Delivering client galleries on tight holiday deadlines: Best practices for photographers.
November 7th, 2024
Photo credit: Czarina Photography & Cinematography
The holiday season is upon us (wasn’t it summer like two weeks ago?!), and for us photographers, it’s one of the busiest times of the year. Between holiday mini-sessions, family portraits, and photographing holiday events, there’s no shortage of work—and certainly no shortage of tight deadlines. And with clients refreshing their email inboxes, eagerly awaiting their photos for holiday cards and gifts, delivering galleries on time is more important than ever.
But with so much on your plate, keeping up with all those galleries and looming deadlines can feel completely overwhelming. Tight cutoffs and demanding clients are inevitable and very much part of the holiday hustle, but with the right workflow and tools, you will be armed with all you need to survive this extra busy time of year. Here, we’re going to dive into some best practices and tips for delivering client galleries on time, keeping your stress levels in check, and ensuring your happy, satisfied clients will keep coming back year after year.
Use Zenfolio to automate your workflow.
During very busy times like this, every second counts. And simplifying your workflow really comes down to automating as many tasks as possible. Zenfolio’s comprehensive platform is designed with photographers just like you in mind, offering intuitive tools and features for creating galleries, client proofing, sharing, and delivery.
Holiday hot tip: Two words. Gallery presets. This convenient little feature allows you to preselect gallery settings, then save and name them so they can be applied automatically to newly created galleries. With no need to start from scratch for each new gallery—you can deliver images to your clients faster than ever.
Batch processing & uploading.
With so many sessions, it doesn’t take long for the editing queue to stack up and become a major bottleneck in your workflow. One thing that can help speed things along is to edit in batches instead of going image by image. Not only can this improve the consistency in your work, but it also helps you move through sessions more efficiently. Once you’ve edited a few sessions, you can upload those images to your Zenfolio account all at once!
This is especially effective for all those mini session events, after you organize your edited client galleries into folders on your computer (and hard drive) for backup. Bulk upload the folders from your computer with a simple drag-and-drop motion, and then go grab a cup of hot cocoa. By the time you get back, all of those images will be in your account and ready to send off to your clients.
Holiday hot tip: Prioritize editing for clients with the closest deadlines to stay on track.
Set clear client expectations early in your communications.
Setting expectations with clients upfront is key to keeping your sanity during this holiday rush. Often, clients don’t realize how much time and work goes into editing, proofing, and delivering their final images. By communicating clear information about when they can expect their gallery and any deadlines for ordering prints or gifts, you can create a more laid-back, seamless experience and prevent any not-so-fun, last-minute surprises.
Holiday hot tip: A single email or reminder is not enough. The holidays are a crazy time for everyone, and any initial communication might get lost in the sea of other emails. Schedule multiple updates as deadlines approach so that your clients will feel well-informed. This includes updates on gallery readiness, any proofing deadlines, and holiday order cutoffs.
Offer rush services for last-minute orders.
Even with great communication, careful planning, and the best possible intentions, there will always be clients who place last-minute orders in a holiday panic. For those customers who might have waited until the eleventh hour to pick their favorite photos (and of course they want retouching!), consider offering a self-fulfilled rush editing product for a limited time in your online store–for an added fee. Self-fulfilled products and services are ideal for adding this type of personalized service.
Zenfolio’s integrated labs also offer expedited shipping options! This way, clients who need photos or products quickly can choose that option during checkout and check the shipping calculator, without needing to contact you at all.
Holiday hot tip: Highlight rush services and shipping in your galleries and emails so clients know that expedited services are available. This kind of clarity can reduce stress for both you and your clients, especially when those last-minute requests flow in.
Simplify proofing with Zenfolio.
The image-proofing stage can be extremely time-consuming with all the back-and-forth communication, particularly when working with demanding or particular clients. But with Zenfolio, proofing has never been easier. Clients can choose their favorites, request retouching with the commenting feature, or even place orders directly from their gallery. This streamlined proofing process minimizes the back-and-forth and provides a clear, organized channel for communication.
Holiday hot tip: Set up gallery expiration dates to help you and your clients stay on track and make decisions. That way, you’re not left waiting for last-minute selections and can proceed with retouching or final edits sooner.
Use a reliable lab for product fulfillment.
Having a reliable printing lab on your side can make all the difference during the hustle and bustle of the holidays. Zenfolio partners with industry-leading professional labs that take care of everything from processing, printing, packaging, and shipping. This partnership means your clients get top-notch products—and you get to skip those dreaded post office lines. Win-win!
Holiday hot tip: Promote holiday ordering deadlines prominently in your galleries and any email communications–and don’t forget to allow an extra day or two of wiggle room if you use order approval. Letting clients know when their “last chance” to order holiday products in time for the holiday they observe reduces the stress that comes along with that last-minute order crunch and improves the chances of timely delivery.
Take advantage of Zenfolio’s mobile experience.
During the holiday season, you’re likely on the go with lots of sessions, meeting up with clients, and trying to juggle your everyday life. Zenfolio’s mobile experience provides the flexibility you need to manage your galleries and get in touch with clients directly from your phone. You can even upload images, approve new orders, or check the status of orders without needing to sit down at your computer.
You can also enable push notifications so that you will be alerted to new bookings, orders, and new comments. This flexibility keeps you connected and attentive to your customers, giving them an awesome client experience that will keep them coming back for more.
Holiday hot tip: Use push notifications to stay updated on client comments, new orders, and new bookings. This way, you won’t miss a beat, even during the busy holiday rush.
Zenfolio’s holiday checklist keeps you on the nice list.
With so many moving parts, staying organized is key to delivering those galleries on time. Zenfolio’s holiday checklist is like your personal assistant, helping you stay on top of everything from selling to client communications. Prevent festive time faux pas and make sure each client gets the attention they deserve.
One place for everything from proofing to selling.
Share and sell your photos directly from mobile-friendly, interactive online galleries designed to impress your clients.
The holiday season doesn’t have to be filled with chaos and disorder. With Zenfolio by your side, you can streamline your workflow, keep your customers happy, and enjoy a lot less stress and anxiety. Automating tasks, providing crystal clear client communication, and simplified proofing are all game-changers when down to managing those tight deadlines. Plus, features like Zenfolio’s mobile experience and integrated lab partnerships mean that even the last-minute details seem a little more manageable.
By following these tips and tricks, you’re not only setting yourself up for success this holiday, but you’re also building a reputation for reliability, professionalism, and excellence that clients will remember long after the holidays are gone. Happy photographing and cheers to a prosperous festive season.
