If you are PA to a consultant, you know that each new client comes with a new set of time-consuming challenges. The more your boss?s client list grows, the more tasks that gather on your desk as you deal with the day-to-day aspects of running his or her business while liaising with the new clients who are essential to business growth.
The way to save time while maintaining quality when dealing with new clients is through implementing systems. Systems will help you get more done in less time without making clients feel badly handled.
Systems are what make 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 your company clients, money, or even their reputation.
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. If booking clients is one of those tasks you regularly repeat, having a thorough and efficient system will save you from mistakes and wasted time.
Make it easy for prospective clients to schedule a consultation
Sign up for and use an online scheduler like Acuity Scheduling, Time Trade, or Genbook. Invite prospective clients 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 businesses.
Create an automated process to gather the information you?ll need from your prospect
What information will your boss need to know about a potential client before speaking with them? Create a list of questions to send to prospective clients to answer before consultation. These should be templated questions that you can use for everyone, so all you have to do is send a copy-and-paste email once you see they?ve booked a consultation.
Prepare for the consultation
Present the information the client has sent for your boss to review. If there is a consultation checklist, include that too.
Consultation meeting
Provide your usual support during the meeting.
Invoice them immediately
Once the client has agreed to work with your company, invoice them immediately. Cash flow is the killer for many businesses so if it is your responsibility, always keep invoicing at the top of your to-do list.
Once payment clears, send over a ?new client? pack
To make a new client feel welcome and to ensure a good relationship for your boss, make sure they have all the information they need to know about working with your company. Create a pack that you can email to your new client. This should be something you can easily use again for each client without having to make any manual changes. Sending a well-presented welcome pack to the client that outlines company processes, timescales and useful information will ensure smooth induction and make a positive impression.
Include points such as 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 and any relevant additional information they may need from you.
For all of the frequently repeated processes in your remit you can save time and stress if you create systems that are repeatable and as hands-off as possible. It will free up your time and save you some of the daily grind, while supporting a positive relationship with new clients.
