Last week, I had several conversations with a number of solo professionals about how to run their businesses more efficiently. That’s a common topic, since all of us are looking for more time in our already crammed days.

Each of them has been in business for at least five years (one person for 20!), so they’re not newbies. Even so, I was surprised to learn that not one of them had a new client onboarding process.

Don’t get me wrong – they have contracts in place, they get paid regularly, and they are running successful businesses. Still, they had no “official” approach to new clients – no formalized series of actions and information given when work is begun.

As you’ve probably guessed, I think that’s a big missed opportunity. “Onboarding,” as it’s called, sets the tone with new clients, some of whom will be around (hopefully) for years to come.

Here a peek at how I onboard my new clients:

1. I send a welcome email. Mine is filled with information about when I’m at my desk, how to get in touch with me, how to get on my calendar for meetings, and more. It’s sort of a RocketGirl User’s Manual.It also serves as a warm welcome, letting my new client know how much I’m looking forward to working with them. I send the email immediately – demonstrating that I’m ready to go.
2. I add their name, physical address and email address to my contact management system. I also tag them as a client in that system. That way, when I want to send an email to all of all my clients, I can do so with just a few mouse clicks.
3. Insert them into my key processes. I create a DropBox folder; I add them to Toggl (my time tracking software); I create a project in Teamwork (for tracking my work with them); I add them to my revenue-tracking spreadsheet.
4. I get connected to them. I send an invitation to connect on LinkedIn; I add them to my newsletter subscription list; I send a welcome gift to their office. If we were introduced by a mutual friend/client/colleague (as is nearly always the case) I also make sure to send a referral gift right away to that person.

Four steps, easy-peasey. Are these the four steps that everyone should follow? No, those are the right ones for me, my clients, and my business. Yours will undoubtedly be different.

But whatever you decide to do, you need to write the steps down and make them a standard, repeatable part of your work. It will save you time, improve communications and, if my experience is any indication, delight your clients!

I was taking my daily walk yesterday and speaking with one of my favorite friends, Eve, as I cruised through the woods at Waveny Park in New Canaan. Among other things, we talked about how we run full-time businesses, have families and still manage to keep our sanity.

We also talked about how we manage our client interactions so that it all works.

Here are a few tricks I’d like to share:

1. Set Your Own Hours. Just because a client emails me in the evening or on the weekend, contrary to popular belief, it doesn’t mean that I’m required to answer them immediately. I get to set my working hours. I also don’t get angry when a client emails me during these times, all it means is that THEY are working and I’m grateful that they’re putting work into my queue.

2. Use Technology. When I want to work in the evening or weekend, I use an email delivery tool that allows me to schedule when my emails will be sent. I find this effective because I can “stay under the radar” during evenings and weekends, but still be productive. It’s great to be able to respond on my schedule, while making sure my client receives my email at a time of my choice. Send Later for Firefox and Boomerang for Chrome if you want to do this too.

3. Manage Expectations. When I start working with a new client I set expectations in the beginning. I let them know that I’m usually at my desk between 9 and 6. I answer emails within 24 hours. I’m always “trolling” my email for emergencies and quick requests, and while I understand there are times when it’s important to start early and work late, I just don’t want it to be a way of life.

The result of this is simple: My clients know what to expect while I still having plenty of time with my family and friends!