Is your workflow working for you or against you?
When working with a new client, whether you are a monthly retainer client or a single-day VIP client, one of my first priorities is always to walk you through how to create a workflow that is both streamlined and simplified. Workflows are such an important aspect of running a business. And they are often neglected and avoided.
Why are workflows so important? Because a killer workflow is the easiest way to create a client experience that is unforgettable and, most importantly, able to be replicated. A good workflow keeps you organized and on top of your business.
So, the next, obvious question to follow is: How do you create a workflow?
Great question. First, let’s talk about what exactly one is, and then we can talk about how to create a workflow.
And if you don’t really feel like reading, I have all of this information in a YouTube Video.
What Is a Workflow?
You may not know it, but you already have a workflow. It may not be streamlined, but you have a workflow.
Your workflow is the process you take when working with a client. From the initial contact to after your contract is completed, what you do each step in between is your workflow.
How to Create a Workflow
So, you have a workflow. It may not be organized. It may not be consistent. But you most likely do have some idea of what you need to get from point a to point b with every client.
Now the challenge is taking what you have, organizing it, and making it better.
Step 1 – Write It Down
The first thing you have to do in order to streamline and simplify is to write down your entire workflow. When working with new clients, this is actually the first thing we walk through after we have created a business plan and have determined their goals.
Write down every step and every interaction you have with your clients. From the client booking a discovery call to sending them a contract to every email in between, write it all down.
And beyond that, you must write down anything you are doing behind the scenes. Are you creating certain Google Docs? Setting up a project management board? Creating timelines? Editing photos? What you are doing behind the scenes is all a part of your workflow too.
Step 2 – Make a Note of What Feels Messy
The next step looks at what parts of your workflow feel messy and cluttered.
Are there certain steps that you always overlook? Or times that you always seem to get caught up in a lot of back and forth with that client?
Find out the areas that don’t feel like they run as smoothly as they could and notate those. You don’t need to have the answer as to how to fix them; you’ll come back to them later.
Step 3 – Figure Out How to Wow
You have the workflow written out; now it’s time to figure out how you can elevate your workflow in ways that will leave your clients completely mindblown.
These are the things that are going to make your couples leave raving reviews, and encourage them to refer others to you or come back for future services.
Could you add a gift or a thank you email? Would it help your clients to create a pdf with some wedding day tricks and tips to help their day run smoother? Figure out what you want your clients to experience and work it into your workflow.
Step 4 – Automate & Delegate
The next step is to figure out what steps of your workflow you can automate or delegate.
Are there emails that you are sending to every client that doesn’t necessarily need to be customized or personalized? Those are the emails you can automate so it is happening behind the scenes without you needing to lay hands on it.
Or maybe you can’t automate certain aspects of your workflow so now you need to determine if you can outsource it to someone else. The more you can delegate, the more time you have to focus on other areas of your business.
Step 5 – Work on Your Problem Areas
The final step is to go back through your workflow and start ironing out any problem areas. Look outside the box at how you can better streamline and better serve during these rough spots.
Look at different ways of gathering information, like questionnaires, or communicating, say by sending an informational pdf, that may help these areas run smoother.
Uplevel Your Workflow Today
So once you have walked through all of this, you have your workflow. It really is that simple.
Of course, there are going to be things that may stall you out a bit and that is where the experts come in.
If you find yourself digging in your heels at the idea of walking through your workflow or feel stuck, we would love to help you during one of our hands-on VIP days.
We work with many different wedding professionals on a regular basis and our VIP days are designed specifically to help wedding professionals, like yourself, streamline and simplify their workflows.
During a VIP day, we will work together to plan out and automate your workflow. We will write all of your emails, and create brochures, proposals, and questionnaires to help make your client experience easy for you to implement and enjoyable for your couples to experience.
In one day you can have your entire day set up and ready to go. That is the magic of a VIP day.
So if you feel like you don’t have the headspace to sit down and figure all of this out, a VIP day is exactly what you need.
If you are ready to do this on your own, our best advice is to spend some time thinking through these points and writing them all down. Really spend some time discovering how you can make your client experiences fun and enjoyable for both you and your client.
As you start walking through this process, make sure you download our Workflow Workbook. It will walk you through everything we talked about in this blog and give you prompts to brainstorm everything.
Get the Free Download Below
We can’t wait to see what you come up with!