Project Management System Creation for Wedding Agency

Client Type: Wedding Photography & Videography Agency

The agency’s operational workflow was fragmented and relied entirely on memory. Client inquiries came in from DMs and email, tasks and event details were tracked in a single, unorganized Google Doc, and bookings were added to the owner's personal calendar. The team lacked a shared view of bookings and responsibilities, and there was no centralized record of freelancers -their contact info, rates, or past collaborations info- making resource allocation a guessing game for the owner.

My approach was to get a complete picture of their current state before building a solution.

Conducted a systems audit to identify pain points and opportunities for improvement.

Requested Loom videos from the owner to get a firsthand look at their existing processes.

Used questionnaires to gather detailed information on their services, client data, and business-critical information.

I built a comprehensive, integrated system in Notion to serve as the single source of truth for the entire business.

Sales Pipeline & Client CRM: I established a structured sales pipeline with a Notion form as the single point of entry for all inquiries (website, social media, email). The pipeline guides leads through defined stages and is directly linked to a Client CRM database. This CRM stores all client records, event details, contracts, files, and notes.

Task Tracker: To move away from the unorganized Google Doc, I created a Task Tracker database with templates for event prep, production, and administration. This tracker is directly related to the Client CRM, so every task is tied to a specific client and project. I also created owner-specific and client-grouped views for oversight.

People Directory: I created a central directory to manage all freelancer and contractor information, including roles, contact details, rates, and internal notes on past work.

Knowledge Base: I consolidated all SOPs, templates, checklists, and reference materials into a searchable knowledge base, which is used to populate the templates in the Task Tracker for consistent execution.

I implemented smart automations to streamline the booking process and keep the team aligned.

Automated Inquiry Intake: All new inquiries from the form automatically enter the pipeline at the first stage and are immediately assigned to the owner for vetting and initial outreach.

Booking Automation: When a project is moved to the "Booked" stage in the pipeline, the system automatically creates a Client Page in the CRM and a "Client Setup / Event Prep" task assigned to the owner.

Task Assignment: Tasks are automatically reassigned for revision or review. For example, a task moved to "For Review" is automatically assigned to the owner, ensuring he has final oversight before submission.

Templates: All databases are equipped with templates to ensure every entry is formatted consistently and includes all necessary information.

Leads are now captured and vetted in a single, organized location, and every client has a complete, accessible record. Tasks are linked directly to clients, providing full visibility and a clear sense of ownership. A centralized dashboard provides the team with focused views of tasks grouped by status and client, a timeline of all client-related tasks, a clear calendar of all upcoming events, and a full view of the sales pipeline. This system eliminated reliance on memory, streamlined handoffs, and created a scalable foundation for future growth. 💃