From overwhelm to control: How to minimise busy work as a designer
The thrill of bringing visions to life and captivating clients with your exceptional designs can be truly fulfilling.
But it also comes with its fair share of challenges.
As a designer, you'll often find yourself immersed in the creative aspects of your work, focusing on client projects and delivering exceptional designs, which can cause you to neglect the crucial business side of running a design studio.
Striking a balance between creativity and effective business management is the key to long-term success.
This is why I wrote about the difference between working in and on your business as well as the risks of not working on your business in a recent newsletter (check it out here).
Now, it's time to dive deeper into this topic and look at how you can minimise busy work.
So in this blog, we're looking at:
Recognising the value of dedicating time to business development.
Overcoming the fear or discomfort related to business development
Monitoring your progress & adjusting course
Overcoming challenges while transforming your business
What does busy work mean for a design studio?
Busy work means that you’re keeping yourself busy with creative work because that is where you feel comfortable.
Here are a few busy work examples:
Endlessly tweaking minor design elements that have little impact on the overall project
Spending excessive time searching for the perfect font or colour palette instead of focusing on the core design concept
Constantly organising and reorganising design files and folders, even when it's unnecessary.
Or working on business-related tasks that don't move the needle:
Spending excessive time on non-essential administrative tasks, such as formatting documents (🙋♀️ guilty of that one)
Spending too much time on social media platforms without a clear strategy or purpose, such as engaging in non-productive conversations or aimlessly scrolling through feeds.
Getting caught up in endless brainstorming and idea-generation sessions without taking action to bring those ideas to life
Constantly redesigning or updating portfolio pieces or case studies without actively seeking new client opportunities or marketing your work to potential clients.
Recognising the value of dedicating time to business development.
In the blog I mentioned above, we delved into the risks of neglecting the business side of your design studio. We talked about inconsistent revenue, inefficient operations, and vulnerability to market shifts.
But sometimes those risks can feel distant, and it's hard to see the direct impact on your day-to-day reality.
That's why I want you to meet Amy.
Amy is a talented designer with a passion for creating stunning brand designs and converting websites. She is an amazing designer and pours her heart and soul into every client project.
However, there's a catch.
Amy tends to overlook the business side of her studio. She gets so wrapped up in her creative work that she unintentionally neglects key responsibilities that are vital to her success.
➝ So, let's take a closer look at two scenarios that shed light on the impact of keeping yourself busy with just the creative side.
Scenario 1: The pitfall of unclear positioning
Amy's design studio has been running for a few years. Her studio has grown organically and most clients are referrals.
However, she's realised that her clients only see her as someone who delivers beautiful websites. It's frustrating because she knows she's capable of so much more.
The root of the problem?
Because most clients are referrals, Amy never took the time to establish a clear positioning for herself as a designer who can solve complex problems for her clients.
By neglecting to market her business online and communicate her unique value proposition and expertise on her website, she unintentionally pigeonholed herself into a specific role.
➝ As a result, she keeps getting referred to the same type of projects that focus solely on deliverables, missing out on exciting opportunities that require strategic thinking and problem-solving.
Amy realises that by neglecting to establish a clear positioning and communicate her capabilities, she's missing out on exciting projects that align with her skills and aspirations.
Scenario 2: The perils of boundless accommodation
Amy is not making enough money. So to support her design studio and cover her family's expenses, she is taking on any project that comes her way, without setting clear boundaries with her clients.
Her intention is to be accommodating to secure the project and provide exceptional service.
➝ But this approach leads to a never-ending cycle of clients making demands, expecting immediate responses, and asking for endless revisions.
Amy's time gets consumed by addressing client requests, leaving little room for proactive business development.
The lack of boundaries creates overwhelming pressure and her constant aim to please every client compromises the quality of her work.
This absence of clear boundaries sends the wrong message to clients, leading them to perceive Amy as someone they can exploit for unlimited revisions and quick turnarounds, undervaluing her expertise and time.
The lessons learned
Amy's failure to establish a clear positioning as a problem-solving designer limits her opportunities for exciting projects that align with her expertise and aspirations.
At the same time, her lack of boundaries and over-accommodating approach results in overwhelming workloads and compromised quality.
By reflecting on these scenarios, Amy has a moment of clarity. She understands the importance of actively engaging in business-related tasks and taking control of her studio's future.
She realises that clarifying her positioning as a designer who solves complex problems will attract the right clients and open doors to exciting opportunities.
She also understands the necessity of setting boundaries to maintain a healthy work-life balance, deliver her best work, and establish herself as a true professional.
With these invaluable lessons in mind, Amy commits to investing time and effort into the business side of her design studio.
She takes proactive steps to establish a clear positioning, refine her marketing strategies, implement effective project management systems, and set firm boundaries with her clients.
The results are extraordinary!
Amy witnesses a shift in how clients perceive her. She experiences smoother project workflows, gains financial stability, and embarks on fulfilling projects that align with her true potential.
Now, these scenarios might hit close to home for you and I can create many more scenarios but I hope these 2 illustrate the consequences of neglecting crucial business responsibilities and the direct impact on your day-to-day reality.
Remember that, as a designer, you must embrace the dual roles of a creative and a business owner.
