Success Beyond Podcast

Hey y’all! I’m Kayla. I feel really weird writing about myself in the third person, so I’m writing this like a podcast episode takeover! I’ve been working with Jenn since the conception of her podcast and it has been an amazing thing to watch her business grow and thrive as her podcast has grown. 

I’ve been in the podcast management game for about three years now and I have loved learning more and more about marketing through the lens of podcasting. It’s this overall strategy that I bring to the table with my clients and why I’m passionate about using a podcast as a marketing tool.

Jenn and I are chatting about her podcast, the journey we’ve been on, and why photographers should or should not incorporate a podcast into their own marketing experience. Because while I love podcasting, I don’t think it’s a necessity for all business models. 

For instance, if you never intend to step away from the work of photography or create additional income streams, then a podcast may not be the right fit for you. I’ve found that the work and investment of a podcast works best when you’re not only trying to educate your potential clients but also others in the industry. 

So if you plan to stick with doing the work of photography without any other income streams, a podcast may not be right for you. It takes a ton of time, a ton of resources, and is not an “easy” marketing method when you’re doing it on your own. 

Listen in to hear more about my thoughts and definitely let me know what you think about photography and podcasting. I’m always open to hearing different perspectives in the podcast universe. 

[01:09] Welcome to the show, my podcast manager, Kayla!

[05:14] Her role with Success Beyond the Lens and why she loves being a podcast manager.

[08:26] If you mess up on a podcast you just stop, regroup and restart, and the flub goes away with editing.

[10:33] What happened to SBTL during the pandemic and why we decided to launch the podcast, anyway.

[11:19] “Podcasting is fluid.”

[13:09] The podcast downloads have doubled continually over the last three months.

[15:44] Setting up a podcast from A to Z.

[19:08] Listen as Kayla discusses whether a podcast would be beneficial to photographers.

[21:46] Her number one tip if you want to start a podcast.

[23:57] Your podcast will evolve with your business but you must let your loyal listeners know if you are going to change up your podcast and what to expect.

[25:07] “Nothing is impossible, there are just varying degrees of possibilities.”

[26:08] Kayla’s favorite business tool is ClickUp.

[26:54] Kayla’s favorite podcast editing tools are Audacity and RX8.

[28:03] Kayla shares where she would take Jenn for a drink if she came to Texas.

[31:45] Thank you for listening!

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I am so excited to bring to you this on-air coaching series. I’ll be bringing photographers and VAs onto the show to go over the sticking points in their business systems and giving the actionable advice that they can use to make their businesses run more smoothly. 

First up, Emily Louick, an amazing photographer out of New York. She moved to Honeybook to help streamline and automate her client relationship process, but has run into some issues. Between having emails fall out of the project space and issues with sending multiple documents, we’re fixing her up.

Not all of her problems could be solved however because every CRM has their limitations. However, I’m giving her my work arounds and different ways to look at her processes and perhaps come up with more efficient workflows and tasks.

I’m excited to hear how our coaching session impacts the ease she feels in her business. Listen in to hear all about Honeybook and see if this is the CRM for you. We may be talking about issues that Emily is facing with the system, but that doesn’t change the fact that she still loves how much freedom Honeybook gives her. 

What systems and processes do you need help with? 

[00:43] We’re kicking off the on-air coaching series with Emily Louick.

[01:19] Learn more about Emily and her business. 

[02:29] Emily shares more about her background in television and film production. 

[04:58] Just this year she went full-time in her business after initially trying in 2020.

[05:47] Why she chose Honeybook and why she loves it. 

[07:01] What she’s struggling with in Honeybook.

[11:38] Who are the multiple people who need to be in a project? 

[14:08] Jenn digs deeper into the main issue and provides a solution for multiple people in one workspace. 

[15:28] Ways to make the client portal an exciting perk of working with you. 

[16:41] One of the features that is lacking in most CRMs is conditional logic. 

[18:17] The Honeybook scheduler is like its own island. Learn why.

[21:28] Emily asks for more clarification between using the tasks and workflows. 

[22:57] Workflow triggers defined and how to map them out. 

[25:21] Why do emails randomly pop out of the Honeybook system? 

[27:55] How to work around sending contracts to multiple people.

[29:42] Is there a way to change the dates once a workflow has started? 

[34:08] Jenn asks her three quick questions of Emily.

[36:58] Connect with Emily.

The Steps to Setting Up Your CRM Correctly

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Project management tools. Do you need them? It depends. Listen as I share which tools are out there, which I recommend, and when I recommend that you use them. 

For the most part, when used properly, project management tools make your life so much easier. When you’re running a business and have any number of team members however, they are essential. 

