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Course Module: 1. AAU Agency/Module 6 - Client Mgmt . Outsourcing 8
Lesson: 3. The Client Calendar
Duration: 08:50
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[00:00 -> 00:09] Alright, so here we are. I call this one the client calendar. Now, there's you do this however you want. You do this what's best for your agency.
[00:09 -> 00:14] This is just my process and I'll kind of walk you through why.
[00:14 -> 00:22] So the way I have my agency set up on the first day of the month, we get the bill, right? Or the client gets billed.
[00:22 -> 00:32] So they get charged, we get paid. Now, there's a little psychology and a little experience that goes into this and why I do it this way.
[00:32 -> 00:41] I send my emails out. So what I do is I set up an email client. I'm not going to show you how to do that because there's a million of them and it's really up to you.
[00:41 -> 00:50] Here's the email that I send out. So once a month, this email automatically goes out to my client. It says, you know, insert client name.
[00:50 -> 00:57] This is just a quick email to check in with you about your Google ads campaign. If you'd like to set up a time to speak with us about this, please click the following link.
[00:57 -> 01:09] Now, this goes to your calendar. Okay. All you need for this is this software. It's called Calendly. This is as simple as it gets.
[01:09 -> 01:17] So you can even go to pricing. I think you can set up one calendar for free. If you've got several, it's only $8 a month.
[01:17 -> 01:28] But doing this process will save you a ton of time. It also will help you communicate better with your clients, which, as we know, will keep them with you longer.
[01:28 -> 01:40] So here's the please click the following thing. They can go there. You hook it up to your calendar. You set up days on it to say, Hey, I don't want to talk to anybody on Mondays before noon.
[01:40 -> 01:46] Right. You can block that time off. I'm not going to show you how to use all those different softwares because they're easy.
[01:46 -> 01:52] And to be honest with you, they changed so often. I will just be changing videos on how to use calendar software.
[01:52 -> 02:05] But you sign up for them. It walks you through the process. It's super simple. And you can say, Hey, I want to take calls, client calls from, you know, Tuesdays, Wednesdays and Thursdays between 10 a.m. and 2 p.m.
[02:06 -> 02:14] You can block all the other time off and then on your actual calendar in, you know, in your computer and your outlook or whatever, your Google calendar.
[02:15 -> 02:25] This will coordinate with both of them. If you happen to be on vacation on Wednesday, block it off on your calendar and calendar Lee will automatically update that. Okay.
[02:26 -> 02:38] Super simple stuff. So to continue with this, it says these conversations can be quick or in depth as you'd like them to be. The reason why I add that in there is because a lot of clients are like, Oh, I don't have half hour to talk about this.
[02:38 -> 02:44] I've got clients who check in with me for five to 10 minutes. That's it. And they don't do it often.
[02:44 -> 02:55] I will have certain clients that will check in every single month. I have other clients I haven't talked to for over a year. And that's because they just don't, they're happy, right?
[02:55 -> 03:04] Best clients to have happy clients that pay their bills. So I give them the option. These help us figure out if there's any roadblocks we need to address.
[03:05 -> 03:13] I we only see the numbers in your campaign. They may not be seeing the same things you are if we're both on the same page and the campaigns will always perform better.
[03:13 -> 03:20] So please schedule a time if you'd like to discuss your campaign further. Thanks so much for your time. Your business. Hope you have a great day sincerely. Put your name and your contact information.
[03:21 -> 03:30] Pretty simple stuff, right? I send this. I have this set up and you don't have to put the client name. You can just literally put this because this is all I have.
[03:31 -> 03:47] This is one email, but I set it up to go to this client and this client and every client I add to an email list, right? And every month that email goes out to everybody. Now, when does it go out? That is key.
[03:48 -> 03:59] And only a few will take me up on it. Every month, only a few clients. If your campaigns are running well, only a few clients will take you up on it. But when you send that email,
[03:59 -> 04:10] there's also a little bit of psychology behind that. I will never send an email right here. The first few days of the month or the last few days.
[04:11 -> 04:26] And the reason is a lot of business owners live very hand to mouth. They are paycheck to paycheck. And the first of the month is a lot of the time when they get billed for not only your services, but a lot of other services.
[04:27 -> 04:38] And the last thing that you want to do is really communicate with them anywhere in here, right before your billing or right after they've been billed. Now, that doesn't mean to avoid them.
[04:39 -> 04:56] But what I do is I just don't send this email the last week of the month or the first few days following the billing because if they're financially stressed out and this has happened and you send the email here, they're thinking, oh, you know what, I'm going to get billed here.
[04:56 -> 05:10] And so, I'm going to go back to the first. Maybe we should pause the campaign. Seriously, this has happened. Or, you know what, I'm financially strapped. Like I'm barely making, you know, breathing right here.
