Back Office Secrets: Time-Saving Business Systems for Booking New Clients

Whether you’re brand new to business or have been growing an empire for the past decade, you’ve likely noticed that each step toward greater success comes with a new set of time-sucking challenges.

The more your business grows, the more tasks that gather on your plate. You find yourself dealing with the day-to-day aspects of running a business plus the big projects that are helping your business grow even more.

As heftier demands start to clog up your schedule, overwhelm can put a serious damper on the joy of success. You start to resent all that you’ve created. The day-to-day tasks of running your business become something you loathe instead of something that lights you up.

Many entrepreneurs find themselves faced with this glaring problem: there is an increasing amount of work to do and a decreasing amount of time in which to do it. Even if you have a skilled assistant or a team that helps run your business, the bigger your business gets, the more those to-do items continue to add up and the faster your time seems to disappear.

Escaping the Time-Sucking Vortex

The way to escape this time-sucking vortex is through streamlining your business and implementing systems. Systems will help you get more done in less time, saving your sanity and your team’s sanity.

Systems are what make your business more efficient, and efficiency is the key to getting more done in less time. Systems also ensure you don’t miss critical details that could cost you clients, cash, and success.

Your client booking process is one essential, often-ignored aspect of your business that could use an efficiency overhaul. It’s simple to create and can yield huge time and stress savings.

I’ve honed a great technique for streamlining the way you take on new clients, and I am going to share the detailed know-how with you right now.

Quick n’ Painless Client Bookings: How to Do It

Booking clients is one of those tasks you regularly repeat, so having a hassle-free system is going to save you from major headaches and tons wasted time.

Step 1. Make it easy for prospects to schedule a consultation.

Sign up for and use an online scheduler. I like Acuity Scheduling, but Time Trade, Genbook, and others are equally effective. Invite prospects to use the calendar to schedule their consultation. This avoids the annoyance of back-and-forth email scheduling, one of the biggest time wasters for service-based business owners.

Step 2. Gather the information you’ll need from your prospect. Automate this process as much as possible.

What information do you want to know about your potential client before you speak with them? Craft questions to send to your prospects to answer before your consultation. These should be templated questions that you can use for everyone, so all you have to do is send the prospect them a copy-and-paste email once you see they’ve booked a consult.

Step 3. Prepare for the consultation.

Review all the information your prospect has sent you. If you have a consult checklist, review that, too.

Step 4. Consult!

Do your thing. If you’ve been doing this awhile, you likely have your consultation process down pat by now.

Step 5. Invoice them immediately.

Once your prospect has agreed to work with you, invoice them immediately. You can send a payment request using PayPal or Freshbooks, or even better, you can take their credit card number right over the phone.

Step 6. Once payment clears, send over their “new client packet.”

Now that you have a new client on board, make sure they have all the information they need to know about working with you. Create a “new client packet” that you can email to your new client. This should be something you can easily use over and over for each client without having to make any manual changes.

You’ll want to include things like…

  • scheduling and cancellation policies
  • payment and refund policies
  • what to expect during the process of working with you
  • prep work or other materials they should complete before your work begins
  • any relevant additional information they may need from you

Step 7. Get rolling with your new client.

Now it’s time to do what you do do best. Enjoy your new client!

The Bottom Line

A streamlined business is a happy business.

For all of the frequently repeated processes in your business, you can guarantee a time and stress savings if you create systems that are repeatable and as hands-off as possible. It will free up your time to do the next big thing you’re dying to do and save you from the headaches of the daily grind.

Every entrepreneur deserves to spend more time doing what they love in their business and less time in the mundane, time-consuming details… you included.

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