Templates to Save Time in Your Client Workflow

Do you find yourself repeating yourself over and over again to potential clients in your workflow? If so, here are the templates I’ve created that anticipate my clients’ questions and save me valuable time in my product photography business.

I used to write the same emails over and over again, answer the same questions on customer calls, and generally spend a lot of time repeating myself. That’s when I decided to create beautifully designed templates that I could send to clients with the click of a button.

It should be noted that the templates I talk about in this article are created for small and medium-sized businesses. Of course, you wouldn’t need to tell a big company how to prepare for a photo shoot or how to use their images! The majority of my clients have never worked with a professional photographer or have only worked with one or two photographers before me.

Email Templates

It’s helpful to have pre-written email templates to cover scenarios that come your way in your business time and time again. Instead of writing each email from scratch, pre-write them and you can make a few small changes to customize them to your needs. These could cover your responses to:

  • work for exhibition
  • End a collaboration that no longer works for you
  • Raise your prices
  • Discovery call booking
  • When someone asks for a reduced or discounted rate

welcome guide

When a potential client contacts me, the first thing I do is send them a welcome guide. This PDF document provides general information about who I am, how I work, where my prices start from, reviews common FAQs, and gives some prompts customers might want to consider before speaking to me on the phone.

This document weeds out requests that don’t have enough budget to work with me, answers questions they might not even know they had, and gives a positive and professional first impression. Plus, it keeps me from repeating myself over and over again, as I’ve already sketched out the answers to the most frequently asked questions.

Presentation document

Once I’ve booked the client and we’ve discussed their needs and come up with a full shot list, I have an “overview” template that summarizes all the key shot details. , notably :

  • Shooting date and time
  • Key campaign objective
  • Where the images will be used
  • The aspect ratio(s) we will be filming in
  • A summary of visual aesthetics
  • A condensed moodboard that highlights the main inspiration of the shoot

This document is not a contract, and it is not a moodboard. It’s a super useful shoot summary to summarize the goals of the shoot and make sure everyone is on the same page. Over-communication is never a bad thing, in my experience.

How to prepare for a photoshoot

This document is really useful for small businesses that don’t know what to do or how to prepare for a photoshoot. In my experience, clients often feel more relaxed, confident, and confident in you when they are well informed. It’s often when communication is limited that they start to panic or micro-manage, which only leads to frustration and a bad experience for both parties.

Many companies I work with are so close to their product or brand that they forget others don’t know the details of their company like they do. In it, I invite clients to think about their brand guidelines and how that might impact a photo shoot and how they ask you to capture the products. It also describes practical details such as asking for multiples of their product in case of stains, creases, defects, etc.

How to use your images

Be careful with the type of client you send it to. There’s nothing worse than teaching people to suck eggs, but for small businesses, this document can be invaluable insight.

After the photo shoot and delivery of the images, I will send a “how to use your images” document. Quite often I see small businesses using the images on social media and their website and it stops there. If a client has invested their money in professional photography, I want them to understand how to get the most out of it so they can see maximum return on investment. In this template, I include visual examples of how other clients have used their images beyond social media, such as on refer-a-friend cards, on the packaging itself, as cards slipped into orders, or into investment games, to name a few. .

Conclusion

Creating templates to cover frequently asked questions can be a huge time saver in your business, as well as creating a smooth working relationship where your client feels you are professional and organized. I’ve had great feedback from clients about how helpful these documents are to them. At the end of the day, the client will not only remember if they were satisfied with the images, but also how they felt working with you. If you can make it a smooth and easy experience, they’ll be more likely to book you again and recommend you to others.

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