[05:10 -> 05:23] You know what, I can't do this any further. Maybe we should stop the campaign here. Now, this is a lot of the time, even if their campaign is running well. Seriously, it depends on the client.
[05:23 -> 05:35] It happens with business owners that I've seen time and time and time again. Really successful people that that first of the month is always kind of a, you know, it's a tough time.
[05:35 -> 05:48] And you're probably saying, well, why don't we just bill them on the 15th? It's the same process. They have the they have a lot of bills that they pay on the first and the 15th, but they also have a lot of payroll that goes out and typically it's on the first and the 15th.
[05:48 -> 06:02] So, it's another big day where they have a lot of money going out. So, what I would suggest is if you're going to send those things, don't send it, you know, the three or four days leading up to the first or the three or four days after.
[06:02 -> 06:14] And what I will do is I will typically send it on a Tuesday because I don't want to be inundated with client calls on a Monday. I will send it on a Tuesday morning, you know, right around here. Or right around here.
[06:15 -> 06:31] And say, hey, you want to have a call with me? You know, check my calendar. Now, my calendar on Calendly will only go out about two weeks. Okay. So, if they look at my calendar here, they're going to see about two weeks out.
[06:31 -> 06:40] I don't want to schedule the month down the road. I want them to schedule right, you know, soon. So, if I send it here, they're only seeing the next two weeks.
[06:41 -> 06:52] Right. We're not going into the end of the month or the beginning of the next month when you send that because I promise you, once you send it, a lot of them is they've forgotten about it or they scheduled immediately.
[06:52 -> 07:09] So, it avoids the beginning of the month and it avoids the end of the month. My typical client calls will last maybe 10 minutes. Very seldom do they go any longer. The client just wants to check in. They want to see what you're seeing on your end. They want to tell you if they, you know, what they think.
[07:09 -> 07:21] I will always tell them, hey, I really appreciate that feedback. I'm going to go make some changes right now. And you know what? It's true. I do go make those changes. They, you know, I tell them, I hear you. I got it.
[07:21 -> 07:28] We're going to go and we're going to keep this thing rolling and keep it even getting better and better. So, make sure you check in with your clients.
[07:29 -> 07:57] Set up an email system. You can use like MailChimp unless you have like 2,000 clients. I think it's free. But you can go in there and you can set up an email to automatically go out on first Tuesday of every month or whatever. Maybe you just have to go in there on that first Tuesday and just send out that email to all of your clients, which you just copy and paste their email address in there. And you can obviously use this email template if you like. I will attach this below the video.
[07:57 -> 08:10] All right. So that's how I go about checking in with my clients. That's how I keep them engaged. That's how I, they, they want to feel like they have an outlet. They want to feel like they're being heard if they have any concerns.
[08:10 -> 08:23] And not only that, but when they, if they ever come back to you and say, well, this isn't working, then you can literally say, okay, I hear you, but you need to explain why it's not working. And we've reached out to you consistently.
[08:23 -> 08:36] Every single month I send that email out to schedule a time with us so we can have these conversations because when I get this great information and feedback from you, I can make changes to the campaign immediately.
[08:36 -> 08:49] So that's why I send this out every month. And they're going to be like, yep, you know what? You're right. He has, he has reached out to me. This is our bad. We dropped the ball here. All right. So that's how I approach it. Hope it helps. See you in the next video.

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--- FULL TRANSCRIPT ---
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Alright, so here we are. I call this one the client calendar. Now, there's you do this however you want. You do this what's best for your agency. This is just my process and I'll kind of walk you through why. So the way I have my agency set up on the first day of the month, we get the bill, right? Or the client gets billed. So they get charged, we get paid. Now, there's a little psychology and a little experience that goes into this and why I do it this way. I send my emails out. So what I do is I set up an email client. I'm not going to show you how to do that because there's a million of them and it's really up to you. Here's the email that I send out. So once a month, this email automatically goes out to my client. It says, you know, insert client name. This is just a quick email to check in with you about your Google ads campaign. If you'd like to set up a time to speak with us about this, please click the following link. Now, this goes to your calendar. Okay. All you need for this is this software. It's called Calendly. This is as simple as it gets. So you can even go to pricing. I think you can set up one calendar for free. If you've got several, it's only $8 a month. But doing this process will save you a ton of time. It also will help you communicate better with your clients, which, as we know, will keep them with you longer. So here's the please click the following thing. They can go there. You hook it up to your calendar. You set up days on it to say, Hey, I don't want to talk to anybody on Mondays before noon. Right. You can block that time off. I'm not going to show you how to use all those different softwares because they're easy. And to be honest with you, they changed so often. I will just be changing videos on how to use calendar software. But you sign up for them. It walks you through the process. It's super simple. And you can say, Hey, I want to take calls, client calls from, you know, Tuesdays, Wednesdays and Thursdays between 10 a.m. and 2 p.m. You can block all the other time off and then on your actual calendar in, you know, in your computer and your outlook or whatever, your Google calendar. This will coordinate with both of them. If you happen to be on vacation on Wednesday, block it off on your calendar and calendar Lee