5 SYSTEMS FOR A SUCCESSFUL BIZ 

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My trusted guides to help you become the calm, confident & capable CEO behind your biz!


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WELCOME FRIEND! HERE ARE YOUR GUIDES!

USING HONEYBOOK TO ORGANIZE MY BUSINESS

BOOKED WEDDING QUESTIONNAIRE

MY FAVORITE APPS & TOOLS

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Behind the Business
Vault For Photographers

WELCOME to THE PREVIEW OF THE

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🙋🏽‍♀️ REQUEST A RESOURCE

🗒 PROVIDE FEEDBACK

5. WEDDING CLIENT EXPERIENCE

6. PRICING & VALUE

7. SYSTEMS & WORKFLOWS

PART ONE: STRATEGY GUIDES TO GROW YOUR BIZ

2. BRANDING & VALUES

1. VISION & GOALS GUIDE

3. MARKETING PROFITABLY & SUSTAINABLY

4. SHOOTING, EDITING, POSING

5 SYSTEMS FOR A SUCCESSFUL PHOTOGRAPHY BUSINESS

12 MONTH GUIDE BROKEN DOWN BY TOPIC

12 MONTH STEP BY STEP GUIDE TO GROWING YOUR BUSINESS

PART TWO: CLIENT QUESTIONNAIRES

WEDDING TESTIMONIAL QUESTIONNAIRE

WEDDING BOOKED QUESTIONNAIRE

WEDDING PREP QUESTIONNAIRE

WEDDING ALBUM QUESTIONNAIRE

SENIORS QUESTIONNAIRE

EVENT PHOTOGRAPHY QUESTIONNAIRE

COUPLES QUESTIONNAIRE

WEDDING WORKFLOW

on to the next step

Add Project to HoneyBook Space
Personalize Custom Showit Wedding Collection Page for Couple
Include any Specific Galleries
Respond to Inquiry & Include Wedding Collection Guide
 3 day Inquiry Follow up
 7 Day Inquiry Follow Up
Archive if no response
Schedule Consultation Using HoneyBook OR Send Proposal
 Consultation Meeting Notes, Email thank you + Send Proposal in HB
 3 day follow up
 7 day follow up
Archive if no response

I. INQUIRY

START OFF THE PROCESS STRONG & STAND OUT

never question what to do next...

 Deposit retainer from client?
 Email officially booked with booked questionnaire!
 Create gmail tag
 Schedule editing days (Tuesday & Wednesday after wedding)
 Follow couple on insta & fb!
 Add clients to email list
 Send bridal guide/booked gift through USPS Click ‘n Ship
 Send draft wedding day photography timeline After Questionnaire Received
 Add projected income to financial worksheet
 Edit editor’s calendar with wedding
 Post looking for 2nd photographer
 Add clients & second to Client roster (Shared w/ 2 Backup Photographers)
Add Clients to Asana & Set Workflow Due Dates

II. ONBOARDING

WELCOME THEM TO THE FAM!

never question what to do next...

Confirm Date & Location 
 Add esession date as field to Asana Client card
 Contact venue if needed
 Confirm shoot / weather 1 week out & Send Engagement Session Prep Email
 Prep gear 1 day ahead (pack backup for out of town shoot)
 Shoot engagement session
 Backup card to both hard drives 
 Cull images in Photomechanic
 Edit blog images (75-100 images)
 Insta stories 5 sneak peek images (tag couple!)
 Blog post (Blogstomp images)
 Instagram post from blog (tag couple!)
 Facebook album post (tag couple!)

III. ENGAGEMENT SESSION

WOW THEM WITH YOUR IMAGES & MARKET YOUR BIZ

never question what to do next...

 Sync Edits For Remaining Images
 Export Images, Upload Images To Gallery
Email Clients Final Gallery W/ Print Release
 Backup Edited Images To Secondary Hard Drive
 Schedule Wedding Morning Of Insta
 Send Esession Gallery To Venue / Other Known Vendors

 Send second shooter contract, timeline & expectations - 6 months out
 Confirm / resend timeline to couple - 3 months out
 Send Wedding Day Questionnaire - 2 months out
 Week of wedding call scheduled - 1 month out
 Questionnaire received & saved info into Wedding Day Info Template - 2 weeks
 Week of wedding call + week of weddings PDF sent – 1 week out
 

IV. WEDDING PREP

GET READY FOR THE PARTY!

never question what to do next...

