How Jacqui Smith Uses a Simple 3 Step Process to Support Her Design and Coaching Clients

In this Made with MV episode, Jacqui Smith from Whitespace Design Studio shares invaluable insights into utilizing technology to streamline client collaborations and enhance project management. She'll break down her innovative three-step process that leverages platforms like MemberVault, Trello, Voxer, and Camtasia to minimize the need for constant back-and-forth communication and unnecessary Zoom meetings.

Key Topics & Highlights

• Overview of Jacqui's role as a strategic brand designer, marketer, and life coach
• Challenges in Client Engagements
• Streamlining Workflow with Technology
• Jacqui's journey to find efficiency in client support
• The Three-Step Process Using MemberVault
• Organizational Tips for Client Information
• Setting Clear Expectations with Clients

Connect with Jacqui

Website 
MemberVault Site
Instagram 
Download Brand Boost here

Episode Full Transcript

Jacqui Smith [00:00:00]:

Hey, I'm Jacqui, a strategic brand designer, certified FGS marketer, VIP day expert, and qualified life coach over at Whitespace Design Studio. And I work with online business owners to give their businesses a makeover from the inside out. And we do that by creating beautiful brands and personalised marketing plans so that it's easier and takes less time for them to look good online. You know, I'm excited to share with you today the tech behind how I work with my design and coaching clients, that it makes it easier to support them as we do the work in their business without loads of Zoom calls or being chained to your inbox. Traditionally, there's a lot of going back and forwards when it comes to working with clients for their design and marketing projects. And you know, without a solid process or the right tech in place, this can be so much more complicated than it needs to be. And that can lead to blown-out deadlines or blown-out budgets, which is no fun for either party. So the speed of implementation is super important today and we've got so many different hats we wear in our businesses, not to mention all the other aspects of our lives.

Jacqui Smith [00:01:27]:

So I went on a journey to find ways to streamline how I work and use tech in a way that supported both me and the client and fostered that personal connection that I really enjoy with them. As you can imagine, it all begins with questions inside products in membervault. So let's dive into the three simple steps on how this works. So step one is where we set up our products. Now, there are three products to my process when working with clients. The first product is what I'll call the main product and this is where they purchase the design and or coaching service, which has instructions on how we work together and how to set up and prepare other tech, such as a shared Google Drive or Trello. And for coaching clients, this also includes instructions on setting up with Voxel. The second product is a project product and it has lessons on how to supply the information needed for their particular project.

Jacqui Smith [00:02:45]:

And that can be a website, sales page, workbook, branding, templates, any of those kinds of what I would call marketing assets. So we have a project product for each of those items and then the third product is a private project. Private product, sorry. And it's what I refer to as their private portal. And so this is unique to each client and it's where we house their finished project files, any videos and or session notes. And a great tip for business owners is this is also a great way to provide just that extra service for your client in keeping all of their files together, and it's also a great way to keep inviting them back to work with you. All right, so step two, this is where we set up our actions. So inside MemberVault for each of the first two products, we'll set up actions to receive email notifications when a client completes a specific lesson or modules.

Jacqui Smith [00:04:13]:

Now with those two things ready, we're set up and ready to support our clients as promised, which we move into step three. And this is how I deliver support based on my processes and clients and our needs. So within MemberVault, it makes it super easy for us to use comments or questions to answer their questions along the way and then as required, I also use Camtasia to create video walkthroughs of projects or send visual feedback, and I host those videos with Vimeo which can be easily added into lessons in membervault. I love how they make that seamless. Super easy. Then in Trello we use the at mention feature to send messages or notifications or answer questions between us. Then for coaching support when we use Voxa, this is a fantastic tool for talking through strategies, overcoming challenges quickly in real time. And there's also a really cool add-on with Voxer where you can send client recordings and it will give you an outline which is fabulous.

Jacqui Smith [00:05:38]:

So yeah, super, super helpful way of supporting coaching clients on Voxer. Alright, so this combination of tech, it's been working really well for me and what I love about it is that it enables me to have the flexibility that I need in my business and it also allows the client to have the resources that they need at their fingertips when it best suits them to work because I often work with clients in different time zones and so this tech combo is just really helpful for that. Now, it's important to note that clear expectations need to be set at the start about the kind of support clients will receive and what you can, how you can follow through, you know, on your word. So it's better to set up a minimum expectation that allows projects and work to progress and move through smoothly at, not at lightning fast pace, but, you know, at a reasonable pace for you both. And then you can over-deliver if and when you want to. And it's also important to be sure that you are using one place for each specific kind of information. So such as a shared Google folder for branding files and written details come through MemberVault, just so you both know where to find what you need. So yeah, I hope you found some really helpful tips in here to simplify your processes and make it easier to support your clients without needing to be on Zoom or buried in your inbox.

Jacqui Smith [00:07:40]:

So I love to hear share in the Membervault Collaborative with your takeaways from listening and let us know what you're looking forward to experimenting with yourself. So thanks so much for listening. You can find me at whitespacedesignstudio.com bye.