How to Plan a 365-Day Photography Project Like a Pro

Take a picture every day for a year, and you just might surprise yourself at the end of the project.

One of the most challenging and potentially rewarding experiences a photographer can partake in is a 365-day project. There are many upsides to such an undertaking, not to mention a whole lot of cohesive images after a year's worth of shooting.

In this article, we'll discuss how to get started on a 365-day project using any camera, even if it's only a smartphone. You don't need to know all the rules of photography to start or even know how to operate all the functions of your camera. This will all come together in time. A year-long project is just the thing to improve all aspects of your photography.

What Exactly Is a 365-Day Photography Project?

calendar and accessories

Simply put, a 365-day photography project is just that—a project that requires 365 days of images taken by the photographer, consecutively. That can be as few as one photo a day or as many as you like. But the gist of it is this: take at least one picture a day for an entire year.

Secondly, you don't need to start on the first of January. You can start on any day of the year. You make your own rules.

Camera Gear Considerations

camera

A 365-day photography project can be done on any camera. You can also use multiple cameras; it all depends on the subject matter, and naturally, on what you own. But there are a few things to consider.

If you’re choosing subjects that move quickly or that may be found in low light situations, many smartphones and older point-and-shoot cameras may struggle to obtain focus and decent exposure. DSLRs and mirrorless cameras may be better suited for these subjects.

Conversely, if your 365-day photography subject involves public places that typically restrict photography or if you need to be discreet because you don't want to disturb the scene, you'll want to use something a bit different. In this case, a smaller camera like a point-and-shoot or even your smartphone will make for a perfect pairing.

The bottom line is this: make sure the camera(s) you have is capable of photographing your subject matter for the entire year, no matter where you may be in the world.

If your theme is based around street photography, check out how to convert your smartphone into a street photography camera .

Choosing Your Theme and Setting Parameters

Hand holding picture

Your theme will ultimately determine what parameters you will set for yourself each day. Now, you may think that you don't need rules or any specific theme to shoot a 365-day photography project, and you would be correct.

But if you look around at photographers who have taken the time to plan their projects, in most cases, you'll find that these projects have a purpose. Their work is simply "better" compared to someone who's just randomly shooting anything in sight for the sake of fulfilling a quota.

Whatever your choice, there are usually several considerations. For example, if your project is based around faces, you'll want to think about whose faces you'll be photographing every day—people you know, strangers, or both.

Even if you're only focusing on making a self-portrait, you may want to set a specific time of day when the picture will be taken for the sake of continuity. Will these pictures be taken indoors or outdoors, in what kind of light and background? The possibilities are nearly limitless.

A few steadfast rules and restrictions will always make it easier to pull off a 365-day photography project. The important thing is to make your own rules and to never break them if you can help it. It's quite okay to change things as you go because of obstacles and unforeseen circumstances. However, try to keep a few ground rules that will guide you and inspire you to complete the one-year challenge.

To Plan B or Not to Plan B?

man in hardhat

What if something happens during the year and it becomes impossible to photograph your theme for the day or even for longer? Having a Plan B may be a good measure in case of health issues and other situations preventing you from photographing.

As already mentioned, it's okay to change things up. Make plans for sick days. Would you still be able to work on your 365-day photography project if you got the flu? Choose something else to photograph on those days that would make sense for your project. It's also okay to simply pause it altogether. The worst-case scenario is that you start over from scratch. It's not the end of the world!

In any event, a good Plan B will enable you to continue shooting or give you the freedom and clarity of mind to simply start over again at a later date.

Naming Your 365-Day Photography Project

box of letters

Naming your project need not be complicated, but your name should sum up what your main theme is. It could be as simple as "Faces" or "Love," or a little bit more specific, like "Cars in My Neighborhood" or "One Year at the Beach."

Take some time and figure out the best possible name. If nothing comes to mind right away, compile a list of potential candidates and decide on the best one.

But who says that you can't start your 365-day photography project without a name? You make the rules. If you're stuck but have everything else figured out, begin shooting and decide on a name later. You've got a year to come up with a good name, right?