 TUESDAY PREP BEFORE WEDDING
 Pack second shooter check 
 Email second shooter with details of when to meet, cards, engagement session with pictures of the couple
 List of vendors social (fb/insta), emails & websites of vendors to tag in social/blog post - 1 week
 Contact venue for any restrictions - 1 week
 Video call with couple & make any notes, text second shooter parking info if needed 
 Draft wedding day sneak peek images email to couple & vendors (so you can just hit send after the wedding day when you upload sneak peeks!)
 Create LR catalog and HD folders (for where you and your second shooter will keep images)
 Create wedding day info sheet & print 3 copies (1 goes to second shooter, 1 stays in my bag & 1 stays in my roller Think Tank)

V. WEEK OF WEDDING

PREP WELL SO YOU CAN SERVE WELL

never question what to do next...

THURSDAY PREP
 Prep all gear
 Set phone background with wedding day timeline
 Add wedding day timeline to Google Calendar
 Charge apple watch & make sure Google Calendar is synced
 Add any image / day of reminders to the Reminders on Your phone
 Sync reminders to Apple Watch
 Send getting ready GPS location to phone (get Google Maps directions!)
 Update second shooter with any changes

NIGHT OF
curate sneak peek gallery in PASS
 send couples sneak peeks
 send vendors sneak peeks
 update instagram post with image
 Instagram story 5-10 images and tag all vendors
 backup cards to both hard drives
SUNDAY/MONDAY AFTER
Cull images & import to Lightroom
Sort into folders in LR
Edit Blog Images (100-150 Images)
Export catalog of certain sections to photo editor
Export blog images & Blogstomp images
 Blog post written, images added & scheduled
 Upload to PASS gallery, email them with the blog post & gallery link again
 Update Instagram post with image & tag vendors

VI. NIGHT OF & RIGHT AFTER

LET'S GET THEM SOME SNEAK PEEKS TO CONTINUE THE EXCITEMENT!

never question what to do next...

 WEDNESDAY
FB Album (10) tag clients & the vendors
 Order & send canvas 16x24 to couple's address through CGProPrints
Sync images from edited blog Images
 Export images
 NEXT TUESDAY
Import photo editor’s edits & check over edits
Export remaining images
Upload Gallery To PASS & Email Clients Final Gallery Delivery
Send any BTS images to vendors
 Back up edited wedding to 2nd Hard Drive
Gallery delivery!! (final gallery email template)
Add portfolio images to folder on computer
Send second shooter BTS images & let them know they can post
 Schedule 1 Yr anniversary post on insta & fB


VII. EDIT, MARKETING & DELIVERY

AMAZE THEM WITH A CRAZY FAST TURNAROUND

never question what to do next...

 Use blog post images to start making album in AlbumStomp
 Send couple the mockup design with album questionnaire & Loom Video of how to make revisions
 Revision Round 1 - Send to Client
 Revision Round 2 - Send to Client
 Ask clients to approve final album in AlbumPrufr
 Upload to KISS 
 Review final design & have it printed & shipped to client! *i spring for the nicer packaging!


VIII. ALBUM DESIGN

HELP THEM PRESERVE THEIR LEGACY

never question what to do next...

ONBOARDING

NIGHT OF WEDDING & RIGHT AFTER

WEEK OF WEDDING

EDITING, MARKETING & DELIVERY

ALBUM DESIGN

ENGAGEMENT SESSION

WEDDING PREP

INQUIRY

Portrait WORKFLOW

on to the next step

 Add client HoneyBook portal
 Respond to inquiry through HoneyBook
 3 day follow up
 7 day follow up
Confirm Date & Location
 Send contract & agreement
Archive Dead Lead After 14 Days

I. INQUIRY

START OFF THE PROCESS STRONG & STAND OUT

never question what to do next...

AFTER SESSION & MARKETING

SESSION PREP

EDITING & DELIVERY

INQUIRY

PART FIVE: MARKETING WORKFLOWS & VIDEO DEMOS

USING GOOGLE ANALYTICS

MY PINTEREST STRATEGY & WORKFLOW VIDEO

CREATING A TON OF PINTEREST GRAPHICS QUICKLY!

