I am a pretty organized person. You may already know this about me. I love my spreadsheets and planners and color coding is my love language. Over the years I have shared some of my tips and templates that I use to keep myself organized, but I wanted to dedicate an entire blog post about how I keep my business organized so that it’s all in one place.
Before I dive into all of my organization tools and systems I think it’s important to remind you that you need to create a system that works for you. Some of the ways I do things may seem silly or not as streamlined as possible, but they work for me.
Client Management and Contracts
I use Honeybooks for all of my client contracts, communication, and invoicing. While the platform is a little pricey, it is well worth the cost. You can also create workflows so that when you have a new inquiry you can automatically send clients a questionnaire or list of services etc. It can be a huge time saver. Use this link to take 50% off one of their plans.
Before I talk about any of this my top recommendation is to work with an accountant. I use the Profit First System to organize how I pay myself, expenses, and taxes. Highly recommend using this system if you are self-employed. I use Quickbooks for all of my bookkeeping.
I use google sheets or Notion for my content calendars. I primarily use Google Sheets for all client work because it’s collaborative and most people are familiar with it. You can download a free version of my content calendar here.
I use Notion for my own content management.
Lastly, I use Planoly for all visual content calendars.
This is one of the areas where I think things could be more streamlined, but I am happy with the process. I have a few different standing meetings each week with different clients, and all of those meetings are sent via Google Calendar invites. That way I know my clients have it on their schedule. I then go through and add all of those meetings and any other ones I have without clients to my paper Golen Coil Planner. My planner is the end all be all reference point and gets updated at least once a day.
This is everyone’s favorite question and my least favorite one to answer because I have a serious storage problem on my phone. I am not looking for tips. I will be getting a new phone in September. So, with that said, I pay for iPhone photo storage so all my photos and videos are backed up to the cloud.
When clients share photos/videos with me I store them in a Google Drive or Dropbox folder and I label them client name and either a date of the photoshoot or a description of the shoot.
This is also how I share any content I create for clients or brands.
Lastly, all of my blog post drafts are in a Google Drive folder.
If there are any other organization tips you are looking for be sure to leave your questions in the comments below.