Publishing and Sharing Your Work

Social media in Scrabble

You may want to share your work on social media or your website if you own one. This is a great way to connect with your audience and to let them know what you're up to. You may find it helpful to receive appreciation and encouragement throughout your one-year journey.

If you're not interested in sharing your work, this is fine too. But it helps to consider what your ultimate destination is for your 365-day photography project. Will it be open to the public and will you be sharing regular updates? Do you want to publish a photo book at the end of the year? Or will you simply consider the year-long project to be an exercise in photography?

There are no right or wrong decisions here. But planning this aspect of your project will help with time management at the very least.

Plan for Expenses and Time Management

budget sheet

It makes good sense to plan for any expenses you may incur for your project. If you have to travel, factor in how much your fuel costs would be averaged out over a year. If you're taking public transport, determine what your best available options would be: daily, weekly, or monthly passes?

If you've never shot a 365-day photography project before then it's not a good idea to spend a lot of money on unnecessary gear. Don't go overboard. Purchase only the essentials and keep things simple. At the end of the day, it's only the images and your story that matters. If you already own a camera, computer, and photo editing software, then that's all you need to get started.

Related:  How to Get the Nik Collection's Photoshop Plugins for Free

Another important factor is time management, especially if you plan on sharing your images as you go. For instance, if you are shooting daily and want to share daily too, you'll have to think of your days in this way: shoot, edit, and share.

Each one of these phases will cost you in time. Plan accordingly. Again, if you have to make adjustments along the way then that's okay. But getting your shots in for the day is the top priority, always. Everything else can wait if need be.

Why Do a 365-Day Photography Project?

question mark

You may ask why this question wasn't positioned at the beginning of the article. The reason is simple. You may not have a reason for starting a 365-day photography project other than the fact that you've never done one before. This is all the justification you need.

Here's a suggestion that may help you along the way. Continue to ask yourself why you're doing your project, even after you've already started. Have this conversation with yourself daily. The process of questioning can serve as a valuable tool to enhance your process and to improve your photography.

You may be surprised to discover new answers over the year, answers that only emerge with experience after you've already tucked a few weeks or months under your belt. See where these new answers may lead you. This is one year out of your life—make it meaningful.

Join the 365-Day Photography Project Club

Photographers

Taking on an everyday project for a year is an epic adventure. You can use any camera. You don't have to own an expensive one or be a professional photographer. All you need to start is to find a theme that will keep you engaged for a year.

Set yourself up for success. Plan your 365-day project so that it's both meaningful to you and easy to get your shots. The more effort you put into it, the more you'll get out of it.

At the end of the year, you'll have a few hundred images to show for your efforts. You'll also have achieved what few photographers have ever accomplished: a membership to an exclusive club, where the dues are paid with daily images.

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Best Photography Workflow Software in 2024 (Studio Management)

Need help getting your photography workflow and business organised? Our guide the best studio management software (CRM) of the year will help you succeed.

Software | By Mark Condon | Last Updated: January 21, 2024

Finding the best photography studio management software is critical for your success as a photographer in 2024.

Running or starting a photography business isn’t easy – keeping track of everything can soon feel overwhelming.

If you’re a professional photographer, the right studio management software will help you stay organised and even generate more business.

Even if you haven’t turned pro, it’s important to start thinking about which software to use to manage your photography workflow .

Studio-ninja

Powerful features, slick interface, great mobile app and fast support. All you need in a photography studio management software.

Use code SHOTKIT to save 50%

Most photographers operate individually these days, so ‘studio’ management software may seem like overkill…

Trust me – it’s definitely not! There’ll come a time when you’ll be drowning under a mess of spreadsheets, calendars and PDFs!

Investing the time and money to set up and use one of the photography business management software reviewed below is essential to your success… (and maintaining your sanity!)

Let’s have a closer look at our annual photography studio management software comparison.