MY CURRENT BLOG POST SEO SYSTEM

HOW I USE PLANOLY TO BATCH SCHEDULE MY INSTAGRAM

** Some of the videos were the EXACT ones that I recorded and used to onboard my VA who now helps me with scheduling this all out! But before I hired her, I would run through all of these steps myself on Mondays!

BLOG POST SEO CHECKLIST

HOW I USE HONEYBOOK TO STAY ORGANIZED

TIPS ON GETTING MORE WEDDING BOOKINGS!

HOW I USE TRELLO TO MANAGE THE BIZ BACKEND

Styled Shoot STEPS & EMAIL TEMPLATES

MARKET YOUR BUSINESS WITH EVERY SHOOT

PART SIX: SHOOTING, EDITING & POSING CONSISTENTLY

HACKS TO SPEED UP EDITING

HOW TO SHOOT AN ENTIRE WEDDING DAY

3x YOUR EDITING EFFICIENCY

THE PRESET COLLECTION I USE: PRISM PRESETS


DEMO OF MY OFF CAMErA FLASH SETUP

HOW TO DO A SAME DAY SLIDESHOW AT WEDDINGS

NEVER GET STUCK WITH POSING AGAIN

MY BASE PRESET IN LIGHTROOM:

POST-PROCESSING WORKFLOW TUTORIAL

Ready to create your own LR Preset? Watch this video to get started!

in my camera bag & 

ON MY DESK AT ALL TIMES, YOU'LL FIND...

IN MY CAMERA BAG

CAMERA BODY & LENSES
- Nikon D750 body
- Nikon D5000 (camera that I started on!) body
- Allison Butterscotch Jo Totes Camera Shoulder Bag
- Think Tank V2.0 International Airport Roller
- Sigma 35mm f/1.4 Lens
- Nikon 35 mm f/1.8 Lens (started on this!)
- Sigma 50mm f/1.4 Lens (my most used on a wedding day, there's also this newer version!)
- Nikon 85mm f/1.8 Lens
- Tamron 24-7 f/2.8 Lens
- Sigma 100mm Macro Lens
- Nikon SB900 Speed Lite

OFF-CAMERA FLASH & EXTRA'S
- Two Yongnuo Speed Lites YN568EXIII
- Four Yongnuo Triggers
- Flash Stands
- Flash Brackets
- ExpoDisc ($50), JJC WB Filter ($15, what I initially used!)

HARD DRIVES, SD CARDS
- Spare D750 RAVPOWER batteries + charger
- SD Cards by SanDisk (A couple of 32GB, 64GB, 128 GB - for a wedding day my backup slot will be a 128 and then rotating 64's and 32's in the main slot!)

EDITING & BACKING UP IMAGES
- Adobe LR
- Blogstomp
- Photomechanic
- Prism Presets from Megan Kelsey (my personal photography editor!!)
- Backblaze

ON MY DESK

COMPUTER & TECH
- Macbook Pro 13"
- Pixel Blue-Light Blocking Glasses (they're on my face 100% of the time I'm on my computer or my phone!)
- Apple Watch Series 2 (keeps me on track on a wedding day!)
- Beats Solo 3 Wireless
- La Cie 4 TB Hard Drives
- 128 GB USB Stick
16 Bay Multi-battery charger (saves me SO much time prepping for weddings!)
Panasonic Eneloop Batteries

PLANNERS & PAPER
- Simplified Planner (10% off your first order! - I swear by their simple daily planner!)
- Cultivate What Matters Powersheets
- Pilot Frixion Erasable Pens
- Black Felt Tip Le Pens
- I use the mini sticky notes ones for my "Top 3" each week!

CLIENT GIFTING
- Rose Gold Gift Bags
- The Known Project Marriage Edition
- CGPro Prints Canvases
- MPIX Prints
- SJM Stationary Set (loveee her other stuff as well!)
- HBPhoto Print Boxes

HOME
- Nespresso Coffee Maker & Milk Frother

HONEYBOOK

HoneyBook is my client management system! It literally saves me HOURS and keeps everything organized in ONE place. It also allows you to have templates for things like contracts, proposals, emails, questionnaires and hooks these all up in a workflow that you can set to be dependent on your client's project date! It will give me "tasks" to stay on track each week!