Overcoming the fear or discomfort related to business development
The business side of things can sometimes feel intimidating and uncomfortable. Tasks like financial management, marketing, and strategic planning can trigger a sense of fear.
But here's the truth: these are skills that can be learned and mastered.
And if you recognised yourself in the scenarios it's time to face your fears head-on and embrace the business aspects of your design studio.
How you think about business development
The first step in overcoming the fear of business development is to shift your mindset and perception of it.
Instead of viewing these tasks as burdensome distractions from your creative process, let's reframe them as opportunities for growth and empowerment.
And recognise that effective business management provides the stability, financial resources, and control you need to transform your studio to be more sustainable.
By reframing business-related tasks as essential components of a thriving design studio, you can create a more positive mindset that embraces both the artistic and entrepreneurial aspects of your work.
You have the power to shape the future of your design studio
It's time to embrace the idea that you hold the power to shape the future of your design business.
But where do you start?
It's easy to feel overwhelmed when looking at the big picture.
Once you've realised you can no longer go on in the same way, you start to realise you need to update your services, increase your pricing, update your website, map out your processes, set up a better way to manage your financials and many other things.
Feeling like there's an endless mountain of tasks ahead can be downright overwhelming.
The result? Instead of focusing on one thing at a time, you:
Do nothing because all the possibilities of what you can work on paralyses you
Or you work a bit on everything without diving deep and building a strong foundation.
The key is to break down your tasks into smaller, manageable steps and set priorities.
Taking incremental steps and celebrating each small win along the way will build your confidence and momentum in managing the business side of your design studio.
I won't go into detail here about how to set these priorities but if you're constantly in that overwhelmed state because of everything you could be doing be sure to read the below articles:
Monitoring your progress & adjusting course
Setting goals and creating action plans is just the beginning. To ensure you stay on track and minimise busy work, it's essential to monitor your progress.
To do this you can consider:
Tracking Key Performance Indicators (KPIs): Think of KPIs as the compass in your design studio. These metrics will guide you, providing valuable information on financial indicators, operational efficiency, and client satisfaction. Let data, not emotions, inform your decisions.
Regularly review your strategies: Think of it as a pit stop during a race. Take dedicated time each month (you can read more here about how to set up a monthly review session) to evaluate your progress, identify areas for improvement, and adapt your goals and marketing approaches if necessary (be sure to try every strategy more than once and for a prolonged period). Adaptability is a superpower that leads to long-term success.
Asking for feedback from clients: Your clients have invaluable insights that can propel your business forward. Actively seek their feedback through surveys, interviews, or regular check-ins. By aligning your actions with their preferences and expectations, you'll deliver an exceptional experience that sets you apart from the competition.
The journey of your design studio is an accumulation of milestones and successes that testify to your dedication. It's crucial to take the time to acknowledge and celebrate these achievements. By doing so, you'll stay motivated, inspired, and ready to push forward.
Overcoming challenges while transforming your business
Realising that your business needs to change is an incredible first step. But let's be honest, the path to transformation isn't without its fair share of challenges.
Here are a few suggestions that might help you along the way
Embracing a growth mindset
Challenges are not roadblocks; they are stepping stones on the path to success. When you adopt a growth mindset, setbacks become opportunities for improvement.
Sure, it's frustrating when you encounter a difficult client. But take a moment to reflect and see the lesson hidden within:
That client who neglects to pay their invoice teaches you the importance of securing payment upfront.
The client who expects immediate responses during evenings and weekends teaches you the value of setting boundaries and managing expectations.
Feel the frustration in the moment, but then take a step back and approach it with curiosity. Consider what changes you can make in your client workflow to reduce the chances of similar challenges in the future.
Prioritise self-care and a work-life balance
You are your greatest asset. Transforming your business requires taking care of yourself and maintaining a healthy work-life balance.
Make self-care activities, such as exercise, relaxation, and pursuing hobbies, a priority. Spend quality time with loved ones to recharge and nurture relationships.
Building a profitable and sustainable business is a journey that never truly ends.
Simply putting blinders on and pushing through your never-ending to-do list won't lead to faster success (trust me, I've been there).
To achieve your goals, you must proactively replenish your energy. The energy you bring to your business tasks and client interactions directly impacts your results.
Getting guidance from a coach
You don't have to navigate this journey alone. Seeking support and guidance from a coach can be a game-changer as you build a profitable and sustainable design business.
While I typically stay away from promoting my own programs in newsletters as part of the solution, I can't emphasise the importance of having a trusted advisor who can provide personalised guidance tailored to your specific needs and goals enough.
Having a coach has made a huge impact on my business. And as a coach, I have had the privilege of working with many designers who have benefited from my support in their journey towards building a thriving studio.
Minimising busy work and prioritising business development is vital for you as a designer.
And overcoming the fear or discomfort associated with business development is a journey.
It's okay to start small and take it one step at a time.
By embracing the business side of your design studio, you can cultivate a balanced and thriving business that not only showcases your creative talents but also ensures long-term success and fulfilment.
So, let's minimise the busy work, let go of the fear, seek support, shift your mindset, and take those small steps towards unlocking the full potential of your design studio.
The possibilities are limitless.
You've got this!
Stephanie
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