The Art of Streamlining: Optimising My Client Management Workflow

Simplifying Client Management

Starting a business often comes with the temptation to sign up for every tool and subscription that promises to make your life easier. When I first launched, I signed up for every subscription, membership, software I could to help me. However, in the re-launch, I was adamant that I would simplify this process. I don’t want 563 log ins. I wanted my processes to be efficient, using the tools I already had without sacrificing professionalism or creativity. After all, I don't need another program asking for my email, and I certainly don’t want my clients jumping through hoops to work with me.

I want to get creative and use the bare minimum. Streamline. 

So I asked Chat GPT. I gave her a list of the accounts I already had and used and asked her to take advantage of their services instead of signing up for another (accounting, client management) software. 

She came through with the goods. 

It took me a couple of weeks, but I was able to take her suggestions and tweak them slightly and hooray! It’s all up and running. 

Here’s what she said, with my comments/how I tweaked her advice: 

(My comments are in bold/italics). 

Given your existing subscriptions to Flodesk, Wix, Notion, and Pic-Time, you can leverage these tools to simplify your client management in invoicing, and contracts efficiently. Here’s how you can use each of them:

### Client Management

1. Notion:

•    - Client Database: Create a client database where you can track all client details, project statuses, and important dates. I already do this! I kept all of the templates I created prior to mat leave.

•    - Project Management: Use project boards or tables to manage ongoing projects, set deadlines, and track progress.  Already do this as well!

### Invoicing

2. Wix:

•    - Invoicing: Wix’s built-in invoicing tools allow you to create and send professional invoices directly from your website. You can set up recurring invoices and track payments.

•    - Payments: Use Wix Payments to accept payments online, which can be integrated directly with your invoices. I didn’t want to use Wix for invoicing or payments because it felt really impersonal. My clients aren’t purchasing a product; they’re choosing a photographer. I decided to continue using Notion for invoicing and offer payment options which are more secure and personalised. 

### Contracts

3. Flodesk:

•    - Email Contracts: While Flodesk is primarily an email marketing tool, you can use it to send contract links or PDFs to your clients. I like the idea of this, but for now I’m going to continue sending emails myself. This feels like a step back I’m not ready to take yet! I feel like I would forget who I’d sent what to. 

4. Wix:

•    - Form Submissions: Use Wix Forms to create contract forms that clients can fill out and sign electronically. Well this was game changing. I figured out how to make password protected contracts straight from my own website which clients can sign on any device. How did I not know about this earlier?

•    - Document Storage: Store contract templates on your Wix site or link to an external document storage system. Done.

### Communication

5. Flodesk:

•    - Automated Emails: Set up automated email sequences for onboarding new clients, sending reminders, and following up on payments.

•    - Newsletters: Keep clients updated with regular newsletters about your services, updates, and promotions. Already doing this! 

### Image Delivery and Proofing

6. Pic-Time:

•    - Client Galleries: Deliver photos to clients through Pic-Time’s online galleries.

•    - Proofing and Downloads: Allow clients to select their favorite images and download high-resolution files. Already doing all of this.

### Additional Tips

• - Integration: Look into possible integrations between these tools to automate workflows. For instance, you can use Zapier to connect Notion and Wix for seamless data transfer. Love the idea of automation but do I want to sign up to another program (Zapier) to do so? No.

• - Templates: Utilise and create templates in Notion for client onboarding, project tracking, and task management to save time. Already doing this, and will add more as I go!

• - Monitoring: Regularly review and update your processes to ensure they remain efficient and effective. I’m going to schedule a review for 3 months.

By using these tools together, you can effectively manage your business operations without needing to invest in additional software. Thanks Chat GPT. 

So after a couple of weeks of fiddling around, it’s (mostly) done! 

Here’s to a simplified client management process… 

And here’s to not giving any other programs my email address. 

Holly xx