How to run a diary for your Reiki business when you have no budget

2 minutes reading time

Grow your Reiki business using these free tools*

  1. Client records
    1. Bookings
    2. Client sessions
    3. GDPR
  2. Diary you’re here!
    1. You don’t have to give up your paper diary
    2. New appointments
    3. Reschedules
    4. Cancellations
    5. Availability
  3. Brand
    1. Social media
    2. Website
  4. Bookings
    1. Payments
    2. Financial log
    3. Receipts
    4. Reminders
  5. Startup checklist
    1. Inspiration from experienced Reiki business owners

*A Keia plan from 33p-a-day would also take care of all this, including a dedicated Customer Support Manager for all the questions that haven’t been asked yet.


Contents

Diary on zero budget has five sections:

  1. You don’t have to give up your paper diary
  2. New appointments
  3. Reschedules
  4. Cancellations
  5. Updating your availability

1. You don’t have to give up your paper diary

If you’re used to a paper diary, it probably feels to you like an old friend. There’s a presence and warmth that’s conspicuous by their absence from the digital diary on your phone.

As a music geek, I’d say it’s similar to the feeling evoked by holding a vinyl album, the emotional connection with its cover artwork, its reassuring heft in your hands.

Compare that to the coldness of a streaming playlist or folder of MP3’s – just words on a screen. No contest.

However, digital music has a ton of advantages, not least the ability to download from anywhere in the world, pandemic or no pandemic. It’s easy to share, easy to make unlimited perfect copies, and I can access my entire library – a small room’s worth of records and CD’s – from a device that fits in my jacket pocket.

Similarly, the advantages of a digital diary make it a quasi indispensable tool for running any business, especially one that services clients.

Conveniently and very thankfully, a free digital diary / calendar is standard with most phones, tablets and computers.

Advantages of a digital diary for your Reiki business

  • Create links from diary entries to client records. On the day of an appointment, you can easily retrieve all of the information you have on a specific client, even on the move.
  • Copy and paste details into emails (or the other way round).
  • Reminders.
  • Searchable.
  • Easy to set up recurring events.
  • If you lose your phone or tablet, all your diary can be retrieved from online servers (this may require you to activate backups in the settings).
  • If someone sends you an appointment, one click will add it to your diary and set up a reminder. Similarly you can send appointments to your clients that they can add to their digital diary with one click.

When you are just starting out, or if your business does not have many clients, then you can manage entirely with a paper diary.

However, now whilst it’s quiet, is the ideal time to experiment with a digital diary for scheduling appointments.

Your paper diary could still serve for journal entries or as a dream log.

When your business gets busy, the time saved by using a digital diary will be invaluable in maintaining work-life balance – it’s that powerful a tool.

Where do you begin?

The simplest option is to use whatever diary or calendar app is on your device.

  • If it’s Google Calendar, or anything powered by Android, then marvellous! At least you know it will play nice with Docs, Sheets and any other Google based tools recommended by us.
  • Microsoft Outlook, Apple Calendar (i-cal), Samsung Calendar (S-Planner) etc, will all do the job just fine.

2. New appointments

  1. Create a diary entry.
  2. If it’s possible to have links in your diary, add one to the relevant client record.
  3. Update the financial log (see the Bookings SOP) with details of any payment received
    • You should also update the financial log if you have ‘deferred’ payment i.e. the client will pay you later.
  4. Send confirmation email to client with receipt
  5. Diarise reminders to send the client

Steps 4 and 5 overlap with the Bookings SOP in Client Records

3. Reschedules

  1. It’s helpful to have a visible trail of events wherever possible, so don’t delete the original diary entry, but mark it as rescheduled (and the time of the new appointment).
  2. If you have given a refund, update the financial log.

4. Cancellations

  1. Don’t delete the diary entry, but mark it as cancelled.
  2. If you have given a refund, update the financial log.

5. Availability

  1. If you have posted your availability for bookings on social media or your website, make a checklist so that each and every one is updated every time there is a change – even the afternoon for your dental appointment.
    • Few things rile potential clients so much as making a booking only to have it cancelled because you weren’t actually available.

Next section: Social media

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