Episode 329: 4 Time-Saving Automations for Photographers with Melissa Rich
In Episode 329 of This Can't Be That Hard, host Annemie Tonken delves into the world of business systems and automations tailored specifically for photographers. Joining her is Melissa Rich, a former wedding photographer who transitioned into a systems and workflow consultant. Together, they explore practical strategies to help photographers streamline their operations, save time, and enhance client experiences without making their businesses feel impersonal or robotic.
Introduction: The Chaotic Closet Analogy [00:00]
Annemie Tonken opens the episode with a relatable analogy comparing an unmanaged business to an overflowing closet. She describes how, without proper organization, small tasks accumulate into a daunting mess:
"Running a business without solid systems feels exactly like that closet that is just overflowing and maybe you can sort of manage it. And then at some point you hit that breaking point."
— Annemie Tonken [00:00]
This sets the stage for the episode's focus on implementing effective systems to prevent business chaos and maintain the joy of photography.
Meet Melissa Rich: From Photographer to Systems Strategist [02:53]
Melissa Rich introduces herself as a systems and workflow consultant dedicated to helping photographers and creatives optimize their backend operations, including CRM and project management tools. Drawing from her 16-year experience as a wedding photographer alongside her husband, Melissa shares how the pressures of running a full-time photography business led her to seek more efficient systems.
"I started doing work as a VA and I was like, man, I really love being in the back end again and creating these systems and making life easier for my clients. And so that's how my business was born."
— Melissa Rich [04:14]
Evolution of CRM Systems: Then and Now [04:44]
Annemie and Melissa discuss the significant advancements in Customer Relationship Management (CRM) systems over the past decade. Melissa highlights the transformation from basic tools like Excel sheets and Studio Ninja to more sophisticated platforms that offer extensive automation, customization, and user-friendly interfaces accessible via smartphones.
"The automation factor has just increased substantially. The user experience, the things that you can do in a CRM now to like brand it, make it user-friendly and make it feel like it's part of your website."
— Melissa Rich [06:53]
Annemie echoes these sentiments, reflecting on her early experiences with CRMs like Tave and how user interfaces have become more intuitive and less developer-centric.
"You can hop in and within an hour you can get something sent out if you need to or set up or that kind of thing."
— Melissa Rich [08:16]
Core Systems Every Photographer Needs [11:15]
Melissa outlines four essential automations that can save photographers significant time and enhance client interactions:
1. Autoresponders [11:15]
Autoresponders are crucial for promptly acknowledging client inquiries. Melissa emphasizes that a well-crafted autoresponder can set expectations and keep clients engaged without appearing robotic.
"This autoresponder, it goes out as soon as they fill out your lead capture form. It doesn't have to be anything more than, 'Hey, I'm so excited your message came through. I'm checking my calendar, I'll get back to you within 24 hours.'"
— Melissa Rich [11:15]
Annemie adds that early responses demonstrate good customer service and maintain client enthusiasm.
"This quick response... sets the expectation that you're going to be quick to respond, which is a good thing."
— Annemie Tonken [13:37]
2. Pre-Session Emails [14:44]
Pre-session emails prepare clients for upcoming photography sessions, ensuring they know what to expect and how to prepare. These emails can include logistics, attire suggestions, and any necessary preparations to enhance the session's success.
"Send it out a week, a few days, whatever feels good to you before your session. But in this email, you want to prep your client for their session, what they can expect."
— Melissa Rich [14:44]
Annemie highlights the benefit of breaking down comprehensive prep guides into a series of reminder emails to maintain client excitement and preparedness.
"You can take an entire prep guide and break it up into little emails that go out every couple of weeks... it helps maintain that excitement."
— Annemie Tonken [16:23]
3. Scheduling Tools [18:29]
Automated scheduling tools streamline the booking process, reducing the back-and-forth typically involved in setting appointments. Melissa points out that these tools not only save time but also enhance the client experience by offering convenience and reliability.
