So you need to set up your systems. When you run an online business there a lot of moving parts. One of the most complicated being your workflows. While workflows are complicated the great thing about them is once you set them up your life will be much easier. If you’re thinking about hiring someone to take it off your plate you might have questions.
I get it, the idea of giving your systems over to someone else to set up is a bit of a catch 22. You’re excited to get them set up and not having to worry about doing it yourself but you’re also nervous because your business is your baby and so much of what you do is in your brain. How can an outsider understand that? How do they know the intricate parts of what you do? Well today, I’m going to break down the process of having someone else set up your business workflows.
~In episode 34 Dia shares her process for working with clients to set up their workflows. Click To Tweet
In this episode:
Step one: You’ve found the magical human who will make your systems make sense. Yay! The first thing that will happen is you’ll hop on a call. I prefer to use Zoom because I can record the calls and share screens. This is vital because chances are there are a lot of little things you do when you’re onboarding a client and being able to go back and watch the call is huge for making sure nothing is left out or forgotten. During the call, your systems specialist will ask you about everything you do when working with a client, the emails you send, the payment schedules, your welcome package. No detail is too small! A quick reminder email about your first call, a job is closed and thank you email, no detail is too small to discuss with your systems strategist.
~Curious what it's like working with a workflow strategist? Find out in episode 34 of Creatives Crushing Anxiety. Click To Tweet
Step two: At the end of the call your systems strategist will set the expectation of when you can expect your workflows for review. They will also tell you what they need to get them done, for example, email templates, Dubsado logins, etc
Step three: Once you send over any logins needed this is when your system specialist gets to work. Personally, when I set up a client’s workflows, I don’t like to change anything until it’s been approved. I write out each step of the workflow including the triggers for automation, email templates needed, payment dates and more in an easy to read list.
Here is an example:
- Client fills out lead form on website
- Client gets an email that their lead form has been received with a link to Calendly to schedule a call.
- Workflow is paused.
- After call happens, administrator manually triggers the contract and invoice (if a good fit)
- Once the client signs the contract and pays the required payment
- They receive a thank you email and welcome package to talk about next steps and schedule the first session.
- 30 days out client receives monthly invoice
- 60 days out client receives monthly invoice
- 90 days out client receives monthly invoice
- 92 days after contract is signed client receives email about continuing working together on package level 2
- If client doesn’t sign new contract within 3 weeks they receive an email asking for a review
- 6 months after original contract is signed client receives a “checking in” email.
This is just an example your processes may be simpler or more complex.
Step four: After I’ve done this for all agreed upon workflows I sent to the client for review. This is your chance to ask for any missing information or anything you’d like to ask or are curious if you need. I also make a list of anything I need from you to complete the project, for example, if I suggest an email 30 days into the contract I will ask if you have a template I can use or how you would like the email to read.
Step five: After the client approves the workflow, I implement them into their CRM system.
Step six: It is recommended that the client runs any tests they deem necessary. I don’t perform tests because often to trigger certain sections of the workflow payments are required and it can get sticky.
Side note: One way around this is to create a fake coupon code in your CRM system that is worth the price of the package to avoid messing up your books or losing money. You may think that if you are paying yourself to test a workflow it’s okay because the money is coming back to you. Remember most (all?) payment systems charge a fee so you end up losing some of that money when testing your systems, avoid that and do the coupon code instead.Test your workflows without losing money. Learn how in Episode 34 of Creatives Crushing Anxiety. Click To Tweet
Step seven: The job is closed and I ask if the client has gotten all of their concerns addressed.
Step eight: You have running systems and aren’t constantly stuck reinventing the wheel.
Mentioned in this episode:
Dubsado (This is my affiliate link. Use it to for a discount at Dubsado)
Systems Audit Work with me to get your workflows user-friendly!
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Now tell me:
- Are your workflows set up?
- What CRM system do you lose
- Was setting up your systems easy or hard for you?
- Breaking down steps is easy for some people are you one of them?