The Toxic Lie About “Working Less” — and How to Actually Work Smarter

by Danielle Andrews, President of The Wedding Planners Institute of Canada Inc.

We’ve all seen the posts: “Work less, make more,” “Hustle culture is dead,” or “Build a business that runs itself while you sip cocktails on a beach.”
While the sentiment sounds appealing, the truth is that this can create unrealistic expectations for wedding professionals and leave many feeling like they are somehow failing if they still feel busy.

The reality? Running a successful wedding planning business requires work.
The key is not to “work less” — it’s to work smarter, with intention and systems that support you so that the work you do is streamlined, productive, and revenue-generating.

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The Problem With the “Work Less” Mindset

When wedding planners are told they should be working just a few hours a week and still have a thriving business, it can:

• Breed guilt: You may feel like you’re doing something wrong if you’re still working evenings or weekends during peak wedding season.
• Create burnout by accident: Ironically, trying to “do less” without the right systems can cause you to work inefficiently, stretch deadlines, and overpromise.
• Lead to poor client experience: A hands-off planner risks missing key touchpoints, causing miscommunication and disappointment.

Instead of idolizing “less,” aim for efficiency — making every hour you work truly count.

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Tools and Strategies to Work Smarter

Here are proven ways to streamline your workload, deliver a better client experience, and actually reclaim your time — guilt-free.

1. Use a CRM (Customer Relationship Management System)

A CRM keeps all client communication, contracts, invoices, and timelines in one place. Tools like Aisle Planner, Rock Paper Coin, HoneyBook, or Dubsado can:

• Automate proposal sending, contract signing, and invoicing
• Track deadlines and tasks for each event
• Keep email threads organized so nothing slips through the cracks

2. Create and Use Templates

Stop reinventing the wheel! Build templates for:

• Email responses (inquiries, confirmations, vendor requests)
• Timelines and checklists
• Budget spreadsheets and seating charts
• Social media captions for frequently asked questions

Templates save hours each week and ensure a consistent brand voice.

Get the WPIC Templates and Agreements.

3. Automate Where Possible

• Calendly or Acuity for client meeting scheduling
• Zapier to connect tools (e.g., automatically add new inquiries to your CRM)
• Social media scheduling tools like Later, Planoly, or Metricool to batch your posts in advance

4. Delegate and Outsource

Hire a virtual assistant, intern, or part-time assistant to handle:

• Data entry
• RSVP tracking
• Vendor confirmations
• Social media engagement

You free up your time for high-touch activities: client meetings, design curation, and business strategy.

5. Batch Your Work

Instead of switching between tasks all day, dedicate blocks of time to similar tasks:

• Mondays for admin and client communication
• Tuesdays for timeline creation and vendor outreach
• Wednesdays for social media content batching

You’ll reduce mental fatigue and boost productivity.

Read more about Outsourcing some of your tasks.

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Mindset Shift: From “Working Less” to “Working Intentionally”

Working smarter is about protecting your energy and prioritizing what moves the needle in your business. Instead of chasing the dream of doing less, focus on:

• Creating white space intentionally: Use your streamlined systems to actually schedule time off — guilt-free.
• Delivering excellence with efficiency: Your clients feel supported while you feel in control.
• Building a sustainable business: One that allows you to grow and take on ideal clients without running yourself ragged.

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Final Thought

You don’t need to chase the fantasy of working just four hours a week to have a thriving wedding business. Instead, embrace tools, automation, and systems that allow you to work intentionally, serve your couples at the highest level, and enjoy the freedom you actually wanted when you started your business.