As a photographer with no team, you can map out your tasks, link them to your calendar, and keep on track of your sessions and post-session work. As a virtual assistant, even if you have no team of your own, you can better manage and keep track of your client work!

When you have a team, project management tools help you to delegate work, centralize communication, and stay on top of both internal and external work. 

If any of this excites you, listen in and learn all about different ways you can use project management tools to make your life and business run more efficiently and effectively.

[00:43] Hey, friends, thanks for joining me today!

[01:53] Let’s chat about project management tools.

[02:33] Don’t confuse PMT for a CRM.

[03:16] My recommendation for a great project management tool is Clickup.

[04:24] My second recommendation would be Trello.

[06:17] If you are a solopreneur, you may think you don’t need a PMT listen as I tell you why that is not true.

[10:30] Having a bank of content is one exceptional benefit from having a PMT.

[11:04] You can also manage client work.

[14:04] You can create a workflow in both PMT and CRM, but PMT’s are more robust.

[16:16] I really recommend you use GSuite for your email listen as I share the benefits of it.

[19:05] Listen as I share why having a project management tool is essential when you have a team.

[24:04] It really makes sense to have a PMT whether you have team members or not.

[27:25] A bonus of having your team on your project management tool is that you give your team the autonomy to do the tasks that you need them to do.

[30:05] If you have questions about this, I would love for you to shoot me a DM.

[31:30] Thank you for listening!

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Let’s get real. Dealing with the money aspect of our businesses isn’t always the easiest thing in the world. Thank goodness for people who thrive with numbers and financial planning. One of those people is Tanya Hirschy. She owns Tidy Books Boutique, an accounting firm designed with photographers in mind. 

Tanya knows that not every photographer is interested in the numbers that comprise the backend of their business. Which is why she fully believes that rather than working on your weaknesses, you should outsource your weaknesses. 

That being said the first thing you need to do when it comes to the money in your business is stop being reactive. Shiny object syndrome is great, but you need to have a plan for your money. Don’t make purchases and decisions based on your emotions, rather create a plan that you can follow and stick to it. 

This episode is chock full of amazing information and money advice. Take a minute and listen in and start getting on top of your money today! It doesn’t matter how long you’ve been in business, you can always be better with your money!

[00:58] Welcome to the show, Tanya!

[01:04] Tanya shares her business and what she does.

[02:45] Her background and her journey to bookkeeping.

[04:36] “Delegate your weaknesses!”

[05:42] The first thing you need to do is to stop being reactive in your business.

[08:48] Ways to prepare to celebrate successes while still staying in your financial goals.

[11:06] Other pitfalls she sees photographers fall into.

[13:10] You have to have the right people on your financial team and processes in place that are as automated as they can be.

[15:45] One actionable tip that you can do today.

[17:04] When you need more accounting software than just what is in your CRM.

[19:21] The three main buckets her company offers clients.

[21:05] Her favorite business tool is Loom.

[21:48] “Do something scary every day,” by Eleanor Roosevelt is her favorite quote.

[22:46] Coffee is Tanya’s favorite drink, and they would go to Jenn’s favorite coffee shop.

[23:44] Thank you for being on the show!

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You’re leaving money and reputation points on the table if you don’t let your potential clients know when they can expect to hear from you. This is why setting client expectations is imperative to running a successful business. Not just a successful photography business. ANY kind of successful business. 

Let me tell you a quick story, because I know that this has happened to others, and I want to be sure you’re not making this same mistake. 

My mom’s aged dog was on his last leg. We knew he was going downhill but he’s been in our family for years, and I thought it would be a great idea to get some last photos of him for my mom and honestly for me too. 

He was my little work buddy and we spent a lot of time together. Let’s just say, I wanted those photos. 

I reached out to a local photographer that I really admire and I love their work, but I have YET to hear back from them. It’s been weeks y’all. Needless to say, we’ve since lost our family friend and it happened quicker than we expected so we never did get those photos. 

But the real tragedy here is that this photographer set absolutely no expectations and has still not reached back out. Don’t do this!

Listen in to learn more about why you have to set client expectations from the start, no matter if you’re able to help them or not! Clients and customers understand when life happens. They don’t understand simply being ignored.

“I don’t have time to track down people I want to give money to.” Jenn Bays

[00:43] Hey, friends, thanks for joining me today!

[02:17] I’m talking about why it’s important to set client expectations.

[04:09] If you know you are going to be delayed in getting back to people, let them know.

[06:46] I wanted to set an appointment for a photo shoot with my mom and her senior dog, but I never got a response from the photographer I inquired with.

[09:34] I love that particular photographer's work, but I probably won’t ever reach out to her again.

[11:02] If you can’t answer an email or set an auto response, that is a problem.

[13:26] It only takes the wrong impression from a few people to ruin your reputation.

