Here is where I talk all things navigating life as a momtreprenuer and give advice / tips on hiring a virtual assistant for your wedding business.

Most wedding professionals have an endless list of daily tasks but not enough time in the day. Hiring a top tier virtual assistant can help streamline your systems and handle those time-consuming (and annoying) tasks you keep pushing off. Let’s learn how:

Here are the top tasks a virtual assistant can do for your wedding business:

Email Management

This task can be as thorough or as simple as possible. Between sorting your 100,000 unread emails to answering nonstop incoming inquiry emails (yay for you!), current clients and vendors. Inboxes are usually a wedding professional’s worst nightmare. Let a virtual assistant handle it so you can focus on doing what you actually love! For example, a VA will keep your inbox clean and labeled accordingly.

CRM Management

Having a clean and organized CRM system can literally make or break a business. Having an extra pair of eyes on your Honeybook or Dubsado will make sure nothing is missed. This typically includes workflow and automation management as well. Your virtual assistant will have constant eyes on your systems and processes and additionally making adjustments to assure invoices get paid, questionnaires get sent out and more.

Calendar Scheduling

A huge time-consuming task wedding pro’s deal with is scheduling calls and sessions with inquiries and current clients. A virtual assistant can take that task of going back and forth with dates, times and locations. You can sit back and see your calendar fill up without you lifting a finger (besides shooting over your availability).

Administration / Housekeeping Tasks

Running a business, there is always something that needs to be done. A virtual assistant will be your sidekick to handle any additional tasks you don’t have time for. For example, creating and sending you a list of who has booked and how much they paid. Another example is sending Thank You notes to your clients.

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Hi Friend! I’m so glad you are here because this means you are curious. Curiosity leads to learning and growing! Finding the right virtual assistant is key to outsourcing successfully. The right VA contains knowledge, passion/nurture, a vibe you connect with and offers services you are needing (or willing to learn).

I wanted to share a little bit about my most popular package I offer to wedding photographers and planners, so here we go —

Most Popular Package

I have created packages based on what I have seen wedding creatives need the most. My most precious baby is my Business Management package aka CEO / all hands on deck support. This package is my bread and butter which is why it is priced the way it is. I become your CEO assistant who handles almost all backend tasks plus communication.

What is included:

+ Client and vendor communication

+ Email and inquiry management

+ CRM clean up and management

+ Scheduling / Calendar assistance

+ Contract and invoice management

+ Questionnaire / Guides etc creation and management

+ Timeline assistance

+ Special event support (styled shoot, content day, workshops, retreats, etc)

I take what you have created, get you completely organized and manage everything from there. This is perfect for the wedding creatives who are beyond busy and don’t want to deal with the tedious keep ups and communication. You want to keep growing your business without having to work even more or you want to focus on other aspects but need to make sure you get paid and your clients are taken care of.

The Why

The reason I created this package was to support the talented wedding photographers or planners by allowing them to stop being “owned” by their business. The motto I created (at least I think I created it) “You own your business, don’t let your business own you.” I feel this completely as a business owner! You created your business that started as a passion. You wore all the damn hats. Now you want to blossom even more but don’t know how. The easiest and best way to do it – outsource the annoying yet very necessary tasks.

I truly just want my clients to succeed but have a life. Nothing is worse than being business successful but having no time for anything else or actually enjoying it. A lot of the times wedding creatives get burnt out and lose focus on why they started their journey. My job is to help you find your passion again and help you thrive!

If you want to start off small, I have a “get started” package which is just a smaller version of my business management package. You can get your feet wet by choosing two to three tasks you want to hand off with the option to upgrade to my full support later on.

I have ONE spot left for my full Business Management and I want you to take it! Schedule a call to talk all the things.

You are a busy wedding creative who has been handling every piece behind and in front of the scenes since day one. It may have been doable at the beginning but now that your business is rockin’, you need some extra hands. You may have recently decided that it is time to outsource to a virtual assistant. Maybe you have been searching for one for a while but having trouble finding one. Whatever the case may be, this is a huge step in your business and I am so proud of you!

Hiring a wedding virtual assistant is a large investment and should not be taken lightly. Once you have gotten to a spot, mentally, where you are comfortable in handing certain tasks and responsibilities over along with being able to afford it…. it is the perfect time to hire help. Here are important steps when you are searching for a wedding virtual assistant:

Important Things to Keep in Mind

When hiring a virtual assistant for your wedding business, please remember:

+ You are hiring them as a independent contractor, not an employee. They will set their own monthly rates, hours and boundaries.

+ They will already have the knowledge, tools and experience prior to working with you.

+ No matter who you choose and how experienced they are, it will take time for them to learn your business, for you to see results and for you to build a relationship.

When is a good time to find a wedding virtual assistant?

As mentioned at the beginning, hiring a wedding virtual assistant is a large investment. You should only do it when you are mentally and financially ready. We all know the wedding industry has peak seasons and very slow seasons which can make this investment even more scary.

I highly recommend hiring a VA before peak season hits so they are well established in your business and already handling most of the backend tasks so you can focus on your weddings and sessions. You can still absolutely hire a VA during a peak season but the thought of it may be too overwhelming.

You may realize you are just running out of time every damn day and galleries are being delivered late, inquiries are responded to weeks later or you are having trouble keeping your calendar straight. This means you need help, girl!

So, how do you find a wedding Virtual Assistant?

I highly recommend asking other vendors if they have a virtual assistant or know of one. Most of my clients are actually referrals from a close knit photography group and I love it!

Another way wedding creatives have found me is from searching Wedding Virtual Assistant or Virtual Assistant for Wedding Creatives on Instagram. You can then scroll through each profile to learn about them, their services and find their website link. Take time in viewing their stories and reading their post!

But don’t stop there!

Make sure you set up one or two calls with them to have the chance to ask them questions. There have been many times where I instantly connected with a wedding photographer and they knew they wanted to sign on with me. We shared the same values, they liked how I communication daily through text or Voxer (walkie talkie app) or they were also a mama and loved the fact we could bond and grow together in that way. I have also had calls with wedding creatives who we didn’t click very well or we learned what I offered was not what they needed at the time. Calls are VERY important!

After you speak with a few virtual assistants (yes, talk with maybe three or four) and it is time to make a decision… I will always say “Go with your gut”, make sure to connect with who I am working with. I want you to be able to trust me, come to me for advice or feel comfortable enough to tell me when I need to adjust something. That is very important to me.

Questions to think about asking virtual assistants

Here are a few important questions that come to mind to hopefully help you narrow down your options:

+ How do you communicate with your clients and how often?

+ How many clients do you have and do you have a max?

+ Are you hourly based or packaged based?

+ Do you time block per client or per tasks?

+ Does your contract have a minimum commitment requirement?

+ Can I adjust our package once we sign on?

+ What services do you offer and why do you offer those?

+ If you talk with my clients, do you personalize your responses or only use a template?

I hope this has helped you! I do want to say again, I am so proud of you wanting to outsource. Please do the necessary research and once you do, make the best decision that best fits what you and your business is needing. If you are interested in setting up a call with me, I’d be happy to! Please fill out my contact form on my website HERE.