Table of Contents

Best Photography Client Management Software (CRM for Photographers) in 2024

Studio ninja.

photography project management

Managing admin can be a pretty boring subject… that’s why we wanted to build something unique and cool – something that photographers would actually love using! So we set out on a mission to create the world’s most user-friendly photography business app. Built specifically for photographers, Studio Ninja is beautifully designed, intuitive and super easy to use. It has improved the lives of thousands of photographers from all over the world by helping them to eliminate paperwork, automate their businesses and allowed them to get their lives back.

ChrisGarbacz

Chris Garbacz | Studio Ninja

Built specifically for portrait, wedding, and other professional photographers requiring a CRM, Studio Ninja is the world’s highest-rated photography studio software management business app.

Beautifully designed and super easy to use, it will help you:

– Automatically convert leads – Upsell with customisable quotes – Take payments easily online – Get contracts signed quickly – Stay organised with easy to follow workflows – Send automatic emails to your clients – Receive answers to questionnaires – Eliminate paperwork – Free up your time – Inbuilt accounting software for photographers …and so much more!

We make everything as easy as possible for you to get up and running as quickly as possible. All of our Ninjas can enjoy the following perks:

– Free 30 day trial period – Free data migration – Free one-on-one training – Free 24 hour in-app chat support – Free premade email, contract, questionnaire and workflow templates – Free regular software updates – Free kick-ass mobile app – Integrations with Google, PayPal, Stripe, Quickbooks, Xero, ShootProof, Pic-Time, Fundy, ProSelect. – Discounts with some of the world’s leading photography products and services.

USD$21.80 p/month, or USD$215 p/year

Master Plan:

USD$32.70, or $327 p/year

photography project management

As a photographer myself, I built Iris so that I could spend more time on shooting and editing and less on busy work. The biggest thing that sets us apart from competing photography studio management software CRMs is how easy Iris is to use and our incredible customer support team. Photographers rave about how simple our system is, how quickly they can learn the system, and how fast and awesome our support team is when needed.

MeredithGradle

Meredith Gradle | Iris Works

– Online Booking – Intelligent scheduling with the option of personalized booking invites and a booking calendar

– Client Management – See all of your client information, contracts, payments and bookings in one place

– Automated workflows – Rid yourself of busy work by automating all of your emails, contracts, invoices and questionnaires

– Free contract and questionnaire templates

– Customizable Lead Pages – Embed an Iris lead page into your website to turn web traffic into bookings

– Free Migration – Already with another CRM? Our customer support team will move over all of your data for free.

Pricing is based on our annual plans:

– $22.50/month per user for our Basic Plan – $29.75/month per user for our Premium Plan

photography project management

If you want powerful photography studio management software that can *actually* save you so much time with the many different automations and time-saving features, then skip the “simple” options and go with Pixifi. Why drive your business around in a golf cart when you could be driving a Ferarri?

Tim Hussey Pixify

Tim Hussey | Pixify

-Industry Leading Mobile App (iOS & Android) -Lead and Client Management -Online Booking / Scheduling -Supports Multiple Brands -Quick Invoicing / Estimates -Secure Digital Contracts -Workflow & Automation -Automatic Email and SMS/Texts -Workshop Ticket Selling -Event Timelines -Calendar Integration -Zapier Integration/Automation -Client Lounge / Portal -Custom Proposals -Track Projects / Productions -Time Tracking / Task Management -Gift Cards / Gift Certificates -Pipeline Tool & Visualizers -Dynamic Questionnaires -Multiple Staff with Permissions -Track Payments / Expenses / Automatic Mileage Tracking (in the app) -Multiple Merchant Options -Locations & Vendor Tracking – Full portrait photography studio client management system and workflow -SO MUCH MORE…way too many features to list

– $24.99 per month for Essential – $34.99 per month for Boutique – $49.99 per month for Studio Pro

photography project management

Dubsado is a client management softare for photographers that manages your business tasks so you can spend time maximizing your profits. You can send contracts and invoices, generate leads, automate your processes, manage bookkeeping, send and receive emails and so much more all from one place. From capturing leads on your website, to automatically following up with a questionnaire based on the client’s input, or sending them a proposal that will make them eager to select those big-ticket packages, our photography studio management software has got you covered.