[16:17] I have had this happen and seen it happen too many times to not bring it up on an episode.

[17:33] Thank you for listening!

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Inclusivity in marketing is a hot topic right now but how does that apply to wedding photographers? Taylor De La Fuente is a professional writer and copywriter who loves helping wedding photographers with their website copy. Her goal is to help photographers and business owners better understand inclusive marketing and infuse it into their message and culture.

Taylor has been writing professionally her entire career, but she has a passion for photographers. Inclusivity in copy has always been one of her pillars, but in recent months it has become a sought after ideal by many more business owners. Which is why she’s here to share her tips!

First off, because photographers are working with a visual medium, it’s important to showcase inclusivity in your work. Even if for whatever reason, to date your work has been mostly homogenous, you can still create styled photography that helps you appeal to a wider market. 

But you have to walk the walk. Don’t do a styled shoot showcasing a gay couple with straight models. Reach out to models who live the diversity you’re hoping to attract, and don’t forget to pay them for their time and experience. 

Taylor is full of great ideas and information but the most important thing to remember is that perception and knowledge and belief is constantly changing. Don’t be scared to do something wrong. Just remember that if you feel you need to be doing more, then do more and keep evolving as you learn more.

[01:14] Welcome to the show, Taylor!

[01:19] Taylor shares her background and what she does.

[03:54] Her process of getting to know a new client.

[05:30] Her suggestions for stock photography and styled shoots.

[06:30] The definition of tokenism and why it’s not recommended.

[08:32] Where she suggests finding models.

[12:29] How to transition to a more authentic, diverse company.

[17:49] Banners, badges or phrases are okay to use unless you just put them in a header or footer, but your website shows something different.

[20:44] Words and phrases to get rid of and what to use in place of them.

[24:03] One actionable tip for today is that it doesn’t have to be hard. Don’t be scared you are going to do something wrong you can always update your website.

[26:01] Taylor’s favorite business tool is GSuite.

[26:19] To be the change you want to see in the world, is her favorite quote.

[26:38] In Dallas they would go to Botanist and drink French 75.

[27:50] Thank you for being on the show!

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“I don’t live in a land of Instagram versus Reality.” - Jenn Bays

The “should’s” of life will kill your business faster than almost anything else. They kill relationships, they kill creative thought, they kill all the good things that you are building with your work in the world. So stop shoulding yourself and start giving yourself grace!

This episode is a tad different than anything I’ve done before. I’ve had a message on my heart to share and it’s been important in my life and my business, so I think it’s time. 

I have allowed the should’s in my life to affect my business growth and my overall happiness for too long. In fact, it wasn’t until my therapist pointed some of them out that I realized I was crippling myself out of the fear of expectation. 

What does that mean? Here’s a fantastic example. My son Davie goes to a private Montessori school that he absolutely loves. They also have after school care that he also REALLY enjoys. But in my haste to be the “best” mom, I thought I needed to pick him up right after school was done. 

It didn’t matter that he liked staying after and it didn’t matter if I had more work to do and that doing it with him around would stress me out. I needed to be THAT mom. Then someone asked me why? Why did I need to get him even though it was better for both of us that he stay a little longer? 

This same concept applies to cooking, cleaning, building your business at a pace that isn’t sustainable to you or your family. It applies to everything in life. 

Stop shoulding yourself and allow the ebbs and flows to move you! Your life isn’t anything like the next person’s, and you don’t need it to be.

[00:44] Hey, friends, thanks for joining me today!

[02:31] We need to stop shoulding ourselves!

[05:12] My therapist asked me who I am and all I could come up with is the roles I play in my life.

[07:10] I hate my body the way it looks now, but it came to a point where I realized that I needed to be thankful for what my body has given me.

[09:11] Allowing my son to stay in aftercare was a hard decision for me to make because I felt like I should pick him up early because I work from home.

[14:15] I know this episode is different, but I think these topics are very important to everybody.

[16:52] Whatever you are doing or fighting against doing because you want to please other people, stop!

[19:57] I always try to be as honest and upfront with my audience as I can. I want you all to know that I am human and I make mistakes.

[21:59] Have a great week!

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Looking to come across as a legit business owner? If you’ve been listening to this podcast for any amount of time, then I’m going to go ahead and believe that’s your goal. Then one of the most important things you can do is set up your CRM properly, from the get go!

After spending the last three years setting up CRMs for photographers, I have this process down pat...and I’m sharing the whole thing with you today.

This is a deep dive into creating all the assets you need to begin building workflows that automate your client relationship process! So if you’re able to listen to this while you have a notebook handy, do it!

The first thing we’re diving into is your current process. Don’t have one? That’s fine. What would you like your process to look like? What happens when someone books a call? What happens when they pay? What would you like to happen? 

