August 6, 2024
Today, we’re diving into something that’s near and dear to my heart (as a calligrapher who has been full-time in her business for 6 years now): client workflows. If there’s one thing I know for sure, it’s that running a successful calligraphy business involves much more than just creating beautiful work. It’s about managing client relationships, meeting deadlines, and ensuring a smooth process from start to finish. That’s where a well-designed client workflow comes in. Excited to find out what a client workflow looks like? You should be! Let’s get started!
So, what exactly is a client workflow? Think of it as your secret weapon for keeping your business running smoothly and your clients happy every single time. I like to think of my client workflow like having a roadmap for every client interaction, from the moment they first reach out to the final “thank you” after their big day. And trust me, once you have this in place, you’ll wonder how you ever managed without it!
Let’s break down the five key stages of a client workflow:
These stages create a seamless experience from the first excited email to the final follow-up.
Now, I know what you’re thinking – “That sounds like a lot to keep track of!” And you’re right, it can be overwhelming if you’re trying to juggle it all in your head. That’s why I’m a huge fan of automating and templatizing as much as possible. Trust me, your future self will thank you! This is one of the things my calligraphy mentorship clients appreciate the most when working together.
Automation is your best friend when it comes to managing your workflow. There are so many amazing tools out there that can help you streamline your processes. One of my absolute favorites is HoneyBook. It’s like having a personal assistant who never sleeps! From managing inquiries to sending contracts and invoices, HoneyBook has got you covered. And guess what? I’ve got a special treat for you – 30% off your first year with HoneyBook! (You can thank me later!)
But automation isn’t just about the big stuff. It’s also about those little touches that make your clients feel special. For example, I like to use the Starbucks app to send surprise coffee gifts to my clients. It’s a small gesture that goes a long way in building those all-important relationships.
Now, let’s talk templates. If you’re not using templates in your business, you’re missing out on a major time-saver (because not everything can be automated!). Think about all those emails you send over and over again. Why reinvent the wheel each time? Create templates for everything from your initial inquiry response to your final thank you email. Not only does this save you time, but it also ensures consistency in your communication.
Speaking of templates, have you checked out The Contract Shop? They’ve got some fantastic legal templates specifically for creatives like us!
Like I said before, not everything can (or should) be automated. Some parts of your workflow will always need that personal touch. But even for these manual tasks, having a system in place is crucial. That’s where a task management tool like ClickUp comes in handy. It helps you keep track of what needs to be done and when, so you’re not constantly worrying about dropping the ball.
Whew! We’ve covered a lot of ground, haven’t we? From the basics of client workflows to the magic of automation and templates, there’s so much to explore in creating an exceptional client experience. Feeling a bit overwhelmed? Don’t worry – I’ve got your back! If you’re ready to take your calligraphy business to the next level, I’d love to work with you one-on-one in my mentoring program. We can dive deep into your specific needs and create a workflow that’s perfect for you.
Looking for a quick win to get started? Grab my Email Template Checklist here – it’s packed with all the essential emails you need in your workflow. And if you’re curious about creating truly luxurious client experiences, don’t miss the blog post about my recent luxury customer experience workshop. It’s full of juicy tips on elevating your client touchpoints and streamlining your workflow for that luxury feel.
Remember, a solid client workflow isn’t just about making your life easier (though that’s definitely a perk!). It’s about providing an exceptional experience for your clients. When you have a system in place, you can focus on what you do best – creating beautiful calligraphy – while knowing every aspect of your client’s journey is taken care of.