Running a branding and website design business (or any service-based business, really) can feel like juggling flaming swords while riding a unicycle. Without systems, it’s all too easy to waste hours chasing your own tail—answering repetitive emails, rethinking workflows, or scrambling to post on social media. Exhausting, right?
But there’s a better way. By implementing smart systems, you can reclaim your time, boost your energy, and focus on what you do best: serving your clients and growing your business.
Here are my favorite systems that have been game-changers for my business and could be for yours too:
1. Automated Inquiry Process and Sales System
Raise your hand if you’ve ever lost a potential client because you didn’t reply fast enough. That’s why an automated inquiry system is a lifesaver.
Here’s how our process works:
- A potential client fills out the contact form on our website.
- That inquiry goes directly into our CRM (Honeybook) as a lead, allowing us to track it easily and see how we’re generating leads through our Reports section.
- Clients are then automatically directed to book a consult call via my calendar. If they don’t book immediately, an automation emails them a friendly reminder to schedule a call.
- From there, we can track the lead through every stage in Honeybook—from hosting the call to sending a services guide, proposal, and payment plan.
We’ve also set up ready-made templates for our service packages and emails throughout this process, which we customize for each client. This makes the entire sales process so much faster than starting from scratch every time.
Benefits: You’re never scrambling to answer inquiries at midnight, clients get a seamless, professional experience, and you’re more likely to close leads quickly when the process is smooth and efficient.
2. Ready-Made Email Templates
Say goodbye to typing the same email for the hundredth time. With pre-written email templates for every step of the client journey, you can:
- Confirm bookings.
- Set expectations for projects.
- Deliver updates and milestones.
- Handle offboarding like a pro.
Pro Tip: Store these templates in your CRM or a tool like Google Docs for easy access. Just tweak the details for each client, hit send, and boom—done.
Benefits: Consistent communication, less typing, and zero forgotten details.
3. Project Workflows and Task Templates
Let’s be honest—staring at a blank to-do list is paralyzing. That’s why having pre-built workflows and task templates for each type of project is a game-changer. Starting with a set process and system for how you work with clients allows you to templatize that process into ready-to-go tasks instead of reinventing the wheel with each client.
For example:
- Website design project? Break it into phases: discovery, design, revisions, and launch.
- Branding package? Map out key deliverables like mood boards, logo drafts, and final files.
Use tools like Asana, Trello, or ClickUp to keep these workflows organized and assign deadlines. Bonus points if you automate reminders for your team (or just yourself).
Benefits: Fewer missed steps, more predictable timelines, and happy clients.
4. Content Creation System for Marketing
Creating consistent, engaging content can feel like running on a hamster wheel. That’s where a system saves the day.
Here’s mine:
- For podcasts, we have a system where every episode also gets turned into a blog post on the website, an email to our email list, and multiple social media posts.
- We take the client reveal graphics for each design project and turn those into blog posts on our website. Using templated copy and blog post structures makes this process very plug-and-play.
For both of these, we already have a process built into our task manager (ClickUp), so it gets assigned to the right person and happens every time.
You can even repurpose content! That blog post? Break it into Instagram captions, a newsletter blurb, and Pinterest graphics.
Benefits: Consistency, less last-minute scrambling, and more visibility for your business.
Why Systems Are Non-Negotiable
Still on the fence about setting up systems?
Let’s break it down:
- Save Time: No more reinventing the wheel for every task.
- Boost Energy: Spend your brainpower on strategy, not admin.
- Increase Professionalism: Systems make you look (and feel) like you have it all together.
- Grow Your Business: With time freed up, you can focus on scaling, networking, and all the exciting stuff.
Ready to Systemize Your Business?
If this sounds like the upgrade your business needs, start with one system at a time.
Automate inquiries this week, tackle email templates next week, and before you know it, you’ll have a well-oiled machine of a business.
Trust me, your future self will thank you—preferably while sipping a latte and marveling at how smooth everything runs.
What’s your favorite business system? Let me know in the comments or over on Instagram!
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