Business-First Creatives: Client Experience & Systems for Service Providers

Colie James
  • 5.0 (45)
  • Entrepreneurship
  • Weekly

Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down. This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7. If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck. This podcast provides answers to questions like: How do I automate my client journey without losing the personal touch? What CRM workflows do photographers and creative businesses need? How can I use Dubsado or Honeybook to streamline my client experience? What systems do photographers need to save time and deliver exceptional client experiences? How do I reduce admin time in my creative service business? Why do my workflows keep letting me down (and how do I fix them)? How can I build a profitable creative business that brings me joy and a paycheck? What's the best way to communicate with clients throughout their journey? How do I create systems that work even when I'm not babysitting them? How can I map my client journey to convert more inquiries into bookings? Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft. If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place. Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session

  1. 8h ago

    Before You Hire a Virtual Assistant: What Every Business Owner Needs to Know with Lauren Glynn

    What if your virtual assistant isn't the problem? What if the reason you're struggling to delegate, hire, or grow your business has less to do with the people you're hiring and more to do with how you're running your business? Listen, I know that sounds a little harsh, but it's a conversation we need to have. In this episode, I'm joined by Lauren Glynn, a business strategist who helps entrepreneurs figure out what their businesses actually need before they make their next hire. We're talking about everything from hiring your first virtual assistant to creating systems that make delegation possible, and even whether AI can replace some of the tasks you'd traditionally outsource to another human. One of my favorite stories from this conversation involves a business owner who was ready to fire her assistant because she wasn't getting things done. The plot twist? She was sending her assistant pictures of sticky notes instead of giving her actual processes to follow. Lauren and I also dig into something I think more entrepreneurs need to hear: You can grow your business without building a massive team. You don't need 20 employees, an operations manager, or a huge agency to get help. Sometimes you just need one person doing the right things, with the right systems supporting them. Find It Quickly 00:24 - Why Hiring Matters 01:19 - Mapping The Business 04:38 - Leverage Your Team 06:31 - Fixing Bad Hires 10:46 - SOPs And Standardization 16:53 - Onboarding And Test Projects 20:49 - Leading Contractors 22:58 - Small Team Middle Ground 28:27 - Ego Fear And Trust 31:44 - Are You Ready To Hire 35:13 - AI Versus Humans Mentioned in this Episode Systems in Session Claude Notion Zapier MailerLite Connect with Lauren Website: laurenglynn.com Threads: threads.net/@laurengconsulting

    Before You Hire a Virtual Assistant: What Every Business Owner Needs to Know with Lauren Glynn

  2. Oct 22

    The Professional Pivot: Building Systems for the Next Version of Your Photography Business with Nicole Hodgson

    What if the business that worked for you a few years ago isn’t the business that fits your life anymore? In this episode, I’m sitting down with my longtime client Nicole Hodgson to talk about what it actually looks like to evolve your business intentionally. Nicole has transitioned from therapist to family photographer to brand photographer—and through every iteration, she’s paid attention to what works for her brain, her family, and the business she wants to build. We get into why Nicole moved from Dubsado to HoneyBook, why getting your systems in place before your business gets busy matters, and what changed when she transitioned from family photography to branding and commercial work. But this conversation became about so much more than systems. Nicole and I talk about the connection between your systems, visual brand, positioning, and the way clients perceive your professionalism. We also dig into visibility, pricing, mindset, and why likes and engagement aren't necessarily the metrics that tell you whether your marketing is working. Nicole also shares how her previous career as a therapist influenced Content Therapy, her program designed to help women understand what’s really getting in the way of showing up as the face of their businesses. Find It Quickly 00:23 - Meeting Clients IRL 03:46 - Switching to HoneyBook 06:24 - DIY to Done With You 09:05 - Family to Brand Pivot 15:11 - Marketing and Positioning Shift 18:49 - Repeat Clients and Systems 25:09 - Brand Photos Meet Systems 27:50 - DIY Stage vs Investing 29:15 - Systems For Future You 30:56 - Build Before You're Busy 32:09 - Marketing That Actually Converts 33:08 - Professionalism Builds Trust 35:14 - Long Game Over Likes 39:54 - Content Therapy Launch Lessons 43:44 - Origin Story Superpower 46:54 - Mindset And Price Raises Mentioned in this Episode Even Part-Time Business Owners Need Systems for Efficiency with Jess Hoffman Rebrand: maddiepeschong.com/rebrand Your Origin Story Is Your Marketing Superpower: Here’s How to Tell It with Megan Yelaney Connect with the Guest Website: nicolehodgsonphotography.com Instagram: instagram.com/nicolehodgson.photography Content Therapy: nicolehodgson.myflodesk.com/contenttherapy

