirming that pricing transparency is best for both you and your clients, "I am a huge advocate for clear pricing on your website - this not only gives clients all of the information that they need upfront when making a decision but it will also separate off any people who cannot afford to work with you, before you spend any of your time on their event."
Weddings are expensive—that we all know—but couples are still willing to invest in the right options. Becca explains, "In 2024 couples are budget savvy—this doesn't mean they want cheap, however they do want to make sure they are getting the best option for the budget that they have."
Couples prefer to work with wedding planners and vendors who are upfront about how much things will cost right from the start. As a wedding planner, you are here to make things easier for your clients and being transparent in your prices is one of the many ways to do so. But don't worry, this doesn't only benefit the clients but your wedding planning business as well!
Three benefits of pricing transparency to wedding businesses:
When sharing prices, your main goal is to provide potential clients with a benchmark that will help them better understand how your prices stack up with other services. You have to find balance. Share too little, and couples might be scared off before a conversation even begins. Share too much, and you risk underselling your expertise or sparking uncomfortable price comparisons.
Five tips on how to effectively share your service prices:
Pricing transparency is a business strategy that every modern wedding planner should embrace. While setting rates may be challenging due to the personalised nature of weddings, pricing transparency fosters trust, attracts ideal clients, and streamlines your business communication altogether.
To effectively share prices, it's important to communicate context, justify rates with testimonials, and be prepared to explain your prices and stand by them. It's also essential to include disclaimers for additional services on your wedding business website and to never get peer-pressured into cutting down your prices. Always remember—your skill and time deserve a fair price!
Becca's parting advice: "Let's take the mystery away from our pricing and make it clear from the moment a potential couple lands on our website."
It is traditional for wedding guests to shower the bride and groom with gifts on their big day—but should wedding planners do the same throughout the wedding planning process?
Client gifting has become a popular way for wedding planners to elevate the client experience and adda touch of luxury to their planning services. These gifts can range from small tokens of appreciation to more elaborate gestures, and they're designed to show gratitude, strengthen relationships, and enhance the overall wedding experience for clients.
How do you know whether client gifting is right for your wedding planning business? This article explores:
Let's unwrap the secret to better client relationships for your wedding business...
Client gifting is a wonderful practice to have for your wedding planning business. However, it's not mandatory.
You have to remember that although wedding planners work in the same industry, circumstances differ. Some planners have more capacity to offer gifts, whilst others may prefer to show their love in a different way. That could be the case for you—and that's perfectly fine!
If you've always had a knack for choosing gifts, however, then client gifting is a great tradition to practice for your business. There are a lot of benefits of sending clients gifts such as...
It's good to be reminded that amidst the river of benefits gift-giving has to offer, it also comes with its own share of risks. Consider these challenges before deciding to say 'yes' to sending gifts to your clients...
Before deciding on a gift to give your clients, you have to get to know them and tailor your choices to their lifestyle. There's never a right or wrong answer—it always differs. A chef bride would love a customised cutting board. While a constantly travelling couple would swoon over a personalised travel journal.
Second, think about what stage they are in their relationship. If they're getting engaged, then a customised engagement photo session would naturally be better than a honeymoon gift basket. On the other hand, if they're about to have a bachelor and bachelorette party, then a self-care gift set would hit the mark.
Remember, the main purpose of client gifting is to show appreciation. The second, is to contribute to the overall messaging of your brand. Make sure that the gifts you give align with the style and narrative you are building for your wedding business.
Running out of ideas? Explore four wedding client gift ideas...
When is the best time to send client gifts? There are three key moments when it's best to send a gift to your clients: during onboarding, within the week of their wedding, and after their first anniversary.
Sending a welcome gift is a nice way to kick off your wedding planning journey together. This could be something simple like a small guidebook to help them start planning, along with some chocolates or a bottle of champagne to celebrate the beginning of their wedding journey.
As the big day gets closer, couples can become nervous. Sending a gift is a thoughtful way to show that you're thinking of them during this busy time. You could put together a little self-care package with bath salts, candles, or snacks to help them relax, or, you could give them something practical like an emergency kit filled with things they might need on the day of the wedding.