SHOWIT

Showit allows me to design my website & structure everything EXACTLY as I would like it to be! It also hooks up with my Wordpress blog seamlessly. You can design both for desktop & mobile at the same time and it's pretty easy to use once you get the hang of it!

QUICKBOOKS

Quickbooks keeps all of my finances organized! It houses all my receipts for business purchases, keeps track of how much I've paid myself, and even mileage for the business. It even allows me to add my accountant straight to my account! It takes less than 30 minutes a week to make sure it's up to date & ready to go for when tax season rolls around!

PLANOLY

Planoly has made the Instagram game SO much easier for me! It allows me to rearrange my grid of photos so that my feed can always be a beautiful mini-portfolio & representation of my brand! It also allows auto-posting with hashtags, tagged vendors & geo-tagging which automates posting images so that I can focus more on stories! It also has analytics to dig into what works well!

TAILWIND

Tailwind is my Planoly equivalent for Pinterest! Pins have a longer shelf life than any social media posts which is super helpful! It allows me to continually drive to my educational blog posts using SmartLoops and generate a TON more traffic to my website over time! Also, with Tribes I can easily pin other inspiration & educational content from others quickly! Get 1 month for free!

PASS

I use PASS Plus for my image galleries! It makes it super easy on my end to upload all the images from a shoot or to separate them into folders for weddings so that my clients can easily access whichever image they're looking for! It also allows my clients to print images or canvases from the gallery itself & allows controls on who can access the gallery! Get ONE month free with the code 8ZTA54

These are affiliate links for which I'll receive a small kickback at no additional cost to you. These are apps/tools that I use EVERY week within my business & wholeheartedly believe in and trust!

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ADOBE LR

I use Adobe Lightroom to edit 100% of my images! It allows me to edit one image in a specific lighting scenario and then sync every other image in that same lighting situation which makes editing a breeze! Also, it applies my personal editing preset on import saving me HOURS of time adding the same tweaks over & over again! There's also a FREE mobile version for your phone!

PHOTOMECHANIC &
BLOGSTOMP

Photomechanic is another app that saves me HOURS of time! It quickly loads the massive RAW images allowing me to figure out which images to keep and which ones are duplicates! Blogstomp allows me to pair vertical images together for the blog & resizes my images for the size of my blog so that they look beautiful and aren't compressed to low-quality!

ASANA

My ENTIRE business runs off of Asana and the best part is that it's FREE! It houses everything from important business information, to checklists & details of business projects & my marketing map of what content will be going out when! It gives me one centralized place to work out of. There's due dates, labels, checklists, attachments, etc and you can make it work to fit your needs!

VII

VIII

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KISS ALBUMS

I use KISS to help design and print beautiful handcrafted albums for my clients! These are heavy-duty and their team does a great job at ensuring the quality of each and every album before it goes out the door! They also will allow you to package up the album well so that it's beautiful when it arrives at your clients' doorsteps! If you order over $100 you'll get $50 back to your account with this code.

FLODESK

Flodesk is my most recent addition! It's what I use to be able to set up & serve my email lists. It makes it super easy to design opt-ins, to organize subscribers on the backend of things and automate workflows for things like delivering your opt-in or freebie, welcome sequence & sales sequences. It's super light & easy to use and I love how it's simple despite being robust! Use this code for 50% off!

BACKBLAZE

I take image safety SUPER seriously around here! Backblaze is what I use to backup my computer & hard drives that have THOUSANDS of wedding day images! I do keep a backup of each individual hard drive on another hard drive in case of failure but this way the wedding day images are in the cloud as well so no matter what happens to the hard drives physically, the images are all safe! 

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QUICKBOOKS

i might run on coffee...

BUT MY BUSINESS RUNS ON

my weekly schedule

to check off #allthethings

MONDAY

PLANNING
- Time block / top 3 for each day this week

WEDDING WORK
- Cull wedding in Photomechanic
- Import images in Lightroom
- Editing wedding blog post images
- Blogstomp images for wedding blog

BATCHED MARKETING TASKS
 - Write out blog post for the week
- Blog Post SEO Checklist
- Schedule 3 Instagram posts in Planoly for Monday, Wednesday & Friday
- Write Instagram story ideas into planner
- Schedule 2 Facebook Posts pointing to the blog post
- Write + Schedule email to newsletter list using Flodesk
- Upload new pins to Pinterest using Tailwind