    The Professional Pivot: Building Systems for the Next Version of Your Photography Business with Nicole Hodgson

  3. Oct 15

    Business Bestie Chat Q4 – 2026 with Sabrina Gebhardt

    What happens when you take a little time off from your business and accidentally come back with an entirely new business model? Apparently, if you're me, you build an app, create your own CRM, and completely rethink how you serve your clients. It's time for another quarterly Biz Bestie Chat with Sabrina Gebhardt, and let's just say we had two VERY different experiences in Q3. While I spent my summer experimenting with AI, vibe coding, and building custom tools for my clients, Sabrina was navigating a major life transition as she sent her daughter off to college. That's exactly why I love these conversations. We're both running successful businesses, but what success looks like in any given season can be wildly different. In this episode, we're catching up on everything that happened in Q3 and sharing what we're changing, testing, and prioritizing as we head into Q4. I'm sharing why I've decided to make The Experience Edit the starting point for working with me, how my approach to building client systems has completely shifted, and why I'm learning that sometimes the most productive thing you can do is NOT immediately jump into implementation. Mentioned in this Episode: Systems in Session: coliejames.com/systems-in-session The Experience Edit: coliejames.com/the-experience-edit Root to Rise: sabrinagebhardt.com/mastermind-waitlist First Class Lounge: sabrinagebhardt.com/membership Summer Camp: sabrina-gebhardt.myflodesk.com/summercamp Our Quarterly Business Bestie Chats: Q3 2026: coliejames.com/business-bestie-chat-q3-2026-with-sabrina-gebhardt Q2 2026: coliejames.com/business-bestie-chat-q2-2026-with-sabrina-gebhardt Q1 2026: coliejames.com/business-bestie-chat-q1-2026-with-sabrina-gebhardt Q4 2025: coliejames.com/business-bestie-chat-q4-2025-with-sabrina-gebhardt Q3 2025: sabrinagebhardt.com/podcast/q3-business-besties-chat-with-colie-james Q2 2025: sabrinagebhardt.com/podcast/q2-2025-business-bestie-chat-with-colie-james Q1 2025: sabrinagebhardt.com/podcast/128-q1-2025-business-bestie-chat Q4 2024: sabrinagebhardt.com/podcast/q4-business-bestie-chat-with-colie-james Q3 2024: sabrinagebhardt.com/podcast/q3-business-besties-chat-with-colie-james Q2 2024: sabrinagebhardt.com/podcast/88-q2-business-besties-chat-with-colie-james Q1 2024: sabrinagebhardt.com/podcast/75-quarterly-business-chat-with-colie-james Connect with Sabrina Website: sabrinagebhardt.com Instagram: instagram.com/sabrinagebhardtphotography Podcast: sabrinagebhardt.com/podcast

  4. Oct 13

    The Biggest Revenue Mistake Creatives Make (And How to Fix It)

    Y’all, the biggest revenue mistake in your business probably isn’t your pricing or your marketing. It’s what happens after the project ends. You deliver something beautiful, send the final email, and then... ghost. You feel shy about asking for a review, guilty about asking for a referral, and you assume they’ll come back when they’re ready. Here’s the thing: they won’t always. Not because the work wasn’t great, but because life moves on and you stop being a priority. In this episode, I’m sharing what I found when I loaded all 551 of my past clients into one place and just how much of my cash collected in 2026 has come from repeat clients. I’m also introducing my very first SaaS microtool, Untapped Potential, along with its built-in Retention Radar. It helps you nurture past client relationships one-to-one in about 30 minutes a week. It tells you when it’s time to check in and when it’s time to invite someone to rebook. In this episode: Why ghosting past clients is costing you real revenueWhy checking in with past clients counts as marketing (yes, really)What my own sales data revealed about repeat clientsHow Untapped Potential and the Retention Radar keep you on track without relying on willpower Get early access: Check out Untapped Potential at coliejames.com/potential. The first 25 subscribers get an early adopter perk ✨

