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Get Organized!
By Ira Gostin © 2003 www.gostin.com
One of the exciting parts of being a freelance photographer, or owning a photography business, is the independence that self-employment provides rather than the traditional nine-to-five, Monday-through-Friday job. However, that same independence also can be a double-edged sword, because as a business owner, you must stay organized and be able to efficiently manage your time in order to run your business effectively.
Keeping clients satisfied, meeting deadlines and keeping the business running in a profitable and efficient fashion, as well as providing you with enough time-off each week, are the most important goals.
Better organization can provide you with two great rewards. First, it reduces stress levels in your life because you are "more on top of the game," and you will feel like you're accomplishing more. Second, it will free up busy time and give you more personal time. Even if you pick only one or two small tips from this article, you will see a dramatic improvement in your time usage.
Where to start?
Start carrying a medium-sized notebook and pen with you. A 6-inch x 8-inch size travels well, fits in your briefcase, and can also be grabbed and shoved in a coat pocket when running an errand. You will find that you come up with ideas at times when you are not at your desk, and this is when you need to write things down. The brain works in a cycle, and as you are participating in a task -- such as driving or eating lunch -- your brain is thinking, and you will come up with ideas and suggestions that you can later acknowledge by writing them down, not by forcing yourself to "try and remember."
I have found making use of those windows of time invaluable. Whether I'm sitting at the car wash or waiting in line at the drive-through bank, I have my notebook with me to jot things down so they're not forgotten. First thing in the morning, I sit at my desk, open up my calendar as well as my notebook, and pull all my notes out. This will certainly work off a PDA; however, everyone that I have talked with seems to write lots and lots of notes in their PDA, but never seem to remember to download them.
How many times have you driven by a new business and thought that it might be a prospective client, but have forgotten that before you returned to your studio? Try pulling over next time and writing it into your notebook.
Maximizing time
Have a folder with you containing articles that you either clipped from magazines or printed out from the Internet. I always have this folder with me at the airport or when doing other errands so that I can keep current on my reading. It will also keep you from having to carry full-size magazines around with you.
Use laminated protocol checklists to organize your repetitive tasks. For instance, I have an 8x11 laminated card that tells me on the first of the month what tasks to do every month. For example, some of the items on the monthly list are: file copyrights, check film and photo supplies, check office supplies, and other similar tasks. This can help you a lot by not having to run to the office supply store every time you need ink-jet cartridges or to buy film for every job. You can batch things by looking at your calendar and anticipating what your needs are, and placing one order for supplies. This will serve as a reminder for all the tasks for that given month. You can also have a list for daily and quarterly activities. Don't be afraid of some reminders! Learning new procedures takes a little time, but the long-term benefits will be major.
"To do" lists are fine, but make sure that the work gets done and that you just don't make more lists! Give yourself a deadline to complete these tasks. The list must turn over every two weeks. Move items to your calendar weekly and then cross them off your list when actually completed.
Sort, don't just move things around. One of the biggest time-wasters is moving mail and pieces of paper around your workspace.
Begin with the end in mind
Try establishing a couple of simple beginning and end of day work habits. First, when you get into the studio or office (or your workspace at home), take 10-15 minutes and survey what you have to do that day. If you are going straight from home to a job, have your calendar with you and your notebook to overview activities. Look at your calendar, see what things need to be done, look at your "to do" list and see what items from this list can be plugged into your schedule for the day. Take a deep breath, open your curtains and start the day! At the end of the day, spend at least 15 minutes organizing your desk, straightening up, putting things away, eliminating the clutter and planning the next day. This can be the most important 15 minutes of the day and a very efficient use of your valuable time. Take this 15-minute period to plan for the next day and you will find that you are more relaxed when you leave the office or studio, and that when you get in the next morning, things just don't seem to be so hectic.
Ira Gostin is an entrepreneur, photographer, cowboy, marketer and photo educator and lives on his ranch in Reno, Nevada. He can be reached at ira@gostin.com.
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