WTF is a workflow?!?

If you’ve ever heard someone say “you need a workflow” and immediately felt your brain shut down… same.

For a long time, “workflow” sounded like one of those corporate buzzwords people throw around without actually explaining. And yet? Workflows are one of the simplest, most powerful systems you can put inside your business, especially if you’re a service provider who wants consistency, boundaries, and time back.

Let’s break this down without tech overwhelm, or jargon that sounds like something your old boss would yell across a cubicle:

“Did you update the workflow???”

“Make sure the workflow is aligned with the Q4 initiatives!”

Yeah. No.

What Is a Workflow (In Plain English)?

A workflow is just:

👉 A repeatable set of steps that happen in the same order — every time — without you manually doing them.

That’s it.

We can close the laptop and go home.

But since we’re here…

A workflow is a system. It’s a way to take the things you do over and over — like welcoming new subscribers, sending a freebie, onboarding a new client, or following up — and put them on autopilot.

Instead of:

• remembering

• chasing

• re-writing

• copy/pasting

• or hoping you don’t forget...

  
  

…you build a workflow once, and it does the remembering for you.

Why Workflows Actually Matter for Service Providers

Most service providers are juggling 47 things at once: client work, marketing, content, emails, invoicing, plus everything happening at home.

A workflow:

✨ Cuts decisions ✨ Prevents mistakes ✨ Keeps your client experience consistent ✨ Makes you look more professional ✨ Saves HOURS ✨ Reduces mental load

Good workflows = fewer “oh shit, I forgot…” moments and a business that feels like it finally has structure.

The Core Components of a Workflow

You can build a workflow inside most email platforms, CRMs, and project management tools. The terms vary, but the anatomy is basically the same:

1. The Trigger (What Starts the Workflow)

This is the event that kicks things off.

Examples:

• Someone fills out your form

• Someone joins a segment/list

• A client signs a contract

• A payment goes through

• The trigger pulls them into the workflow automatically.

  
  

2. The Steps (What Happens Next)

Steps can include:

• Sending emails

• Assigning a task

• Delivering a file

• Adding/removing tags

• Moving someone to a new stage

• Sending a reminder

• Requesting feedback

• Updating their status

These are the actions the workflow performs.

3. Time Delays (Spacing It Out)

This is what keeps things human.

You can tell your workflow to pause:

• 10 minutes

• 1 day

• 3 days

• 2 weeks

Delays help you drip out information instead of dumping everything at once.

4. Conditions (If/Then Logic)

Optional but powerful.

Conditions split the workflow based on behavior:

• If they clicked the link → send X

• If they didn’t → send Y

• If they purchased → exit workflow

• If they opened the email → add to next sequence

  
  

This is how you personalize without doing it manually.

5. The Exit (The End Point)

Where the workflow stops.

After this step, your subscriber or client is “done” and won’t get anything else from this specific workflow.

Use Cases: Workflows You NEED as a Service Provider

Here are the 5 workflows I believe every service provider should have — at minimum:

1. Lead Magnet / Freebie Delivery Workflow

So you’re not manually sending PDFs or links (ever again).

2. Welcome Sequence for New Subscribers

Introduces who you are, what you do, and how you help.

3. Client Onboarding Workflow

Sends the contract, invoice, welcome packet, next steps, and a check-in timeline.

4. Client Offboarding Workflow

Wraps up their service, gathers testimonials, sends referral info, and finishes clean.

5. Re-engagement or Nurture Workflow

Keeps leads warm or re-activates subscribers who went quiet.

How to Create a Workflow (Step-by-Step, No Matter What Tool You Use)

Step 1: Map It Before You Build It

Don’t jump into the platform yet.

Write down:

• What needs to happen

• In what order

• What needs to be sent

• Any attachments, links, or reminders

You’re basically outlining the “script” your workflow will follow.

Step 2: Identify the Trigger

Pick the event that starts the workflow.

Example: “When someone downloads my freebie.”

Step 3: Build the Steps One at a Time

Add your emails, reminders, tasks, or status changes in order.

Don’t overthink it — just follow your outline.

Step 4: Add Delays Where Needed

Ask yourself:

“Is this too much at once?”

Space it out.

Step 5: Test the Workflow

ALWAYS test.

Enter your own email, use a dummy form, preview each step.

Step 6: Turn It On

Publish → walk away → let the workflow do its job.

What to Include in a Basic Welcome or Nurture Workflow

Here’s the content structure I recommend for a simple, 3–5 email workflow:

Email #1 — Deliver + Welcome

• Give them what they signed up for

• Thank them for being here

• Set expectations (how often you'll email them)

Email #2 — Introduce Yourself

• Who you help

• What you do

• Why it matters

• Your approach, philosophy, or values

Email #3 — Add Value

Give a tip, quick win, or piece of advice related to the problem they have.

Email #4 — Show Your Expertise

• Case study

• Behind-the-scenes

• Story about a transformation

• A before/after

• A mistake they’re making and how to fix it

Email #5 — Invite Them to the Next Step

A soft call to action like:

• Book a discovery call

• Check out your service

• Hit reply and tell you what they’re working on

  
  

You’re not being pushy — you’re giving them a path.

The One (and Only) Tool I Use for My Workflows

There are a million platforms you can use for workflows — ConvertKit, ActiveCampaign, MailerLite, Kajabi, Dubsado, ClickUp…the list goes on.

I personally use Flodesk for myself and for most of my clients because it’s:

• beginner-friendly

• insanely visual

• not overwhelming

• easy to map

• easy to update

• aesthetically beautiful

• great for service providers who want simple, clean automation

Notes on pricing:

Flodesk’s unlimited plan is ending for new users at the end of November.

Right now you can lock in $19/month for your first year with my link.

After November, pricing shifts based on subscribers and sends — still fair, but not as juicy.

Try it, cancel anytime.

Again — I’m mentioning this once, not to push it, but because it’s a legit time-sensitive heads up for anyone who’s been on the fence.

If This Still Feels Like a Lot… I Got You

Some people love building workflows.

Some people see the word “workflow” and immediately want to throw their laptop out a window.

If you fall into the second camp?

I can help.

I build workflows for service providers all day long — welcome sequences, onboarding systems, client funnels, nurture flows, you name it.

If you want it done right (and done fast), just reach out and say:

“Can you set this up for me?”

The answer is always yes.