  5. Oct 8

    Willpower vs. Strategy: How to Actually Get Your Marketing Done with Tayler Cusick Hollman

    If you know you need to market your business but still find yourself staring blankly when someone asks what you actually did to market it this week, this episode is for you. Tayler Cusick Hollman is back on the podcast for a conversation about something that affects so many small business owners: we keep assuming we need more time, motivation, or willpower to finally become consistent with our marketing. But what if willpower isn’t the problem? Tayler has spent more than a decade supporting small business owners with their marketing, and together we’re breaking down why collecting more marketing ideas isn’t the same thing as having a marketing strategy—and why knowing what to do means very little if you never actually do it. We talk about creating a marketing plan based on your real goals and available time, becoming more biased toward action, and identifying the small steps that can actually move your business forward. We also get into the numbers behind your marketing, including customer acquisition cost, lifetime client value, and why your time absolutely counts as a marketing expense. Plus, I’m sharing why documenting your marketing matters just as much as doing it. If something works but you have no idea what generated the lead or sale, it becomes pretty difficult to repeat that success. Find It Quickly 03:39 - Willpower And Marketing 07:30 - Advice Vs Strategy 10:15 - Goals To Action Steps 15:11 - Bias For Action 17:55 - Make The List 23:36 - Start Small Track Data 26:38 - Marketing Metrics Nerd Out 32:55 - Project Manage Marketing 41:48 - Document And Measure 42:58 - Action Plan And Enji 47:10 - Mind The Gap Freebie Mentioned in this Episode Crafting an Intentional Marketing Plan with Tayler Cusick-Hollman [Marketing with Intention Series] The Best Financial Strategy for a Sustainable Business is Overflow with Emilie Nutley Mind the Gap Freebie: coliejames.com/gap Connect with the Guest Website: enji.co Instagram: instagram.com/enji_co Facebook: facebook.com/enjimarketing

    Willpower vs. Strategy: How to Actually Get Your Marketing Done with Tayler Cusick Hollman

  6. Oct 1

    The System for Finding More Creativity, Joy, and Fun in Your Work with Julie Fried

    What if the thing you create doesn’t have to generate leads, sell an offer, or prove its ROI? What if you’re allowed to make something simply because you freaking love it? That’s exactly what I’m talking about with my friend Julie Fried, host of The System for Everything. And unlike most of the podcast hosts I bring onto Business-First Creatives, Julie isn’t using her show as a funnel into a service or offer. She created it because she wanted a place to talk about everything that fascinates her—from business systems and meal planning to reality TV, adult friendships, parenting, travel, and whatever random rabbit hole catches her attention next. And it turns out? That creative freedom has become one of the most fulfilling things she’s done. Julie and I get into how she curates guests and topics, why she loves even the admin side of podcasting, what she’s changing for season two, and how she’s thinking about monetization without sacrificing what makes the show fun in the first place. Find It Quickly 01:03 - Meet Julie Fried 01:32 - Pre Written Emails 02:23 - Why Julie Podcasts 05:33 - The System For Everything 08:35 - Choosing Guests 13:01 - Bad PR Pitches 14:16 - Admin And Workflow 17:09 - Social Media Choices 21:43 - Season Two Plans 24:24 - Ads And Monetization 24:53 - Producer Ad Read 26:39 - Curated Podcast Ads 28:00 - Choosing Ideal Sponsors 29:39 - Protecting Creative Energy 31:41 - Monetizing Mom Systems 32:32 - One and Done Talk 35:47 - Only Child Systems Ideas 37:27 - Summer Camp Logistics 41:21 - System Shutdown 42:57 - Travel and Couch Life 44:09 - Budgeting Video Mentioned in this Episode Laylee Emadi Creative Educator Conference Gaffin Creative Captivate Flodesk – Get 50% Off Your First Year Systems in Session The Experience Edit Connect with the Guest Website: dallasgirlfriday.com Instagram: instagram.com/thesystemforeverything Podcast: dallasgirlfriday.com/podcast

