Here’s a brief outlook as to what my workflow involves once I book a client. Again, please remember, YOUR workflow may look completely different so be sure and take the time to figure out what works for you!

Immediately After Contract and Retainer are received:

1. record payment information in receivables log
2. print workflow checklist and add to client notebook
3. create hard and digital file for client
4. make copy of contract and invoice for client and add to brochure
5. add client info to database
6. add wedding date to iCal
7. order and ship client gift/mail brochure
8. mail card to wedding coordinator
9. schedule engagement shoot
10. book assistant photographer for wedding

Following Engagement Shoot:

1. post process ENTIRE shoot (don’t skip forward to blogging before editing!)
2. blog engagement shoot
3. send link to clients
4. upload collection online viewing one week following
5. send link to clients
6. design and order reception products
7. send products to clients
8. schedule final meeting
9. schedule venue walk-through
10. book necessary equipment for event
11. send “date night” gift to clients
12. bill for final payment
13. add payment info to receivables log

Following Final Meeting:

• type up event itinerary
• send itinerary to clients, wedding coordinator and assistant photographer
• enter venue, wedding coordinator, assistant photographer, client and emergency contact info into phone
• send bridal gift to clients

Night of the Wedding:

• download all images and backup
• post “sneak peek” images on Facebook and tag clients

The Day After:

• cull images and mass edit (simple lighting and color corrections)
• re-name images and save

Day 2 of Post Process:

• final edit all images
• choose images for slideshow
• choose images for blog post and prep
• choose images for website portfolio
• burn final image collection to DVD and store

Day 3 of Post Process:

• pick up off site external, backup and send back
• upload images to online slideshow
• schedule blog post

Day 4 of Post Process:

• send “sneak peek” slideshow link to clients
• upload images to Two Bright Lights and share with vendors
• submit editorial submissions
• design album for venue and wedding coordinator
• design promo cards for florist
• send cards to all vendors
• schedule viewing appointment with clients

A few products that I use and love for my workflow:

• QuickBooks for all financial transactions
• Workflow checklist that I print off for each client and keep in a notebook for easy access. You can purchase my workflow checklist template here
• Drobo 4-Bay system with 2TB Western Digital drives
• LightRoom
• Flaunt slideshow
• Vend photo cart

I have seen HUGE leaps in my business when I was able to get settled into a routine that will ensure amazing customer service. Good luck and have fun!

This is a guest post by Kara Layne. Be sure to check out her studio and work over at Kara Layne