Systems and processes: an introduction to improving how you manage your creative business.

If you’ve read past the headline then well done! The words ‘systems’ and ‘processes’ may have already turned some readers away but thank you for persevering. I hope that this blog will help you to consider the way you run the administrative side of your creative business and think about ways to improve efficiency.

As Graeme’s wife, I could class myself as Oldmangrey Co-Director, Bookkeeper, Sales Assistant and Social Media Co-ordinator! Of course, I’m not fully responsible for any of these areas (OK, except maybe the bookkeeping!), but there’s so much ‘behind the scenes’ work to be done that picking up the support roles allows Graeme, as the talented artist, to focus on the creative work.

Why am I talking about systems? (Seriously, whyyy?)

Even the most creative free-thinking artists, designers, and creators, if they choose to build their talent and work into a source of income, will have to incorporate some structures and procedures to their business. Some are legally required, for example you are obliged to track your income, expenditure and stock. On the other hand, some just make good sense, such as creating paperwork templates and standardising packaging in order to improve efficiencies and maximise creative output.

On the face of it, thinking about the processes for your creative business may seem to be a drag, but spending even a small amount of time establishing a few simple systems will make your work life more efficient. Ultimately, this will minimise your efforts on administrative tasks and allow you to invest more time on the work you want to be doing; creative thinking and output, engaging with customers, and developing your brand.

Don’t just take my word for it…

”Systems are one of those tedious aspects of running a business…but they really are THE fundamental key to creating the dream business you originally envisioned.” John Richardson & Hugh Gilmartin, business advisors and authors.

“[My] time block system requires auditing your working habits and discovering when you are the most creative, productive, and focused. It takes some time experimenting, but the knowledge gained about your habits is more valuable…Once I had this schedule laid out it was just a matter of looking at my tasks for the week and inserting them into the appropriate time block for the most effective use of my time and energy.” Jake Parker, illustrator, comic book artist and creative teacher.

“Inefficiencies cost organisations as much as 20 to 30 percent of their revenue each year.” Marina Martin, author of Business Efficiency for Dummies.

Where to start?

Begin with the basic systems needed to meet your legal requirements relating to tax and declaring your income. Don’t panic, you don’t need an accounting degree! Find a qualified Accountant to formally draw up your annual financial accounts and submit your tax return: but remember that in order for them to do this accurately you will need simple systems to keep track of and prove what you spend (receipts and expenses sheet) and the money you bring in (invoices and income sheet).

Beyond your legal responsibilities there are so many areas where you can quickly and easily implement a process to make your working life easier. You know that thing that really annoys you every time you have to do it, but you keep doing it that way? Whether it’s digging through a mess of wrapping and packaging every time you sell one of your products online, or trying to find where you saved that last customer’s invoice on your computer so you can write a new one. Stop and think: what could you do to make it quicker to wrap your products ready for shipping, in a consistent and professional way? Is it ordering packaging of the right size and shape, or stickers to seal them with your brand mark? How could you structure your computer filing system to clearly mark where you save invoices, and have a template invoice ready to amend?

Spending a little time now streamlining your business processes will free up loads of time in the future…and as your business grows, you’re going to need it!