    The System for Finding More Creativity, Joy, and Fun in Your Work with Julie Fried

  7. Sep 29

    Do You Actually Like the Offer You're Selling? [Let's See]

    Profitable? Great. Sustainable? Love that. But if you hate delivering it, no system in the world is going to make you fall back in love with your business. Last episode I asked you to do a time audit. Today I've got one more ask, and it's one you should do right now, while you're in the middle of serving clients. Because if I ask you in January how you feel about your offer, you're not going to remember. And the answer matters before we build a single system around it. In this episode: Why profitable and sustainable still aren't enoughWhy the numbers can wait for slow season, but this can'tWhy I can't help you build systems you'll love around an offer you don'tWhy some of you need an offer review right now Links mentioned: How to Build Your Systems Using My Order of Operations → https://coliejames.com/building-client-experience-systems/How Long Does One Client Actually Take You? → https://coliejames.com/time-auditThe Experience Edit → https://coliejames.com/experience Want to know if the offer you've built your business around can sustain you long term? Let's look at it together: coliejames.com/experience

    Do You Actually Like the Offer You're Selling? [Let's See]

  8. Sep 28

    You're Sending Emails. Why Isn't Anyone Clicking?

    Jocelyn of Scale Your Resonance wants every one of her Best Seller clients making five figures from email, and yes, that includes me. Bold goal? Absolutely. In this episode, we dig into her new app, Email Studio. She built it for herself first, but you don't need to be a Bestie to use it, because it's open to the public and she's on a mission to get 100 users in the first 100 days. It's how I'm making email part of an always-selling marketing plan, and it can be part of yours too. Because here's my confession: I sometimes email my list multiple times a day, my click rates are in the toilet, and almost none of my sales come from email. Jocelyn, who helped me launch this podcast four years ago, tells me how to fix it. We talk about the missing proof in your emails, why your best emails start out loud, and why "I'll just use Claude" isn't the same thing as a tool built on real expertise. In this episode: Why emails without client proof don't convert, and why the small progress wins count just as much as the big resultsHow a miserable afternoon writing emails in an airport lounge turned into a voice-note-first writing processThe moment a stack of AI skills needed to become an actual appHow to keep AI-assisted emails sounding like you and not like a press releaseWhy real users and real feedback are what separate a tool that works from a tool that just existsWhat you get from a tool built on someone's frameworks that you won't get from plain Claude or ChatGPT Links mentioned: Email Studio (my affiliate link) → https://coliejames.com/jocelynMy episode with Kara on why everyone's an AI expert now → https://coliejames.com/everyones-an-ai-expert-ft-kara-duncan/My episode with Annemie Tonken on AI and IP → https://coliejames.com/beyond-diy-chatgpt-the-human-first-ai-blogging-tool-for-intentional-creatives/ For a limited time, grab Email Studio for $199 for six months (normally $299) → https://coliejames.com/jocelyn Curious how I actually use this thing, or where I've written emails lately (volleyball bleachers included)? DM me on Threads: @coliejames

    You're Sending Emails. Why Isn't Anyone Clicking?
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5
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45 Ratings

About

Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down. This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7. If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck. This podcast provides answers to questions like: How do I automate my client journey without losing the personal touch? What CRM workflows do photographers and creative businesses need? How can I use Dubsado or Honeybook to streamline my client experience? What systems do photographers need to save time and deliver exceptional client experiences? How do I reduce admin time in my creative service business? Why do my workflows keep letting me down (and how do I fix them)? How can I build a profitable creative business that brings me joy and a paycheck? What's the best way to communicate with clients throughout their journey? How do I create systems that work even when I'm not babysitting them? How can I map my client journey to convert more inquiries into bookings? Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft. If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place. Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session

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