Before crafting or re-vamping the workflows in your business, it’s essential that you lay the foundation for what’s to come so the process is fun, empowering, and stress-free. Not only do I want you to understand, I want you to learn as we go so the process is empowering (and, I will include samples and templates to follow if you ever need additional support).

In this lesson, I will guide you through the 10 basic steps that need to happen to implement workflows that truly convert your photography business. These are the basic 10 steps that can be applied to any type of photography niche, and repeated over and over again. In the next lesson, we will break this down further by mapping out your client journey and you will create your own.

As I said, implementing client workflows in your photography business involves designing and executing a systematic process that guides clients through their journey, essentially all the touchpoints you will have with them during the process from start to finish.

Although implementing these systems takes time, dedication, and patience, implementing well-structured client workflows will:

Help you scale your income and save time
Enhance the lead AND client experience
Ensure nothing falls through the cracks…ever ;)
Save tons of time creating healthier habits and work-life balance
Vastly improve the efficiency of your business
Help you focus more on your core photography work and grow your brand rather than administrative tasks.

How To Build Photography Business Client Workflows That Convert:

There are 10 key steps to building photography workflows that convert and work for you, not against you.

The 10 steps below are topics we dive into DEEPLY inside of Momentum Method.

We left no stone unturned. You have access to my client journey map plus multiple other resources to see you to the finish line!

1. Define Your Client Journey:

Alright, let’s dive in! Begin by mapping out the stages a typical client goes through, from initial contact to post-session follow-up. Understand the key touchpoints and interactions in this journey. It’s likely you are VERY familiar with their journey but haven’t mapped it out in depth.

Think about a lead on a roadmap, from the moment they make an inquiry to the post-shoot phase. Identify key stages and interactions that occur during this journey on a Google document or with my plug-and-play Canva template.

2. Identify Key Workflows:

Now that you can visualize your client's journey, divide them up into workflows that make sense for your business. Common workflows include lead nurturing, onboarding (booking confirmation, payment, contract, pre-shoot planning to shoot date), post-session follow-ups, and offboarding. Every, single phase of the client journey is an opportunity to build trust and create a seamless experience for them beyond the actual shoot.

3. Choose a CRM if you don’t have one:

Choose a CRM (Customer Relationship Management) system or a project management tool that suits your photography business if you do not have one already. Look for one that allows you to create and automate workflows and is geared towards CREATIVE BUSINESSES. I recommend Dubsado and have a discount code for you!

4. Segment Your Clients If Applicable:

Divide your client base into segments based on criteria such as the type of photography service, aka couples, seniors, and family, for example. This will help you tailor your workflows for different client groups as they will all have a slightly different workflow (i.e. your pre-shoot emails will look different for a family with toddlers and kids versus a maternity or newborn session). Or, your workflow for a brand client might look different from one for a large-scale commercial shoot.

5. Create Email Templates:

Now things are really getting fun. Develop canned emails (email templates) for each stage of the client journey. These emails should feel warm, personal, and like you wrote them at that moment. They should include personalized content, such as client names and specific details related to their booking (this is very easy within a CRM, you just insert the smart field, and the data auto-populates in your email from the form they filled out). Develop a series of canned emails for each stage of the client journey. These templates should include relevant information and be tailored to the client's needs (we will go over this!)

6. Incorporate Valuable, Evergreen Content and CTA’s:

This is crucial and where a lot of photographers don’t realize they have the power to level up their client experience through every, single email.

As you craft your canned emails, take it a step further and show them you care by guiding them through an experience that makes them feel taken care of and more likely to take you up on your invitation for a phone call. Include valuable content that solves their pain points (i.e. a CTA to your blog with “Family Photography Style Guide” or “Stress-Free Wedding Planning” or “Our Editorial Process on Location.” Lastly, include sample sessions for them to review, CTA’s back to your website, testimonial page and as you grow, a link to a freebie to grow your audience.

7. Automate Where Possible:

Use automation features within your chosen CRM to send out emails, reminders, and notifications automatically at the right time. This helps ensure fantastic communication and reduces manual tasks! AKA take. back. your. time.

A lot of automation will be set up based on the shoot date. I recommend adding “to-do” tasks so you review all automation and personalize + tweak everything prior. It will create a seamless experience for both your clients AND your peace of mind. Automating all payment and contract reminders will not only save you time, but the headache of awkward interactions around money. Automating your review requests will ensure that you are growing your organic marketing efforts.

8. Set Up Reminders and Notifications To Personalize Automation

Configure reminders and notifications for follow-up actions, such as photoshoot reminders, pre-shoot check-ins with clients and post-shoot review requests, album + print sales emails, and more.

A lot of automation will be set up based on the shoot date. I recommend adding “to-do” tasks so you review all automation and personalize everything prior! It will create a seamless experience for both your clients AND your peace of mind. While a CRM can and will save you up to 20 hours per week when used properly, make sure to personalize your canned emails to ensure all communication feels personal and tailored. Integrate your brand personality into every stage of your client's journey.

9. Utilize Scheduling Tools + Calendar:

Make sure to integrate the scheduler and calendar into your workflow to facilitate easy appointment booking and scheduling for client calls and sessions if you choose to use it that way..Who wants to go back and forth with a client that might not even book you? This can make the process more convenient for both you and your clients.

It’s a game-changer.

10. Test and Refine:

Before fully implementing your workflows, test them to ensure they work as expected. Adjust templates and settings as needed to improve the client experience! Ask a fellow business friend, partner, or consultant to move through the client journey and test it all out before fully utilizing them!

Lastly, there is always room for improvement. Based on your business evolution and client feedback, continuously improve your workflows. Optimize email templates, refine processes, and adapt to changing client needs. Over time, your system will become more and more streamlined!

You're a badass photographer, but you didn't sign up for the never-ending business to-do list. Leveraging tech in the right areas and learning to systematize and automate will take your business from struggling to streamlined. Sometimes, you just need a process to follow!

LEARN MORE ABOUT MY SIGNATURE PROGRAM, MOMENTUM METHOD