There are times in your business where you feel like you are low on two very important things – time and sanity. How do we get these things back? Where can we find balance again?

In this scenario something has to give – and what I’ve found after three years of owning my own business and managing dozens of others is, processes need to change.

There needs to be less manual work, less room for human error, and mundane tasks that are often done time and time again need to be automated.

The solution is one word – systems.

Systems help you save time by automating tasks that once needed your input – this could be things such as social media scheduling, onboarding clients, or sending invoices to recurring clients. Historically, you have been there to press “send” for every single piece of communication that has gone out. But not anymore my friend!

Let’s discuss the top three things you can automate to save time and sanity in your business:

Lead Inquiry

When someone has an interest in working with you 1:1, they will likely fill out some sort of contact form on your website. This is one of THE most important things to automate because this process if the first impression of working with you. 

Here is the framework:

-> Contact Form: Get the basic information from your client so you know what their needs are

-> Confirmation Email: Confirm that you have received their information and that you will be in touch with them shortly, this is key because people are always seeking out validation that their request went through properly.

-> Link to schedule a call: After you have time to review their information, trigger another email that gives them a link to schedule a discovery call. I prefer this method instead of just having this link directly on my website, I find that more qualified leads will make it to this point in the process.

-> Discovery call: Schedule a quick 15-30 minute to learn more about each other and see if working together is a good fit

-> Proposal: After the call is complete, send out a proposal for the services discussed and let the person know about next steps when working together

Dubsado is my favorite system to utilize for all of these steps. Remember – If someone is excited to work with you, you want the excitement to continue throughout the entire lead capture process. 

Scheduling

Gone are the days when you are stuck in an email war with someone trying to figure out what days and times you are both available (plus – no more having to figure out time zone differences!) Scheduling tools allow a self-service option for your clients or potential clients to schedule a call with you at a time you are both available. 

I love the features of Acuity Scheduling because they allow for easy scheduling with both 1:1 and group calls. They also have wonderful auomations for confirmation emails after appointments are booked and reminder emails or texts that go out to your clients prior to the call. 

Here is the client experience for booking appointments:

-> Select time and date and fill out basic information

-> Receive confirmation email with link for the zoom call and a personal note

-> Receive a reminder email/text 1 week prior to the scheduled appointment

-> Receive a reminder email/text 24 hours prior to the scheduled appointment

-> Receive a reminder email/text 30 minutes prior to the scheduled appointment

-> Receive a thank you or follow upe mail after the scheduled appointment.

Using a scheduling tool such as Acuity Scheduling can be a game-changer in your business so that you feel like less of a front desk receptionist and more of a CEO. Plus, if your client can no longer make the appointment they have the option to reschedule to a better time and date without needing to email you!

Client Onboarding

Yay! You got that “yes” and you have a new client to onboard. Now what!?

Well, now you have to welcome your new client with open arms and give them all of the information and resources they need to be successful. Your client onboarding process is integral for client retention and positive client experiences. I help my clients build bomb client onboarding experiences in Dubsado so they know that their new clients are being taken care of, without having to type up the same emails time and time again.

Here is what your client onboarding experience should look like:

• Complete proposal, sign contract, and pay first invoice
• Receive a confirmation email that includes a client welcome packet and get’s them excited about what is to come
• Intake Forms to complete to get the project started (depending on your niche this could be a coaching assessment, health questionnaire, or gather info from them to start their website build)
• Welcome Gifts – set a reminder in your onboarding process to send a welcome gift over to your client – this is a way to personally thank them for choosing you! This gift should vary depending on the investment level and your niche. Think things such as journals, plants, self care boxes, planners, etc!
• Kick-Off Call: Send your client a link to schedule their official kick off call once you have gathered all of the important information. If you need them to schedule recurring calls with you, also include a link to schedule those!

Having a solid onboarding process is helpful for both the client who needs guidance on what to do next, and yourself as you can set reminders and to-do list items so you can ensure every client has the save 5 star experience.

Do you want help up-leveling the automations in your business so you can save TIME and SANITY? Book a VIP Session today to build hands-off systems that help you run a 6 figure business.

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