Professional photographers are experts in capturing the perfect shot for their clients. Whether they work out of a studio or home, proper scheduling of sessions can be much a part of a successful photography business as having the right lighting or the best angle. Although time-consuming, accurate appointment-setting is nonetheless a vital operating function of any successful business, including photography.
Just as professional photographers capture the perfect shot with their cameras, online appointment software can be the perfect fit for their scheduling needs.
THE BASICS OF ONLINE APPOINTMENT-SCHEDULING SOFTWARE
Most Web-based appointment schedulers are what are known as Software as a Service (SaaS) applications, whereby an individual or business pays a fee to access and utilize a program through a secure Web site or other online portal. It's the same premise as online banking and e-mail. You simply navigate to a Web site, log into your account, and then set up and manage your appointment-setter.
The obvious difference between online appointment-scheduling software and the more traditional packages is the Internet. Web-based applications typically do not require any additional, costly hardware or time-consuming installations to utilize it. The only requirement is Web access.
Giving clients the ability to schedule their own photo-shoot times is a valuable tool that many photography businesses offer. For those that utilize online scheduling software, this usually involves navigating clients and new customers to a secure, online page that provides instructions on how to check availability, book a time, and even pay for services. Some scheduling providers even give users the ability to design their scheduling page with their company logos, photos and preferred color schemes.
Because the software houses important business and client information in an Internet environment, security is of the utmost importance. Fortunately, most reputable scheduling providers utilize the latest security measures to help ensure that this vital information is kept safe and inaccessible to those without access to the accounts.
WHAT ARE THE BENEFITS TO PHOTOGRAPHERS?
Like many small businesses, photographers and photography studios may not have the operating revenue to incorporate some of the luxuries found at larger corporations, such as employing a full-time receptionist or support staff. They may also lack the funds to install pricey computer networks or custom programming programs to help them operate more effectively. Even if a photography business has the means for these perks, think of the time and money savings an automated scheduling process could produce.
Some of the immediate results a photography business can expect to see by utilizing an online appointment-scheduling system include:
• Better management of client appointment times and information. The system will store all of the business's vital information in one centralized location, eliminating the need to juggle numerous files, folders and paper appointment books. In essence, it's a one-stop shop for your management and appointment needs.
• Reduction in the number of current and prospective client phone calls. Businesses that offer online self-scheduling can dramatically reduce the number of phone calls, as individuals will now book their sessions on their own and at their own convenience. This is especially beneficial in businesses where the photographer is the sole employee: There's no longer a reason to have a camera in one hand while answering the phone with the other.
• A significant reduction in the number of "no-shows." The dreaded "no-show" client has a negative impact on small business operations, as it takes away time that an owner or staffer could have spent with a paying customer. Some online schedulers offer automated e-mail and text message reminders that scheduled clients receive prior to their appointment times. Surveys have shown that reminders can reduce the number of "no-shows" by 50 percent. Since they're automatic, a business doesn't have to worry about manually calling or e-mailing clients on their upcoming sessions.
• Greater customer satisfaction. Most small businesses that use an online appointment scheduling system report increased satisfaction among their customers and clients. And why wouldn't they? A large percentage of the population relies on the Internet to conduct their daily tasks-including scheduling appointments online-and expect businesses to offer it. Letting them schedule photo sessions online and automatically reminding them of scheduled times with e-mail and text message reminders really shows that a business is aware of their clients' needs.
• Better record-keeping capability and report generating. This is especially apparent if a business uses paper appointment and accounting books or a simple electronic spreadsheet. Some online schedulers generate robust reports and the ability to easily export and manage client information.
CONSIDERATIONS
Photography scheduling software is like any other product or service: There are dozens, hundreds and even thousands of different varieties on the market, and it's in the best interest of the owner and his or her staff to properly analyze the business' individual needs before making a decision. An untested system can create big problems for business operations, so it's important to consider such factors as:
• Cost. This can vary as much as the functionality. Although there may be free or very low-cost applications available, these may not offer all of the needed features. Also, research any additional fees that may exist, such as adding extra staff members, system modules and heavy-usage charges. Be sure the software purchased falls within the operating budget.
• Service Agreements. Like most of us, many businesses are hesitant about committing to long-term service agreements. Examine the payment options for the service. The software provider may offer several service and payment options.
• Ease-of-Use. If the software is difficult to use, an owner and staff members may be reluctant to use it. Most software applications these days are generally user-friendly. However, it's important to determine this before purchasing the software. If offered, sign up for a free trial of the product and see firsthand how to use it. Both staff and clients should feel comfortable using it.
• Support. This consideration is extremely important, especially in circumstances when a business immediately needs assistance. Find out the level of support offered and in what form that support comes in, such as an actual person on the phone or by e-mail.
All businesses look for ways to improve their operations at a low cost. Many find the answer in online appointment-scheduling software. For photographers and photography studios, it's the picture-perfect solution!
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