13 Tips to Getting Your Business Organized

Oct 10, 2018

 
 
I have always loved the IDEA of being organized, but actually DOING the organizing is easier said than done. However, as a business owner taking the time to be organized and stay on top of things pays of greatly. Not only does it saves you time, but it  help you stay on top of everything from your sessions to your taxes.
 
These days, technology has made it SOmuch easier to keep your business organized. There are some amazing tools out there to make your job easier, or even take things off your plate so you can focus on the things that you enjoy doing most.
To help you start the new year off right, I have compiled a list of 10 tips (and ideas) for getting your business organized.
  1. Set Goals –In my opinion, this is one of the most important things you can do for your business. In order to be successful you have to know where you are going through out the year and what you hope to accomplish. Even though your goals may chance slightly during the year, having a big picture ideal of what you want will help you stay focused. I recommend setting 4-5 BIG goals for the year (ex: I want to book 12 weddings OR I want to publish one blog post per week).Once you have your BIG goals set, it’s time to break them down into actionable tasks you can do each month to reach those goals. If you goal is to book 12 weddings then make plan for how you are gong to market to brides each month, events you want to participate in or businesses you want to partner with. Once you have your goals set and know what you want for the year, everything else will seem like a cake walk 🙂
  2. De-Clutter your Space –Nothing is more of an energy drain than a cluttered work space. It’s hard to know what you need to work on or where things are  if everything is a mess. Taking some time at the beginning of the year, and the start of each week, to get your workspace organized will make you feel so much better. The first thing I recommend is getting rid of anything you don’t need or doesn’t serve a purpose. While this decorations are really pretty they might be getting in the way of your productivity. As you are going through the items in your workspace, ask yourself if it creates a sense of calm OR a sense of chaos.
  3. Know your Finances –I hate dealing with finances, but I know that it’s a huge part of keeping my business running smoothly. Knowing how much money I have, budgeting for various aspects of my business and staying on top of invoices keep me from making poor financial decisions.I have done everything from spreadsheets to a shoebox with receipts to keep me organized. This past year I gave in to technology as a way of keeping up with things. I now use Quickbooks Self-Employeedto keep everything in order. It easily links to my bank accounts making everything seamless. (use the link above to save 50% when signing up).Keeping your finances organized doesn’t have to be scary or overwhelming. Set aside some time each week or at least once a month to make sure everything is tracking properly and doing your taxes will be a breeze. If you are the type of person that needs a little help in this area then find a great accountant and let them handle it all for you. Either way, staying on top of your finances is the best way to keep your business organized all year long.
  4. Find a Studio Management Program –A couple years ago, at a photography conference, I was introduced to the idea of an online studio management tool. Up until that point I had been using several different systems to keep track of everything from invoicing, scheduling, contracts and client notes. It was a hassle to keep up with everything and several times important details slipped through the cracks.When I made the switch to one system my life got SO much easier. I currently use a program called Honeybooksand love it (use the link to save 50% off when signing up). I am able to track leads, keep up with client info, send invoices and contracts, schedule sessions and SO much more….all in one place. It keeps me organized and allows me spend less time worrying about missing something important. If you are still using multiple systems to keep track of your clients & sessions I highly recommend switching to an all-in-one system.
  5. Set up your Calendar –For years I lived and died by my paper day planner. It went with me everywhere I went and was how I kept track of everything going on in my life, both personal and professional. These days I have ditched the paper planner and now use a digital version. Not only does it mean that I always have my calendar with me – no more leaving my planner at home when I need it – but it also means that I can customize my tasks. One of my biggest tips for getting organized in the new year is taking time to set up and organize your calendar system. Wether it’s a paper version or digital, set aside some time to make sure all your sessions, meetings, tasks and personal events are planned out and ready to go so you don’t miss a thing in 2018!
  6. Keep track of your receipts – This one kind of goes along with #3 and keeping track of your finances, and I have to admit that this is the one I have the hardest time keeping up with. In an ideal world you should keep a copy of every receipt for your business. However, that is WAYeasier said than done. To help make it easier here are a few tipsIf you work with a contractor of any kind (second shooter, make-up artist, photo editor, CPA…etc) make sure you have them send you a detailed invoice of their services so you have something tangible to document what you were paying for. If you are purchasing from an online shop (Etsy, Amazon, etc) print out your shopping cart or confirmation OR screenshot it and keep it in a digital folderUse an app such as Shoeboxed – this app lets you take a photo of your receipt and organizes them all for you.