Becca and Jake Berg Dubsado

Becca & Jake Berg | Dubsado

– Unlimited Trial: Try us out for free. No time limit. No credit card. – Automation & Workflows: With automated workflows, you can trigger actions such as sending emails, completing tasks, and creating invoices – all without a single click. Additionally, set up automatic appointments and payment reminders personalized for each client. – Client Management: Capture leads and easily maintain one-on-one communication. Keep forms and contracts in private portals and correspond with your clients through emails, forms, contracts, and invoices – all from your own email address. – Customization: Design form and contract templates to use across all projects. Browse our template library or use your own design to build forms that look professional, accessible, and branded to your business. – Scheduling: Book appointments, create payment schedules, and send date-based reminders automatically. – Get Paid: Send invoices to get paid, either in full or through multiple scheduled payments. Set up automated recurring invoices for subscription-like services. Connect to a payment processor so your clients can pay at any time on any device.

$35/month or $350/year per user.

Sprout Studio

sprout

I have been a professional photographer for over 15 years and I know how hard you work for your business. In 2013 I had the photography business software idea that has grown into Sprout Studio, the all in one photography studio management software suite that helps you stay organized, give your clients a seamless experience and get more done faster!

Bryan

Bryan Caporicci | Sprout Studio

Sprout Studio is a true all-in-one Studio Management Suite for professional photographers. Features include:

–  CRM : Manage your leads, shoots, bookings, emails, workflows, and all client communications in one place. –  Invoicing : Set your price lists (we’re also currently integrated with WHCC Lab), send invoices, sign contracts, collect payments, provide credits, trigger reminders, and more.

Sprout Studio has 4 tiers of plans to suit your business for as low as $19 a month.

photography project management

Why use Shootzilla? Simplicity! Don’t get overwhelmed by thousands of photography CRM software options – just get the photography studio management software solution you need.

Christiaan De Groot

Christiaan De Groot | Shootzilla

– A clean and simple overview of everything you have done and everything you need to do next.

– Create your own workflows for every type of shoot or use the template workflows inside ShootZilla for a quick start.

– Create your own email templates or use one of the many pre-loaded templates. Never write the same email twice again!

– Send out automated emails on birthdays, wedding anniversary dates, etc.

– Create multiple contact forms so all your website inquiries arrive in ShootZilla so you can respond with one click!

– Contact manager: All information of everyone you ever worked with is automatically accessible via your contacts page.

– Get referrals from your colleagues who also use Shootzilla and vice versa.

– Our preset workflow templates are stuffed with awesome marketing tricks that will help you bring your photography business to the next level.

– A task manager to batch your workflow tasks

– A visual calendar gives you insight in what’s ahead and syncs with your own online calendars

– $24/month per user – $264/year per user

photography project management

At HoneyBook, we understand how important providing an exceptional client experience is to building a successful business. That’s why we’ve combined tools like billing, contracts and client communication all in one place, so that service-based businesses, like photographers, can get organized and provide top-tier service at every step. Whether setting up a workflow to seamlessly managing new inquiries, designing a beautiful brochure that is true to your brand or effortlessly invoicing and processing payments, HoneyBook has got it covered so you can focus on doing what you love

honeybook-oow-tuesday-63 copy

Oz and Naama Alon and Dror Shimoni | Honeybook

– End-to-end project tracking keeps you in total control

– Branded templates simplify all client communication

-Mobile app makes it easy to work from your phone

– Invoicing, contracts, scheduling and more, all in one place

– $40/month or $400/year

How to Choose the Right Studio Management Software for You

The number of photography studio management software solutions available to photographers, videographers and creative professionals here in 2024 is quite overwhelming.

I obviously don’t expect you to download all the studio management options mentioned in this guide. While they all offer free trials, it would take a huge investment of your time to find the one that works best for your needs.

However, you still need to compare… so what’s the best way?

My advice would be to sign up for a free trial of whichever studio management software that catches your eye – perhaps it’s the branding , the features, the founder’s statement – whatever the case, have a quick play around.

