Crafting a Perfect Client Workflow as a Family Photographer
As a photographer, delivering exceptional service to your clients is paramount to building a successful and sustainable business. A client-centric photography workflow not only ensures a smooth and enjoyable experience for your clients but also sets you apart from the competition and fosters long-term loyalty.
So let’s talk about the 5 most important pieces of a client-centric photography workflow and how you can implement them to wow your clients every step of the way.
Step 1: Establish Clear Communication Channels From the initial inquiry to the final delivery of images, clear and timely communication is essential for keeping your clients informed and engaged throughout the photography process. Establish clear communication channels, such as email, phone, or messaging apps, and respond promptly to inquiries and messages. Keep clients updated on the status of their sessions, deliveries, and any relevant updates or changes.
Personally, I prefer to keep most, if not all, of my communication via email. This helps me have a record to track in case I forget any details or don’t recall a conversation, and I can refer to past emails. If you do want to share a phone number or use texting or calling with clients, it’s a good idea to use Google to get an extra phone number that can be added right to your phone! This keeps your private number private, and you don’t have to list that on Google on your business profile either, as well as helps to put limits and restrictions on when someone can get ahold of you. Google numbers are completely free, will go right to your existing cell phone, and you can set hours where you’ll receive calls and messages so you aren’t bothered outside of office hours.
Step 2: Customize the Experience Every client is unique, and tailoring your photography experience to their individual preferences and needs can go a long way in creating a memorable and personalized experience. Take the time to get to know your clients and their vision for the shoot, and incorporate personal touches and special requests whenever possible. Whether it's incorporating their favorite props or locations or accommodating specific scheduling preferences, going the extra mile to customize the experience will leave a lasting impression on your clients.
Step 3: Set Expectations from the Start Setting clear expectations from the beginning helps prevent misunderstandings and ensures a smooth and successful photography experience for both you and your clients. Clearly outline your services, pricing, policies, and any other relevant information upfront, preferably in a written agreement or contract. This helps manage client expectations and reduces the likelihood of conflicts or disputes down the line.
You should also always include prep work! Whether it’s a link to resources, a pdf or guide you create in Canva, you need to prep your clients, have them fill out a questionnaire, and make sure that you are all on the same page WAY before a session even begins.
Don’t know where to start with what to ask on a client questionnaire?!
You can get mine FOR FREE below! Snag my Client Questionnaires that I send all my photography clients before their session even starts!
Included are newborn, maternity, and family session questionnaires!
Step 4: Provide a Seamless Booking and Scheduling Process Streamlining the booking and scheduling process makes it easy for clients to book sessions with you and minimizes friction in the client experience. Utilize online booking platforms or scheduling software to allow clients to book sessions conveniently and efficiently. Provide clear instructions and guidance on what to expect before, during, and after the session to ensure a seamless and stress-free experience.
Personally, I have tried several platforms for booking and scheduling, and I like Iris Works the best. That is the one I find works best where my clients can schedule, sign the contract, select a date, and pay their initial invoice all at once during booking to make my life easier!
Step 5: Deliver an Exceptional Product Ultimately, the quality of your work is what will leave a lasting impression on your clients. Delivering high-quality images that exceed their expectations is the cornerstone of a client-centric photography workflow. Take the time to edit and retouch your images meticulously.
Make sure to scout out print labs and find what will deliver the best products to your clients, and make sure your screens are calibrated, your gear is clean, and you are well versed in delivering the best possible product in the end to every client consistently.
Want to learn MORE about running a successful photography business?! It’s not JUST about the ART, but the client relationships, the workflows, the systems and processes that will keep you in business!
Which is why I have an entire online course JUST about BUSINESS specifically created for PHOTOGRAPHERS!
The Business Blueprint for Photographers is my BEST SELLING COURSE I’ve ever created, and it’s a program I’ve put many photographers through to help them build, improve, or start their photography business.
