11 weeks, that is how many weeks until my wedding! I am a DIY planner, just trying to figure this thing out on a semi-respectable budget with 2023 inflation. 12 months ago when I started planning this wedding I was struggling with the resources I was finding. It was all either completely electronic or in spreadsheets. Or it was a wall or giant poster board with sticky notes. Neither felt right or practical for me.
How to Keep Organized While Planning a Wedding
The level of detail I found in the one-page infographics also seemed too broad. It was always a general overview of what items I needed to make sure got done. But none of it was specific enough, the tasks were “book venue.” But in reality, I needed to: research, contact, visit, and sign contracts when booking a venue. I know myself and my memory and know that if I stop a project in the middle, I may never return. It’s much better for me to make each large task into smaller ones that are reasonable to complete at one time.
My fiance and I are hosting a 150-person urban wedding. I enjoy planning and organizing and wanted to DIY plan my wedding, it was also within budget. If you want to plan your wedding or need to plan your wedding, here are things I did to keep myself sane so you can too!
Should Your Wedding Planning Organization Be Electronic or Physical?
You’re going to HATE me, I’m going to say it depends. How are you doing your daily planning and organization? Is that all electronic? If so you can find a fabulous downloadable Excel template or Word document to work off of. I have even seen some amazing encompassing ones on Etsy.
If you are like me and at baseline are a pen-and-paper type of planner. A physical system is better. There are loads of books/binders you can buy. I, however, get overwhelmed when past to-dos are in my way. I will re-write my to-do list if too many things crossed off are providing visual clutter.
I also knew for myself that a large wall with sticky notes wouldn’t allow me to escape from the anxiety. The Post-its would gnaw at me until the entire list was completed in 48 hours.
How to Make Wedding Planning Less Overwhelming
What I came up with feels ingenious for what it is. I ended up with a binder, but it’s not your middle school Lisa Frank trapper keeper.
I filled this beautiful floral binder with trading card page protectors. Page protectors that can fit nine 2.5-inch by 3-inch cards. Then I got some colored note cards.
If you plan better than me you can even work to keep a color-coded system. (I ran out of one color way sooner then the inital system had planned for.)
I used planning infographics, Excel list, and a planning book to determine specific to does. I wrote each task on an individual card and slid them into the binder.
I got to the fine details like buying the groom’s socks and packing the phone charger for getting ready.
Having this binder let me take it out at set wedding planning times and then put it away. It made it easier to treat it like a part-time job.
Catergories for Wedding Planning Organization
Most of the time wedding to-do list tasks are often grouped with the event or associated vendor. However, this doesn’t allow for progress tracking.
In project management, tasks are often broken into initiation, planning, execution, monitoring/controlling, and completion phases.
For example, most lists include buying a dress or wedding attire. But, from start to finish the task will include:
-brainstorming on style/inspiration
-booking salon appointments
-picking out a dress
-buying/ordering the dress
-scheduling alterations
-having a first fitting appointment
-buying undergarments to wear with a dress
-picking up dress
If I were following a standard checklist it doesn’t allow me to track which part of the project each task is in. It may be a little ADHD coping, but I NEED to track the progress of each task. I am likely to forget that I have spent time thinking about what I want to do, I also want the win of initiating.
For me I broke my tasks into three groups: conceptualization/initiation, to buy, and to do.
These three categories allow for task movement between all three. As I completed items or phases, I was able to move the task to the next phase.
I found this system to be effective. It could move things after we had to circle back or modify tasks.
There have been things that we thought were finalized, later changing my mind.
What Tasks to Delegate When Planning a Wedding?
Delegating tasks can make wedding planning feel less overwhelming.
Having the tasks written out let me take a Post-It and label each. I was able to add and subtract delegated tasks without losing anything.
When you are considering delegating tasks consider what tasks you are going to enjoy. If you are going to enjoy doing it, keep the task. Consider where your energy is well spent.
I have a job that I can’t make many phone calls during business hours. My fiance works from home and can use his lunch and other downtime to make a call or two. It made sense for him to make all the phone calls than me.
Staying Sane While Wedding Planning
The short list of how to stay sane while wedding planning:
- Set aside time to plan – like a part time job. Then stop when you’re “off the clock”
- Find an organization system that will work for you (my binder for me) and stick with it.
- Ask for help – delegate tasks to others
This binder has been very helpful for managing my sanity. It lets me track progress, manage minute details and take a break when I need it. I am even considering continuing to use the binder after the wedding to manage our home renovation.
Kayla