A nice touch for maintaining client relationships is to send a gift to your couple on their first anniversary. It's a way to show that you remember and value their relationship, and it helps increase the likelihood of positive reviews and referrals for years to come.
While client gifting is not mandatory, it is a beautiful tradition to practice in your wedding planning business. It can improve client satisfaction, generate positive testimonials, differentiate yourself from competitors, and increase sales through referrals. However, there are also some challenges to consider such as budget limitations, time constraints, and client perception.
When choosing gifts, tailor them to the couple's preferences and wedding stage. A few client gift ideas that we highly recommend are couple items, customised gifts, self-care packages, and experiences.
To budget effectively for client gifts, set aside 1-3% of your annual sales and consider limiting the number of recipients or gifting in tiers. As soon as the gifts are ready, the best times to send them are during onboarding, the week of their wedding, or after their first anniversary.
As couples increasingly turn to the internet to research, plan, and execute their dream weddings, the significance of a strong online presence cannot be overstated. This means that your wedding planning business needs to look good from all angles (website, social media, press), and at all times.
A successful wedding planning business needs a strong, consistent message across all their digital platforms to sell couples on their services.
It is super important that you're pressing a clear, consistent message across all of your digital platforms—first impressions count, and they could come from anywhere! In this article, you will learn...
The Bridebook Report 2024 reveals that couples look at at least three social media sources before enquiring with a wedding planner. All your digital platforms are readily available to couples, and they will check them all.
As a wedding planner, you have to establish a stable online presence for your business so you don't miss out on a long list of opportunities. Four best social media platforms for wedding planning businesses:
Just like how humans can be identified with voice alone, businesses also stick out from the competition by establishing a unique voice with consistent messaging.
Consistent messaging is when you set the tone for your business. It speaks about who you are, what you offer, and what makes you different from other wedding planners.
Key elements of consistent messaging:
Whether you're a seasoned professional or just starting out in the wedding planning business, enhancing your virtual presence is essential for growth and staying ahead of the curve. But how exactly can you do that?
We spoke to leading wedding industry educator Becca Pountney about her guide to enhancing the digital presence of your wedding planning business....
Always choose a responsive web design that adjusts seamlessly to different screen sizes. Many couples use their smartphones to search for wedding planners and services. So having a mobile-friendly website will make it easier for them to scroll through your site anytime, anywhere. Plus, you won't have to waste a stunning web design!
"Ask yourself if you are clear on who you are trying to serve, you can't be the perfect choice for everyone. In business, the best way to stand out is to be the 'go to person' for something specific," says Becca. Whether it's destination weddings, eco-friendly weddings, or cultural celebrations, your niche should be at the forefront of your brand messaging across all platforms—helping youto show up in search results for couples tat align with your interests and expertise.
Whether it's your website, Instagram, Facebook, or any other platform you use, consistent messaging is paramount. Becca emphasises, "Couples will often look across multiple platforms when researching you." You are only as strong as your weakest platform." So having a picturesque Instagram feed won't matter if your business website is all over the place. Always remember, inconsistency can dilute your brand's impact and confuse potential clients!
"Take a look at your images and copy across each platform, are they all speaking the same language or are some looking better than the others?"
Becca advises scheduling constant reviews of all your social media platforms. Keep your website and social media profiles up to date with fresh and relevant content. This could include blog posts, portfolio updates, client testimonials, and behind-the-scenes glimpses of your work. Regularly updating your content not only keeps your audience engaged but also signals to search engines that your website is active and relevant.
As couples increasingly turn to the internet for wedding planning, establishing a strong online presence is a must. Consistent messaging across all platforms is key—your website, Instagram, Facebook, and TikTok should all reflect your brand's voice and values.
To enhance your virtual presence, ensure your website is mobile-friendly, niche down, maintain consistent messaging, and regularly update your content across all platforms. Remember, you're only as strong as your weakest platform, so keep all your digital channels up to date to maximise your reach and engagement.
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