How to Automate Your Business & Client Experience
In order to automate my business, I, um, I wrote a bunch of email templates, which is fairly classic like even if you're just using google, you can use canned responses and it will totally simplify your life. Um, and when I used to use gmail, I would like highlight and read the things that I couldn't forget to change because that part was an automated I still had to write them all, um, so I have e mails and again, these are all pre written with my most valued attributes in mind, so even if it's I can response that I'm sending out with a client who's displeased with something that I've done or whatever it is, I can ensure that, like, my knee jerk reaction isn't going to be defending myself it's going to say, I want to let you know that I'm hearing you, and I'm gonna make sure that you're well taken care of. Please just give me a couple of days to ponder this or whatever it's going to say my quotes, invoices, contracts like I don't even know I was thinking before I started using my autom...
ating system because I'm expend so much time making quotes for clients I had. A template in my computer and I pull it up and I would change their name and I'd like do all the math and figure out everything that they were going and it was just a headache that's not how I want to be spending my time contracts that I would just email out as, um an attachment and now again, all of this is completely automated for me if you don't have contracts that you absolutely need them and you need to have him looked over by lawyer and if you don't the thing that I was going to show you here was a link to the law dog rachel is a lawyer and a photographer and she has a great web site it's the law tog dot com you wanna have your clients initial at every point that's crucial so if you're saying the booking fee is nonrefundable have them initial there and my automating system like allows for that and likewise if you I refer to it as a deposit instead of a booking fee then deposits are refundable so legally I expect depending on where you are you would have to refund it so knowing those terms is really, really important um the other things that are automated are my acceptance of payments and my questionnaires my book keeping is automated and oh my goodness like the first time I used it I thought it was amazing and as I continue to use it, it's just even better because it actually remembers things. So the first time I had to, like, verify yes, this is my jam. Yes, this is my album company and now it's starting to kind of learn like, ok, I think this is it. So now I just have to click, like, verify, verify, verify and it just in such a breeze and, um, I'll be showing you some of that stuff. Um, in a few minutes, when I pull out my my seventeen hats, it has my calendar, it has my to do list, I'm just going to make it a quick note about to do lists again, this is something I study ceos a lot, so people like mark zuckerberg or steve jobs like their habits because I think that we can all really learn from them. And one of the things that I've learned, I can't recall who it was, but instead of having a to do list, if it's not in their calendar, it doesn't get done so as soon as something comes to them, I use twenty five minutes, but most of the bigger ceos used fifteen minute segments and, um there's this concept that the amount of time you give something is the amount of time it's going to take, so if you give yourself, like, twenty five minutes, it will take twenty five if he gives herself fifteen, you can likely get it done in fifteen, so well, my system does have a to do list, basically, as soon as something goes under that I pull out my calendar and I look ok, where can I fit this in on my calendar? And when I'm going to do it and it has time tracking, so I I don't often use this because I get distracted because of one eighty like it still is here and me, and so if I start my time talking like a week later, it'll still be going, and I'll be like, oh, no, but some of you might like really, really appreciate that, especially if it's time based billing you can start it for your client and then just stop it and it keeps track of how much time you've spent with each client. My work flow, this is like what made me fall in love with seventeen hats? I've been watching for something for a long time, and I love their work flow on and again all go into a little bit more detail about that in a little while and lead management and tracking. It's. Super important to know where your leads are coming from, how many of them were able to turn into clients? And, again, that's kind of something that I would look at during my weekly paulo with myself to understand. Okay, a lot of my clients are coming from instagram or facebook. Or maybe the ones who come from facebook aren't really booking me. But my once from instagram are. I can take that into account, and either change up my facebook marking campaign. Or I can just get rid of it completely.