The Systems and Workflow Magic Podcast

Hosted by Dolly DeLong

Business Marketing Education

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231

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Oct 2026

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About the show

The Systems & Workflow Magic Podcast is hosted by Dolly DeLong, a Nashville-based family photographer and systems-driven marketing educator for family photographers. Are you a family photographer who wants to stay consistent with marketing, simplify your backend systems, and run your business with more structure and peace? This is the podcast for you. The show shares: Marketing systems for Instagram, email, and beyond — built for real family photographers with limited time and full seasons of life Backend business operations, workflows, SOPs, and repeatable routines that bring order and intention to how you run your business Conversations with trusted experts covering systems, SEO, email strategy, automation, and backend operations — so you are not figuring everything out on your own Behind-the-scenes insights from Dolly's own business and personal life, including faith, family, and a business intentionally designed around the life she loves The goal is to help family photographers think like their own CMO — building a sustainable, consistent marketing cadence that keeps them visible and booked ahead, without chasing trends, scrambling at the last minute, or burning out. This is not a trends or hacks podcast. It is about clarity, consistency, and the kind of "business magic" that comes from structure, not shortcuts. If you are a family photographer ready to move from scattered to structured, hit subscribe. 🎧 New episodes drop weekly. Connect with Dolly on Instagram @dollydelongeducation for even more marketing systems and backend workflow education for family photographers. Hosted on Acast. See acast.com/privacy for more information.

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October 26, 202630 min

Family Photographers, Are You Marketing for the Wrong Month?

Do your inquiries go silent every January, every summer, or the week after your busy season wraps? Before you blame your photos, your pricing, or the algorithm, check one thing: which month is your marketing talking to? For most family photographers, it is the wrong one, because the families booking you this week made their decision weeks ago. I'm going to share 3 different types of marketing calendars you should infuse into your plans weekly (it sounds intense just writing that sentence, but believe me, once you listen in, you'll see the power of these 3 marketing calendars come together!). ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/marketing-calendar-for-family-photographers/ ▸ The Family Photographer’s Marketing Society: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society ▸ Grab the FREE Family Photographers Marketing Trends Report: https://systemsandworkflowmagic.com/family-photography-marketing-trends ▸ Watch the full video on YouTube: https://www.youtube.com/@dollydelong Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love marketing calendar for family photographers, family photography marketing plan, when to market mini sessions, holiday mini session marketing, Santa mini sessions marketing, booking window for photographers, content calendar for photographers, what to post as a family photographer, slow season photography marketing, marketing ahead of maternity leave, SEO for family photographers, blogging for photographers SEO, AI search for photographers, email marketing for family photographers, organic marketing for photographers, marketing cadence for photographers, Family Photographer’s Marketing Society, weekly marketing plan for photographers Hosted on Acast. See acast.com/privacy for more information.

October 19, 202630 min

The Pre-Session Routine That Saves My Busy Season

Picture it: it’s Wednesday night of a packed October week, minis are on Saturday, and you can’t remember if you texted those families. Then Saturday rolls around, and your camera battery is sitting at 12%. Crap...you forgot to charge your batteries because your mind is frazzled! This episode is for that scenario, and for the overwhelm behind it. I’m walking you through the exact pre-session routine I follow before every single family session, mini or full, so your busy season feels calm instead of chaotic. You can watch it on YouTube or listen right here on the podcast. Grab the printable checklist too, so you never have to rely on your memory again! You should have an SOP! Why am I talking about this now? After many busy seasons, I’ve learned your client experience is only as good as your busiest week. When you’re slammed in September, October, and November, it’s easy to send one family a detailed reminder and forget to text the next one. Those families don’t know you’re tired. They only know what they received. ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/pre-session-checklist-family-photographers/ ▸ Grab the FREE Pre-Session Checklist (printable PDF): https://systemsandworkflowmagic.com/pre-session-checklist-for-family-photographers Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love pre-session checklist for family photographers, family photography client experience, session prep routine for photographers, mini session prep checklist, family photographer busy season tips, Dubsado reminder email for photographers, client reminder text for photo session, photography workflow SOP, how to prepare for a family photo session, backup camera for photographers, camera gear checklist for sessions, solo family photographer systems, photography client communication, CRM automation for photographers, behind the scenes B-roll for photographers, family photographer fall mini sessions, kids snacks for photo sessions, Nashville family photographer, photography business systems, consistent client experience Hosted on Acast. See acast.com/privacy for more information.