If you can’t work out how to use it in the first 15 minutes, ditch it and move on. The user experience needs to be logical and easy to pick up quickly – this is the first and most important test of finding the right business management software for photographers.

If you’re comfortable with the basic ins and outs, start delving a bit deeper – add some fake clients, set up some of the 3rd party integrations and online payment options, contact customer support (prompt, helpful customer service is an important factor).

By this stage, if you feel happy with your choice in photography studio management software, close this article immediately!

If you don’t, shiny object syndrome will kick in, and you’ll spend hours testing the next photography studio management software, and the next… it’d be a waste of time. Just settle on the first option that ticks all your boxes.

What to look for in the best photography studio management software

Here are some of the features you should be looking out for when choosing photography studio management software.

You’ll have to decide for yourself which are most important to you as a business owner.

  • Customer Service – whatever CRM you choose, you’ll need to contact customer support many times for questions and help.
  • Updates / Support – does the customer support listen to your needs? Is there a roadmap for updates? Is there an active Facebook user group?
  • Software UX  – are you wading through endless menus and options, or is everything laid out logically and easy to use? Is it fast and user friendly? Is it cloud-based or do you need to install it?
  • Simple Client Booking – can you integrate a booking form on your website? Is lead capture/lead generation a simple process?
  • Syncing / Integrations – can you link to your Google Calendar easily? How about to an online gallery for photographers? ( see best options ). Or your credit card/payment provider? Or Gmail?
  • Project / Task Management – to keep track of the myriad of tasks you’ll have running a photography business
  • Scheduling – can you make new bookings easily? Is there the option to add bookings for second shooters?
  • Mobile Option – can you view your leads/make bookings/etc using your phone or tablet?
  • Automated Workflows – does the CRM automatically move the client through each step of your workflow?
  • Automated Sales Funnels – are you able to upsell clients to other packages/send sale notifications, etc?
  • Communication Tracking – can you access a trail of communication with your clients easily? Can you make client notes?
  • Exports – can you get data out of the CRM easily? (Bookings, leads, financials, etc)
  • Team Members – can second shooters and studio managers use the software at the same time?

Other features like support for multi-day events, access restrictions, support for multiple photography brands, client questionnaires, customisable contact forms, etc, are nice to have in a management system, but not essential for most photography businesses.

Above all, decide what’s essential for your photography business and ignore everything else. The bells and whistles of client management software are aplenty, but don’t let them distract you and your goals!

Other Studio Management Software Tools

Our original shortlist included a handful of other CRM software tools, but unfortunately, we weren’t able to get the info from their teams… despite emailing multiple times – make of this what you will!

My goal isn’t to name and shame, but just for complete transparency, here are the companies that no doubt offer great software for photographers, but for whatever reason, chose not to be among the others on this list:

If anything changes, I’ll update this guide with the latest information from each photo studio management software.

CRM Market Trends in 2024

Social Networking

In the Gartner CRM Summit 2010 challenges like “system tries to capture data from social networking traffic like Twitter, handles Facebook page addresses or other online social networking sites” were discussed, and solutions were provided that would help in bringing more clientele.

The era of the “social customer” refers to the use of social media by customers.

Cloud Computing and SaaS

Many CRM vendors offer subscription-based web tools (cloud computing) and SaaS. Salesforce.com was the first company to provide enterprise applications through a web browser and has maintained its leadership position.

Traditional providers moved into the cloud-based market via acquisitions of smaller providers: Oracle purchased RightNow in October 2011, Taleo and Eloqua in 2012; and SAP acquired SuccessFactors in December 2011.

Sales and Sales Force Automation

Sales forces also play an important role in CRM, as maximizing sales effectiveness and increasing sales productivity is a driving force behind the adoption of CRM software. Some of the top CRM trends identified in 2021 include focusing on customer service automation such as chatbots, hyper-personalization based on customer data and insights, and the use of unified CRM systems.

CRM vendors support sales productivity with different products, such as tools that measure the effectiveness of ads that appear in 3D video games.

