Wedding planning organisation: Paper vs Digital


Image credit: Mike & Tom storytelling wedding photographers

Planning a wedding involves keeping track of what feels like a million different ideas, quotes, options and details. The key to staying organised and maintaining your sanity is to pick one system and stick to it. Keep everything wedding-related in one place, so you always know where to look for things.

The key to picking a wedding organisation system is to know how you like to work. It might help to ask yourself a couple of questions:

  • Do you use a paper calendar or a digital calendar?
  • Do you like having printed copies of everything? Writing things down by hand?
  • Do you have a designated space where you will be working on wedding tasks?
  • Do you need something flexible and portable?
  • Do you want a system that you can access wherever you are?

The answers to these questions will help you figure out if you want a Paper or Digital organisation system. I’ve outlined the best wedding organisation and management systems to help you pick one that will work for you.


Binder / Folder

Russel + Hazel Blush Mini 3 Ring Binder

A classic. Good for keeping all of your documents in one place, like quotes, contracts and contact details. Add tabs to separate items and make it easy to find what you’re looking for as you flick through. The main downside of the binder/folder system is that they can be a bit bulky and hard to take with you. But if you enjoy having paper copies of everything, just get things emailed to you and print them out to add to your binder when you get home.

Bullet Journal

Image credit: Sara @mylittlejournalspace

The Bullet Journal is a bit like the Room of Requirement in Harry Potter – it can be whatever you need it to be. Functional lists or decorated with illustrations, the humble bullet journal is here to fulfill your every wedding-planning desire. Pick an A5 sized notebook for portability, or go all out and spread your planning out over an A4 sized notebook. Make sure to add in your appointments and to-do’s as they come up, and actually cross things off your lists when they’re done. Pinterest and Instagram have a plethora of Bullet Journal examples if you need inspiration. Just search for #bulletjournal.


Kikki K Wedding Notes: Always & Forever hardcover planner 

Pretty and functional, a planner has the benefits of an app (pre-written checklists & spreadsheets) but in paper form. Perfect for those of us who enjoy stationery and writing things by hand. To make life even easier, get one with a pocket in the front to keep all of your paper documents, or use in conjunction with a binder. Contracts are things you do not want to lose! Another bonus is that if you get an A5 sized planner, it can probably fit into your handbag and you can easily take it to all of your wedding appointments.


Google Docs

Google Docs is simple to use and has some serious planning capabilities. Have all of your wedding info at your fingertips no matter where you are or what device you’re on. Your google docs sync with your calendar and email, making it easier than ever to keep track of all the moving pieces of your wedding. Create spreadsheets, documents and lists to your heart’s content. Keep it all organised in folders, and be rest assured that you will never lose anything because it is all backed up in the magical Google Cloud. Regardless of what wedding organisation system you’re using, it’s probably a good idea to keep a digital copy of all the really important documents (like contracts) in your Google Docs so that you always have a backup in case of emergency. Best of all, multiple people can be working on the same document simultaneously, and documents can be easily shared.

Phone App

An app will probably require additional support from either a binder or Google Docs, but is still worth mentioning. This one is for the couple that wants to get all of their wedding tasks done, without having to write a million lists and spend precious time wondering if it’s too early to order invitations. There are several apps that have pre-scheduled to-do lists for everything in your wedding, complete with timeframes and deadlines. Simply delete all the items that you don’t need, and your phone will send you a reminder when it’s time to do the next thing on the list. Wedding planning has never been so easy! Try Wedding Happy.


Collect ideas, images, links, and notes all in one place. Evernote has apps for your phone and computer, allowing you to access everything across all your devices. Create notes for each section of the wedding, and easily make and keep track of checklists. Keep PDF versions of important documents in your notes, and never lose a thing. One of the biggest advantages of this strategy is that it is very easily shared, so you and your partner can both work on the same documents, and stay up to date with all the wedding planning details.

How do you organise all of your wedding documents? Do you keep paper copies of everything, or are you committed to a digital system?

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