October 12, 202638 min

What to Outsource First as a Family Photographer (Featuring OWL: Outsourcing With Love)

Nobody will care about your business as much as you do. True. But that doesn't mean nobody will care at all. This week I'm sitting down with Hannah Allen, owner of Outsourcing with Love, to talk about how family photographers can start handing off parts of their business without living out one of those horror stories we've all heard. What you'll hear in this episode Why the middle of busy season is the smartest time to start planning your outsourcing, even though it feels backward Hannah's "start with what you dread" rule for picking your first handoff The first thing I outsourced while pregnant with Jack, and what four years with my bookkeeper has meant for my business And so much more! ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/outsourcing-for-family-photographers/ ▸ The Family Photographer's Marketing Society, my monthly membership where I hand you a marketing plan every Thursday: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society ▸ Outsourcing with Love directory: https://outsourcingwithlove.com/ Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love outsourcing for family photographers, what to outsource first photography business, how to hire a virtual assistant for photographers, Outsourcing with Love, Hannah Allen outsourcing, outsourcing photo editing, outsourcing bookkeeping for photographers, outsourcing blog posts photographers, how to train a virtual assistant, writing SOPs for photographers, Loom videos for SOPs, Buy Back Your Time Dan Martell, how much to pay a virtual assistant, solo photographer hiring help, contractors for small business, AI vs human outsourcing, Q4 planning for family photographers, backend systems for photographers, Outsource Assist app, photography business operations Hosted on Acast. See acast.com/privacy for more information.

October 5, 202616 min

No Digital Product? Grow Your Email List Anyway (3 Ideas For Family Photographers)

You don't sell courses. You don't sell PDFs. You sell sessions, and every email list tip online seems to assume you have a shop tab full of digital products. In this episode, I'm spilling the tea on three ways family photographers can grow an email list when all you have to sell are sessions (like THAT is the only thing you do!!!) I'm talking about this because I see it all the time. Photographers who want a stronger email list keep getting advice built for online educators, myself included. If sessions are your one and only product, these three local collaboration ideas put you in front of the families you want to photograph, and none of them require you to start a podcast or YouTube channel. Grab a notebook, because your action step has a deadline of the end of this week. What you'll learn in this episode The local vendor giveaway setup that hands you a segmented list of moms during the exact season they're thinking about photos Which local businesses make the best giveaway partners (hint: none of them hold a camera) The giveaway mistake I made years ago that had a family coming back to cash in a session two years later AND SO MUCH MORE!!!! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/grow-email-list-family-photographer/ ▸ The Family Photographer's Marketing Society, my monthly membership where I hand you a marketing plan every Thursday: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love grow email list family photographer, how to grow email list without digital product, email list building for photographers, email marketing for family photographers, local vendor giveaway photography, photography giveaway terms and conditions, guest blog swap for photographers, local collaborations for photographers, how to get on local podcasts, pitching local news as a photographer, lead magnet ideas for photographers, Flodesk for photographers, holiday giveaway marketing for photographers, marketing for service based photographers, family photography marketing ideas, grow email list service business, photographer collaboration marketing, The Legal Paige contracts for photographers Hosted on Acast. See acast.com/privacy for more information.

September 28, 202627 min

Why Your January Is Empty (And How to Fix It) (PART 3)

Your December roster (aka your clients) were decided back in September (because of marketing). That means right now, in September, you're deciding what February looks like. If your marketing falls apart every October and January shows up with an empty calendar, you don't have a time problem or a discipline problem. You have a decision problem, and that's much easier to fix. I promise This is Part 3 of my September marketing series for family photographers, and it is the one that holds the other two up. In Part 1 we covered the three layers of a marketing system. In Part 2, we covered the 4C Framework and what goes inside those layers. Today I am walking you through the marketing rhythm that keeps both of them alive during your busiest, messiest, most over-committed season of the year. I am also spilling the tea on what this looks like in my own business right now!!!! What you'll hear in this episode Why marketing is the first thing to fall off your list in busy season (and why it has nothing to do with how hard you work) The reason 70 of your 90 marketing minutes disappear before you write a single caption How to pick your weekly marketing day, and why the day you choose does not matter one bit The three separate jobs hiding inside the word "marketing," and why doing them at 9:47 pm on a Sunday makes your brain stall out What I do in 20- and 30-minute pockets now that batching a full month is off the table for me AND SO MUCH MORE! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/family-photography-marketing-plan/ ▸ The Family Photographer's Marketing Society, my monthly membership where I hand you a marketing plan every Thursday: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love marketing plan for family photographers, weekly marketing rhythm for photographers, busy season marketing photographers, why my january is empty photography, slow season marketing for photographers, batching content for photographers, marketing cadence for solo photographers, how to market a photography business consistently, family photography business marketing tips, 4c framework for photographers, email marketing for family photographers, instagram marketing for family photographers, family photographers marketing society, marketing systems for creative businesses, photography marketing during maternity leave, how far ahead to market photography sessions, minimum viable marketing plan photographers, marketing for busy mom photographers, nashville family photographer educator Hosted on Acast. See acast.com/privacy for more information.

