You started your business because you love what you do. But somewhere between creating, making, performing or working with clients, you also became the person responsible for absolutely everything else.
Running a creative business can be hugely rewarding. Whether you're a photographer, musician, artist, designer or independent creative professional, there's nothing quite like being able to spend your working day doing something you're passionate about.
But there's another side to running your own business that doesn't always get talked about quite so much.
The administration.
It's the emails that need answering, the invoices that need sending, the appointments that need arranging and the documents that need filing. It's keeping track of enquiries, updating your website, organising your diary and remembering to chase that person who hasn't got back to you.
None of these jobs is particularly difficult on its own. But together, they can take up an awful lot of time.
It's all the little things that add up
When you think about the administration involved in running a business, it's easy to picture the obvious things: bookkeeping, invoices and filing.
But there's a whole collection of smaller jobs that happen in the background every day.
Emails and enquiries
Responding to new enquiries, following up with potential clients, answering questions, confirming bookings and keeping on top of conversations. It's surprisingly easy for an important email to disappear down the inbox.
Diaries and scheduling
Arranging meetings, booking appointments, coordinating availability and making sure everything fits together. If you're working with clients, collaborators or suppliers, there's often quite a bit of organising involved.
Invoices and payments
Preparing and sending invoices, checking payments have arrived, keeping records up to date and following up on outstanding balances. Not the most exciting part of running a creative business, but certainly an important one.
Files, documents and organisation
Keeping client information, contracts, photographs, project documents and other important files organised and accessible. A little organisation now can save a lot of searching later.
Marketing and keeping visible
Updating your website, preparing newsletters, scheduling social media posts and keeping your business information current. It's important to stay visible, but finding the time to do it consistently can be difficult.
The chasing and remembering
Following up on quotes, confirming arrangements, requesting information, checking deadlines and remembering all the little things that need doing. Sometimes it feels as though half the working day is spent waiting for someone else to do something!
The problem with doing everything yourself
When you're a small business owner, it's natural to want to keep control of everything. You know your business better than anyone, and you may feel that it's simply easier to do the jobs yourself.
But there's a cost to that approach.
Every hour spent sorting emails or organising paperwork is an hour you're not spending on your creative work, developing your business or looking after your clients.
It can also mean that important tasks get pushed aside. Perhaps your website hasn't been updated for months, your mailing list needs attention or you've been meaning to organise your client records for ages.
And when the admin starts spilling into evenings and weekends, it can become difficult to switch off.
You don't have to do it all yourself
This is where a Virtual Assistant can make a real difference.
A VA provides remote administrative and business support, taking care of agreed tasks so that you can concentrate on the work that needs your particular skills and attention.
You might need help with:
Managing your inbox and responding to routine enquiries.
Diary management and appointment scheduling.
Preparing documents, quotations and invoices.
Organising client records and digital files.
Updating websites and maintaining mailing lists.
Coordinating projects, events and bookings.
General administration and keeping things running smoothly.
You don't necessarily need someone working for you every day, either. A few hours of support each week can be enough to make a noticeable difference.
The important thing is finding the right support for the way you work.
Make more room for the work you love
Delegating your administration isn't about losing control of your business or handing over everything you've worked hard to build.
It's about recognising that your time is valuable and that you don't have to be responsible for every single task.
Sometimes the best investment you can make in your business is giving yourself a little more time to do what you do best.
A little help can go a long way
At Admin By Lucia, I provide friendly, flexible Virtual Assistant and Personal Assistant support for creatives, musicians, independent professionals and small businesses.
With a background in music administration, events management and supporting busy creative departments, I understand that no two businesses work in quite the same way.
Whether you need regular weekly support or help getting a particular project organised, we can work out an arrangement that suits you.
You concentrate on the creative work. I'll help take care of the admin.
Interested in finding out how I could help?
Get in touch with Lucia for an informal chat about your business and the support you need.