When you’re getting started as a professional photographer, you probably don’t even stop to wonder how to set up your client projects. You’re too busy setting up your social media, creating a portfolio, and…oh yeah…FINDING your clients!

I hear you, friend. But as pressing as everything else is, this is a worthwhile topic to spend some time on from the very start.

Why? Because if you focus all your resources on snagging customers, once you actually land those customers you’re going to find yourself at a loss. You’ll be fumbling for the next step, stalling for time, and feeling pretty darn nervous. Clients can sense that.

What if instead, when clients inquired about your services or responded to your proposals, you had a clear plan to follow? What if, instead of feeling nervous and jittery, you felt confident in your own process and excited to dive into your next creative project? You can bet your clients can sense that, too!

If that kind of self-assuredness seems impossible from where you’re sitting, then buckle in. I’m going to give you five easy steps that will get you from the “Yay! They hired me…now what?” part to the part where you are diving into that photoshoot, ready to get those creative juices flowing.

Step 1: Ask all the questions

Early in a client project, there’s a critical mistake many photographers make. They throw all their efforts into convincing the client why they should hire them.

Sure, it’s important to have a strong portfolio, a professional website, and a good elevator pitch handy, but at the end of the day, you shouldn’t be the focus of the conversation. Your client and his or her needs are what you want to center the conversation around.

Sure, it’s important to have a strong portfolio, a professional website, and a good elevator pitch handy, but at the end of the day, you shouldn’t be the focus of the conversation. Your client and his or her needs are what you want to center the conversation around.

Spend as much of your time as possible talking not about what makes you so great, but what makes their brand so great and how you can showcase that. Really learn their personality and needs. Make sure you have at least these questions answered before you move on:

• What does the client want to be able to do with their photos?
• What styles/colors/aesthetics fit your client’s brand, and which ones do not?
• Who is their ideal client?
• What message, feeling, or idea specifically are they trying to convey?

This is one reason I find it so important to jump on a discovery call before beginning a project. It’s a natural, efficient way to get those questions answered. {If you’re cringing at the idea of taking a live call instead of hiding safely behind your email signature, don’t worry. It truly does get easier with time.}

Step 2: Answer their questions, too

…even the questions they don’t know they have yet. Clients who aren’t sure of their footing can easily become dissatisfied, even if your images turn out great. That’s because they’re associating the anxiety they felt throughout the process with you and your work.

Fortunately, it’s really very easy to keep your client in the know. Personally, I use a series of templates so that I’m able to communicate everything my client needs to know promptly, throughout the project. These templates can easily be customized, but the bulk of the writing is done ahead so that I’m not agonizing over every third sentence while my client is waiting for crucial information.

Here are a few examples:

1. Welcome Guide – This sets expectations about my process and pricing, and encourages potential clients to set up a discovery call so that I can learn more about their needs. It gives them the info they need to decide to take the call but doesn’t overwhelm them with details yet.
2. Proposals – I have templates written out for the different types of client projects I pitch for. That way, I don’t have to worry about someone else beating me to the punch, just because they have a less busy schedule!
3. Onboarding Packet – I like to use this for first-time client projects, so they can absorb more detailed information about my process and timeline.
4. Contracts and Invoices – More on these in a moment! But I use a CRM to send out these two documents when it is time. They can be digitally signed and paid right away, and the contract is auto-populated with the relevant information, based on what I put into the CRM.
5. Mood Board and Shot List – I’ll get to these in a moment, as well. I find them to be indispensable for helping clients visualize my plans. It’s so vital for us to be on the same page! I use Canva and just plug in the right images. It comes out looking beautifully styled and very professional.

Most of all, be clear about the number of images your client can expect, where they can be used, and how long they can be used for. Many, many clients do not have a basic understanding of image rights. It is your job to educate them {tactfully, of course} so they don’t feel let down later on when you don’t turn over 200 unedited images for them to do with as they wish.

Step 3: Make it official official

I told you I’d talk about the contract, didn’t I?

There are a lot of great contract templates out there {I love The Contract Shop} if you aren’t using one yet. I recommend that you use one, every time. When you start charging premium pricing, I’d advise you to consult a lawyer who understands image rights and have a contract professionally drawn up.

As I mentioned earlier, I use my CRM, Honeybook, to populate and send out my contracts. They are sent out at a specific point in my client pipeline, along with an invoice for a 50% deposit.

AND YES! You should be asking for a deposit!!! When your client signs a contract, you set aside time for their project that could have been used to make money elsewhere. You may also be buying or renting special equipment, props, etc.

The deposit is something to include in all that up-front information your potential clients should be getting. When they know ahead of time, they will be prepared for it {even if they don’t love the idea}. When you spring it on them as they’re signing the contract, they hate it.

Step 4: Help your client visualize

And now, the mood board and shot list!

Photography clients are very often not visual people. {That’s why they need you!} It’s going to be hard for them to picture what you’re describing because this whole thing is probably out of their wheelhouse.

Mood boards convey color, tone, style, and so much more in a way you just can’t do with words. It’s the first little taste of their project coming to life! It’s also their first opportunity to course-correct if it looks like you’re not quite on the same page.

Shot lists are very helpful if they have specific needs for their images. I include things like aspect ratios {if they’re wanting images for different web-based needs like website banners, social media posts, etc.} angles, and product combinations.

It’s all about keeping them in the loop. Even if you’re 100% on the mark, they’ll love seeing that little bit of progress. It’s a nice confirmation that you heard their needs.

Step 5: Take test shots

The mood board and shot list are all well and good, but test shots are the real safety net, especially with first-time client projects. Trust me, you don’t want to get to the end of a project only to find that your client had something different in mind. It’s a waste of everyone’s time!

I deliver these the same way I’ll eventually deliver the final images: via Pixieset. So. Darn. Easy.

The good news is, once you get past this point all that’s left is the work. You’re done setting up your client project!

What’s next?

After you’ve done the setup, it’s as easy as one, two three:

One

Shoot the images and edit them in a photo editing software like Lightroom.

Two

Deliver the final images and receive final payment.

{As I said earlier, I like to deliver with Pixieset. Clients can select their images right from the email!}

Three

Follow up a couple of weeks later. Make sure they’re still happy with their images and have everything they need.

Not so complicated, right???

Whether you started your business years ago or last week, knowing how to set up client projects is an absolute must. It will put your client’s mind at ease, help you feel more confident, and lead to a more successful project for everyone.

Want to know more about running successful client projects? Stick around the blog, where I talk about everything from automating your business to creating media content without the stress. You can also sign up for my email list to get VIP content, freebies, and information about my group coaching program: The EDIT Framework.

Oh, and I’m always on Instagram, too! Come find me and say hello. 🙂