3 Common Workflow Mistakes and How to Avoid Them

HoneyBook Pro Regina Martinez covers the top three mistakes she sees business owners making when setting up workflows.  Learn how to avoid them and get the most out of automating your processes in HoneyBook.

 

Setting up HoneyBook Workflows is almost like having a virtual assistant by your side to move clients through your booking process (and doesn’t that sound great!). When used correctly, it’s a powerful tool that can take a lot of admin work off your plate and empower you to spend more time on more valuable tasks. 

Though workflows are specific to each business, everyone can benefit from simple setup tips and best practices. Learn from systems strategist and HoneyBook Pro Regina Martinez about the three common workflow mistakes she sees business owners make and how you can avoid them to save time.

1. Making Your Workflow Too Complicated

To get the most out of your workflows, they don’t need to be complicated processes with 47 steps. Instead, you can usually make the most out of something simple and effective. If you haven’t set up your workflows yet or you’re looking to refine them, go with something straightforward. Regina’s “Core 5” workflow includes five simple steps to move clients from inquiry to project completion:

  1. Send a brochure after activating the workflow
  2. Send an email immediately after the client makes a selection from the brochure
  3. Send an email immediately after the first payment
  4. Email the client one week after the project begins to check-in
  5. Email the client one day after the project ends to thank them and request a testimonial
Screenshot of HoneyBook workflow showing five steps for sending messages to clients.
Regina’s CORE 5 Workflow covers everything from the inquiry to the post-project thank you email.

Just like that, these five steps will help you automate the entire booking process from service selection all the way through to project completion. You no longer have to worry about sending emails!

2. Neglecting Follow-Up Emails

Another common mistake is neglecting to set up automated follow-up emails. How many of us have sent out an email only to forget about it weeks later because we never got a response? It happens all the time. Gently but consistently nudging your clients and leads when you need to can be the difference between starting a new project or losing a potential client. 

Using HoneyBook Workflows, you can set up automated emails for a variety of needs. If they haven’t responded to a brochure or proposal, it’s a good idea to follow up after a few days. You can also set up payment reminders to save you time and headaches. 

If you’re nervous about automating emails that need to be customized for each client, you can set your emails to approve before sending. That way, you’ll still get a notification when it’s time for the email to go out, but you can quickly review it and make any necessary changes before sending.

Screenshot of HoneyBook workflow step showing the option to approve before sending
With any automated workflows, you’ll always be able to approve the action before sending if you want to edit before it goes out.

3. Not Attaching a Workflow to Your Contact Form

One of the best places to automate your process is at the initial inquiry. Spending too much time before responding back to your leads might make them search for someone else’s services. With HoneyBook, you can always move your inquiries into a workflow by syncing with your contact form.

When you’re setting up a workflow, just be sure to assign it to a project type. Whenever someone fills out your contact form and selects a project type, it’ll trigger your workflow. The next steps are up to you–you can create specific workflows for each project type to send out tailored brochures or link to HoneyBook Calendar for easy scheduling. 

Screenshot of a HoneyBook workflow showing the dropdown menu to choose a project type from the contact form.
With any HoneyBook workflow, you can sync with a contact form to make sure it’s triggering with a specific inquiry.

How to Build Your Workflows

Don’t let workflows intimidate you! As long as you start with a simple process, you can identify the gaps and continue to build more steps that help you save time. Through building out automation, you can make sure your clients are moving along their project timelines and feeling nurtured throughout the process. 

Download Regina’s free quick-start workflow checklist to start building your workflows today. Work with Regina one-on-one to optimize your HoneyBook account and ensure you’re making the most out of our complete suite of business tools. To meet more systems specialists, check out our HoneyBook Pros program. Like Regina’s expertise with workflows, they’ll help you ramp up your account to meet your specific business goals. 

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