Pharmaceutical companies were some of the first investors in sales force automation (SFA) and some are on their third- or fourth-generation implementations.

However, until recently, the deployments did not extend beyond SFA—limiting their scope and interest to Gartner analysts.

Vendor Relationship Management

Another related development is vendor relationship management (VRM), which provide tools and services that allow customers to manage their individual relationship with vendors.

VRM development has grown out of efforts by ProjectVRM at Harvard’s Berkman Center for Internet & Society and Identity Commons’ Internet Identity Workshops, as well as by a growing number of startups and established companies.

VRM was the subject of a cover story in the May 2010 issue of CRM Magazine.

Customer Success

Another trend worth noting is the rise of Customer Success as a discipline within companies. More and more companies establish Customer Success teams as separate from the traditional Sales team and task them with managing existing customer relations.

This trend fuels demand for additional capabilities for a more holistic understanding of customer health, which is a limitation for many existing vendors in the space.

As a result, a growing number of new entrants enter the market while existing vendors add capabilities in this area to their suites.

AI and Predictive Analytics

In 2017, artificial intelligence and predictive analytics were identified as the newest trends in CRM.

FAQs on Best CRM for Photographers

How can I compare Sprout studio vs Honeybook?

Sprout Studio and HoneyBook are all-in-one project management and client communication platforms designed for photographers and other creatives.

While they share similarities, there are differences to consider. Sprout Studio offers a comprehensive set of features for managing existing clients, such as client management, project management, invoicing, contracts, and a built-in CRM system.

HoneyBook offers many of the same features, but also includes lead generation tools and workflow automation to help find new clients and streamline project management.

Choosing between them depends on specific photography business needs. Sprout Studio may be better for businesses that need a robust set of features, while HoneyBook may be better for those that need to find new photography clients and automate workflow.

Is Studio Ninja only for photographers?

Yes, Studio Ninja is a CRM built specifically for photographers to manage clients.

Can I use Excel as a CRM or photography management software?

Yes, Excel can be used to build a CRM. However, it is not as efficient as a dedicated CRM platform that offers multiple advanced features specific for photographers.

Photography Studio Management Software | Final Words

I hope this guide to the various business management software solutions available to photographers has been helpful.

Remember – investing time and money into a user-friendly photography studio CRM is an important step to your success with earning money as a photographer .

Above all, don’t leave it too late to start setting up your studio management system – use your slower months to integrate all your online booking forms, online payment options, lead generation forms and various other client management tools.

Ditch that messy Google Calendar + Excel Sheet task management solution you thought was useful, and invest in your success with one of these excellent studio management software companies.

Leave a comment below with your choice of best photography studio management tools for photographers, and how you keep track of your clients and handle lead generation. Also, check out our guide to photo management software .

You'll Also Like These:

photography project management

Mark Condon is a British wedding photographer and editor of Shotkit. When he’s not taking photos or reviewing the latest camera gear and software, Mark can be found cycling around the northern rivers.

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20 Amazing Photography Studio Management Software

Looking for the perfect studio management software, but don’t know which one to pick? We’ve rounded up the best CRM for photographers options out there.

photography studio with white backdrop and softbox lights

As a photographer, whether you specialize in wedding, portrait, editorial, or travel photography, you face the same challenges: finding and managing clients, keeping track of deadlines, and handling invoices. That’s where photography studio management software comes in. By centralizing your work and streamlining your workflow, these software solutions can help you focus on what really matters

But with so many options on the market, it can be overwhelming to choose the right one for your business. That’s where we come in. As experts in the field, we’ve evaluated the top photography CRM software suites that offer project management, invoicing, automated emails, payment options, booking systems, workflow management, and lead generation tools. From budget-friendly options to top-of-the-line solutions, we’ve got you covered. Let’s dive in!

photography-studio-management-software-on-macbook

CRM For Photographers: What Features Do I Want?

What are some of the key requirements for your studio management software? Most of the CRM apps on the market offer the same general slate of features, but some might stand out in certain areas. Before making your selection, consider what you need as a business, where you need the most help, and what role your software will play.

