How do you manage your bookings and communicate availability to clients?

1 Choose a booking platform

One of the first steps to manage your bookings and communicate availability to clients is to choose a booking platform that suits your needs and preferences. A booking platform is a software or app that allows you to create and manage your calendar, set your rates and services, accept payments, send invoices and reminders, and communicate with your clients. There are many options available, such as Calendly, HoneyBook, ShootZilla, Acuity Scheduling, and more. You should compare the features, costs, and reviews of different platforms and find the one that works best for you.

2 Update your calendar regularly

Another key step to manage your bookings and communicate availability to clients is to update your calendar regularly and sync it with your other devices and apps. This will help you avoid double bookings, missed appointments, and conflicts with your personal or professional commitments. You should also block out some time for yourself, such as holidays, weekends, or breaks, and make sure you communicate them to your clients. You can use tools like Google Calendar, iCal, or Outlook to keep your schedule organized and accessible.

3 Set clear expectations and policies

A third step to manage your bookings and communicate availability to clients is to set clear expectations and policies for your photography services. You should have a contract or agreement that outlines the scope, duration, price, deliverables, and cancellation policy of your work. You should also have a FAQ page or document that answers common questions and concerns that your clients may have, such as how to prepare for the shoot, what to wear, how to access the photos, how to request changes, etc. You should share these information with your clients before they book you and make sure they understand and agree to them.

4 Communicate effectively and professionally

A fourth step to manage your bookings and communicate availability to clients is to communicate effectively and professionally with them. You should use the appropriate channels and tone for different purposes and situations, such as email, phone, text, or social media. You should also respond to inquiries, requests, feedback, and complaints promptly and politely. You should also follow up with your clients before and after the shoot, confirm the details, thank them for their business, and ask for referrals or testimonials.

6 Review and improve your system

A sixth step to manage your bookings and communicate availability to clients is to review and improve your system regularly. You should monitor your performance, feedback, and results and see what works and what doesn't. You should also ask for feedback from your clients and peers and see how you can improve your service, quality, and customer satisfaction. You should also keep up with the trends, technologies, and best practices in your industry and see how you can adapt and innovate.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?