How to build a streamlined, kick-butt project workflow you and your clients will love

You locked in a client. You go, girl!

They accepted your proposal and paid you for a test project. You think, “Perfect! The hard part is over. Now all I have to do is write! Right?”

Well, yes, that’s the big picture!

But there are a few steps in the copywriting process to help deliver the best work possible in the best way.

As a coach for copywriters, it’s my job to help you reach your goals and create your dream business. One of the things we work on is nailing down your back-end processes so it’s repeatable, sustainable, and makes you and your client feel good.

In this blog, I break down every little step from the moment your client signs your contract all the way to project offboarding. You’re gonna wanna bookmark this!

Here’s What Needs to Happen in the Copywriting Process

Spoiler alert: Doing a copywriting project is more than just writing the thing, sending it off to your client, and hoping for the best. Having a consistent and thorough process helps you build a workflow that makes you feel confident and look professional AF to your clients.

You’re not just wow-ing them with the words you put on the page. You’re delivering a well-rounded experience that will have them coming back for more.

Let’s dive in.

Step 1: Onboarding

This step is the *perfect* opportunity to set the expectations for what comes next. Onboarding your client means giving them all the information they need for a successful collaboration.

Things like:

• Timeline for the project, including your strategy call, copy delivery, and feedback.

• Communication preferences - email, Slack, Voxer, etc.

• When they should expect to hear from you so they don’t think you ghosted them.

• Strategy questionnaire delivery with an estimate on how long it will take them.

Most importantly, set the expectation that truly effective copywriting takes time. I always say you should be delivering “quality copy that’s gonna serve you for years to come.” That doesn’t happen overnight.

Think of it this way…

With fast food, I expect something made in two seconds, but my expectations of quality are going to be a lot lower. But a Thanksgiving dinner with days of prep is going to be sooo much more delicious. And worth it.

Step 2: Strategy

This is where you do your “strategy call.” Or your branding call. Or your project session call. Whatever you call it, you get together with your client to get all the juicy details about their:

• Brand

• Funnel

• Competitors

• Ideal audience

• Product or service

And touch on everything else included in your strategy questionnaire. This is also where you can get access to their email service provider, analytics, their course – anything you need access to. (This might feel like a lot, but over time, you’ll become more familiar with what information you need from your clients to give them top notch deliverables.)

This is the step where you dig deep into their business and collect all the information you need to actually write the thing.

Step 3: Research

In this step, you explore their industry, competitors, and their audience’s pain points and desires. For website and blog projects, you conduct SEO keyword research if they haven’t done that already.

You can scour Reddit, forums, social media, Amazon reviews – anywhere and everywhere to find the golden nuggets you need to write your copy.

When you put it all together, you’ll have all the information you need to start writing.

Step 4: Get To Writing

Take off your heels and mentally get in the zone. It’s time to let the words flow.

It’s so easy to get things stuck in your brain when you start thinking:

• Oh! I gotta make it skimmer-friendly

• Is that a smooth transition?

• How many keywords should I put in this blog ?

• Did I use that emotional technique properly ?

What works best for me and most of my clients is to just get started. Get it all out on paper and clean it up later. When you just start typing, it’s easier to get into the flow.

Sometimes, your mind gets in the way and you don’t know where to start or what to write. When this happens, it’s just a matter of taking a step back and thinking, “How can I explain this to someone who knows nothing about it?”

Start from there, and go! Type stuff out as if you’re talking to a real person. It’s okay if it feels a bit messy – you can zhuzh it up afterward.

Step 5: Editing

This is where a lot of copywriters get tripped up because they don’t build in enough time to edit a piece.

Whether you do it yourself or you get your work professionally edited, make sure you add time before your deadline for the editing phase. Set that expectation in the onboarding step by letting them know that their piece might take extra time to be prim, perfect, and publish-ready.

When you work with an editor, it’s a collaborative process. Don’t be afraid to talk to them about expected turnaround times so you can have it ready with enough time for them to do their thang before your deadline.

When you have a reliable and experienced editor and team behind you, be sure to build in plenty of time in your process to go through all the steps.

Step 6: Submit + Receive Feedback

The biggest thing here is: don’t stress! Yes, it can be scary to hand off copy to your client. You get the sweats and feel SO uncomfortable you can’t even concentrate on your latest Netflix binge.

But this is the perfect opportunity to settle in and focus on your business.

When you deliver your copy, make sure your client knows what to expect. Most clients don’t know how to give feedback, so be sure you outline it for them. Tell them what they need to keep in mind as they read through it.

Ask for feedback directly on these points:

• Does it resonate with who you are and what you think ?

• Does it resonate with your brand ?

• Is your tone on point?

• Is there anything I got completely wrong ?

Tell them how to deliver the feedback:

• Do they edit the piece directly ?

• Do they add adits in comments only ?

• Do you want them to list it out via email ?

• How do YOU want them to give feedback? In the doc? Via email? Or on a call?

Resist the urge to respond to their questions and edits as they’re going through it. Let them know to email you when they’re completely done. (That means telling them to make sure ANY and all edits they want come in at the same time!) This way, it’s all in one go and there isn’t too much back and forth taking up your time and energy – and theirs as well.

Step 7: Offboarding or transition into another service or retainer

When everything is said and done, now is the time to decide if you want to make them a regular client or move on to the next thing. But before you do, this is a great time to check in and ask them how they felt about the project. This helps you nail down what needs fine-tuning and what you did well, so you can learn what’s working about your process, and what isn’t.

Next, let them know to keep you in mind if they ever need extra support, or show them how you can support them moving forward.

If they want to go on a retainer with you, awesome! Send another contract outlining those details. If they aren’t sure, send a check-in email a couple of times and then let them go.

Either way, it’s time for you to work on your next project.

Bonus Tips for a Seamless Copywriting Process

• Set expectations at every stage of your process. Overcommunicate if you have to - but as few times as possible. No one like to be inundated with emails or guess about how things are going to go, so make sure everything is clear any time you talk to your client.

• Map out the project from start to finish. Then, use this as your project template for similar projects. Think about all the things you need to do to start the project, move it along, and finish it. Write out all the steps so you can keep track of every project and where you are in the process.

• Prep all the little steps ahead of time. Make drafts or templates for your proposals, contracts, and invoices. AND for all of your emails: follow-up emails, contract delivery emails, copy delivery emails -all of that stuff.

Over time, it’s all gonna get easier. But if you’re intentional about it upfront, it’s only going to help you grow and streamline your processes along the way.

Simplify Your Copywriting Process

This guide is a good starting point to help you map out your process from start to finish. Create templates and workflow maps to keep coming back to. Having that big-picture view will guide you through every project.

Remember, your copywriting process doesn't have to be complicated – and they’re not set in stone. You will adjust and refine as you go along. The most important thing is to just dive into it so you learn what works best for YOU along the way.

I’ve helped tons of copywriters build out their own processes – and so much more – to make this thing called “freelance copywriting” work. So, if you’re still feeling a little overwhelmed or have no idea where to start, reach out to me here.

I’ve got your back!