Here are some features you should keep in mind when selecting a photography CRM:

  • Workflows that keep track of project stages and assist with automating tasks. Workflow software will generally offer templated workflows — many of them designed specifically with different photography gigs in mind, but you can modify or design your own to suit your needs.
  • Schedule and calendar management : A CRM can keep track of appointments and meetings, either through information input directly into the system (via a client booking portal, for example) or by syncing with a different calendar client like Google Calendar or iCal.
  • Generating and managing leads : You can harvest interested clients and setup the automation process to follow up through email. Some CRMs will create their own forms, while others will use a line of code or a widget for this. A few will even generate leads through your social media accounts.
  • Invoicing and payment : This, predictably, is a main use case for many professional photographers. Without any additional action from you, many CRMs are able to accept payments (e.g. just following up on past unpaid invoices with Square, Stripe or PayPal). Some can also automatically follow up on unpaid bills for you.
  • Client portals that will allow customers to submit and modify bookings.
  • Financial management tools : Some CRMs can supplement, even replace accounting software for photographers. Photography CRMs that offer expense and revenue tracking can be especially useful when it’s time to file taxes while offering financial reports that give a bird’s eye view of the financial health of your business.

With that info in mind, you’re ready to check out our list of the best CRM for photographers in 2021!

Keeping up with communication and deadlines are vital for keeping clients happy, as it’s sure to bring in word of mouth referrals. Another strategy to acquire new customers: make sure your online presence, including your online portfolio website, is well put together.

If you don’t have an online portfolio yet, they’re a snap to make. Look for an easy-to-use website builder with beautiful, customizable templates . Built-in features like Instagram integration so you don’t have to manually update your portfolio with all of your newest and greatest shots, and a client proofing gallery will make sending proofs to your clients easy.

Best CRMs For Photographers

1. workflow.

A CRM built by photographers for photographers. Workflow is a photography studio management software that comes with a best-in-class suite of tools to help photographers streamline their work.

Workflow allows you to manage and send large photos in private galleries, syncs with your calendar, send digital contracts and enables project and contact management all from one place. All of which allows you to connect with clients and provide excellent service while also making it simple for collaboration. Clients can favourite photos or publicly share photos.

Client Galleries by Workflow lets you organize your project information like a professional. Do it quickly, save time, and be more productive.

Pricing Starts at: Free

ShootQ’s studio management software offers an impressively broad range of features. To start, there’s online booking, with quick invoicing and online payment (plus automatic late notices for those who don’t pay up front). Meanwhile, those bookings are added to your schedule, which integrates with your other calendars.

Customization is key with ShootQ: You can set up and edit your own workflows and pre-template emails, questionnaires and other documents, and customize client-facing portals to suit the look of your business. Additionally, their financial reporting tools can also be customized to show the data you most want to see. ShootQ also syncs with Quickbooks for more control over your accounting. On top of all that, there’s even a workshop module that will let you lead workshops digitally.

ShootQ features an iOS app that lets you use the service on the go, with an Android version coming soon.

Pricing: Starts at $29/month

3. Sprout Studio

Another piece of photography management software designed by and for photographers. Sprout Studio was created to be as fast and user-friendly as possible. Their studio management tools include plenty of branding customization options for customer-facing pages and forms.

But Sprout puts a heavier focus on bookkeeping and accounting, offering easy invoicing (with Stripe, Square and PayPal integration for payment) and an all-in-one “Business Health” feature that offers plenty of graphs and analytics to look at your business’s financial situation at a glance. Want to see the type breakdown, by percentage, of all your past shoots? Your booking percentage? The amount of money you have from outstanding invoices? They’ve got you covered.)

On top of that there are some nifty photography-specific features, like online galleries and design proofing, that most CRM for photographers generally won’t bother with.

Pricing: Starts at $20.17/month

If you’re the kind of small business owner who likes to have everything precisely how you like it, Táve is the CRM software for you. Táve is aimed at a number of creative industries, but it’s a powerful piece of photo studio management software as well.

