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How To Automate Your Client Onboarding Process

When someone raises their hand and says, “hey, I want to work with you!”… What happens next?

Do you randomly scribble stuff down on a piece of scratch paper, sporadically follow-up when you think of them and throw it all together to hopefully secure the client?

You might be like, “yea but hey, I’m doing the best that I can!”

… but what if I told you that you could spend less time on admin work and more time on finding new business and doing the other things you actually like to do JUST by having a systematic client onboarding process?

Sound good to be true?

Hah, I wish.

It’s totally possible but there’s a huge caveat to that….

You’re actually going to have to set up the system before you get to use it.

The experience that your clients have is customized to YOU, so if there was an “out of the box, done for you” version of this, everyone would be doing it and there’d be absolutely nothing special about you.

By having you create this onboarding experience for your clients, you are literally creating your unique value proposition.

Yes, you’ll need to take the time to do it.

Yes, you’ll need to slow down for a little while so you can speed up down the line.

Yes, you’ll need to write the email templates (ahem, you probably already do this, you just freestyle it every time but you’re probably saying the same stuff over and over again).

The alternative is you can keep going the way you’re going, burnt out, overworked and your business will continue at the plateau it’s at.

It’s totally up to you.

… but you don’t have to do it completely by yourself.

I’m literally walking you through every. single. step. of the process so you can implement this as you go.

While I’ve customized this system for my real estate business and Millennial Empire Builders, this system can work for any industry, so long as you deal with people on a 1:1 basis.

In a few weeks, I’ll write a post about how to use sales funnels for to convert email subscribers to clients, but if you’re in sales, this right here is the system for you.

While you’re at it, you might as well download the free 13-page workbook that goes along with this post… and if you’ve been around here before, you know my posts are notoriously detailed and the workbooks are specifically designed to help you put it into action.

No BS, all implementation.

Otherwise, you know how it goes… Tomorrow turns into later, and later turns into never and in another year, you might find an extra hour or two to work ON your business instead of IN your business… Or you might be so burnt out that you think about throwing in the towel all together.

So let’s do a little work up front to grow faster without burning out.

You with me?


Automating Your Client Onboarding Process

This post is called “How To AUTOMATE Your Client Onboarding Process”, not just “How To Give A Great Customer Experience” for a reason…

We’re focused on automating the process in a way that’s personalized to them AND saves you time.

We’re killing two birds with one stone.

Blow their minds and save you time… at the same damn time.

Before I walk you through this process, there are a few things we need to talk about…

If you’re anti-technology…

I think I probably say this in almost every post, but here’s what you have to remember: your brain is a processing machine, NOT a memory machine.

Your brain is a processing machine, NOT a memory machine. Click To Tweet

In other words, your brain should focus on solving problems, not on remembering stuff.

So stop trying to remember stuff and leverage technology to make your life easier.

To make all of the automation magic happen, you’re going to need technology.

Here’s a little quote for you…

Innovate or die.

The world isn’t going to slow down for you.

You don’t need to be a tech genius by any means, but you do need to have a willingness to learn and/or hire someone who can.

If the latter isn’t an option, you better get to learning… because technology is only going to keep advancing and by fighting it, you’re only making yourself more and more obsolete.

Before you bring out the pitchforks, please note…

The personal touch is DEFINITELY still valuable and think about how much MORE you could magnify that personal touch WITH technology.

The personal touch is DEFINITELY still valuable and think about how much MORE you could magnify that personal touch WITH technology. Click To Tweet

With the exception of writing the email templates, setting up the automations only takes a few, annoying minutes so I promise I’m making it easy for you.

It’s annoying to set up because there’s a bunch of little things that go into it but remember, it’s an automation… Once it’s set up, you don’t have to worry about it again.

I even included whether or not it’s ‘set it and forget it’ under each step so you’ll see how much you’re actually automating once you’ve done this.

If you think automation kills the personal touch…

There’s this huge misconception that “automation” means you’re going to lose the personal touch… It’s like people’s brains shut down as soon as you mention systems or automation because they feel like they’re not going to be close to their clients anymore.

First of all, you would’ve been right 10 years ago… but technology has evolved and so have people’s expectations.

If you’re thinking this takes away the personal touch, let me be the one to tell you that making your clients wait while you “check your schedule” or “finish an appointment” to even decide when you can meet is not personal.

They want to connect with you when they want to and that’s what this little system does.

You’re holding their digital hand through the entire client onboarding process… You’re giving them an even DEEPER personal touch because you can build rapport on their time and you’re satisfying their instant gratification.

Plus, once they schedule the appointment, they automatically get confirmation emails and since I add my client onboarding packages (we call them prelisting packages in real estate), I’m giving them a WAY more personal touch.

Simultaneously, the contact is added to my Customer Relationship Manager (CRM), Contactually which leads me to…

You’ll Need To Make An Investment In Your System

The other thing to note is that in order to make this system work, you’re also going to need to invest some money because I’ve yet to find a CRM (customer relationship manager) that offers free automations so if you find one, let me know!

Before you scroll right past this, think about this…

How much is your time and sanity worth?

When you use technology, tools, systems and leverage people to gain time back, you are BUYING your time back… Which is going to require an investment of some sort.

Before you go moaning and groaning, think of it this way…

If you make $100k/year at 50 weeks per year and 40 hours a week (yes, I know, you probably work more than 40, but for the sake of the example, play along!)

Your average hourly rate is $50/hour.

If your CRM saves you an hour a day, that’s 5 hours per week or 20 hours per month.

Contactually, the CRM that I use, love and recommend is $59/month for the level that includes programs (aka automations) and Zapier is the tool that makes all of the automation magic happen is $15/month for their lowest plan. Those are the only two things you’ll HAVE to pay for, so at $74/month, that literally costs 1.5 hours of time compared to the 20 hours per month it saves.

Even if your income is $50k, it is costing you 3 hours of your time in exchange for getting 20 back… and with those 20 new free hours, I ASSURE you that you’ll find enough time to get enough business to cover the cost.

This little client onboarding process system DEFINITELY saves me more than 20 hours per month, so you see why I HAPPILY pay it every month.

You have to decide if the same is important to you.

Now, let’s dive in.

Grow your business faster by automating and streamlining your client onboarding process and spend less time on customer service and more time on the things you actually like to do.
How much time do you spend on stuff like booking appointments, customer service and onboarding clients? If the answer is "too much", it's time to automate your business so that you can elevate your client's experience AND do it without burning out.

Want to know the secret?

Grab the Empire Builder Pass to get the full length version of this post and you’ll learn:

  • How to simplify the appointment process to spend more time with ‘ready’ clients and less with ‘gathering info’ prospects
  • How to create email templates for each stage of your pipeline without losing the personal touch
  • Why spending a few hours up front will save you tons of time every single month
  • Clear, detailed examples for every step of building your automated process

Grab the Empire Builder Pass here ?