Prepare for Busy Season –– Part 2: Create & Update Your Client Workflow

Busy season is fast approaching for many of us and we want you to enter this season prepared and ready to rock it! We’re sharing our 7 MUST-DO action steps before the busy season arrives. Check them out below!

 

1) The Emergency Kit!

2) Create & Update Your Client Workflow

3) Avoid the Shooting “Hangover” – Get in Shape!

4) Equipment & Gear Prep

5) Don’t Be Overwhelmed This Season!

6) Boost Your Backup – COMING SOON

7) Take Advantage of Your Momentum! – COMING SOON

 


 

YAY! I booked a client…. now what?? Well, I guess I should maybe send them a gift, then maybe in a few months I’ll think about booking their engagement session. Oh, and I should probably figure out how I want to back up their photos…..

There are SO many steps to walk through before, during, and after we’ve booked a client and YES, it is possible to go with the flow and figure it out as you go along. In fact, you can even become pretty good at going with the flow after you’ve done your 40th session, HOWEVER, if you want to run an organized, consistent, professional business, then it is extremely important to have a clear written out workflow that you follow with each of your clients.

 

Before this season gets any busier, whether you have 1 session booked or 500 sessions booked, take some time to write out step by step what you want to do with each client from initial inquiry to final delivery. Ideally, it would be great to go one step further and write the timeline for when these items need to be done.

 

Here’s an example of what your workflow process may look like for a photo shoot or an engagement session alone:

  • Schedule location and time
  • Put into your calendar with their name, phone number, address, and any notes
  • Send reminder email day before to confirm details
  • Photo session
  • Sneak peek (night of or the day after)
  • Backup images on an external hard drive
  • Backup images on the cloud
  • Set aside memory cards in a safe place until final delivery
  • Cull images
  • Edit selected images
  • Session blog post (1 week after session – 30-50 images)
  • Deliver final images through an online gallery (2 weeks after session)
  • Submit images for publication

 

Some of these steps may seem so simple and self-explanatory, but it is still important to write out all of these little details to help your process go smoother, and when you get really busy this ensures that nothing falls through the cracks and leaves you with a business that comes off unprofessional. As you build your team with maybe a partner or an assistant, having a system in place allows you to delegate easier as well. Furthermore, having a solid system allows you to communicate with your clients as you know when they can expect their images and if they ask you questions on the process, you are ready with a clear answer.

 

HOW?

There are many ways you can write out your process. Here are a few options that can help:

 

1) Online Client Management System

Systems like Shootflow, Pixifi, Honeybook, or 17 Hats make it easy for us as photographers and business owners to have a clear step by step process in professional software. Some of them even create the process for you!

 

Use an online client management system, like Shootflow, to keep track of every step you need to take with each client!

 

2) Workflow Chart

I still actually come back to this method often. This system can be created in Excel or Google Docs. It is very helpful for keeping track of many clients all at once. Other great photographers, like Katelyn James and Justine Russo, used to have charts like these blown up in their office in a pretty layout.

Essentially this is what it looks like….

 

Use a workflow chart to keep track of your client workflow! I still actually come back to this method often. This system can be created in excel or google docs. It is very helpful for keeping track of many clients all at once. Other great photographers, like Katelyn James and Justine Russo, used to have these charts blown up in their office in a pretty layout.

 

3) Written Out Checklist

You could keep a checklist for each client. This way can work for displaying things step by step, but it is a bit harder to keep track of multiple clients at the same time.

 

 

TIP: Don’t forget to plan out how you are going to go above and beyond as well. Maybe you want to arrive early to every shoot, add that into your process. Maybe you want to make sure to introduce yourself to the wedding planner. Write that in your workflow! Plan out the ways you’re going to STAND OUT!

 


 

 

Ready to really impress your clients from start to finish with your workflow? Check out our COMPLETE CLIENT PROCESS Course by Amy & Jordan Demos and save yourself years of learning the hard way! Find out exactly how Amy & Jordan give each of their clients a consistent & incredible experience!

This course is jam-packed full of everything you need to know about serving your clients from the initial inquiry to the final delivery of images after the wedding, and everything in between! Amy & Jordan walk you through their solid process and give you tools to run a successful wedding business.

 

CLICK HERE TO LEARN MORE!!

 

Pssssst! You may even get to watch them behind the scenes at an actual wedding!!

 

 

7 Things to do before BUSY SEASON, Part 2 - Create & update your client workflow

May 21, 2019

2 responses on "Prepare for Busy Season –– Part 2: Create & Update Your Client Workflow"

  1. What software is the screenshot from?

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