How To Establish A Systematised Client Workflow

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A well-defined client workflow lets you manage your business in an organized way. Here are useful tips to help you create a systemized client workflow

When you’re a busy entrepreneur juggling a million things all at once, it’s hard to figure out what to prioritize. Distractions are ever-present, and even repetitive tasks could be overwhelming when you’re running the show all by yourself. If you don’t have a well-defined client workflow, it’s almost impossible to focus on the deliverables. 

Even before booking a client, you should have a systemized client workflow in place. A well-defined workflow lets you manage your day to day tasks in an organized way, prioritize on important projects while also helping you focus on your core business. 

 

Mapping Out Your Work Process

If you’re unsure where to begin, start by defining all the tasks that you need to add to your workflow. Some of these are repetitive tasks. These are replicated tasks that you do for different clients. To do this, you have to create a process that could work for every scenario. Try breaking down your typical work process into steps. Here is an example of a typical client process:

• Receiving a client inquiry for more information about your work
• Responding to the client inquiry and booking a consultation
• Defining the date for the consultation appointment
• The client decides to hire you for your service
• You send a start-up email, along with the contract and payment acceptance
• The first stage of the project begins
• The second stage of the project begins
• The deliverables are submitted to the client for approval
• Final review
• The project ends 
• Follow up process starts

 

Client Onboarding

Booking a Consultation: After the initial exchange of emails to answer client inquiries, the lead turns into a client. The client could send his or her questions on your contact page or through your email. As you go through every inquiry, check to see if the client makes a good fit for you. This goes especially for big projects that will require more time to complete. You’ll know if a client makes a good fit by booking a consultation. 

Presenting a Proposal: Afte the consultation, you’ll have a general idea of how to tackle the project. You’ll piece together a proposal and present it to your client for approval. 

The proposal includes the contract and an invoice for the payment. If the client says the proposal needs more work, you can update the terms accordingly until both parties have agreed on the terms. The dotted line should be signed and the payment made at this point.

Booking a Client: After the proposal has been presented and approved, it’s time to book the client. This is where the real work begins. You need to mark your calendar with the important dates for meetings and presentations. This has to be done at the beginning of the workflow, so you don’t end up struggling to remember the important dates or disappointing your clients with project delays!

There are many calendar systems that you can use for booking clients, but the most dependable ones are:

• Google Calendar
• Microsoft Outlook
• Apple Calendar (iCal)

After booking a client and marking your calendar with the important dates, you’ll receive a reminder on your email. With this app, you’ll never miss a single client meeting ever again.

Welcoming the Client: Welcoming the client is the last stage of a systemized onboarding process. It’s a great way to build rapport with your new client and set expectations for the new project. You want the client to feel welcome and avoid confusion by letting your client know what he can expect from you right from the very start. From your welcome email, present your work process clearly to ease the client into your workflow.

 

A systemized workflow is key to an efficient and organized business because you are always on top of your tasks. With these tips, you can implement your own client onboarding system, which will earn the trust and confidence of your clients.

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