Order Deadlines

I can speak from experience when I say, it has been difficult in the past at times getting clients to order in a timely fashion. Here are some suggestions to help you avoid having to play the waiting game, without waiting until you’ve become frustrated. Remember that the more you stick to your policies and communicate those policies clearly to your clients, the better chance you have of keeping things moving!

1. Proofing Gallery expiration date
If you don’t use this yet, there is not a better time than today for you to start enforcing a gallery expiration policy. Go over this with your clients at the time your session is over when you are explaining the ordering process.

2. Printed order forms
Whether or not your client chooses to order online, via phone, in person, or by mail, printed order forms are a great way to help keep the client organized. My order forms include sections by size with a space to write down the file number, a place for them to make notes, and a place to total everything up on their own. I advise them to use this before making their final order. I always encourage them to place orders on the phone if not in person so there are less chances for miscommunications.

3. In-Person Ordering Session
This is a fairly new option I have been suggesting to my clients, which was spelled out to me by the amazing photographer Michael Corsentino when he called me one day to discuss business ideas. I was so inspired by the conversation that I don’t think I would prefer anything other than in-person ordering and I’m going to stick with it this year. His advice to me was to go ahead and print out some extra enlargements, and have them invite significant friends and family to the ordering session, letting them know that the purchase of those prints were available by discount at the ordering session only. He uses a projector to put photographs on the wall, at various sizes, so his clients can see what appeals to them, literally speaking. Scheduling an ordering session is simply another way to customize their experience with you. Every time you meet with a client in person, it is another opportunity for you to shine!

4. Deadline / Reminder Cards
Whether your client will be ordering by phone or in person, it’s a great idea to shoot a little reminder card in with their printed proof book. I recently re-branded my business and put together my deadline cards lastnight. I am using my order deadline as the in person ordering date also, in case they change their mind it can be set aside in advance. Here’s a sample of what they look like to give you an idea. I printed these onto recycled paper at home and left a pretty border to dress them up… so you don’t have to spend tons of $ creating something that looks really nice, and it is going to be worth it to encourage your client to respect your time.

5. Late Fee
What happens if they don’t make the deadline? They get a late fee applied to their final order. Its like interest really, if you think about it. For example, lets say you wake up one morning and your water line is leaking. You call in the plumber, and charge it to your credit card. The line is fixed, but you haven’t technically paid up. What happens when the payment is late? You get a nasty little interest fee applied to your bill. Same with car and rent payments, etc. Just make things clear ahead of time and they’ll be more apt to comply with your policies.

6. Setting up Payment Plans
Paypal invoicing is a Savior! Being able to offer payment plans helps fit the budgets of all income types. Paying little by little just works better for some households, and Paypal is a GREAT way to allow for this without having to sign up for a credit transactions account, that requires you to pay a monthly fee PLUS transaction fees. Paypal takes out 3% of all transactions, which to me is worth not having the hassle of even more book-work since it logs everything for you. It has a very simple invoicing tool so you can bill your clients by email, and they can pay via credit card even if they don’t have a paypal account. Something to consider!

So what have you learned from these little suggestions?

• THAT IT IS OKAY TO REQUIRE A DEADLINE.
• THAT YOUR TIME IS VALUABLE.
• THAT YOU ARE A BUSINESSPERSON AND YOUR HARD WORK DESERVES TO BE RESPECTED, JUST LIKE ANYONE ELSE :)

I really hope this sheds some light for you. The bottom line is…. have your policy in tact AHEAD of time, go over it with your clients so they know what to expect.