streamline your process

Over the years, I’ve gotten good at taking short cuts. The kind that feel good when you finally figure them out without sacrificing quality. And coincidentally, I’ve found my work days to be shorter as a result! Win win. Throughout the course of this Be Free, Lance series, I’ve talked a lot about the importance of discovering your process, but not necessarily how to streamline it. And that last part? It’s a game changer. Once you’ve discovered a process that works best for you, think a little deeper. What actions could you take to provide an even more efficient working environment for yourself? Here are a few things I’ve personally found helpful.

01. TASTEFULLY AUTOMATE WHATEVER YOU CAN Email templates are life savers, as I’m sure most of you probably know by now. And if you don’t, check out the “

canned responses” gmail short cut (other providers have similar options) for more details! Features like these help us quickly answer common emails and allow us to move on without much pause. While I utilize these myself for frequently asked questions and polite “I’m already booked” responses, I recently developed a canned response that is specifically used for on-boarding clients. What this means is that whenever a new client is signed, I am able to send their first “intro” email in just a few short seconds. This particular email tells them what I need to get started (typically a signed contract downpayment), explains any homework (client questionnaires) they may have, and goes over any immediate due dates. Without my canned response, these on-boarding emails would take 15 minutes, at least, to draft. The important thing to remember here is keeping things tasteful. Make sure that your canned responses don’t sound overly automated. Personal touches (that only take a few extra seconds to write) are great additions to consider before hitting send on any canned response.

02. WORK YOUR BEST HOURS I used to believe that I had to work the typical eight hour days. I would force a lot into that timeframe, only to find myself exhausted by 5PM. After a lot of experimentation (and tough lessons), I finally realized that I simply don’t work well in the afternoons. For whatever reason, that’s the one time of the day where I struggle to get things done and time drags on. So instead of forcing it, I’ve embraced it. Morning are my sweet spot, so that’s exactly where I’ve put my focus. If you take advantage of your best hours, you WILL work less as a result.

03. USE CHEAT SHEETS While you may be entirely familiar with your process, your clients aren’t, which is exactly why they hired you! You are providing a service that they cannot achieve on their own. But with that responsibility comes a little bit of hand holding. That said, I’ve found it extremely helpful to send out little “cheat sheet” PDFS that break down my process along the way. For example, whenever a client reaches the revisions stage, I shoot over a one pager that explains how to best give feedback. Critique isn’t something that most of us do everyday, so it’s been helpful to have a guide for my clients who are unfamiliar with that part of the process! Similar “cheat sheets” can be made for so many other topics. Just like with canned email responses, these guys are time savers for sure.

While a lot of these ideas will help save you time in the long run, it’s important to ALWAYS BE FLEXIBLE. Every project and client is different, after all. While one canned email response may work for the majority of clients, it may not always be the best option, given the circumstances. And hey, if you work best during the mornings like me, it certainly doesn’t mean that you can’t work at different points of the day, too. As I’ve always said, your process will never be perfect. And that’s okay! Do what works best for you and take those fun short cuts whenever you can. ;)

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