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Embracing Change for a Stronger Workflow

If you’ve ever switched CRMs, you know it’s not for the faint of heart. It’s a big lift. It’s messy. It takes time. And yet, here we are—right in the middle of it.

For five years, we used an “all-in-one” CRM because it felt safe and efficient to have everything in one place. But over time, I realized something: while it was doing a lot of things for us, it wasn’t doing all of them well.

As I told my guest, CRM strategist Taylor Hedden, “When you’re a generalist, you can’t be excellent at everything.” That’s when I knew—it was time to trade short-term disruption for long-term efficiency.

Here’s what went into our decision, and why I think every wedding pro should regularly reevaluate their systems.

1. Realizing “Good Enough” Was Holding Us Back

I loved the idea of an “all-in-one” CRM. Everything in one dashboard! But slowly, team feedback started piling up. Timelines were clunky, certain features required too many workarounds, and the “good enough” mentality was costing us time.

“I think we just got used to it, to be honest… it just becomes the norm because that’s how you do it.”

The truth? “Good enough” isn’t good enough for a business you’re trying to scale. We needed tools that were excellent at their specialty—even if that meant using more than one system.

2. Automating to Elevate the Client Experience

One of the biggest surprises in this process was discovering just how much we were still doing manually.

Taylor caught this right away:

“If it doesn’t need to be personalized, then let’s automate it—it’s going to serve your clients better in the long run.”

Case in point: when a client signed a contract and paid, only one team member was notified. The welcome email? Manually sent. If a couple booked us on a Friday night, they didn’t get a welcome until Monday. That’s not the seamless, high-touch experience we want for our couples.

Now, those touchpoints happen instantly—without losing the personal connection.

3. Choosing Tools with a Strong Support Ecosystem

Switching platforms isn’t just about features—it’s also about the company behind the software. One of the reasons we felt confident in our choice was the community, transparency, and support culture behind it.

“They’re not just innovating to innovate… they really listen to the needs of their users.”

From the active user community to transparent product roadmaps, we knew we’d have both the resources and the encouragement to get the most out of our new CRM. That’s priceless when you’re in the middle of a transition.

4. Timing the Switch with Intention

A CRM migration takes brain space. Even with Taylor’s VIP build-out process (which I can’t recommend enough), our team needed time to strategize, train, and migrate data without burning out.

“You want to feel like you have the capacity and you’re not in the middle of crazy wedding season wondering if the system is even working.”

For us, that meant starting conversations in Q4, test-driving in the spring, and kicking off the actual migration after our busiest season. Planning the timeline made all the difference.

Part 2 Sneak Peek: Building the Right Tech Stack Around Your CRM

Our new CRM isn’t an “all-in-one”—and that’s by design. The magic happens when you combine it with other specialized tools to create a powerful, seamless system for your team and your clients.

In Part 2, I’ll share which software partnerships we’re using alongside our CRM, and how we tied them together for maximum efficiency. Trust me, you won’t want to miss it.

Your Next CEO-Level Move

If this post has you wondering whether your systems are helping or hindering your growth, take a CEO moment. Review your workflows, spot the bottlenecks, and ask yourself: is “good enough” holding me back?

And if you want personalized guidance, the Wedding Pro CEO team can help. Apply for a wedding business evaluation, and let’s find the systems and strategies that will actually work for your business long-term.

FAQs

Q: Is switching CRMs worth the hassle?

100%. Yes, it’s a lot of work upfront, but the long-term time savings, improved client experience, and team efficiency make it more than worth it.

Q: How long should I plan for a CRM migration?

It depends on your business size and seasonality, but give yourself at least a few months from decision to full implementation—especially if you want to avoid your busiest season.

Q: Should I start from scratch or bring in an expert?

If you have the budget, bring in an expert like Taylor. They’ll not only set up the system but also optimize it for your exact workflow and write client-facing copy so you’re not reinventing the wheel.

Get 20% off of your first year of Dubsado! https://www.dubsado.com/?c=wpceo

Find Taylor Hedden Here:

https://www.chanelandlee.com

https://www.instagram.com/chanelandlee

https://www.instagram.com/tay.hedden

https://www.linkedin.com/in/taylorhedden

Chanel and Lee VIP Experience: https://chanelandlee.com/Dubsado-VIP-referral-wpc

Is Dubsado right for you Quiz: https://chanelandlee.com/dubsado-quiz

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Heads up, CEO! Some of the links I share may be affiliate links, which means I may earn a small commission if you decide to purchase—at no extra cost to you. I only recommend tools and resources I actually use and love, and that I believe will help you grow a profitable, sustainable business you’re obsessed with.