In the fast-paced world of wedding planning and creative entrepreneurship, burnout isn’t just common—it’s practically expected. But what if the key to scaling your business while preserving your sanity lies in something as seemingly mundane as standard operating procedures (SOPs)? According to Becca Mai, inclusive wedding planner, system strategist, and self-proclaimed “unapologetic SOP evangelist,” implementing clear systems might be exactly what creative entrepreneurs need to thrive.
Becca’s journey to becoming the wedding industry’s SOP Queen wasn’t straightforward. With over a decade of experience, she worked her way up from restaurant positions to becoming a General Manager before realizing that pathway wouldn’t fulfill her. Taking a pay cut to pursue events, she discovered her passion for weddings—not just for the love stories, but for the intricate choreography and team coordination required to pull off a flawless celebration. However, everything changed in 2019 when Becca received an MS diagnosis while working as a director of event operations at a renowned wedding venue in Washington DC. This life-altering moment forced her to reevaluate how she approached her business and implement stricter boundaries for herself.
For creative entrepreneurs hesitant about implementing SOPs, Becca offers a compelling perspective: “Standard operating procedures are the black and white lines of your business, and hospitality lives in the gray.” Without these clear boundaries, you’re navigating an undefined space that makes scaling nearly impossible. Many wedding professionals resist systematizing their businesses, fearing it will create a robotic experience for clients or require time they don’t have. Yet, as Becca explains, well-designed SOPs actually enhance the client experience while protecting your time and energy.
Getting started with SOPs doesn’t have to be overwhelming. Becca recommends breaking them into two main categories: sales (from inquiry to booking) and operations (from onboarding to offboarding). Begin by dedicating just 30-45 minutes at the start of your day to document your current processes. This initial step creates momentum that naturally builds as you identify templates and resources you need. Importantly, Becca distinguishes between automation and optimization. While certain elements like payment reminders can be automated, human touchpoints that require personalization should be optimized—streamlined but not robotic.
The right tools can significantly impact your efficiency. Becca emphasizes starting with the basics: organizing your email inbox and cloud storage properly creates a foundation for better systems. From there, scheduling tools like Calendly or Acuity minimize back-and-forth communications. For more comprehensive management, wedding professionals might consider client relationship management (CRM) systems like HoneyBook or Dubsado, or project management tools like Trello or ioplanner. The key is finding platforms that fulfill at least 80% of your needs rather than trying to make your business fit a specific tool.
Perhaps most importantly, SOPs create boundaries that protect both your business and your wellbeing. As Becca discovered after her MS diagnosis, having systems that keep clients on track prevents the stress that can trigger health issues. These boundaries aren’t just beneficial for business owners—clients actually crave this structure during the often overwhelming wedding planning process. A systematized approach demonstrates professionalism and competence, giving couples confidence that their special day is in capable hands.
