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Being a photography business owner means an endless list of things to do! If you want to minimize stress and overwhelm and get as much done as quickly as possible, you should be using a task and project management tool! But with so many options – from sticky notes to planners, to websites and apps – how do you choose the best option?
Software
First, I recommend an electronic system with both a web-based interface and with a mobile app. I know some of you probably write tasks or to do lists on pieces of paper, but they’re probably stuck to your desk or your computer, or flying around in your office somewhere, and it’s easy to lose them. Using a web and mobile system means that you have access to those tasks or projects pretty much anywhere you go, even if you have to use someone else’s computer!
Projects vs Tasks
Second, it’s important that you’re using task and project management software that differentiates between projects and tasks. Very simply, projects are made up of multiple tasks or steps, while tasks only require one step to accomplish. For example, “build a website” isn’t a task, because building a website will require multiple steps.
Differentiating between projects and tasks is important because it will minimize overwhelm. If you were to look at one task that says “build a website”, you may immediately be stressed out with all that’s potentially involved, and you’re likely going to put that task off. But if you treat that website build as a project, breaking it down into multiple steps and accomplishing a little bit each day, building that site will feel so much easier!
Proactive vs Reactive
Lastly, try to find a task and project management system that enables you to tag or label tasks #proactive and #reactive. Proactive tasks are those that will help increase your bottom line (i.e. building a relationship with a wedding coordinator or hosting an open house for potential clients), while reactive tasks are necessary to the existence of your business, but likely don’t require your involvement, and don’t correlate directly with increasing your bottom line (i.e. image editing or tax prep). Strive to spend no less than 75% of your workweek on proactive tasks!
Todoist
The task and project management software that I’m currently using is called todoist.com. It’s a simple, flexible system that will be easy to use right away, and in addition to including the functionality I described above, the software even gives you the ability to delegate tasks or projects to an assistant, admin, or third-party company!
*Note: Nathan, the guest author of this post uses todoist for tasks. I love and use Asana, but I encourage you to try out what works best for you and your business! If you want to try out Asana, here’s a blog to help you out:
Getting Started with Asana for Task Management
In Conclusion
Go implement a task and project management system. It’s going to make a massive difference in the efficiency in which you can run your business, and that’s going to translate to much more freedom and flexibility as a photography business owner!
Nathan is a minimalist, conversationalist, and entrepreneur. He is the owner of Photographer’s Edit and the host of two insightful and inspiring podcasts, Bokeh Podcast and The Love Portrait. In all of Nathan’s endeavors, he places his focus on the importance of relationships.
You can learn more about Nathan here!
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