Client Flow

If there is a thread for this, please point me to it.

I have seen threads on work flow (ie processing pics) but I am looking for what you do for client flow. I have a "intake form" for when a client calls that provides me a check list so I don't forget a step along the way. I am interested in your steps with your clients.

Shortened a bit but my is as follows:
o First Contact
o Email follow up sent – include session prep info and session timeline info with fees
o Appointment reminder sent
o Equipment check pre-shoot
o Shoot
o Backup files
o Cull/edit files
o Proof Date
o Digital Negatives/Prints shipped
o Follow up to confirm receipt of prints/digital negatives

However, I realize I am missing a few steps that I'd like to add. Mailing an agreement prior to shoot is one.

So what do you do and any suggestions for this rookie?

Thanks

When I see the word 'client' I presume work that is done in a professional capacity. If it is work done in a professional capacity, contracts are a must--even if it's done by pdf / email / snail mail.

Yes, I have an agreement/contract. I just haven't put it in the flow at a specific spot yet...which I need to do.

NewCreation wrote in post #16188096
Yes, I have an agreement/contract. I just haven't put it in the flow at a specific spot yet...which I need to do.

As a customer/client I would expect the contract to be signed shortly after the initial consult to cover both myself, the client and the photographer right off the bat so we both know what we are asking/getting.

Very good point.

In looking at my list above, anything else you would add to my list?

If you consider organization part of the workflow, I'd offer the following suggestion. Create a master list of ALL requests you get including name and the date requested; sort this by date so you eliminate the possibility of double-booking. Use color coding to denote which ones have booked, which ones are likely to book. I tend to delete entries for people who haven't contacted me back for a couple of weeks. This doesn't mean they can't book me--it just means that another client asking for the same date gets priority if they contact me first.

In your master client spreadsheet / document, you could also include specific info about what stage you are at, what is pending--e.g., 'get retainer from ziggy' or 'waiting for shot ideas from david'.

I swear by using google calendar and setting up reminders (1 hour as well as 1 day ahead). Because all of my i-devices are synced to this calendar, I never miss appointments etc., despite how scatterbrained I really am.

I'd add to your list:
a) back up finished images.
b) permanently delete RAWs that won't be used (I'd save this for after client has received the photos and approved; and I'd leave a couple of weeks).
c) scout location with client (if applicable)
d) request scheduling info; work with client about organizing the shoot.

Some of the above points are wedding-photography-centric, I must confess, so may not apply to you.

Christopher Steven b wrote in post #16188506
If you consider organization part of the workflow, I'd offer the following suggestion. Create a master list of ALL requests you get including name and the date requested; sort this by date so you eliminate the possibility of double-booking. Use color coding to denote which ones have booked, which ones are likely to book. I tend to delete entries for people who haven't contacted me back for a couple of weeks. This doesn't mean they can't book me--it just means that another client asking for the same date gets priority if they contact me first.

In your master client spreadsheet / document, you could also include specific info about what stage you are at, what is pending--e.g., 'get retainer from ziggy' or 'waiting for shot ideas from david'.

I swear by using google calendar and setting up reminders (1 hour as well as 1 day ahead). Because all of my i-devices are synced to this calendar, I never miss appointments etc., despite how scatterbrained I really am.

I'd add to your list:
a) back up finished images.
b) permanently delete RAWs that won't be used (I'd save this for after client has received the photos and approved; and I'd leave a couple of weeks).
c) scout location with client (if applicable)
d) request scheduling info; work with client about organizing the shoot.

Some of the above points are wedding-photography-centric, I must confess, so may not apply to you.

Thank you! This is great. I love to get ideas from others. Yes, I consider organization as part of my client flow. Good point about google calendars. I have used them before. I could even embed one in my site so folks could see when I am available. Of course, that would be after I have some more scheduled so it doesn't look so lame.

Anyone else have things in their client flow that you'd like to share? Perhaps little touches that may add to the customer experience?