In this post, I will discuss how I streamline my client process to keep myself and my clients on the same page. I’m going to walk you, step-by-step, through how I organize my design workflow.
Bringing on a new client is always exciting. It’s another chance to make a difference in a new business with my design expertise. After working on a couple of projects without a system in place it was clear: I needed to get organized to avoid errors or missing steps in my process.
"Plan your work for today and every day, then work your plan." - Margaret Thatcher
1| Client Onboarding with Dubsado
My client onboarding process begins before a potential client contacts me. I have laid out on my brand and website design service page what I offer in my packages and my pricing.
Each step of my design process has been included so my potential client knows exactly what to expect when working with me. By doing this, it makes easier for them to decide before contacting me whether or not we would be a good fit.
Design Request Inquiry
I have become a huge fan of Dubsado over the past few months. I love that I can have nearly everything I need to onboard my clients in one place. I use a design request form which has been embedded on my Squarespace website.
The form can either be embedded by using the link.
or embed code.
When someone fills out the form on my website they are immediately added as a lead in Dubsado.
Booking Consultation Calls
After reviewing the design project enquiry, I'll send the potential client an email that includes a link to my scheduling page. I use Acuity to easily book client appointments and avoid the back and forth of scheduling emails.
Acuity's Emerging Entrepreneur plan is free if you signup through Squarespace. (Find out more here). Embedding your Acuity form on your website is simple choose the Acuity block and input your url.
Once the potential client and I have decided we are perfect fit. I send over the proposal, contract, and invoice that I have set up as templates in Dubsado.
Dubsado makes it easy to store frequent emails or messages that I send to my clients over and over again, I created a canned email once and send to a client when I need to.
As soon as the first invoice is paid, I send over a welcome email with links to their welcome packet, client portal login, links, and forms that will need to be filled out. It can all be accessed from within the client's portal.
2| Project Management with Asana
One feature that I find Dubsado lacks is the ability to manage my projects in a way that is collaborative with my clients. I use Asana for project management and client communication.
In Asana, I have a master copy for both a branding or a branding/website design project. I copy the master template then customize the template for upcoming project.
Keeping my workflow organized in Asana
First, I add the client to my project.
The client will only be able to see the project that they have been added to.
I can quickly add sub-tasks within a task to keep everything organized.
Adding related documents to a task is also simple.
Finally, the comments make it easy to keep client collaboration open. I can make a comment on a task. Then, my client will be notified by email. The client can respond from their inbox without logging into Asana. Their response will be added as a comment within Asana.
3| Design Reviews with Proofme
I use proofme.com to have my clients review the designs that I created. They can easily reject or comment on the design.
Get started by dragging and droppiing your designs into the proofme's interface.
I copy the link and send to my client allowing them to leave feedback on my design.
4| Squarespace Website Design
Recently, I wrote a post on why I moved my website from Wordpress to Squarespace. I believe that Squarespace is the best choice for solo-preneurs and small businesses.
Create a Trial Site
I create my client's trial site with my account. As Squarespace circle member, I get an extended trial and my client gets 20% off their first yearly Squarespace subscription.
Getting Client Feedback for Website Design
Once, I have finished the design. I send my client a private link to their Squarespace site. They can use visitor access to login into their new site and provide feedback.
5| Client Offboarding
The project is coming to a close, but I'm not quite done yet. Client offboarding is just as important as client onboarding.
I will send the final invoice via Dubaso or Paypal.
Transfer Website and Files to Client
After, I receive the final payment. It's time to transfer all the prepared files and website over the client. I upload all my client's files to Dropbox or Google Drive. The files are neatly organized and properly named so my client can find the designs they are looking for.
Next, I add my client as an admin to their new Squarespace website and transfer the domain. After they create their own Squarespace account, they are able to login to their site and upgrade to a paid plan under Settings >Billing & Account> Billing.
After the site has been transferred, I book a time with my client to walk through how to use their new website and the design files. I use Zoom to meet with my client and record the training for them to view later. The last step in my process is sending my feedback form I have this already stored in Dubsado.