TUESDAY

CLIENT WORK DAY!
- Check HoneyBook & complete all tasks for the week
- Onboard new clients & create draft wedding day timelines
- Schedule any upcoming client calls
- Follow up with inquiries
- Comment on clients/vendors Instagrams

EDITING
- Sync edits from anchor blog image edits for 3-4 wedding day sections (Getting Ready, Ceremony & Family Portraits) 

MEETINGS/SHOOTS IN EVENING
- Consultations with perspective clients 
- Week of wedding video call for bride getting married this Saturday
- Engagement sessions / portrait shoots in the evening

WEDNESDAY

WEDDING PREP
- Prep for upcoming wedding by filling out the wedding day info template
- Email second shooter info 
- Email vendors any information

EDITS & GALLERY DELIVERY
- Sync remainder edits for wedding/shoots
- Export images from Lightroom & upload to PASS gallery
- Sending / ordering any prints, canvases or gifts for clients
- Create & send album designs for couples

ADMIN
- Track mileage & receipts in Quickbooks
- Track inquiries
- Look at social & website analytics
- Tag Gmail messages / sort into folders

THURSDAY

BUSINESS PROJECTS
- CEO / Business project day! My FAVORITE day of the week to dream up new things!!
- Really deep focused work on creating anything new in the business!
- Networking with other vendors

EDUCATION
- Dive into any educational courses / books / podcasts
- Research any new tools / ideas

WEDDING PREP
- Prep gear for upcoming wedding
- Create blank PASS gallery, LR catalog & folder structure on hard drive for wedding images
- Draft email to vendors & couple with sneak peek images

CATCH ALL & REVIEW
- Any leftover tasks/items from the week
- Look back on this past week: Did I get my TOP 3 done for the week? What went well? What didn't go well? Business or personal wins? Business or personal struggles?
- Review monthly goals to set top 3 for next week

WEEKLY REFRESH
- Clean up office & house
- Clean up computer & backup pictures on my phone, restart laptop
- Plan meals for next week
- Update my list of any items to replace/restock
- Grocery shopping & Target!
- REST!

PRE-WEDDING
- Pack snacks & water, pack trunk with gear!
- Text clients and second photographer when on the way!
- Scout when I get to locations
- Say hi to bride & introduce myself to parents & bridal party

DURING WEDDING:
- Make sure to take pictures of the venue
- Switch batteries / cards when needed
- Make sure to check in with how b&g and second shooter are feeling!
- Same day slideshow during dinner
- Backup second photographers' images before they leave onto hard drive

NIGHT OF WEDDING
- Backup all images to 2 hard drives
- Upload same day sneak peeks to PASS gallery
- Email gallery to couples & vendors
- Instagram story 5-10 same day sneaks & tag vendors


FRIDAY

WEDDING DAY!

breaking down your big dreams & goals

INTO WEEKLY TASKS TO MOVE THE NEEDLE FORWARD IN YOUR BUSINESS!

ANNUALLY

OVERALL GOALS
- Work on Cultivate What Matters Powersheets to figure out Personal & Business Goals (What Worked Well Last Year, What Didn't Work Well)
- What Routines & Habits Do I Want to Cultivate This Year?
- Break Goals into Quarterly Increments & Outline Which Quarter Will be for which quarterly project
- For Each Large Quarterly Project, Break into Action Steps Necessary to Take
- List of Business Books to Read
- Carve Out Vacation Emails / Weeks

CALENDAR & SOCIAL
- Review Last Year's Finances & Project for This Year's, Organize Quarterly Marketing Pushes
- Review Social Analytics, Set Yearly Goal & Figure Out This Year's Weekly/Monthly Marketing Strategy


UPDATE FILES & SERVICES
- Review Emails, Clean up Inbox & Organize
- Clear out Old Files on Computer, Buy New Hard Drives, Back up Google Drive

UPDATE WEDDING & PORTRAITS
- Review Website & Update Portfolio & Testimonials
- Update Service Offerings & Pricing, Update Investment Guide
- Batch Mileage for Weddings, Find all Second Shooters & Write all 2nd Photogs' Checks
- Refresh Preferred Vendors List, Any Materials that Go Out to Clients & Any Office Supplies
- Update Workflows, Email Templates & Questionnaires in HoneyBook
- Update Detailed Workflow Checklist in Trello

