We are so excited to introduce you to Taryn Rachelle from The Social Lifestyle Co. Taryn is a wealth of knowledge when it comes to building effective systems through automation using tools like Dubsado and ClickUp. We honestly felt pretty dang good about the automations and workflows we have instilled in our business. But after this chat, we realized we’ve barely scratched the surface.
This episode is soooo good. It’s inspired us to revamp our own systems to create an even better client experience with tools we already use like Dubsado, Zapier and Google Workspace. Our minds were blown by all the expert tips Taryn shared. We highly encourage you to listen to this episode on Duo On Air. But of course, as always, we’ve highlighted some mentions below.
What’s the difference between a system and a tool?
Just because you invested in a new CRM, customer relationship management tool, like Dubsado, doesn’t mean you automatically have a system. Your tools are not your systems or processes. This is incredibly important to understand. Dubsado is a tool. In order to use this tool effectively you need systems.
The two systems you need
Lead generation:
Although a tool like Dubsado helps you automate a lead generation system, it won’t help answer some of these questions. What happens when a new client inquiry comes in? What expectations, if any, are you setting? Are you sending an automated email letting them know when they will hear from you? Do you have a scheduling tool in place to book meetings? How do you want your new inquiries to feel? What is that overall client experience? These are all questions that need to be answered in order to build automation through a tool like Dubsado.
SOPs: Standard Operating Procedures
Don’t keep scrolling! Pause for a moment because although this sounds really technical and corporate, it’s not and you absolutely need this for your business. SOPs or standard operating procedures are simply the process of how to get from point A to point B. For example, when a new prospective clients becomes an actual client, what does that process look like?
In order to build your own SOP, open up a blank Google Doc and start by writing out every step. No detail is too small when you are outlining your systems. This is how you find efficiencies. Here is a sneak peek at what this process might look like:
- Client books X package
- Email contract
- Email retainer invoice
- Email discovery questionnaire
- Send client project timeline
- Create new client folder in Drive
By doing this we can identify which tasks can be set up automatically with things like Dubsado workflows or Zaps through Zapier. Because guess what… almost every bullet up there could be automated with those tools!
You may think you don’t need a proper SOP until you have a team. But that couldn’t be farther from the truth, because even as a solopreneur, you can still find efficiencies. It can also help you recognize if anything in your process can be automated. Plus, it’s ready to go when you are ready to hire. This way you are already setting future team members up for success.
How Can You Leverage Zapier For Automation?
Zapier is a tool that creates automation within your business. In the simplest of descriptions, it connects one tool to another tool. It’s crazy how many opportunities there are to create automation that you either aren’t aware of or don’t know how to use. Here are three Zaps you might not know about:
- Instagram to Pinterest
- Dubsado to Google Drive (i.e. automatically opening Google Drive folders for new clients)
- SMS by Zapier (get texts for important emails/tasks)
There is so much you can do with Zapier. It can actually feel overwhelming. So we recommend starting with the tools you already have. Jump inside Zapier and search for what Zaps are available for that tool— Dubsado, ClickUp, Asana, MarkUp, Flodesk, Kajabi, Thinkific, etc. One zap that we use regularly is setting up new course purchasers in our email subscriber list on Flodesk. This is a simple Thinkific to Flodesk Zap.
What is a CRM?
Alright, let’s back up a second. Because we’ve already thrown this term at you, but we didn’t dig into it. What the heck is a CRM? It’s a customer relationship management tool that tracks all your interactions with prospective leads and new clients. This tool helps to create a streamlined experience for yourself and your clients. It improves your processes with generating and closing leads while organizing everything in one place. It’s called a relationship manager for a reason— it helps to manage your client relationships.
Why should you choose Dubsado as your CRM?
Dubsado is our preferred CRM platform. This is because we believe that it’s the best when it comes to a cohesive brand experience alongside a positive client experience. It’s no surprise that as branding experts, we prefer tools that help us embody our brand at every corner. Dubsado let’s us do just that.
If you are looking to start using a CRM in your business, use this link to save 20% for your first year.
New to Dubsado? What should you do first?
If you are new to Dubsado (or any CRM tool), begin with an inquiry workflow to capture new leads and set expectations. This is a basic workflow that isn’t too complicated to set up but will hugely impact your business processes and take some simple tasks off your plate.
We highly recommend you take a listen to this episode. Setting aside a bit of time now— hey maybe spend a CEO day doing this— to build out your systems is going to save you an incredible amount of time in the future. We promise it’s worth the effort. And if you don’t want to, let Taryn build those systems for you!
Meet Taryn Rachelle from The Social Lifestyle Co.
Taryn Rachelle is the CEO & Founder of The Social Lifestyle Co. and host of She Can Systemize Podcast. She is all about building your business around your life and not the other way around and she helps the wedding and event industry do so by creating intentional and strategic systems. From her knowledge about platforms like Dubsado and ClickUp to automations that save her clients 10+hrs per week, systems are her try zone of genius! Elevating your client experience while saving you time is a mission she is on and something that Taryn is truly passionate about!
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Abbey Oslin and Courtney Petersen are Minnesota-based marketing experts, educators, and co-founders of boutique marketing agency Duo Collective, which specializes in SEO, social media strategy, and branding for small business owners and creative entrepreneurs. To learn more about Duo Collective, or to inquire about working with our team, head over to www.duocollective.com.
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