For a long time, I was afraid to step away from my computer. It felt like my photography business would collapse without my constant oversight. If I wasn’t managing the processes, systems, and operations, what would the business be without me? I often felt tethered, even for tasks that didn’t require my physical presence at the computer.
In 2023, I set a goal to refine my systems and automate various tasks. I dedicated time to perfecting everything, including brand photography, and discovered what worked best for me, noticing an immediate improvement in how I allocated my time.
Streamlining my processes and systems has given me more time with family and clients. I’m now a strong advocate for finding the right tools and software to efficiently run a business. While this blog post contains affiliate links, I only recommend products I personally use and love. Whether you’re already running a business or planning to start, here are ten of my favorite tools that have helped me save time.
Honeybook
Honeybook is a client relationship management software (CRM) that manages tasks such as invoicing, scheduling, contracts, workflows, payments, contact forms, and client communication. It tracks every stage of each project you input, so you never miss a step or deadline. Honeybook integrates with QuickBooks, Gmail, iCal, and your bank, all accessible online or through an app. I honestly don’t know how I’d manage without it, as it keeps me connected with clients and organized.
Pic-Time
I use Pic-Time as a gallery delivery service for my clients. After switching from another service, I can’t imagine going back. Pic-Time organizes galleries, facilitates sending them out, and handles most print sales, gallery backups, and automated emails related to galleries. In my opinion, Pic-Time is indispensable for personal branding photographer!
Planner + Pens
I live by my planner. While I use Apple Calendar to sync sessions and meetings, nothing compares to using good old-fashioned pen and paper. It’s especially satisfying to cross off tasks from my to-do lists. (The little things, right?) My absolute favorite planners seem to be out of stock, so I’ve found a second favorite planner as well as my preferred colored and black pens.
QuickBooks
Before discovering QuickBooks, I struggled to manage the logistics of my business. Learning that it could handle bookkeeping, expense tracking, mileage, and receipts was a game-changer! Accessible on both my laptop and via an app, these tasks are easier than ever. I can even snap a quick photo of my receipt, and it automatically catalogs it for me.
Later
Surprisingly, planning social media posts consumed a lot of my time. Once I started using Later, a social media content scheduler, it freed up time for other projects and client availability. I love its user-friendly desktop and mobile versions. Bonus tools in the Instagram category include Scrl, Unfold, and Inshot, which are incredibly useful for creating sliders, photo layouts, and videos for Insta.
FloDesk
Switching to FloDesk last year to manage email list content was a decision I’ll never regret. Its streamlined workflows and templates make it easy to create automated emails in minutes. I recently set up a 5-day challenge on FloDesk that ran on its own while I attended a wedding across the country. Members could sign up, receive a welcome, and participate in the challenge, all while I was enjoying Florida.
Conclusion
Incorporating the right tools into your photography business can significantly enhance your efficiency and overall productivity. By automating and streamlining various processes, not only do you free up time for creative pursuits and client interactions, but you also reduce stress and the risk of burnout.
Whether you opt for a robust CRM like Honeybook or a creative organizational tool like Planner + Pens, it’s essential to find solutions that cater to your specific needs. As you explore these options, remember that investing in the right tools is ultimately about investing in yourself and the growth of your business. Embrace the changes, and watch your photography business thrive!
