A high tea session is a monthly publication created for the purpose of feeling like we’re spending an afternoon together over delicious cakes while drinking some fresh tea to discuss some questions that I am asked regarding business, so grab your cup of tea (mine is Earl Grey) and settle in:
The past month I’ve been spending numerous hours inside a business that is not mine, but wanting to see succeed just as much as my own. I’ve been working with another entrepreneur on getting their business work flows, systems, and marketing in place to help them propel their business forward. It’s been fantastic to see them go from overwhelming stress to a sense of calm and direction in just a few short weeks. Aside from photography, I love working with women business owners and pushing their passions forward and this has been a great outlet for me.
As I’ve been working with her, creating spreadsheets and digging in deeper with how her business runs, I thought I’d share a few of my favourite tools with you that help me stay on top of my routine tasks and clients.
KNOW THE TYPE OF BUSINESS YOU’RE RUNNING
The experience, service and products I provide for my clients is luxurious and high end, however, with that in mind I run my business with the mantra that simplicity is the ultimate form of sophistication. I’ve built my business with every intention of being low volume with high impact, a working schedule that has a decent work/life balance so I can put 100% energy into running my business during office hours and take regular vacations and relax 100% of the time while I’m away. I also know that I’d be hiring an assistant. Because I’ve been hyper aware of what type of business I am building I knew the type of processes I’d need to put into place so that I can give that luxurious and high end experience and when I my assistant walks in the door they will know exactly where I am with in every aspect of my business with as little input from me. Knowing the type of business you’re running and where it’s headed will help dictate what you need from office management, applications to run, and products to order.
KEEPING TRACK OF DOCUMENTS
I work with 2 different computers (I’m a MAC & PC), which is handy when I need multiple screens open while I’m working, but is very daunting when I’m trying to track down where I saved my pricing sheet. Between the 2 computers, 2 external harddrives, and USBs, my documents got out of hand. So I moved everything that I needed to access on a daily basis to Google Docs. This makes it easy to access from any computer in my studio or if I happen to be traveling I don’t have to worry about transferring files before leaving (granted I have to find wifi but it’s pretty easy to find these day). I also love Dropbox to transfer files back and forth and not have to hassle with USB or Harddrives.
TRACKING CLIENT PROGRESS
I created a spreadsheet inside Google documents titled, Every experience is LUX, because Client workflow is too boring for me. It’s also a daily reminder to go above and beyond my client’s expectations. Every part of my workflow is documented from booking, confirming a makeup artist, backing up images, and selecting which gifts to send is so that I can track every move and follow up when needed.
STREAMLINE THE PROCESS
I work hard on making every client experience LUX, but I also desire a simple and streamlined process as much as possible. So I have templates created for every step along the way. Everything from client’s first inquiry to a list of what I need to pack for every shoot. Email templates are saved as a Quicktext inside my Thunderbird email application, which makes it easy to customize for each client. What gear to pack (everything from a session to a spring or winter vacation) is held in a document so I know what needs to go in the suitcase. And all the small details that go in my final package to my client is also listed out in a document with the location it resides in my studio so that it can easily be found. It saves me so much time and is perfect for when if I am unable to complete something within my deadline that I can easily have someone come in and finish it off for me.
This is just a glimpse into how I stay on top of my work flow and hopefully will help you if you’ve been wondering what to do. But also, please share in the comments what you are currently doing!
Also, if there is anything in regards to business you’d like to know, feel free to email me!