"It increases that client experience. Using a scheduler does not make it cold or a weird experience for your clients. If anything, it's decreasing the amount of time that it takes to go to take for them to schedule that appointment."
— Melissa Rich [19:51]
Annemie shares her personal experience with scheduling tools, noting how they minimize administrative errors and free up more time to focus on creative work.
"It takes so much of the work away."
— Melissa Rich [22:20]
4. Continuous Evaluation and Improvement [23:16]
Melissa advises photographers to regularly assess their existing systems by identifying pain points and monitoring key performance indicators (KPIs). This ongoing evaluation ensures that systems remain effective and evolve with the business's needs.
"Look to see where there's friction... Make a list of that and write that down. That's the first thing you need to update."
— Melissa Rich [23:56]
Annemie emphasizes the importance of dedicating time (referred to as “CEO days”) to refine systems, ensuring they serve both the photographer and their clients effectively.
"These days can be so powerful... being able to look specifically at where those things are happening means that you can improve that."
— Annemie Tonken [26:10]
Implementing Simple Sales: Overcoming Sales Aversion [28:45]
Melissa shares her transformative experience with Annemie’s Simple Sales course, which helped her overcome discomfort with sales conversations and implement effective, automated sales strategies.
"I bought this because I know that I need it... It worked. I was like, okay, I can do this."
— Melissa Rich [28:45]
She underscores the course's impact on her ability to communicate value to clients and increase revenue without feeling awkward or pushy.
"It made you so much money."
— Melissa Rich [30:42]
Services Offered by Melissa Rich [32:17]
Melissa elaborates on the services provided by her company, Virtually Done Systems. These include:
- Done-for-You CRM Setup: Tailored CRM configurations across various platforms (Tave, Dubsado, Honeybook, Sprout Studio, Pixify).
- Consultations and Custom Systems: Personalized strategies to align systems with the specific needs of each photographer.
- Quick Win Automation Guide: A resource designed to help photographers implement the discussed automations with templates, triggers, and timing guidelines.
"My website is virtuallydonesystems.com and my Instagram is Virtually Done Systems."
— Melissa Rich [32:29]
Conclusion: Accessible Resources and Next Steps [34:11]
To assist listeners in applying the episode's insights, Melissa offers the Quick Win Automation Guide, which provides actionable steps and templates based on their discussion. This guide aims to demystify the setup process, enabling photographers to implement effective systems with confidence.
"This guide essentially takes everything we talked about today, and it helps you bring it to life in your business so that you can actually do the dang thing."
— Melissa Rich [34:13]
Annemie wraps up the episode by encouraging listeners to explore additional resources on the podcast website and to leave reviews to support the show’s growth.
"If you like the show, be sure to check out thiscan'tbethard.com to explore all the resources we have for photographers."
— Annemie Tonken [35:15]
Key Takeaways
- Start Small with Systems: Begin by implementing one automation, such as an autoresponder, and gradually add more as you become comfortable.
- Personalize Automations: Ensure that automated messages sound human and reflect your personality to maintain genuine client relationships.
- Utilize Scheduling Tools: These tools save time, reduce errors, and enhance the client experience by making booking effortless.
- Regularly Evaluate Systems: Continuously assess and refine your systems based on performance metrics and client feedback to ensure they remain effective.
- Invest in Education: Courses like Simple Sales can empower photographers to enhance their sales strategies without feeling uncomfortable.
Resources Mentioned
- Melissa Rich’s Website: virtuallydonesystems.com
- Melissa Rich’s Instagram: @VirtuallyDoneSystems
- Quick Win Automation Guide: Available in the show notes for listeners seeking to implement the discussed systems.
By integrating these systems and automations, photographers can transform their businesses, reclaiming time to focus on their passion for photography while ensuring their operations run smoothly and efficiently. Melissa Rich’s insights provide a clear roadmap for achieving a sustainable and profitable photography business that aligns with creative aspirations.