4 Organization Tips for Photographers and Small Business Owners

If you are a photographer, florist, event planner or hair stylist, you have many tasks that need to be completed every day. From sending emails to scheduling appointments and events, there are many tasks you need to manage on top of your actual service. With so much to do, you may be wondering how you can stay organized.

Taking steps to stay organized will improve your efficiency and allow you to get more done. Here are four organization tips for creative business owners.

1. Set Aside Time for Responding to Emails

As a small business owner, you probably need to manage and respond to a lot of emails every day. Without a proper strategy to respond to emails, you can become overwhelmed quickly. One way to manage your time spent responding to emails is to set aside one or two periods each day that are dedicated to emails. For example, you could consider checking them first thing in the morning and at the end of the day. Try to avoid always checking your emails, as this will take your attention away from your other work.

When you open an email, make sure to respond as soon as you open them, so they don’t get lost in your inbox. If there are additional items you need to complete after reading the email, add it to your to-do list. Also, categorizing your emails using folders will help your inbox stay organized. This way, you can look up information related to different clients or projects in a quick manner.

2. Keep Your Calendar Events in One Place

Keeping your calendar organized is crucial when you own a creative business. Because you’re meeting with a variety of clients often, you need to have a system for updating your calendar and scheduling appointments.

Whether you choose to use a paper calendar or an online app, make sure you have one location where you write all of your events for the day. Depending on your workload, you may need to decide if it is easier for you to keep a calendar for the entire month or to create a weekly or daily schedule. Use your calendar as a way to compile your to-do items and to cross off each task as you complete them.

3. Use To-Do Lists

Having a daily to-do list can help you organize your creative business tasks. Use your to-do list to prioritize tasks by placing letter A next to tasks that must be completed first and letter B or C for lower priority tasks. Having a list when you start your day can prevent you from wasting time on tasks that are a lower priority. When you create a to-do list, you can time block your day to group related tasks, too.

Our workflow management app will give you the flexibility of leaving your to-do list up to us. You won’t need to remember anything on your own — such as whether you need to schedule appointments, post photo galleries to your website, hold meetings or anything in between. Use our app to create lists of tasks for each one of your clients, then check them off as you move forward. This way, you can focus on one job at a time and keep customer satisfaction as high as your efficiency. You can even test it out with a 30-day free trial!

4. Choose a Customer Relationship Management System

If you find you’re spending too much time managing the business side of your creative company, it may be time to invest in a customer management system. Finding a high-quality management system can help you keep all of your customer information in one location. Managment systems often include calendars, automation, lead tracking, email scheduling and much more. With all of these services in one place, you’ll be able to stay organized.

Stay Organized With Táve

If you need help staying organized, consider using a business management system like Táve. Táve is a one-stop software app that can help you stay organized and improve your efficiency. Features like email scheduling, lead tracking, calendars and automation will help keep your small creative business organized. Let Táve help you stay organized — sign up for a free 30-day trial today.

Benefits of Using a CRM for Your Creative Business

Managing a small business means you’re in charge of many unique tasks. Investing in a system to help you accomplish your everyday tasks can help you save time and money in the long run.

What Is a CRM?

CRM stands for customer relationship management. A CRM is a system or application that allows you to consolidate all your customer information into one location. Tracking the last interaction you had with a client is easy when you use a CRM system. With a management system, you don’t have to worry about losing information about a client or being unable to locate information from your last phone call with them. A CRM puts all of your client information at your fingertips.

How Can a CRM Help My Business?

Having a business where engaging with clients or customers is part of your job means you need to find ways to impress and connect with clients. Even if you have a small business, using a CRM is essential to help you stay organized. Using a CRM benefits business owners in the following ways:

  • Connect With Customers: Using a CRM allows you to store past data on the client. When you have to meet with the client in the future or need to send another message, you can review your previous messages in one location. This will help you avoid repeating information and allow you to provide a personalized message.
  • Get Paid In a Timely Manner: CRM systems allow you to track your invoices and customer messages. Depending on the CRM you choose, you may be able to schedule invoice reminders to ensure you get paid on time.
  • Easy Access to Client and Project Information: Without a management system, you may need to look through notebooks, calendars, invoices and more to find all information about a client. A management system allows you to store all this information in one location, making it easy to look up.
  • Better Customer Service: CRM systems can help you automate responses to your clients to make sure they get the information they need promptly.

