Essential Client Systems

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When you’re working with clients, having your systems in order is key. But do you know what systems you even need to have when working with clients? Today I’m going to share with you the essential client systems that you should have in place, no matter what industry you’re working in.


When potential clients reach out to work with you, how are you making sure that you are following up and scheduling a discovery call in a timely manner? This first impression can speak volumes about how professional and on top of the ball you are.

This is something that you can automate by setting up a workflow in something like HoneyBook or Acuity, or using Zapier to connect various applications together.


I’ve talked about pieces of a client onboarding system before, such as how to create a client welcome packet. But your entire client onboarding system is so important - because this is what makes sure everything is taken care of. Every i is dotted, and every t is crossed.

A few things that you would include in a client onboarding system include sending the contract, invoicing your client, getting them set up in your project management software, and sending a welcome email with the welcome packet.


So your client is fully onboarded, and you’re providing the service they hired you for. But do you have any major milestones or touch points that you are reaching out? This may seem like overkill, but it makes such a difference.

For example, with my Systems Intensive clients, I make sure that I am emailing them and sending a handwritten note at various points of our time together. These extra touches surprise and delight clients, and deepen your relationship with them.


I’ve talked before about the essential client offboarding emails you need, but there is more to your client offboarding system than that. How you wrap up a project can be what your client ultimately remembers, even if the rest of the project went swimmingly.

This includes everything from sending those client offboarding emails to how you organize their files, send deliverables, and more.

Want to keep track of what systems you have and which ones you still need to flesh out? Download your FREE client systems checklist!

What questions do you have about setting up systems for working with clients? Let me know in the comments below!


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