As a photographer, you probably work with different types of clients, from individuals to businesses, and have various projects, from portraits to events. How do you keep track of all the information you need to communicate with them, deliver your services, and manage your workflow? In this article, we will share some tips on how to organize client data effectively and efficiently.
A CRM (customer relationship management) system is a software tool that helps you store, manage, and access your client data. It can help you keep track of your leads, contacts, contracts, invoices, payments, feedback, and more. You can also use it to automate some tasks, such as sending reminders, follow-ups, and thank-you notes. There are many CRM options available for photographers, depending on your budget, preferences, and needs. Some examples are HoneyBook, ShootProof, Dubsado, and Studio Ninja.
Utilize a CRM system to efficiently manage and organize client data, interactions, communications, and history in a centralized and structured manner.
A naming convention is a set of rules or guidelines that you use to name your files and folders. It can help you organize your client data in a logical and searchable way, and avoid confusion, duplication, or loss of data. A good naming convention should be clear, concise, and consistent. For example, you can name your folders by client name, project type, and date, such as Smith_Wedding_2020-12-31. You can name your files by client name, project type, date, and sequence number, such as Smith_Wedding_2020-12-31_001.jpg.
Naming Conventions are necessarily important when you are involved in many photoshoots/events with the same set of people or people with the same name(s) (can't avoid). My way of naming the folders is as follows: <NameOfTheArtistorClient>_<EventType>_<Location>_<Date> For Example: Srivathsan_PortfolioShoot_XYZ_11_11_2011. In the case of images, I prefer not to rename them. I leave them as such. To avoid confusion, I move the BEST captures to a separate child folder inside the master folder and edit those best images alone from the whole lot. I follow this naming convention to avoid the creation of multiple folders/sub-folders, as it takes time to traverse. FYI, you can sort the files based on the 'Date Modified' column as well ;)
Backing up your data means making a copy of your data and storing it in a different location or device. It can help you protect your data from accidental deletion, corruption, theft, or damage. You should backup your data regularly, preferably after every shoot or project, and use multiple methods, such as external hard drives, cloud storage, or online backup services. You should also test your backups periodically to make sure they are working properly and can be restored if needed.
Regularly review and update client data to maintain accuracy, relevance, and completeness. Implement processes to correct errors and remove outdated or redundant information.
Create regular backups of client data and implement a robust disaster recovery plan to ensure business continuity and data integrity in case of unforeseen events.
Categorizing and tagging your data means assigning labels or keywords to your data that describe its content, characteristics, or purpose. It can help you sort, filter, and find your data easily and quickly. You can categorize and tag your data by various criteria, such as client type, project type, date, location, style, theme, or mood. You can use software tools, such as Lightroom, Bridge, or Photo Mechanic, to categorize and tag your data.
More than editing or creatively capturing images/videos, organizing them on your PC is the most difficult job. One simple mistake, boom, you lost the location of the main folder in a jiffy, especially if you haven't followed the naming convention, yet. My folder organization starts with the project type, and then I follow the naming standard for the sub-folders: Master Folder: ProjectType (Ex: Wedding, Casual, Portfolio, etc.) Sub-Folders: <ClientName>_<Location>_<DateOfShoot> Example: Had a casual photoshoot with 2 artists in XYZ and ABC locations on 11_11_2011 and 12_12_2012. The organization would be: CasualShoots is the Master Folder name. Arya_XYZ_11_11_2011, and Rachel_ABC_12_12_2012 as the subfolder names. Works well!!!
Identify and classify the different types of client data you handle, such as personal information, financial records, communication history, etc. Assign appropriate levels of sensitivity and access controls to each category.
Archiving your data means moving your data from your active or working storage to a less accessible or lower-cost storage. It can help you free up space, improve performance, and reduce clutter on your primary storage. You should archive your data periodically, preferably after you have completed and delivered a project, and after you have backed up your data. You can archive your data on external hard drives, optical discs, or cloud storage.
Develop and maintain clear, comprehensive documentation outlining how client data is collected, stored, processed, accessed, and deleted. Ensure all staff are trained on these procedures.
Reviewing and updating your data means checking and modifying your data to ensure its accuracy, relevance, and completeness. It can help you maintain a high-quality and up-to-date database of your client information. You should review and update your data regularly, preferably at least once a year, and whenever there are changes or updates in your client information. You can use your CRM system, spreadsheet, or other tools to review and update your data.
Conduct regular audits to ensure compliance with data privacy regulations and internal policies. Monitor access logs and activities related to client data to identify any unauthorized or suspicious actions.