SOCIAL MEDIA STRATEGY
- Update social media profile pictures & links
- Schedule in Monthly, Marketing & Quarterly Days, Decide on Engagement Session Days
- Update profile pictures & ABOUT information

QUARTERLY (1)

OVERALL
- What worked last quarter? What didn't work last quarter?
- What big internal business project do I want to focus on this quarter? Would it bring joy or growth?
- What 5-7 big tasks do I want to complete this quarter? Set deadlines for these on the calendar!
- What habits/routines do I want to put in place this quarter?
- Revisit your 1 year, 3 year, 5 year and 10 year goals
- Update your service offerings / pricing if necessary

NUMBERS/EDUCATION
- Calculate percentage of inquiries to bookings, look at what the top 2 sources of referral are
- Assess the past quarter's expense, revenue & profit
- Are there any books / education that you want to go through this quarter? 
- Review estimated taxes & make a payment, make sure Quickbooks is up to date with all receipts & mileage filed properly 
- Check for large files on your computer and clear any clutter
- Check through your digital space to clear any large unnecessary files on Google Drive/Dropbox/etc. & on your computer



MONTHLY

FINANCES
- Pay all bills & check revenue, profit & expenses
- Pay state sales tax to Virginia
- Perform a personal budget review
- Review and make sure all transactions have a receipt attached in QuickBooks for the past month

SOCIAL & CALENDAR
- Record social media statistics (what content resonated best?)
- Run through quarterly 5-7 big tasks to  choose 1-2 to focus on this month
- Outline blog posts & social media for the month
- Review the digital calendar & prep for any shoots/weddings on the calendar (review questionnaires, email venues, etc.)

DIGITAL FILES
- Update business finance analysis doc & reupload backup to Google Drive
- Batch mileage for upcoming months' shoots on QuickBooks
- Backup hard drives
- Clear out inbox & make sure all emails are tagged by clients
- Update Unroll.me email subscriptions
- Update out of office dates on email signature
- Update all computer software
- Clear workspace

CLIENTS
- Send out client gifts 
- Confirm second shooter checks written
- Update client testimonials on website

WEEKLY

- Review how the week went, is there anything to change for next week? Record wins!!
- What are the THREE things I want to focus on next week?
- Check the digital calendar, add all appointments / meetings to planner
- Review this month's goals
- Clean out workspace & living space
- Pay off credit cards & review finances in Quickbooks (attach any receipts!)
- Restart computer
- Write/Review social posts that are going out for the week & ensure that blog post SEO is complete
- Instagram story my face!! 
- Schedule blog post images to Instagram, FB & Pinterest
- Interact with vendors on social media!
- Tag all Gmail messages by client names & update inquiries tracker
- Check & complete all HoneyBook client tasks (follow ups, emails, etc.)
- Run errands

STARTUP 
- Vitamins / health stuff / workout!
- Journal & meditate
- Read through 10 year, 5 year, 3 year, 1 year and monthly goals
- Review the day's tasks (and top three)

WORK
- Get through the big ONE task
- Emails
- Lunch
- Get through big task number TWO
- Take a break
- Interact on social media
- Get through big task number THREE
- Emails

SHUTDOWN
- Review what was accomplished today!
-Decide what the most important 3 tasks for tomorrow
- Clean off desk, Close out of all tabs & Pause inbox


DAILY

About 2-3 Days

About 1-2 Days

QUARTERLY (2)

MARKETING
- Review your social strategy: does anything need to be changed? Prep your marketing calendar with blog post ideas for the upcoming quarter that align with your marketing sales push for the quarter
- Review blog stats, update anything as necessary
- Update any marketing materials (profile pictures, profile bios, about page information, email signature)
- Update Instagram hashtags & link page


WORKFLOW
- Clean up your email inbox & HoneyBook (client relationship management software)
- Review portrait & wedding workflows

FILES/SPACE
- Check through hard drives to make sure they are backed up properly
- Declutter your office space & camera bags
- Update your Passwords using LastPass
- Check that your contact form on your website is working properly

WEBSITE
- Check that your website links are working on desktop & mobile 
- Review your website design & portfolio
- Review your website copy (words)
- Schedule in a day (or multiple!) to make these updates

About 1-2 Days

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