Why Should Creative Professional Use a CRM?

If you own a business in a creative profession like photography, event planning, entertainment or hair styling, you have a lot of information to track. From sending emails and invoices to appointment reminders, you need a way to organize all your tasks. Using a CRM system will enable you to manage all your administrative tasks using one system. This way, you can spend more time on your passion and less time managing your business.

Try Táve as the CRM for Your Business

Now that you understand the incredible value of using a CRM for your creative business, you may be wondering what CRM is best for your business. Táve is a business management system that many clients in the creative industry have used to help manage their business. Individuals use this software to send client invoices and questionnaires, organize their calendar, track leads and much more.

With this customizable software, you can find a solution that will help you manage your unique business. To make your job easier with a CRM system, start your free trial today.

Productivity Hacks and Things You Can Automate for Your Business

Nothing is worse than wasting time on a task that you could have completed much faster — or one that you could have automated. In this post, we’ll take a look at some of the most common tasks that you can start saving time doing with productivity hacks and automation tools.

Quick Productivity Hacks for Small Businesses

Staying productive every day at work requires organization and focus. With these quick productivity tips, you’ll save yourself a lot of time each day:

  • Focus on One Task at a Time: Bouncing back and forth between tasks can lead to a significant amount of wasted time. Schedule batches of time each day where you can focus on each type of task you need to complete. For example, set aside different time blocks for responding to emails or working on marketing tasks.
  • Determine Your High Priority Tasks: Organize your to-do lists by marking your high-priority tasks with the letter A. Doing this will help you prioritize your day to accomplish the tasks that will have the highest impact.
  • Keep One Day a Week Open: When you keep one day each week open, this provides flexibility to accomplish tasks you couldn’t finish another day. Having a day without calendar events ensures you have time dedicated to focus on your work and not be interrupted.
  • Set Ambitious Goals: If you set ambitious goals, this can motivate you to keep yourself productive to achieve those goals.

Business Tasks You Can Automate

Whether you own a hair salon, event planning or photography business, using automation tools can help you save time and money by:

  • Nurturing Leads: Once you receive a lead, it’s important to follow-up with the lead to improve your chances of closing the lead. Using lead tracking software, you can set up multiple emails to send to new leads and schedule them to send hours, minutes or days after you receive the lead.
  • Organizing Your Calendar: Managing your busy schedule can be hard if you don’t have a system to organize your calendar. Without an automated calendar, you may struggle to find a date and time that works for everybody. You can use a color code system to help organize each type of event on your calendar and ensure you never miss a deadline.
  • Responding to Emails: Responding to emails can be time-consuming, and there are probably many similar email responses you send often. Using email templates can enable you to save time responding to common emails.
  • Sending Invoices: Sending invoices and following up on unpaid invoices takes time away from doing what you love. Automating invoice reminders can give you peace of mind and help ensure you receive payment.
  • Posting to Social Media Accounts: If you’re using social media to build awareness for your business, you can schedule posts for the future. Planning your content ensures you never forget to post.

Save Time by Using an Automation System

Automation can save your small business from wasting time. Business management software, like Táve, can help you automate some of the business tasks that take up too much time each day. You can customize this software to fit the needs of your unique business. Using Táve you can automate tasks, such as:

  • Sending questionnaires to new clients
  • Nurturing and tracking your leads
  • Setting meeting or session reminders
  • Sending invoice reminders
  • Managing emails
  • Sending surveys or quotes

Staying organized as a business owner is critical to your success. With Táve, you can stop worrying about the business management side of your creative business and focus on your passion. Try out this software with a 30-day free trial.

Introducing Full Time Zone Support in Táve 🕛🕐🕑🎉

Does your company do events in different time zones? Táve has you covered.

No matter where your event takes place, or for that matter, where you are in the world, Táve’s robust time zone support makes sure you know exactly when an event is.

