How to set expectations with clients
One of the most common pain points I see time and time again in photography Facebook groups is the miscommunication of expectations between clients and their photographers. So many Photographers struggle with How to set expectations with clients. On top of the frustrations both clients and the photographer’s experience, the hours of emailing back and forth before a session is a heavy hitter for business burnout.
I’ve been a photographer for over 15 years, but the questions that my clients have before a session really haven’t changed much in that decade and a half! Not to mention, the issues that photographers typically run into at sessions have stayed consistent as well – but I’ve managed to nearly altogether avoid in-session hiccups plus streamline communication in two ways:
- Automated client management software (I use iris works ) Discount code: RACHEL
- Client Prep Packets!
One of the very first teaching resources I ever released was the newborn and family prep guides – I just pulled the words that I was already using to prep my own clients, and turned them into an engaging digital pamphlet for other photographers to send their own clients.
It’s easy as photographers to forget that the majority of our clients only experience a newborn session once or at most a handful of times in their lives – so while we know it’s going to be hot, that babies don’t always sleep good, how long our average session takes, props are provided, etc…you have to remember that they have no clue what happens at a session.
Same with family portraits – at most, the average family does a session once a year, and as the kids age, the entire vibe of the shoot is going to shift. From age appropriate expectations, outfit advice and gently reminding parents what NOT to do – I’ve realized that there’s a formula, a recipe for what makes a successful and stress free family session!
I started prepping my clients very early on in my photography career, I was just a newbie who didn’t know much about ANYTHING, but I started seeing my client retention rate, trust, and ease of the session go absolutely nuts! Not only did it ease their anxiety – because I was answering questions without being asked – but sending a beautiful digital pamphlet full of images from sessions creates a sense of luxurious professionalism, instead of just typing out a plain email.
One of the first thingsI noticed was that my clients were coming into the shoot feeling more themselves.
Wait, let me rephrase that –
They were feeling more confident that they could be themselves and could simply show up and either relax as I captured priceless photos of their newborn and knew any postpartum images of them would be flattering and dreamy – and family session clients knew that I would never let the session get out of control, and would be delivering an absolute DREAM session!
They were also getting a sense of my real personality from these guides and already felt like they knew me and what kind of energy I was going to bring to a session!
Ways the Prep Packets made my life easier:
- Immediately built my clients’ trust and confidence in me
- Sessions ran smoother and faster
- Clients were never caught off guard
- We were on the same page on the important things like starting time for best results (i.e. morning for newborns and evenings for golden hour magic!)
- There was no over or underpacking, clients knew what was provided and also knew what they could bring!
- WAY less emailing back and forth
- Along with my contract, the prep packets were another written statement to fall back on should problems arise
- Clients knew where to meet me, with a detailed map and instructions on parking!
- And most importantly, my clients felt truly cared for and taken care of.
After seeing how much of a difference came with the Newborn and Family Prep Packets, I decided to branch out and create several more for all types of sessions.
Like the Newborn + Family Prep Packets, these were packed full of answers, excitement, and a clear view of what my clients get when they book these sessions with me– and what they can do to help make the session a good one.
While making these prep packets took some time up front, I’ve definitely noticed how I have more free time now that I use them for all of my sessions. It’s allowed me to spend more time creating content, editing, and taking on more clients. You would be surprised how much a client guide can really make or break a business, especially for those of you who are one person doing it all without an assistant!
Now I know that my way of engaging with my clients and running a shoot aren’t the ONLY ways – so the guides can be easily modified within the Canva App to fit your own unique services, process, and demographics. These detailed prep guides are fully customizable and ready to add your own photos and extra information as you evolve and grow year after year refining your craft.
I’m going to give you this freebie template copy for my Family Mini-Session guide today to see just how awesome these guides are!
If you want to grab a hold of more guides and really clean house this spring with your client experience and confidence you can check out these templates for purchase here:
I love seeing the reactions from photographers after they get a hold of these guides and hearing how much of a game-changer this was for their time, session success, and business. I hope the freebie will help set you on the right track and if you need more in-depth guides for all your sessions. I’ve got you covered with the prep guide bundle deal here!
