(7 Minute Read)
You’re spinning a dozen plates.
You’re the visionary, the problem solver, the customer service rep, the firefighter.
And if you stop—everything stops.
That’s not a business. That’s survival.
And survival mode will burn you out.
The good news? There’s a fix—and it doesn’t require hiring a full-time staff, buying fancy software, or sacrificing your creative freedom. It starts with something simple, powerful, and often overlooked:
Standard Operating Procedures, or SOPs.
SOPs are just documented processes—a written play-by-play of how you do the things you do every day in your business. That’s it.
If the term feels stiff, it’s likely because you’ve only seen it used in rigid corporate environments. But the truth is, SOPs aren’t about turning your business into a cold, robotic machine. They’re about making your unique process repeatable—so your results are consistent, your time is protected, and your brain isn’t constantly on fire.
Here’s how I define it for the wedding industry:
An SOP is your business, on paper—organized, intentional, and ready to grow.
Think of it like your business recipe book. Whether you're a planner, caterer, photographer, or designer, your SOPs are the exact steps that make the magic happen—from inquiry to delivery.
Let’s get specific. Here are common signs that you’re operating without systems:
You spend 30 minutes searching for a document you swear you saved
You forget to send a timeline to a vendor before the wedding
Your assistant asks, “Wait, how do you usually do this?”… again
Every task feels urgent and nothing feels automated
Your business looks successful on the outside but feels frantic on the inside
This might feel normal, especially in a high-touch industry like weddings—but it’s not sustainable. You didn’t start your business to live in reactive mode. You started it because you’re talented and passionate. SOPs protect that passion from burnout.
As a consultant, I often hear wedding pros say, “I’m not big enough yet for all that,” or “It’s just me—I don’t need SOPs.” But that mindset is exactly what keeps businesses small and stuck. SOPs are not something you build after you scale. They’re the foundation that allows you to scale.
Here’s what SOPs do in real time:
When your process is consistent, your clients feel cared for. They’re not left wondering, “What’s next?” or emailing you three times to get a contract. Everything flows—and that leads to better reviews, more referrals, and repeat bookings.
Time is money. Every time you recreate a document, repeat a task, or correct an avoidable mistake, you lose time and money. SOPs create operational efficiency that directly affects your bottom line.
You don’t need a big team to benefit from SOPs. Even if you’re hiring a part-time VA or training an assistant for event day, your SOP becomes their guide. It reduces the time it takes to train someone and increases the quality of the help you receive.
One of the biggest lies business owners believe is “I can just keep it all in my head.” That works—until you’re managing five weddings at once, a sick family member, and a tech issue. SOPs reduce mental clutter so you can make better decisions and keep your creativity intact.
Don’t try to document everything at once. You’ll overwhelm yourself and abandon the process. Instead, start with the most frequent and most fragile tasks—things you do often, or things that break down easily when missed.
Here are five SOPs that almost every wedding vendor should create:
Client Inquiry Process
How do you respond to leads? What do you send? What happens if they don’t reply?
Booking & Onboarding Process
What forms, contracts, or payments need to be completed? When do you officially start the relationship?
Pre-Event Workflow
What tasks need to be done 30/14/7/1 day(s) before a wedding?
Post-Event Wrap-Up
How do you follow up, deliver work, or request testimonials after the wedding?
Team or Vendor Coordination
What instructions do your second shooter, assistant, or florist need before event day?
Each of these SOPs doesn’t need to be a novel. A simple Google Doc with clear steps and a few links to templates or examples is enough to start.
Let’s take a real-world example. You’re a wedding planner with a small team. You get a new inquiry through your website. Here’s what your SOP might outline:
Check your CRM for lead info
Send a pre-written response email with availability and a Calendly link
Add the lead to your ‘Prospects’ folder in Google Drive
Schedule a 20-minute discovery call and link to a client questionnaire
After the call, send your proposal template and contract via HoneyBook
Now imagine a new assistant joins your team. Instead of taking an hour to explain your process and another three weeks correcting errors, you hand them this SOP. They follow it. The lead gets booked. You didn’t lift a finger. Multiply that by every repetitive process in your business, and the time savings are enormous.
It’s normal to resist SOPs. Creative business owners often associate systems with rigidity. But here’s what’s actually true:
SOPs create freedom, not restrictions
SOPs evolve with your business—they’re not static
SOPs make your brand more personal, because they allow you to show up consistently and professionally, not frazzled and late
Your creativity thrives when it’s supported by structure. Think of SOPs like a well-designed wedding timeline: they don’t limit the magic—they just make sure it happens on time.
You already have a system—it just lives in your head. That means it’s at risk every time you’re tired, distracted, overbooked, or out of office. SOPs turn your hard-earned wisdom into an asset. They make it transferrable. Trainable. Repeatable.
This isn’t about making your business boring. It’s about making your business sustainable—so you can stay in love with it for years to come.
Bailey J.
Ready to go deeper? Here are other guides you’ll love:
“From Inquiry to ‘I Do’: How to Stop Dropping the Ball” – A Guide to Client Workflows
“Team Meetings Shouldn’t Feel Like Group Therapy” – Internal Communication Tips
“Boundaries, But Make Them Beautiful” – Why Every Vendor Needs a Policy Manual
“You Hired Help… So Why Are You Still Doing Everything?” – Building Real Delegation Systems
