Key Takeaways
- Importance of First Impressions: Establishing a streamlined inquiry process is pivotal for your client experience.
- Balancing Authenticity and Automation: Finding the sweet spot between automation and personalized client interactions.
- Creativity Unleashed Through Systems: How effective systems liberate your creative potential.
Mastering the Art of Client Experience: Systems and Automation for Photographers
In today’s fast-paced entrepreneurial landscape, particularly in the realm of creative businesses, the right systems and automation can be the bedrock of success. According to Jordan Wayson from Roseway Consulting, the initial contact or inquiry process can set the tone for your client’s entire journey.
“I’ve found that many creatives and photographers often hesitate when it comes to systems and automations because they feel it’s restrictive. However, efficient systems can create a seamless experience for their clients and help scale their businesses,” Jordan shares.
Streamlining the Inquiry Process
The initial contact with potential clients is crucial. This interaction forms the basis of their perception of your business. Automating this process can ensure no inquiry slips through the cracks, even if you’re juggling multiple responsibilities.
Optimizing Follow-Up Communication
“It’s essential to have a robust follow-up system. Clients might not book right away, but an engaging follow-up can nudge them to make a decision,” suggests Jordan.
A well-crafted follow-up process involves:
- Timely Responses: Ensure an automatic thank-you email acknowledging receipt of the inquiry. Follow this with detailed information within a specific timeframe.
- Personalized Touch: Use client information shared in the inquiry to add personalized notes in your responses. This shows attentiveness and builds a connection.
- Educative Follow-Ups: Share information that might redirect them back if they haven’t made a decision yet. Answers to FAQs, for example, can clear any doubts and make the choice easier.
Jordan emphasizes starting simple with a Google Doc and evolving into a full-fledged CRM as your business grows. The key is not to miss out on potential clients due to a lack of structured follow-ups.
Infusing Authenticity in Automated Systems
While automation streamlines the process, maintaining a genuine touch is essential to avoid coming across as robotic. Bree emphasizes the benefit of striking a balance where technology supports but doesn’t overshadow the human aspect of client interaction.
“Ensure your written communications reflect your personality. If you’re not a polished speaker, don’t send polished emails. Use your terms, your slang, your voice,” advises Jordan.
Practical Tips for Authentic Automations
- Custom Templates: While automation might involve templates, customize them enough to reflect your voice. Avoid sounding too formal if that’s not your natural tone.
- Delayed Automations: As Jordan suggests, avoid instant replies. Instead, use a delayed approach where you review client inquiries for personalized responses.
- Consistent Brand Voice: Synchronize your tone across all platforms – website, social media, emails. This consistency engrains trust and reliability.
Traditional Meets Tech: Combining SOPs with Modern Tools
Implementing Standard Operating Procedures (SOPs) doesn’t have to be daunting. Jordan advises starting with something as straightforward as recording your processes using Loom.
“Recording your processes on Loom can guide you or a new assistant efficiently. SOPs ensure everyone gets the same consistent experience, elevating client satisfaction,” she explains.
Creating Effective SOPs
- Start Simple: Begin with the basic functions of your business – inquiries, bookings, follow-ups.
- Visual Aids: Use screen recordings to showcase the exact steps. Visual guidance can often be more effective than written instructions.
- Document Everything: Keep a running document where every step, every detail about client interactions, is listed out. The aim is to ensure uniformity in delivering services.
Maintaining updated SOPs can significantly reduce onboarding times for new employees and ensure clients receive the best, consistent service experience.
Embracing Systems as a Side Hustler
Even if you’re operating your creative business as a side hustle, implementing systems can keep you organized and client experiences positive. Jordan highlights:
“Systems and automation can significantly benefit side hustlers, enabling them to balance full-time jobs and side gigs without letting inquiries slip through the cracks.”
Using Existing Platforms
Jordan suggests leveraging automation features on platforms you already might be paying for.
“Many website providers like Wix or Squarespace offer automation capabilities. Utilizing these can save you from extra expenses while still keeping your business organized,” she adds.
Streamlining your inquiry process with tools you already use can lead to better client engagement and ultimately, successful conversions.
Unlocking Creativity by Reducing Admin Load
For many creatives, administrative tasks can stifle their artistic spark. Jordan advocates that robust systems and automations can unlock more time for what truly matters – creating art.
“Lack of systems can stunt your creativity. Spending countless hours on administrative tasks instead of creating your art can lead to burnout and artistic blocks,” she notes.
Efficient systems liberate your time, allowing you to focus on the creative aspects of your business. According to Bree, enjoying what you work on directly affects your passion and drive.
Enhancing your creative business through thoughtful systems and automation doesn’t mean losing the personal touch. It means optimizing your workflow, ensuring no client slips through the cracks, maintaining consistent and authentic communication, and ultimately, freeing more time to focus on what you love – creating.
Resources:
- Roseway Consulting – Jordan’s consulting website.
- Instagram: @systemswithjordan
- Quiz: “How Creative Are You Really?”
About the Guest:
Jordan Wayson is the founder of Roseway Consulting, a firm specializing in systems and automations tailored for photographers and creatives. Since its inception in June 2021, she transitioned from a full-time corporate insurance role to entrepreneurship, rapidly scaling her services to include online business management. Jordan’s expertise has empowered clients by streamlining workflow processes, optimizing marketing strategies, and enhancing client growth. In addition to her professional endeavors, Jordan is a military spouse and mother of three, residing outside of Columbus, Georgia.
BREEANNA KAY’S INSTAGRAM: @breeannakayphotography
REBEL CEO INSTAGRAM: @rebel.ceo.podcast
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