Why Your Business Needs a Workflow

A few months ago I shared the tools that I use to run my brand photography business and Honeybook was the first tool on my list. That’s not just because it was the first thing I thought of, it really is the MVP of how I run my business. Honeybook is a Customer Relationship Management System (CRM) and it allows me to automate much of my business workflow. 

Just a few ways that I use Honeybook is: 

• Contact forms

• Sending out Invoices and Contracts

• Project Workflows

• But I also look at the reporting for:

  • Lead capture

  • Income (on a basic level since my financials actually go through Quickbooks)

Keep reading because I am going to take a deeper dive into how Honeybook helps me with all of these tasks, as well as why your business needs a workflow.

How I Use Honeybook

Starting right from the beginning, I create a contact form via Honeybook and embed it directly into my site. Then I get notified of leads when someone fills it out through my email, but I also get phone notifications via their mobile app. 

The form is really the start of my workflow which is done through setting up and attaching an Automation to the form. And my workflow (or Automation as Honeybook calls it) basically applies a step by step process that is semi-automated to help move a lead through my sales process and then hopefully turns them into a client while taking them through the shoot plan process.

You can actually take a look at my detailed Honeybook Automation below to see the exact process each of my clients go through. As you can see, it is very specific and very organized!

After my leads submit the contact form the Automation sends out an automated email from me asking them to book a call and I get them on my schedule. Honeybook has a great calendar feature where my leads can just book a time through my calendar! 

After we have our call, I manually send out a proposal, contract and invoice that includes the next steps in my process. All my proposals, contracts, invoices and emails are Templates in Honeybook so usually I only have to take the time to modify slight things and then it’s all queued up in the Automation. 

Once they submit their signed contract, I have my Automation set up to automatically send an email that includes my shoot planning questionnaire. I do like to have this completed by my clients before we book the shoot plan call so I wait to receive notification from Honeybook that it’s been completed prior to manually pushing out an email for them to schedule their shoot plan call. 

What is helpful about this step is that, again, I have it linked up to my calendar so there is no back and forth between me and the client. The calendar shows them when I am available and they can go in and choose a time that works for them. 

We hold the shoot plan call and afterwards I’ll send them an email, also queued up in the automation, with a link to their shoot plan which we had just discussed so they can review everything easily.

From there, my clients will get automatic email reminders for the session so I ensure that a client never misses their shoot or important details! After the session, they receive an automatic “Thank You” email. And while you may think my process wraps up there - that is not the case!

In my Honeybook Automation I have emails queued up for when their proofing gallery is ready and when their final images are all set after they’ve selected them. I will manually send them out an email that delivers those final images. 

Then I have a few more communications that go out directly including a coffee date where I love checking in on my clients to see how they are doing and how they are using their images. Later on I offer them a VIP discount if they rebook with me. This final step is a great way to nurture that client relationship and encourage them to work with you again - taking them from a one-time client to one of your regulars!

What this Does for my Business

Overall what Honeybook does for me is saves me time, keeps me organized and on track in my business. Before I started using a CRM, I was writing the same emails over and over again so I am now able to automate the emails I send out, saving me a ton of time in writing them. It also establishes a standard process to take my clients through from their first inquiry to delivering their final photos and beyond. 

Honeybook keeps everything in one place for me so that whatever I need is right at my fingertips. With its Automations I never have to send out anything personally, saving me time, and Honebook also allows me to easily track my leads so I know where they are and aren’t coming from. Their project pipeline also allows me to see where they stand in the process (inquiry, proposal sent, shoot planning, etc.) and to easily follow up with non-responsive leads so I can hopefully capture some of that revenue. 

Honeybook also provides me with a high level review of my numbers and while I don’t use it for its bookkeeping services, it tracks my invoices and matches up invoices better than most CRMs I’ve used. As I use Quickbooks for bookkeeping, it’s also important to me that it syncs easily with Honeybook.

With all of these things handled by Honeybook, this gives me more time to work in my business, rather than on my business. You can read more about how I time block effectively for my business here. 

How to Know if You Need CRM

If you struggle to keep track of project statuses, or if you are finding you are writing the same email over and over or doing the same tasks, you need a CRM. If you want to take your clients through the same, streamlined and organized process and if you need a way to track leads and follow up with them later, then you need a CRM. 

So if you’re sold on everything Honeybook can do for you to help you to get your business on track, use my link to Honeybook to save 55% off your first year - you also get a 7 day free trial too!

So now that you’ve signed up for Honeybook, during that free time that you all of a sudden have, now you can schedule that branding session you’ve been putting off so you can level up your business! Click here to see my services and then let’s get you on the books for a branding shoot!