Workflow Optimization + System Implementation
As a business owner, your day to day is chaotic and you probably find yourself juggling a million tasks, people, and responsibilities as the visionary, manager, marketer, creative, accountant of your business. How much more could you get done if you had an automated process for onboarding clients, your project statuses and notifications were easy to see and follow-up on, and your team members had their assignments and were on the same page as soon as you got to work.
As a workflow optimizer, I would love to help you streamline your business in order to free up time, reduce stress, improve work efficiency, and allow for scalability.
Main focus areas
Client Onboarding & Management (CRM System)
Project Management & Collaboration (PM Application)
Appointment Scheduling (Booking Software)
This package is for you if…
You feel overwhelmed with your day-to-day business tasks and cannot work on the overall growth of your business
You have a clear direction of how you would like your business to scale
You may not have written process documentation but have a repetitive set of steps that you do to complete tasks and/or projects.
You acknowledge that how you run your business affects the quality of your business service
You are ready to invest in your business
Platforms
[includes but limited to…]
Honeybook, 17Hats, Dubsado, Hive, Trello, Acuity, Calendly, Gmail/G-Suite
Investment
Pricing: Varies based on needs
Typical timeline: Varies
Already have a system in place and need additional setup help? No problem, custom packages are available and will be discussed during the discovery call.
The Process
01. Discovery Call
During our call, we will discuss you and your business; who you are, how long you’ve been in business, what you do, etc. We will also address what is going right and more importantly, what you feel is going wrong—your pain points. Then, I’ll go over how I can best address your issues and implement a solution.
02. Project Plan & Proposal
Before we start the project, I will present a detailed overview that includes the project scope, desired results, timeline, and expenses and fees. This step is important to ensure all needs will be met and captured before beginning your project.
03. Project Documentation & Process Improvements
In one-on-one meetings, we will collaborate and document your current business processes. Here we can identify areas that need improvement, gaps in your process, as well as key features needed to streamline your business. This information will be used to create an ideal/future state workflow map, that will be used to implement your new processes and procedures.
04. System Setup & Implementation
From there, I will set up your new system(s); includes everything from account creation, platform linking/integrations, creating any new templates, and tailoring the new system to your new optimized workflow. Once things are set in place, I will transfer any open projects to the new system and run tests to ensure everything is running properly.
05. Training
Next, I will walk you through your new workflow and answer any questions you might have. Should you or your team need further training, this call will be recorded and shared with you.
06. Handover & Support
During this last meeting, we will refer back to the detailed project plan and make sure we have met every deliverable and optimized your system to your liking. From there, I’ll handover all account and system information, as well as any related documents for your project.
Your new system can be a lot to handle; so to help with the transition I provide 30-day support and assistance, this can be a calls, meetings, or a video response showing you how to fix your related issue.
Case Studies
We are currently not accepting new clients. If you have questions or would like to add yourself to our mailing list to be notified when we accepting new clients, you may do so through the Contact page.
Here are two examples that showcase how others have used the workflow optimization service.
Business System Optimization
Who. Client B owns a marketing agency and handles a large number of clients at one time and needs to maintain a high level of communication with them.
Problem. The process documentation and mapping sessions identified the major pain points and opportunities for improvement. All client inquiries and project tasks were being handled primarily through email and a few separate systems (for document signing, invoicing, payment, etc). Client B was unable to take on additional clients because the current manual system.
Solution. Client B needed an updated system and process that would enable the expansion staff and for them to conduct business with clients and submit assignments on Client B’s behalf as well as handle a steady flow of new clients.
A streamlined step-by-step process and CRM system for receiving leads and onboarding clients. The system will handle inquiries, proposals, contracts, and retainers.
A project management system to keep track of client projects/tasks, status updates, and team collaboration.
A step-by-step workflow for assigning, editing, and delivering work within their email, CRM, and project management systems.
The Result. Client B is able to onboard clients in one system; respond to new leads faster, automatic scheduling and emails reminders, assign new work, and receive project status updates. Their team is also able to manage and complete project work without manual oversight or missing any deadlines.
Scheduling Workflow Optimization
Who. Client T is a speaker and writer; they get numerous inquiries from their website requesting to be a speaker, guest on a podcast, personal and business consults, and other engagements.
Problem. We started with a process documentation and mapping session; and identified the major pain points and opportunities for improvement. First being that her contact form only asked for their name, email, and message; this resulted in various types of emails and Client T having to email back and forth with leads to request more information about each inquiry in order to determine if they could fulfill the request. They also had no set availability schedule or a platform that could handle complex availabilities and multiple event types.
Solution. Client T needed needed a repeatable workflow to do the following:
Intake form(s) that would capture all inquiry details needed to make a decision
A scheduling system that could handle complex availability schedules, additional forms, various event types, and payment.
Automatic and canned email responses for new inquiries as well as follow-up request emails.
A standardized availability schedule for each type of engagement.
The Result. Client T was able to receive all request details in one email; this allowed for a faster response and booking process.
The harsh realities of an inefficient workflow
Even with a brilliant business idea, an inefficient workflow can hurt your business.
> It is time-intensive and costly.
> It creates chaos and confusion amongst your team and clients.
> It limits your ability to scale your business
The results of a streamlining your business processes
What you can expect from a full workflow optimization service.
> An all-in-one platform to easily onboard new leads; handle inquiries, discovery calls, proposals, contracts, invoicing and payments.
> A system to manage, track, and delegate tasks for client projects; never miss a deadline due to assignments getting lost in email.
> A repeatable process that can be handed off to anyone on your team; reducing the daily, manual, tedious administrative tasks.
> An increase in revenue from the additional clients work; due to spending less time working in your business and working on it instead.
“Yeri was able to quickly identify gaps and inefficiencies in my business systems, and she recommends and executes solutions that allow me to post more deliverables sooner. Yeri routinely identifies problems and suggests solutions before I even realize there's an issue, and goes above and beyond. I have found Yeri to be very professional, prompt, and thorough.”
— Nicole Hallberg, Lead Editor & Copywriter at Nicole Hallberg Marketing Agency
“Without Yeri's guidance and ability to understand my vision, my business would not be up and running today.”
— Ketetha Olengue, Founder at Developing Doc