September 21, 202627 min

You're Not Out of Content Ideas, Family Photographer

It's 9:47 PM on a Sunday night. You open Instagram, tap the plus button, type three words into the caption box, delete them, and somehow end up two hours deep in another photographer's feed with nothing posted. Friend, you are not out of ideas, and you are not uncreative. You're asking yourself the wrong question, and in this episode (watch it on YouTube or listen right here on the podcast) I'm spilling the tea on the question I want you to ask instead. This is part two of my September marketing series. In part one, we diagnosed what keeps you from a consistent marketing system. Today, I'm walking you through why "What should I post?" freezes your brain, and how my 4C Framework (Connect, Clarify, Celebrate, and Call to Action) shrinks your options from infinity down to four, each tied to a stage of your client journey. I'm talking about this because almost every family photographer I teach posts one type of content on repeat, and it leaves gaps in how she talks to future clients. What you'll learn in this episode Why "What should I post?" has unlimited answers, which means it has zero The smaller question that turns a frozen Sunday night into a decision your tired brain can make The one job your Connect content has (hint: it isn't selling, and it isn't teaching) How to write Clarify content that answers the questions moms wonder about but never DM you Why posting nothing but galleries and testimonials leaves holes in your client journey The three pieces every call to action needs, and what happens when one goes missing A 10 to 15 minute homework audit of your last 12 Instagram posts AND SO MUCH MORE! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/content-ideas-for-family-photographers/ ▸ The Family Photographer's Marketing Society, my monthly membership where I hand you a marketing plan every Thursday: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love content ideas for family photographers, what should I post as a photographer, Instagram content for family photographers, 4C Framework marketing, content pillars for photographers, family photographer marketing plan, Instagram caption ideas for photographers, client journey marketing for photographers, content planning for photographers, how to market a family photography business, top of funnel marketing for photographers, educational content for photographers, testimonial posts for photographers, call to action for photographers, weekly content rotation, Family Photographers Marketing Society, marketing consistency for photographers, September marketing for family photographers Hosted on Acast. See acast.com/privacy for more information.

September 14, 202621 min

Why Your Family Photography Marketing Keeps Falling Apart

You made the color-coded content calendar back in January. Then an inquiry came in, one of your kids spiked a fever, three galleries landed in your queue, and you needed to prep a mini session day. Somewhere in the middle of all of that, the calendar stopped existing. You did not decide to quit. You just stopped, and a few weeks later you opened Instagram, saw you hadn't posted in eleven days, and felt that low-grade guilt settle in your chest. Before you go one more minute thinking this is a you problem, I want to say something. You do not have a discipline problem; you are not lazy, and you are not bad at marketing. What you have is a marketing plan without a marketing system behind it, and those two things are not the same thing at all. A plan is a list of what you hope to do. A system is a structure that holds you up when your life gets loud, and if you are a family photographer heading into busy season, your life is about to get very loud. This episode is part one of a three part September series. In it, I break down the three layers every family photography marketing system needs, why running your entire business on one of them is wearing you out, and a 20-minute audit that will show you which layer you have been ignoring the longest. Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/family-photography-marketing-system/ ▸ The Family Photographer's Marketing Society, my monthly membership where I hand you a marketing plan every Thursday: https://systemsandworkflowmagic.com/the-family-photographers-marketing-society Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love family photography marketing system, marketing for family photographers, marketing plan vs marketing system, SEO for photographers, blogging for family photographers, email marketing for photographers, Instagram marketing for photographers, marketing cadence for photographers, photography business systems, solo photography business, content batching for photographers, family photographer podcast, systems and workflow magic Hosted on Acast. See acast.com/privacy for more information.

September 7, 202634 min

Your Client Process Should Not Live In Your Head

It is the first week of September, which means your inbox is filling up, your calendar is filling up, and somewhere in the back of your brain there is a quiet voice asking whether you forgot to follow up with someone who emailed you two weeks ago. If that is you, hear me before we go one sentence further: you are not a disorganized person. You are not flaky. You are not bad at business. You are missing a system. That's it. And systems are learnable, which makes this a fixable problem before your fall season really gets going. In this episode, I'm walking you through the three Dubsado features I use to organize my family photography client work, plus the visual Trello board I built to catch every task a CRM cannot touch. Here's why I'm covering this now instead of in November: September through December is when most of your year's work shows up and when your capacity is stretched the thinnest. The experience you deliver this fall determines whether you have a busy season next fall. Your client workflow is not just an internal organization thing. It is client experience, it is retention, and it is marketing. What you'll hear in this episode Why a chaotic workflow does not fail loudly, and what it actually costs you in October and November What a CRM is in plain English (no tech jargon, I promise) The three Dubsado features that will change your fall, and the ones you can skip for now And So Much More!!!! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/family-photography-workflow/ Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love family photography client workflow, Dubsado for photographers, Dubsado workflow setup, CRM for family photographers, client experience workflow photography, canned email templates photographers, photography business automation, Trello board for photographers, project management for photographers, busy season systems photographers, fall session workflow, photography inquiry follow up system, client onboarding photography, mini session scheduler Dubsado, photography SOPs, backend systems for photographers, photography client retention, how to organize photography business, Dubsado project statuses Hosted on Acast. See acast.com/privacy for more information.