Account Time Zone

In Settings › Main Settings, you’ll set the global time zone of your account. Your time zone here is actually set for you automatically when you first create your account but you can change it if needed.

The account time zone is used whenever you create an event that doesn’t have a location set. In this sense, Táve will assume that the event takes place in the time zone you set for your account.

Account time zone is also used for when Táve runs automations at 8am each day (i.e. send invoice reminders, transition jobs to fulfillment, etc).

Event Time Zone

While most of your events might happen in your main account time zone, there can often be events that occur outside of it. Let’s say you have a client that lives on the west coast and you’ve arranged for a phone consult. You’ll want to add that call event to their job and make sure that it’s set for Pacific time.

Manually Set Event Time Zone
You can set the time zone manually when creating an event right below the date and time fields:

Since your business is Eastern time but the event is Pacific time, you’ll be able to quickly see on your calendar when an event is (both your time and the client’s):

No need to do calculations in your head!
Just set the time zone!

 

Automatically Set Event Time Zone
In addition to being able to manually set a time zone, you can have Táve do it for you.

Simply enter the location of where the event will take place and the time zone will be set automatically.

​​

Magic!

 

User Time Zone

Here’s where time zones get really powerful. In addition to setting the account’s time zone and a specific event’s time zone, each user on your account can set their own time zone.

Let’s say you have a virtual assistant that lives on the other side of the continent. Just send him or her over to Settings › Users to set the user specific time zone.

This means that whenever that specific user logs into Táve, their calendar and event lists will show the event in their time zone so they never have to guess what’s happening when.

Calendar Feeds

When you create a published calendar in Settings › Calendar Feeds, all of your events will have the proper time zone included. This means that all of the calendar clients you use (your native calendar app on your phone, etc) will know exactly what to do with the event and will display it properly.

When you subscribe to a remote calendar to bring events into Táve, you can set the time zone for that feed in the same settings section for Calendar Feeds.

How to Get New Clients for Your Photography Business

If you have a photography business, you have probably struggled with finding new clients. Whether your business is new or you’re looking to grow, finding new photography clients can be tough. No matter what city or market you’re in, the following six tips can help you get new clients for your photography business.

Read more

How Your Creative Business Can Over Deliver & Wow Clients

Managing client expectations is a crucial skill to develop if you operate a creative business, such as a photography or event planning company. Ensuring your customers are happy should be a top priority for your business. When you deliver excellent customer service, it will be easier for you to gain new customers. Clients that have a great experience working with you will be more likely to write reviews or share with their friends. As you deliver exceptional customer service, you will see an increase in brand loyalty.

Read more

Let’s talk Pricing STRATEGY!

We recently asked Courtney Zerizef of Homeroom what she thought about how to price your products and services. This is what she had to say…

Last week, we dissected the problems with a market-based pricing model in the creative industry. Now we’re addressing HOW to come up with pricing that works for you and your business. What are some steps that you should take to get your pricing set on the right foot? How do you stop guessing and create an actual pricing strategy?

Read more

What’s wrong with Market Based Pricing?

We recently asked Courtney Zerizef of Homeroom what she thought about how to price your products and services. This is what she had to say…

Picture me about 5 years ago. I was about a year into my photography business. I had been shooting for friends and family for whatever they wanted to pay me (if at all). I finally realized that if I wanted to actually pocket some money, have a vacation fund, or shift into full-time professional photographer, I needed to have a standard price for each photography service that I offered.

Read more

Business Mistakes to Avoid as a Small Creative Business Owner

When starting your creative business, you’re bound to make several mistakes. However, reading common mistakes other small business owners have experienced can help you prevent yourself from making the same mistakes. Whether you’re starting a floral design, photography or event planning business avoiding these common mistakes is crucial to your success.

Read more

,

European Union’s General Data Protection Regulation (GDPR) and Compliance

Tave GDPR

We’re announcing updates to our privacy policy. These changes reflect the high privacy standards established by the General Data Protection Regulation (GDPR) recently passed by the European Union.

The privacy law becomes enforceable May 25, 2018.

Read more