Get Started Right – Standardize Your Intake Process

If you provide a service or work with clients, you have some sort of intake process.  Even if  currently you just grab bits of information as you realize you need them, you still have a process.  Once practice I recommend is having a standardized intake process.  Aside from saving you time, if you have a set process you’ll avoid re-inventing the wheel every time a new client enters your business.  You can design your process to make sure you get all the information you need for each new client, such as their contact information, what name they like to be called, how they like to be contacted, etc. Because the process is standardized, you’ll get the same information in the same format for each new client which lets you hit the ground running. If you process is set up correctly, you can also be sure that each new client is added to your email newsletter list without any intervention from you. Of course always make it clear they are being added to a list during their transaction.

If you already use a shopping cart or Paypal, you can specify what contact data you want from the client when they checkout. Your shopping cart or Paypal should also add the client automatically to your email list.  A great next step is to have your client visit an online form where they fill in whatever information you need to get started. You’ll want to make sure whatever form you use is as secure as you need it to be to protect your clients’ privacy.  Finally, it’s important that you design your process to be as error-proof as possible.  The client should be ushered through easily and flawlessly with no effort on their part.  Whatever comes after the intake process should appear at the right moment.

Since you can’t, nor should you be, at your computer 24/7 all of this needs to be set up to happen automatically to create the best experience for your new clients.  Making sure client intakes happen smoothly with or without you present is especially important for solopreneurs.  The last thing you want is a bad first impression or a customer service situation you need to fix.  You also should not set up a situation where you need to be there all the time to start new clients.  Fortunately, you can use free or low-cost automation tools and even settings on the tools you already use to make this happen.  Automating your intake process is one of the areas of automation I cover in my book The Solopreneur’s Success Strategy: Automate Your Grunt Work.  In the book, I cover 10 key areas where you can use automation to deliver better service and more of yourself without adding more to your bulging to-do list.  There’s also 3 bonus automation-related strategies and downloadable checklists to make your business run smoother.  Get a copy today by clicking here.

Note: The book is a Kindle book, but you don’t need a Kindle device to read it.  You can get a free reader for your desktop, or an app for your smartphone or tablet.

Like this post?  Please tell me what you think about it by sharing and commenting on the social sites.  Use the Pin It and social sharing buttons below.  Thanks!