August 31, 202635 min

The December You Get Is Decided in September

It is December 22nd. You have three last-minute sessions on the calendar because a family messaged you begging for updated photos before the grandparents arrive, and you said yes. It is 11:30pm, you are culling one gallery with five more stacked behind it, and your own family keeps asking when you will be done with work. Sound familiar? Here is what took me way too many years to figure out: the December you get is not decided in December. It is decided in September. The choices you make over the next four to six weeks around your numbers and your marketing determine whether your holiday season has margin in it or whether you get burned to a crisp by New Year's Eve. So today I am spilling the tea on the exact three things I am working on in my own photography business right now, at the end of August, and how each one connects to what December and January will actually look like. I am also sharing something personal: I am taking January, February, and March off for maternity leave with baby number three. None of this is hypothetical for me. It is my literal September to-do list. What you'll hear in this episode Why saying yes to every December session is not a discipline problem (it is a missing system) How to calculate your December number, and the three pieces most photographers skip The tax percentage I set aside every single month, no exceptions Why fall is peak season for shiny object syndrome and how to spot it before you check out The farming analogy that explains why your January is dead silent And so much more!!!! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/slow-season-planning-family-photographers/ ▸ Get your free ticket to the Black Friday Virtual Summit: https://blackfridaysummit.com/ Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love. slow season planning for photographers, family photographer business planning, how to prepare for slow season photography, december overhead costs photography, family photographer taxes percentage, paying yourself photography business, bookkeeping template for photographers, marketing for family photographers, seo blogging for photographers, long form content for photographers, january bookings for photographers, winter family photo sessions marketing, black friday for photographers, photography business maternity leave, sustainable photography business systems, photography marketing cadence, family photographers marketing society, shiny object syndrome small business, booking slow months photography Hosted on Acast. See acast.com/privacy for more information.

August 24, 202626 min

Black Friday IS for Family Photographers (Here's Your Version)

Check your inbox. I bet there is a Black Friday email sitting in there right now from a course creator, a template shop, or a digital product seller, and I bet you skimmed it and archived it and thought "well, that's nice for them." Then you closed the tab and counted yourself out of Black Friday for another year. In this episode, I am making the case that Black Friday is for you as a family photographer, and no, it does not involve slashing your session prices. I am talking about this in the middle of August on purpose. Every year I watch family photographers ignore Black Friday until the Wednesday before Thanksgiving, then panic-post a mini session discount they never wanted to offer at a price they never wanted to charge. That is not a Black Friday problem. That is a missing system problem, and August is when you fix it. What you'll learn in this episode Why the version of Black Friday in your head (giant red banner, 70% off, JCPenney doorbusters) was never built for a service provider The math that makes the course creator model fall apart the second a photographer copies it Four reasons Black Friday is worth your time, even with a small email list Why a warm list of 200 local families outperforms 3,000 subscribers who forgot they downloaded something from you in 2022 And So Much More! Resources & Links Mentioned In This Episode ▸ Read the full blog post that goes with this episode (that way, you get all the links mentioned): https://systemsandworkflowmagic.com/black-friday-for-family-photographers-skip-the-discount/ ▸ Get your free ticket to the Black Friday Virtual Summit: https://blackfridaysummit.com/ Connect with Me (Dolly DeLong Education) 💻 Website 📱 Instagram 🎥 YouTube Thanks for joining me on The Systems & Workflow Magic Podcast ! If you enjoyed this episode: ✅ Sign up for weekly reminders + free resources here → Business Tools 🥳 Share a screenshot of this episode on your IG story and tag me https://www.instagram.com/dollydelongphoto/ so I can cheer you on! 🔗 Affiliate links included. I only recommend products I personally use and love. black friday for photographers, black friday for family photographers, black friday ideas for service providers, black friday without discounting, how to run a black friday sale as a photographer, family photographer marketing, filling your slow season photography, selling future dates photography, black friday email marketing small list, small email list black friday, high ticket black friday offer, photography business black friday planning, black friday summit 2026, marketing systems for family photographers, november marketing plan photographers, should photographers discount sessions, mini session pricing strategy, branding photography black friday offer, planning black friday in august Hosted on Acast. See acast.com/privacy for more information.

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