What do you do when you have too many priorities in your photography work, and you can’t seem to balance all the tasks on your plate all at once?
Finding focus in your photography
Understanding the Struggle
Balancing creative projects with the need to generate income is a common challenge. You might have a long list of exciting projects and essential tasks, but the reality is, there’s only so much time in a day. It’s crucial to develop systems and structures to manage these effectively. If you’re new to this, don’t worry—I’ll walk you through each step in detail.
Step 1: Identify Your Vertical Silos
First, categorize your tasks into different verticals or silos. Think of these as buckets where you group similar tasks. Here are some common silos for a photography business:
- Creative Work: This includes all activities related to your actual photography, such as planning shoots, scouting locations, and editing photos.
- Admin Work: These are the behind-the-scenes tasks that keep your business running, like answering emails, invoicing clients, and bookkeeping.
- Marketing: All efforts to promote your work fall into this category. Think social media, pitching to editors, networking, and updating your website.
- Personal Projects: These are long-term goals and passion projects that might not bring immediate income but are crucial for your growth and satisfaction.
Why Silos?
Grouping tasks into silos helps you see where your time and energy are going. It prevents you from feeling overwhelmed by a long, mixed list of to-dos. Each silo represents a key aspect of your business, making it easier to balance your efforts across all areas.
Step 2: Break Down Your Tasks
Once you have your verticals, break down your tasks into actionable items. Let’s take a closer look at how to do this:
Example Breakdown
- Creative Work:
- Plan a Shoot: This can be broken down into smaller tasks like “research locations,” “create a shot list,” and “prepare gear.”
- Edit Photos: Break this into “import photos,” “cull images,” “edit selected photos,” and “export final versions.”
- Admin Work:
- Manage Finances: Tasks here could include “update budget,” “send invoices,” and “reconcile accounts.”
- Answer Emails: This can be divided into “respond to client inquiries,” “follow up on leads,” and “check for important updates.”
- Marketing:
- Social Media: Tasks could be “plan content calendar,” “create posts,” “schedule posts,” and “engage with followers.”
- Pitch to Editors: Break this into “research potential magazines,” “write pitches,” “send pitches,” and “follow up.”
The Importance of Task Breakdown
Breaking down tasks helps in several ways:
- Clarity: You know exactly what needs to be done.
- Manageability: Smaller tasks are less daunting and easier to tackle.
- Progress Tracking: It’s easier to see progress as you check off completed tasks.
Step 3: Prioritize with the Iron Triangle
When prioritizing tasks, consider the Project Management Iron Triangle, which consists of:
- Scope: The volume of work.
- Time: Deadlines and how long tasks take.
- Resources: What you need to complete the tasks (time, money, help from others).
Understanding the Triangle
Imagine each point of the triangle as a non-negotiable aspect of your project. If you change one point, the others must adjust to maintain balance. Here’s how to use this concept:
- Scope: If your project is extensive (e.g., a year-long photo series), you’ll need more time and resources.
- Time: If you have a tight deadline (e.g., a client needs photos by next week), you might need to reduce the scope or add more resources (e.g., hire an assistant).
- Resources: If you’re working with limited resources (e.g., no budget for extra help), you might need to extend the timeline or reduce the scope.
Applying the Triangle
Let’s say you have a project with a fixed deadline and scope:
- Identify Fixed Points: Determine what aspects are non-negotiable. For example, the deadline and scope are fixed.
- Adjust Resources: Since you can’t change the deadline or scope, you might need to add resources. This could mean working extra hours or hiring help.
By understanding and applying this triangle, you can make informed decisions about how to balance your projects.
Step 4: Create a Flexible Schedule
Planning doesn’t mean rigidity. It gives you flexibility. Here’s how to create a schedule that works:
Annual Goals
Start by identifying big projects or goals for the year. These could be:
- Launching a new photo series.
- Expanding your client base.
- Developing a new online course.
Quarterly Goals
Break these annual goals down into quarterly milestones. For example:
- Quarter 1: Plan and start shooting the new photo series.
- Quarter 2: Edit and compile the photos, begin marketing.
- Quarter 3: Launch the series and host an exhibition.
- Quarter 4: Evaluate success and plan for next year.
Monthly/Weekly Tasks
Further break down quarterly goals into monthly and weekly tasks. This helps keep your workload manageable and ensures steady progress. For example:
- Month 1: Scout locations and research subjects.
- Week 1: Visit potential locations.
- Week 2: Finalize locations and obtain necessary permissions.
By planning in detail, you can easily adjust your schedule if something unexpected comes up. This approach allows you to adapt without losing sight of your long-term goals.
Step 5: Balance Immediate Needs and Long-Term Goals
Often, urgent income-generating tasks take precedence over long-term projects. Here’s how to balance them:
Assess the Consequences
Ask yourself what would happen if you delayed one task for another. This helps you prioritize based on immediate needs and long-term benefits. For example:
- Immediate Need: A commercial shoot that pays well but doesn’t excite you.
- Long-Term Goal: A passion project that won’t pay immediately but fulfills you creatively.
Blend Tasks
Where possible, find tasks that serve both immediate and long-term goals. For example:
- Commercial Shoot: Use the opportunity to practice new techniques that you can apply to your passion project.
- Marketing: Promote both your commercial work and passion projects together to build a cohesive brand.
Set Boundaries
Allocate specific times for different types of work. For example:
- Mornings: Dedicated to creative work and shoots.
- Afternoons: Focus on admin tasks and marketing.
- Evenings: Reserve for personal projects and passion pursuits.
Real-Life Example: Managing Overlapping Projects
Imagine you have applications for a project due while also needing to take a creative break. Here’s how to manage:
- Identify Fixed Resources: Your partner’s schedule and your need for a break.
- Determine Non-Negotiables: The project’s deadline and your personal time.
- Add Resources: Delegate tasks to an assistant to handle admin work, allowing you to focus on priority items and maintain your break schedule.
By applying the principles we’ve discussed, you can manage overlapping projects without feeling overwhelmed.
Conclusion
Balancing a million photography projects is possible with the right systems in place. Identify your verticals, break down tasks, prioritize using the Iron Triangle, and create a flexible schedule. Remember, it’s a learning process, and finding what works for you might take time. But with patience and persistence, you can manage your workload without feeling overwhelmed.
Happy shooting, and may your 2021 be filled with creativity and accomplishment!