Start to write out the steps one by one!

Once you have the steps written out, it’s time to figure out what you need to make it happen. Are there emails? Forms? Surveys? 

Listen in to hear all the details and let’s get your backend running like a well oiled machine!

[00:44] Hey, hey friends, thanks for joining me today!

[02:05] Today I am getting really specific on the steps of setting your CRM correctly.

[04:22] First grab either some different color sticky notes, highlighters or crayons.

[05:03] Now I want you to start working on your flow or your process with your clients.

[06:18] When a lead comes in, what is the next step? 

[10:05] If a customer wants to work with you, then you send a proposal.

[11:05] Once they pay the invoice, send a thank you for booking email.

[12:17] You keep clients by building the know, like, and trust factor.

[15:15] Think about what else you need to be part of the flow.

[18:09] Look at your flow and mark what you need, this is the secret sauce.

[21:02] The workflow you wrote down will be recreated in the workflow space in your CRM.

[24:00] Start with packages first.

[28:15] Have a great day and I’ll talk to you soon!

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Did you know that the riches are in the niches? This is a popular saying that I didn’t put much stock in until I felt the change in my own business. If you’re ready to create consistent income, then listen in and learn why niching down is the key.

When I started my VA business, I was doing everything for everyone. I was doing social media, email management, calendar management, copywriting, graphics… you name it and I was doing it. I also didn’t niche down into any particular industry either.

I was working with photographers, but not exclusively. I had a bunch of different clients in a bunch of different industries, and I was doing a bunch of different tasks for each. Which means that I spent a great deal of my time just switching gears.

Fast forward to me realizing that I loved working with photographers. They were my absolute favorite clients and I loved doing all the things for them. Then I started to understand which tasks I liked and disliked. 

As I learned more about my zone of genius and what I loved to do, I realized that the more I niched down my services for my ideal client, the more money I made. 

Listen in to learn all the details and why I’m passionate about niching down as soon as it makes sense for you. The more you niche, the more streamlined your packages, and the easier it is to create retainer income for your business. Hence, niching is the key to consistent income as a virtual assistant.

Let me know your thoughts on this topic!

[03:20] If you are just starting a VA business, this episode will give you the key to consistent income.

[04:22] The key to consistent income is niching down.

[08:04] When you first get started you need to understand you will work with different businesses doing different things so you will learn what you enjoy the most.

[11:14] A coach told me to really niche down, which is where Success Beyond the Lens was born and then the consistent income started.

[14:03] Niching down allowed my company to grow and now are sitting between 9,000 to 11,000 months consistently.

[17:49] Who do you want to work with?

[22:07] Becoming known for what you do will allow you to work less and make more money.

[26:19] You niche down to your ideal client, you niche down to a particular service, and then you charge a premium for that service and treat them really well.

[27:50] Thank you for listening!

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Become a Virtual Assistant for Photographers

After spending years in the world of corporate finance, Rhea Whitney found herself asking, “Is this it?” It was that question, and the urging of her colleagues, that pushed her to learn more about photography. Later she realized that she could absolutely turn photography into her full time job and that’s exactly what she did.

Now she helps other aspiring photographers build businesses that support their lives and their dreams while still participating in her first love. Rhea initially built her business in Washington D.C., where she’d settled after graduating from Howard University. She later made the leap to move to Texas and is now based in Houston. Through it all she knew that she could make this work as long as she set her mind to it.

As she grew her wedding photography business, she started to hear from other photographers asking her how she’d done it. How had she built her business in two different locations and managed to be equally successful in both. 

That’s when she started to understand the need for true mentorship in the photography space. Listen as she shares more about her story and why she’s so passionate about helping others to succeed in their dreams as well.

[01:05] Welcome to the show, Rhea!

[01:24] Rhea shares her background and what she does now.

[03:29] Listen as Rhea shares that photography isn’t what she started out doing.

[06:18] How she ended up in Houston.

[10:55] Becoming an educator helping photographers grow their businesses.

[12:32] From Hobbyist to Pro launched in 2018 and she is now opening the fourth course.

[15:24] What Hobbyist to Pro is about and how it can help photographers.

[17:44] One actionable tip that you can use to help your business today.

[21:03] What lights her up about the photography industry.

[23:26] Learn about the mindset obstacles she has had to overcome.

[28:24] The affirmation and the positive things you tell yourself boost your confidence.

[30:21] Rhea gives some advice to people who need help to start their business, clean up their business or just learn how to run their business.

[32:50] Her favorite business tool is HoneyBook.

[33:29] We’d go to Pico’s or Ninfa’s and have some margaritas.

[34:08] “You have to be the change you want to see in the world.”

[35:28] Thank you for being on the show!

Rhea Whitney

From Hobbyist to Pro

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