  7. Make a Plan – It’s really easy to get into a groove and just keep scooting along with no real plan in place. When you don’t have a direction or plan to keep you focused it’s really easy to get distracted. Raise your hand if you have ever jumped on your computer with the intention of scheduling posts or checking your messages only to realize that 30min later you haven’t done anything. Sure, you might know what your favorite celebrity had for lunch, or the 30 worst text message break-ups – but nothing was accomplished for your business. Figure out the path you want your business to take in the next month, quarter or year. Have a set plan for your social media, marketing, events, etc. Go into each day with a list of things you NEEDto accomplish, then thing you WANTto accomplish.  Be intention with your time and you will feel more accomplished at the end of each day!
  8. Outsource –We all have aspects of our business that we don’t love, or aren’t very good at doing. That doesn’t mean you are a failure, it just means that your strengths lie elsewhere. When I was working full time ANDrunning my photography business every minute I spent on my business what precious. That meant that there were going to be things that I needed to delegate to others if I wanted to keep things running smoothly. If you are in the same boat, or just want to hand off some of the things you hate doing, here are a list of a few ways you can use outsourcing to your benefit:Editing– If you shoot weddings or high volume sessions and hate spending so much time in front of your computer editing, then outsourcing might be a great option for you. I personally use Photographer’s Edit, however there are several options out here. You can choose a company such as Photographer’s Edit OR go with an individual that offer editing services. The latter will be more customized to your style, but may cost a little more.
  9. Social Media– This was one of the items I outsourced when I was working full time. It was a great way to take a HUGE amount of work off my plate. I found an amazing social media planner to work with through a Facebook group. I gave her access to my accounts and uploaded images, then she worked her magic. Not only did she do amazing things with my social media accounts, but I was able to learn A LOT from her as well.
  10. Accounting– If you are not great at keeping up with your finances then there is nothing wrong with handing it off to someone else. It could be a professional accountant or someone you hire that is really organized and great with money. Obviously you want to be cautious here since this person will have access to all your accounts, so make sure you do your homework when choosing someone.
  11. Virtual Assistant– If you are like a lot of artist, and you love the creative side of the business, but don’t really love the business side of business, then a virtual assistant might be a good choice for you. This is a person that can answer phone calls, respond to emails, schedule meetings or sessions and SO much more. It’s a virtual all-in-one depending on who you work with and how much you are willing to pay.
  12. Schedule your social media-We all know that social media is a HUGEmarketing tool for photographers. But, with all the different platforms, algorithms and content, it can get a little overwhelming. One question I get a lot from other photographers is “how do you post so often?”. Let me tell you my secret…..I schedule everything out ahead of time so I don’t even have to think about it. I use two platforms to schedule my posts – Laterand Buffer. There are several options so find the one you like best and get started scheduling. I set aside one day each month to sit down and schedule out a month’s worth of posts. It saves me a lot of time and lets me worry about more important things through out the rest of the month.If you are need to social media planning and want a little help, check out the Social Media Planning Template in the GMB store. (click image below)
  13. Streamline your website-Last but not least is your website. A lot of photographers get caught up in creating this perfect website, but forget to consider the client when creating it. Take some time to browse websites of other businesses (photographers or otherwise) and think about what you are looking for as a client. Find the sites that have a great client experience and use their website as an example. Then sit down and go through you own website like a client (better yet, ask a past client or friend to do it for you). See if there are areas you can tweak or change to make sure your clients are drawn to your site rather than turned away. You also want to make sure all your information is up to date and your portfolio is fresh. You want your website to be useful and attractive.
 
Now that you have taken the time to get organized you are ready for the new year. Are there any other organizational items you do at the start of each year that weren’t on this list? Share yours in the comments!
 
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