“Why Did My Workflow Just Send a Contract to My Mother?” Common Mistakes Wedding Planners Make Before Hiring an OBM
- Mercy Okor
- Jun 22, 2025
- 2 min read
Let me guess—you built your first workflow on a quiet Tuesday night, half-watching Love is Blind, feeling proud and slightly terrified.
Fast-forward to now: the emails are sending out of order, a proposal got duplicated, and someone’s mother accidentally received a contract (true story).
You are not alone.
Before most wedding pros bring me on as their OBM, their systems are held together by a prayer, duct tape, and that one VA who just gets it. But workflows aren’t something you can “vibe” your way through forever.
Let’s talk about some of the most common workflow slip-ups I see—and how we fix them when I come on board.
1. Building workflows from the backend out.
I see this all the time—someone sets up automation before they’ve even finalized what their actual client journey should look like.
Instead of: “Client fills out contact form → automatic welcome email → proposal”
It’s: “I made a pretty proposal and connected it to the workflow but forgot to actually…you know…talk to the client.”
OBM Fix: We map your real process, from inquiry to offboarding, then build the workflows to match—not the other way around.
2. Over-automating (or under-automating) the experience.
Either you’re ghosting clients with a wall of automated emails, or manually sending every single update like it’s still 2013.
Balance is key. You want:
Automated emails that sound like you (not a robot)
Manual touchpoints where your clients feel cared for
Triggers that don’t overlap or cancel each other out
OBM Fix: We audit your workflows and adjust the timing, content, and logic so it actually supports the client experience you’re known for.
3. Ignoring red flags in your process.
Do clients keep asking the same questions at the same stage? Do you forget to send the timeline every. single. time?
That’s a workflow issue, not a “you” issue.
OBM Fix: I watch for those patterns and fix the gaps, so your workflows stop repeating mistakes and start working like the support system they’re meant to be.
4. No one’s tested the dang thing.
Yes, your form looks cute. But does it work?
Has anyone gone through the full booking process? Do the automations fire? Do the schedulers actually connect?
OBM Fix: I run multiple tests as if I were your client (including edge cases) and make adjustments before your real clients find the bugs for you.
Let’s be real...
You didn’t start this business because you love automations and email logic. You started it to serve your clients and create stunning events.
But if your workflows are stressing you out more than supporting you—it’s time to hand them off.
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