How to Map Your Workflows for Dubsado
If you've given Dubsado* a good try, but failed to get much traction, I bet you $5 you haven't done this one crucial step: workflow mapping.
I know, because I've been there.
Note: In the past I called "workflow mapping" "process mapping." They are the same thing, but "workflow mapping" is the term I use now.
I've written before about workflow mapping and I'm still preaching about it.
Can't stop. Won't stop.
Why?
Because Dubsado* is quite literally a virtual assistant for you business. Dubsado can take over a lot of work for you, but it’s not a mind-reading software. Dubsado is highly customizable, it needs to be told what you want it to do.
That's why you always, always, always need to map out your workflows.
Even as an experienced user, I find myself struggling to create workflows if I've skipped workflow mapping. You’ve got to have a plan of action.
If my point isn't loud and clear already: Always map out your workflows.
What's a Workflow?
A workflow is a routine. It’s your "flow of work."
Even if you don't have your workflows mapped out, you have many of them in your business, life, and relationships.
If you were to write a blog post, you'll write the post after you've selected a topic, but before you publish it. In your life, you likely have a bedtime routine: put on your pajamas, brush your teeth, set your alarm, and turn off the lights.
Workflows are just routines. And if you focus on streamlining your routines, you'll:
Do things more quickly without being rushed (productivity and efficiency for the win)
Have more consistent results
Be able to outsource tasks more easily
Automate
The beauty of this is that Dubsado is going to help you achieve all of the above.
Dubsado’s template section can store many of your streamlined documents and workflow automation can automate parts of your routines.
And because Dubsado* is a client management system, you will be focusing on mapping out your client management workflows.
Log Out of Dubsado
Dubsado has a workflows feature that is intended to automate a lot of the tasks you would normally execute in your client management routines.
Don't start this process in Dubsado's workflows section though. Instead, log out of Dubsado.
Choose one of two options:
You're now ready to start mapping out what your workflows are.
Map Out Your Client Management Workflows
Think about one of the services you offer and focus on writing out what your client management workflow is for that service only.
I always recommend focusing on one workflow at a time.
Once you figure out the first one, the others will be easier to do, especially if your workflows are similar. You'll be able to make a copy of your first workflow and edit the second one as needed.
The first one is the hardest, I promise, so just hang in there.
Think about every transaction that needs to take place between you and a client to get them onboarded. Then think about the process it takes to offboard them.
The key here is to get specific. The more clear you become, the more you can outsource to Dubsado.*
Review Your Workflows
You probably aren't going to get every single step in your workflows right on the first try.
Distance yourself from your workflow maps for a little while, so you can come back and look at them with a fresh set of eyes.
Need some suggestions on what to do during this time? Take a 45-minute walk and listen to a podcast, make yourself a cup of tea, curl up on the couch under a blanket, and read a good book. The world is your oyster.
Then come back and review your workflows. Are they missing anything?
Gather Your Components
Now that you've mapped out what your workflows are, it's time to begin gathering all the components you need for that workflow.
Review your workflows and identify the templates you can make for your workflows in Dubsado.
Make a folder on your computer and add every template you need for that workflow: canned emails, questionnaires, welcome packets, contracts, etc.
Once you've gathered your workflow components, you'll be ready to add these elements to Dubsado.
And just like that, you’ll be ready to assemble your workflows in Dubsado.*
Curious to know, did I win the bet? Have you mapped out your workflows before? Share below.
