4 Easy Steps To Creating A "Pre Game" Process

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If you haven't noticed by now I am all about organization in all areas. Being the mother of 4 amazing kids (5 if you count the husband lol) I figured out early on the the only way to partially keep my sanity was to create some type of system and organizational process for our household. As you can imagine this was no easy task. Eventually I worked out the kinks and had our household operating like a well oiled machine. I’m so glad that I decided to create our process when the children were really little because introducing them to new things have not always been easy. Of course over the years as they have gotten older I have had to adjust things but the overall structure is the same and we all know what to expect on a day to day basis. --------> This isn't always the case but overall it works.

So when I decided to open my own businesses I didn't think about needing these things, processes, systems, onboarding procedures, etc., until I had already started working with shipping managers. ------> 1st business was a logistics business

Once I realized the only way to make it through the day with a little bit of sanity--- I only had the little my family left me lol --- I was going to need to organize my thoughts and put together some process. These processes would have the same goal as my household processes which was to allow everyone to be on the same page and know exactly what to expect while working with me.

Of course this wasn't near as easy for the shippers I had been working with because now they are being introduced to new ways and boundaries but with a little bit of nurturing they all came around. ------> Should have started when they were babies lol

Well now that I have shared that little story with you I want to share some tips and tricks that you can use to create your own processes. These are just some of the things that I have in place and what should be included in them. These are just suggestions and ideas for you to reference while you are creating your own system.

This week we are going to talk about client onboarding system.

-----------> Let’s Get Started! ←-------------

The 1st step in my system is what I call “The Pre Game Process”. These are all the things that can be done for your “pregame” process. Pre Game is before they are actually brought on as a client. So this would essentially start with a scheduled “Discovery Call”. I will list this process out in steps and elaborate on steps when needed.

*Client schedules “Discovery Call” with you through your online scheduling tool. -------> If you don't already have one check out…..Acuity Scheduling

*Send out a pre session questionnaire no later than 48hrs before scheduled call. (This is an ideal suggestion feel free to adjust it) There are many ways that you can have this questionnaire sent out automatically after a call is scheduled. Here are a few ideas…..

---------> Create a questionnaire in Typeform and add the link to your thank you email.

---------> If you use an online scheduling tool like Acuity you are given the option to add a questionnaire to your scheduling process.

---------> 17Hats is another good option to assist you with presenting your potential clients with their questionnaire. (This whole program is a great choice for streamlining your business. You will see me mention it a lot in my post this week so take the time to check it out.)

---------> Last but not least…. Create your questionnaire and then send it to new clients before your call. Now this may be the “old” way of doing it since there are so many ways of doing this with automation but sometimes I think it's all about preference and finances. So explore your options and choose what's best for you. Here is a Free copy of sample questions for your questionnaire--Click HERE

**Pre session questionnaire is a great way to provide you clients with important information before your call. It’s also a good way for them to take the time to cancel the call if they don't feel it is a good time for your service.**

*You will also want to determine what meeting options you want to offer. Video or a simple phone call? I think there are benefits to both options. 1st benefit is providing options that your client may be comfortable with. Personally I prefer phone calls over video calls because I am not usually video ready. Lol Doesnt matter how notice I have some how I am always running late so I never have a chance to get ready for video calls. The 2nd benefit of having both options is for your possible out of country clients. This allows everyone to continue to afford their phone bills. LOL -- Let’s check out some options.

----------> Zoom is a great option for video calls. It’s easy to use and no need to download software. You also have the option to record your sessions. Plus it is free. (Most of its features…. Some upgrade options available)

----------> Skype is another free video option that is pretty well known to most of the world. I will say this is not my favorite option because I have to make sure it’s downloaded (Which I don't use it enough to want it downloaded) and I always feel like I can't find someone when I am going to send them a chat request. Personally that's just me. Lol

Once you know what options you want to offer you will want to make sure to send call reminders. I think sending these reminders out 24hrs before and 1 hr before you call is a great reminder process. Make sure to include the communication information. So if it is by voice call make sure to include contact information. (Google Voice is a great free option for voice calls) If the call is a video call make sure to include Zoom link or Skype information for your call.

*Now that you have done everything you can to ensure you and your potential client are prepared for your meeting there's not much left until the actual call. Once you are on your call you can ask your potential new client if they mind if you record the call. (Mostly a video call option but is an option for voice) Once you have their permission to record the call you are all set to chat.

After the call you can upload the recorded meeting to a Google Drive folder or a Dropbox folder that will be shared with them after the call.

There you have it…. 4 Easy Steps To Creating A “Pre Game Process”

Wait Wait Wait……

Are you wondering what you are suppose to do now???

You have a great start to create a process before the call but what about after the call? -------> Oh I how did I know that you would ask me that??? Well come back for your 2nd part of the process.

Do you want to get the 2nd part of the process early???? Click Here to sign up for early delivery of the 2nd part.

I also wanted to give you an extra bonus for todays “Pre Game” process while you wait for part 2.

Intro Packet---- An intro packet is another great idea that you can create and add to your “Pre Game” process. You will be providing that potential client with valuable information about you, your business, your services, boundaries, and much much more. By providing this before the call along with your questionnaire you are providing them with the opportunity to prepare questions ahead of time. This way they don’t feel overwhelmed during the call and forget to ask you any questions. In fact I would encourage them to have 3 questions ready to ask you during the call. Maybe even give them some examples to help them create their own.

Oh man oh man I can hear you now….. Intro Packet???? I don’t have a clue how to create an intro packet. ------> Guess What?!?!?!?!?! That's ok because I am going to help you get started with that right now.

Remember I did say….. BONUS!!! ------> Are you ready?

------->Let’s Get Started←---------

10 Parts of a Intro Packet

{This goes out after call is booked but before the meeting}

**1 page intro about you and your business.

------->Explain what you do and who you do it for

**Project timeline

-------->Provide a quick overview of the project or program.

**Payment details

-------->Brief overview of your invoicing policy and procedure

**Contact information

-------->Provide them with your contact info. as well as your communication process.

**Sample Contract

--------> Provide them with a sample copy of your contract so they can create a clear understanding of your terms and processes throughout your business.

Click HERE to grab your FREE checklist and detailed guide to creating your intro packet.

I would love to see the intro packet you create and details of your “Pre Game” process. Don’t forget to share these on my Facebook page along with any comments you have for me.

If you haven’t checked me out on Facebook click HERE to check it out.