will automatically update that. Okay. Super simple stuff. So to continue with this, it says these conversations can be quick or in depth as you'd like them to be. The reason why I add that in there is because a lot of clients are like, Oh, I don't have half hour to talk about this. I've got clients who check in with me for five to 10 minutes. That's it. And they don't do it often. I will have certain clients that will check in every single month. I have other clients I haven't talked to for over a year. And that's because they just don't, they're happy, right? Best clients to have happy clients that pay their bills. So I give them the option. These help us figure out if there's any roadblocks we need to address. I we only see the numbers in your campaign. They may not be seeing the same things you are if we're both on the same page and the campaigns will always perform better. So please schedule a time if you'd like to discuss your campaign further. Thanks so much for your time. Your business. Hope you have a great day sincerely. Put your name and your contact information. Pretty simple stuff, right? I send this. I have this set up and you don't have to put the client name. You can just literally put this because this is all I have. This is one email, but I set it up to go to this client and this client and every client I add to an email list, right? And every month that email goes out to everybody. Now, when does it go out? That is key. And only a few will take me up on it. Every month, only a few clients. If your campaigns are running well, only a few clients will take you up on it. But when you send that email, there's also a little bit of psychology behind that. I will never send an email right here. The first few days of the month or the last few days. And the reason is a lot of business owners live very hand to mouth. They are paycheck to paycheck. And the first of the month is a lot of the time when they get billed for not only your services, but a lot of other services. And the last thing that you want to do is really communicate with them anywhere in here, right before your billing or right after they've been billed. Now, that doesn't mean to avoid them. But what I do is I just don't send this email the last week of the month or the first few days following the billing because if they're financially stressed out and this has happened and you send the email here, they're thinking, oh, you know what, I'm going to get billed here. And so, I'm going to go back to the first. Maybe we should pause the campaign. Seriously, this has happened. Or, you know what, I'm financially strapped. Like I'm barely making, you know, breathing right here. You know what, I can't do this any further. Maybe we should stop the campaign here. Now, this is a lot of the time, even if their campaign is running well. Seriously, it depends on the client. It happens with business owners that I've seen time and time and time again. Really successful people that that first of the month is always kind of a, you know, it's a tough time. And you're probably saying, well, why don't we just bill them on the 15th? It's the same process. They have the they have a lot of bills that they pay on the first and the 15th, but they also have a lot of payroll that goes out and typically it's on the first and the 15th. So, it's another big day where they have a lot of money going out. So, what I would suggest is if you're going to send those things, don't send it, you know, the three or four days leading up to the first or the three or four days after. And what I will do is I will typically send it on a Tuesday because I don't want to be inundated with client calls on a Monday. I will send it on a Tuesday morning, you know, right around here. Or right around here. And say, hey, you want to have a call with me? You know, check my calendar. Now, my calendar on Calendly will only go out about two weeks. Okay. So, if they look at my calendar here, they're going to see about two weeks out. I don't want to schedule the month down the road. I want them to schedule right, you know, soon. So, if I send it here, they're only seeing the next two weeks. Right. We're not going into the end of the month or the beginning of the next month when you send that because I promise you, once you send it, a lot of them is they've forgotten about it or they scheduled immediately. So, it avoids the beginning of the month and it avoids the end of the month. My typical client calls will last maybe 10 minutes. Very seldom do they go any longer. The client just wants to check in. They want to see what you're seeing on your end. They want to tell you if they, you know, what they think. I will always tell them, hey, I really appreciate that feedback. I'm going to go make some changes right now. And you know what? It's true. I do go make those changes. They, you know, I tell them, I hear you. I got it. We're going to go and we're going to keep this thing rolling and keep it even getting better and better. So, make sure you check in with your clients. Set up an email system. You can use like MailChimp unless you have like 2,000 clients. I think it's free. But you can go in there and you can set up an email to automatically go out on first Tuesday of every month or whatever. Maybe you just have to go in there on that first Tuesday and just send out that email to all of your clients, which you just copy and paste their email address in there. And you can obviously use this email template if you like. I will attach this below the video. All right. So that's how I go about checking in with my clients. That's how I keep them engaged. That's how I, they, they want to feel like they have an outlet. They want to feel like they're being heard if they have any concerns. And not only that, but when they, if they ever come back to you and say, well, this isn't working, then you can literally say, okay, I hear you, but you need to explain why it's not working. And we've reached out to you consistently. Every single month I send that email out to schedule a time with us so we can have these conversations because when I get this great information and feedback from you, I can make changes to the campaign immediately. So that's why I send this out every month. And they're going to be like, yep, you know what? You're right. He has, he has reached out to me. This is our bad. We dropped the ball here. All right. So that's how I approach it. Hope it helps. See you in the next video.

