How We Find New Clients (and Keep Them Raving)

You Don’t Have to Follow Someone Else’s Formula

Let’s just say this upfront: you don’t need to follow someone else’s playbook to be successful. These are the strategies that have worked for us, and our hope is that they spark some new ideas for your own growth.

1. Word-of-Mouth is Still Gold

The number one way we get new work at Function is through word-of-mouth. It’s that simple.

Even with social media and paid ads, nothing compares to a genuine client referral. When someone is ready to invest, the first thing they do is ask people they trust for recommendations.

So how do you encourage more referrals? Start by delivering an experience your clients can’t help but rave about.

🔗 Read more: How to Get More Client Referrals Without Feeling Pushy

2. Follow Up With Past Clients (Yes, Even Months Later)

Once a project is wrapped up, don’t disappear. Your past clients are some of your best sources for future work—and a friendly check-in is never a bad idea.

Need a script? Copy and paste this:

“Hi!

I was thinking about you this week and wanted to check in to see how things are going with [XYZ project].

If you ever need support or know someone who’s looking for [XYZ services], I’d love to connect. Referrals are my favorite way to grow and I’d be so grateful if you passed my name along!”

Want to automate this? Set follow-up reminders right inside WillowSpace.

3. Wow Clients With Smooth, Thoughtful Processes

Every interaction matters—from the moment someone first lands on your website to the final project handoff. People remember how you made them feel, and thoughtful, professional processes make all the difference.

Example:

A dream client reaches out. They’re ready to work with you. But if their inquiry sits in your inbox for two days? The excitement fades. Their confidence in working with you might too.

✨ Pro tip: Start strong. Use an auto-responder to instantly acknowledge inquiries and share what to expect next. You can even include a media kit or a lookbook.

📌 Want to know how your current client experience stacks up? Use our Free Client Experience Audit to get a quick assessment and see where you can improve.

4. Automate What You Can (But Keep It Human)

Automation saves time, but connection builds trust. Use smart systems and personal touches to create a flow that feels effortless but also personal.

• Use email templates for common responses.

• Automate proposal follow-ups and onboarding emails.

• Personalize project proposals with specific details about the lead’s goals.

🔗 Need help crafting proposals? Check out what to include in a winning proposal

5. Make It Easy for Clients to Say Yes

Don’t make clients jump through hoops to hire you. A complicated proposal or clunky payment process can kill momentum fast.

With WillowSpace, your clients can:

• Accept or decline proposals with one click

• Leave feedback if they decline (critical for understanding your audience)

• Sign contracts digitally

• Pay invoices in any currency (and even set up auto-late fees!)

Bonus: It's an all in one branded, easy-to-use interface.

6. Keep Clients in the Loop Every Step of the Way

Even if you’re deep in work mode, your clients don’t know that unless you tell them. Silence can lead to confusion or doubt.

Use weekly check-ins (can be done via email or a quick meeting) to:

• Share progress updates

• Remind them of outstanding tasks

• Keep momentum going

WillowSpace makes this easy with client portals that show project status, documents, deadlines, upcoming meetings, and add-on opportunities. No logins required—just a clean, branded experience.

7. Prevent Projects From Dragging On

Delays don’t just impact your workflow—they affect how clients perceive the whole experience.

To stay on track:

• Set due dates for every task and deliverable

• Create auto-reminders for every document sent

• Communicate deadlines clearly in every email

• Follow up (more than you think you should)

• Add consequences to your contracts (like rescheduling fees or auto-late fees)

🔗 Explore more: How to Avoid Tricky Client Situations

8. Celebrate Project Completion and Keep the Door Open

Just because a project is finished doesn’t mean the relationship ends. Finish strong—and invite your client to keep the connection going.

💡 Ideas:

• Send a thank-you note or small gift

• Include a project wrap-up checklist

• Ask for a testimonial using a feedback form in WillowSpace

• Encourage referrals or reviews in a natural, kind way

• Offer discounts on other services

Let WillowSpace Help You Find and Keep More Clients

Building strong client experiences is what leads to more word-of-mouth, repeat work, and breaks the cycle of feast and famine in your business. You don’t need more platforms—you need one that can handle everything from leads and onboarding to project management and offboarding.

Let WillowSpace help you create those wow-worthy moments.

✨ Try WillowSpace for free and set your marketing on autopilot through thoughtful, streamlined client experiences.