Shoot Process and Organization Part 2: Productivity

This is the second post in a series about our shoot process and how we stay organized when we’re working with multiple clients at once. You can read the first post all about our favorite organizational tools here. In this post I’m going to focus on productivity and how to keep yourself moving on tasks in the most efficient way possible.

If you run your own business, you know that you wear a lot of hats. You not only have to focus on working with your clients and producing the work that pays the bills but also everything else and so you become project manager, accountant, head of marketing, social media intern and on and on. So how do you get everything done while still producing great work for your clients, especially when you take on multiple projects at once?

First, I want to remind you that you are more than what you accomplish. Productivity is something that I’m always pursuing, and I often find myself describing my day as good or bad based on how much I was able to get done. I’m really working on keeping my to-do list realistic so I don’t feel so defeated when I don’t finish everything, and also working on making sure that I don’t find my worth and value in crossing off tasks.

I also want to point out the obvious fact that Arabela and I are two people which means that in theory we can do twice the work. We both take on different aspects of our shoots and our business which means that all of the responsibility doesn’t fall on to one person. It’s totally ok if you need to take on less work because you work alone (you also have only one person to pay so it works out). If you’re interested in learning more about our partnership and how we work together, read this post.

Ok, with that being said, let’s dive into productivity.

batch tasks and plan ahead

I mentioned in the first post in this series that I color code my tasks once I make my to-do list. This helps me to immediately know what I need to start with each day, but it also helps me to batch the items on my list. I used to focus on just one shoot at a time, but I’ve now realized how much more effective it is to group shoots if they have similar tasks. For example, instead of going to Home Depot once a week to buy paint, I can look at the next 2-3 shoots, figure out the colors, buy paint for all of them, and then paint the backgrounds for all of them at once. Suddenly I’ve saved myself a significant amount of time and also accomplished tasks early so that there’s less scrambling at the last minute.

Depending on what you have going on, you can batch full days or just part of days. For this it helps to know yourself and when you are most productive. If you feel the most creative in the morning then use that time for tasks that require the most creativity, and use the afternoon for tasks that are more simple. You can also batch full days, this is generally how I try to work. For example, we typically have one shoot day a week so I don’t plan any extra tasks that day. I pick one other day a week to be my admin/goal day where I focus on business tasks such as bookkeeping, scheduling social media, writing blog posts, and other goals, and then pick two shoot production days. I generally leave one day a week open but more on that later.

Ideas of shoot tasks that are easy to batch if you are working on multiple projects:
Painting Backgrounds or Props
Placing Online Orders
Going to Home Depot or Similar Stores
Going to Grocery Stores
Creating Mood Boards (often I’ll find inspiration for other shoots while looking for the current one)

use the pomodoro technique

This is something pretty new that I’m starting to incorporate into my day. This method is a way to time block in order to keep you focused on one task while making sure you take breaks which will actually make you more productive in the long run.

Here’s how it works: set a timer for 25 minutes and work (preferably on just one task). Once the timer is up take a five minute break. I find it helpful to do something opposite from what I’m currently working on so getting up and walking around if I’m on my computer, or looking at my Instagram if I’m working on production tasks. This way it feels more like an actual break.

Repeat this cycle four times, (two hours) and then take a 25 minute break. Repeat again for the duration of your workday.

leave space in your schedule

Let’s talk about not overloading your schedule. Remember how I told you that I try to leave one day a week open? I’m big on protecting your time (see this post about having a life), and this is something I’m working on implementing currently. My goal is to work four 10 hour days and then have Friday be either a full or half day off. It’s not always realistic, but it’s my goal.

Having Friday’s open means that I can use it for personal errands and chores while keeping my weekends more free. I can also use it to do fun work things like an online course or other things that are easy to put off. It also can be a catch-up day in case there were some essential tasks that I couldn’t get done during the week. This extra day gives me some freedom and flexibility during the week and eases some of the stress of trying to get everything done.

eliminate distractions and stop multitasking

I am the queen of multitasking. My natural inclination is to check my email every five minutes while simultaneously ordering props on Amazon, sending an invoice and making coffee. All the experts say that while it can feel like you’re getting a lot done when multitasking, it’s actually a very unproductive way to work. This is why the Pomodoro technique works so well for me, it forces me to focus on just one task at a time.

I can still get pretty distracted so I try to eliminate this by closing my email, putting my phone away from where I’m working (out of reach where I can still hear the timer), and listening to a podcast or music. I’ve figured out that I need to be entertained while I work and if I have something I enjoy listening to in my ears then I distract myself less.

follow the two minute rule

This rule is simple: if a task will take less than two minutes, do it right away. This is an easy way to knock things off your list and take care of the things that are easy to procrastinate on. Some examples of these kinds of tasks are responding to a quick email, paying a bill, etc.

delegate wherever you can

I’ll be honest that delegation is hard for me. I definitely struggle with wanting control and like being able to do things myself. However, time is money and it’s important to protect your time as best you can. If you have the ability to take some tasks off your plate so you can focus your time and energy on the things that you’re best at, then do it. Trust me, it’s one of the best ways that you can spend your money.

Currently we have an accountant who reconciles our accounts as well as does our quarterly/yearly taxes, Kirsten from Alway Services who helps us grow our social media, reaches out to companies we want to work with, handles new client intake, sends our monthly newsletter, guest writes for our blog (read her first post here) and more, as well as James from Halves Studio who helps us out with post production when needed. Yes, these people cost money but what their services bring to us is invaluable. Because of them, Arabela and I have more time to focus on our clients and it’s been so helpful for us.

celebrate wins

It’s easy to get so caught up in crossing off tasks and reaching the next goal that you forget to look at and celebrate how far you’ve come. Finished a big shoot? Go home and have a glass of champagne. Made it through a tough week? Pick up your favorite snack at the grocery store. Solve a problem? Doordash your favorite lunch. (Are you sensing a pattern here? I love food, ok?).

Reward yourself with whatever it is that motivates you and remind yourself that you are doing a good job. Take time each month to review your goals and focus on what you are doing WELL before looking at how you can improve. At the end of the year, do a review and take yourself out for a special treat to celebrate. Everyone else gets company Christmas parties, why should you miss out on that just because you work alone? Last year Arabela and I went to a movie and then out for cocktails and it was such a nice way to end the year together.

There you have it - all my best tips to stay productive. Have any to add to the list? Leave a comment and let me know. Make sure to read the first post here, and stay tuned for the next one where I’ll share our shoot process from start to finish.

Is it the weekend yet?

Elle