Scaling a Wedding Planning Business
How Rhythm & Reach Optimized Heirloom Events & Design’s Workflows with Asana
Client: Heirloom Events & Design
Industry: Wedding Planning & Event Design
Service Provided: Workflow Optimization Consultation + Asana Setup
The Challenge:
When Heirloom Events & Design expanded from a one-woman operation to a team of contract planners, founder Emily knew she needed streamlined systems to maintain her high standards for client communication and project management.
Two main pain points stood in the way:
Lead Management: New inquiries were easy to lose, hard to follow up consistently.Client Workflow: Key wedding dates, meetings, and tasks were manually entered for each client, leading to errors and inefficiencies.
Goal: Create structured workflows that could be easily followed by new team members while protecting the exceptional client experience Heirloom was known for.
Our Workflow Optimization Process:
🔍 Step 1: Assess Current Systems
We audited Heirloom's lead intake and client management processes, identifying where disorganization and manual input were causing bottlenecks.
🛠️ Step 2: Design Ideal Workflows
Collaboratively, we mapped Emily’s desired client journey, using her pre-written email templates, task timing preferences, and Google Drive resources.
⚡ Step 3: Build in Asana
I built custom Asana templates to match their real-world operations:
Lead Management Project — A single project where each new inquiry becomes a templated task with clear next steps and embedded resources.
Wedding Client Projects — Two detailed template projects (for Day-of Coordination and Partial Planning packages) with pre-scheduled tasks based on the client’s wedding date, ensuring nothing falls through the cracks.
| Before | After |
|---|---|
| No defined way to track follow-ups with new potential clients | Digital Leads board in Asana with built-in task templates |
| Manual entry of tasks and dates for every new client | Auto-generated task timelines tied to each client's wedding date |
| No centralized templates for emails and resources | Email templates and Drive links embedded directly into tasks |
| Time wasted training new planners from scratch | Ready-to-use project templates for instant onboarding |
The Results:
A Scalable, Streamlined Wedding Planning Business
Thanks to Heirloom’s new workflow automation and project management system, they are:
✨ Easily onboarding new planners
✨ Keeping client communication consistent across the team
✨ Managing multiple weddings without missing key deadlines
✨ Scaling the business while preserving their boutique, high-touch service
Result: Heirloom is positioned to grow with confidence, knowing their clients will continue to receive the exceptional experience that built their reputation.
Want workflows that grow with your business?
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“Working with Cheyenne was an absolute game-changer for Heirloom Events & Design.
She took the chaos out of our lead and client management systems and built us a structure in Asana that is not only easy to use, but truly scalable as we grow our team. Thanks to her workflow expertise, I feel confident that every client will continue to receive the high-touch, consistent experience we're known for. I can’t recommend her enough to other small businesses ready to organize and grow!"
— Emily Peters, Owner & Founder, Heirloom Events & Design