Lesson 6: From Task To Process
To increase the impact of your vegan business a crucial step is establishing consistent processes. This means committing to putting the hard work in to create and implement these processes, ultimately reducing your workload in the future.
I understand that you likely already feel that there isn’t enough time in the day, and investing in an additional effort to turn a task into a repeatable process may seem impossible. But consider this: it's that feeling of hopelessness that you will ever get it all done that will keep you from putting processes in place that can help you get it all done! But if you can’t get started, unfortunately it becomes easier and easier to believe that things will never get better -- or even worse, that your current situation is the best it can be.
For today's lesson I invite you to brainstorm a list of tasks that you do repeatedly in your business. These can be tasks that you do on a daily basis, a weekly basis, or around a specific recurring event. Write these tasks down because I want you to have them in mind as you move forward in this course. Everyone’s list may look different, but in today’s lesson I’m going to talk about a process that it will be extremely helpful for each one of youto have in place as you move forward in rolling out digital classes.
One of the most critical processes to put in place is how you treat students from the moment they sign up for a class. Ultimately it is important for you to have some personal interaction with your students. However, it also makes sense for there to be some standard communications that everyone receives. Why does this make sense, you might think? One really good reason is that it ensures that you are in touch with students in a timely manner post sign-up, and that nothing is missed because you were busy with other tasks.
I'm sure you're sending emails to your students with the critical information they need to take advantage of your classes, but in this lesson I’m going to walk you through a best practice for communication and support.
Your basic student communications should be one of those processes that are in place so it happens without fail. It shouldn't require any manual intervention, nor should you be writing these emails a few hours before they need to go out. In an effort to get ahead and help you put your first standardized process in place, I have outlined all the emails you should be sending your students.
The Standard Email Communication Process
Confirmation Email: This is not a receipt, it is an email that summarizes all critical details that someone needs to be able to participate in your class. It includes information like date, class name, time and Zoom link. In addition to the details it's really designed to set the tone of your relationship with your students. As new students join your classes, or you launch new class topics, this email serves as an opportunity for you to welcome them with open arms. This email should include a little bit of information about your teaching style and what they should expect from your class.
Less Than 1 Week: This email is designed to keep your students engaged, especially if you offered early registration. You don't want people who decided to commit/sign up early to feel like no one's talking to them until the final days before the class. This email is a good opportunity to give students a behind-the-scenes peek at you preparing for the class. It’s a great idea to include a photo of what the setup looks like for your class, as they would see if they were standing in your kitchen, living room or studio.
See You At Class Tomorrow: This is my favorite email to send because it's a much more personal email. This email is all about building excitement and anticipation. Use this email to put the focus on your students so they know how you feel about them showing up and being in your class. It's a big deal when people take time out of their day to learn from you and you want to make sure they know you appreciate it.
Starts In 30 Minutes: Because people may be joining you from different time zones sometimes there's confusion about what time they should be showing up. For that reason it’s a good idea to always include the time zone when describing your classes (e.g. 5pm PT), but another good practice is sending a final email within 15-30 minutes before your class starts to ensure that people don't make that last-minute mistake and miss the class.
Post Class Email: This is an email that is sent after your class with any materials discussed during the class. It might include a replay link, copies of your slides or any class materials like workout notes, recipes or a training manual.
Ad Hoc Personal Follow up: At least 3 days before a class it’s good practice to check the results of your student email campaigns to make sure everyone has been opening your emails. Standardized emails should be automated via your email marketing tool. If you notice there's a student who hasn't opened any of the emails you have sent, consider sending them an email that originates from your personal mailbox in case there’s a technical issue that’s preventing your emails from reaching them. Only do this for unengaged students though; for anyone who is emailing you back, simply respond to their emails to add that personal touch.
Before you move on to Lesson 7, watch the video below and complete the following items:
- Outline at least 3 repeatable tasks for your business that you could transition to a process
- Determine which emails (from the examples above) that you could add to -improve your student communication process
- Write, rewrite, or update the existing emails that make up your student communication process
Note: I’ll show you how to automate this process in your email marketing tool a different lesson.
Class Email Campaign Templates.pdf