It’s intensely customizable, allowing you to create prompts and tasks that can be integrated across their workflow system, contact forms, questionnaires, contracts and more. Additionally, you can set your own due dates for those tasks, resulting in a to-do list that keeps itself constantly up to date.

Tave also auto-generates booking quotes, and its lead tracking feature will follow up automatically with new potential clients, providing updates on the status of each file within your dashboard.

Táve’s users say the learning curve can be steep, and the software can take time to get set up the way you want it — but the customization possibilities makes the trade-off worth it. Plus, their customer support team is quick to help, and the developers are adding new updates all the time.

Pricing: Starts at $21.99 per month

5. Studio Ninja

On top of having the cutest branding of anyone on this list, this user-friendly (and relatively wallet-friendly) piece of photography business management software was created explicitly with photographers in mind. Features include an easy-to-use task management system, pre-made and customizable workflow options, and a customizable client portal that lets clients approve quotes, sign contracts and pay online — it’ll even automatically send reminders for unpaid invoices.

A mobile app makes on-the-go management easy. Plus, Studio Ninja works seamlessly with a number of other tools, including Gmail, Google Calendar, Xero and QuickBooks. PayPal and Stripe integration and comprehensive financial reports make Studio Ninja a useful piece of accounting software for photographers as well.

Pricing: Starts at $23.30/month

In their own words, this CRM for photographers offers “everything you need and nothing you don’t”. Among Iris’ features: Online booking, an invoice system that works with Square and Paypal and sends out automatic deposit and payment requests, and a unique “scouting” feature that steers you toward new locations when shooting out in the field.

Their lead generation feature will pull from your Facebook and Instagram accounts, in addition to using email-based contacts. Invoices, questionnaires, and contracts are all easily customizable, so you can add your own branding to keep things looking professional. ShootProof and Quickbooks integration is also available.

Pricing: Starts at $22.50/month

Pixifi was created by a wedding photographer who was struggling to find a streamlined solution for his business. Pixifi works from any device, syncs with a long list of other software (including Google Calendar, Stripe, Mailchimp and Dropbox), and offers a customizable dashboard that lets you put the elements you use the most front and centre.

One of Pixifi’s biggest selling points when it comes to photography client management might just be its fully-automated booking system, a relative rarity in the CRM world, which allows customers to select dates and options, hit checkout, sign a contract, and pay their fees without you lifting a finger. Their calendar system allows you to note your own availability in the system — meaning no more double-booking.

If you like all your documents to match your branding, fear not: Pixifi offers plenty of snappy templates for contracts, as well as the ability to customize them to your liking. A built-in financials platform will let you send invoices, log your expenses, and keep on top of taxes. And a drag-and-drop lead management platform lets you get the ball rolling on interacting with new potential clients in a snap.

Pricing: Starts at $29.99/month

8. Honeybook

Honeybook offers a customizable workflow area that lets you create your own templated task timeline for different types of projects (and shows you clearly where your projects are in the cycle). The tasks from your workflow are sent to an all-in-one dashboard area that lets you send emails, questionnaires and more from the same place. Honeybook also allows you to customize and add your branding to invoices, contracts, contact forms, and much more.

Those looking for accounting software for photographers will also appreciate Honeybook’s ability to create reports using your customer data (including reports on profits and losses, where your leads are coming from, and your customer conversion rate). In addition to its own iOS and Android apps, Honeybook integrates with Calendly and Google Calendar, Gmail, Zapier, and QuickBooks.

Pricing: Starts at $9/month

9. Shootzilla

The brainchild of photographer and coach Esther de Boer, who wanted a CRM that lent a more personal touch to her correspondence with clients, Shootzilla offers a back-to-basics, user-friendly approach to CRM for photographers. The intuitive, easy-to-use interface includes customizable workflow templates tailored to photography projects (including weddings, portraits, and more), with simple toggling between your leads and existing clients.

You can customize your own email templates; additionally, Shootzilla will alert you to email-based tasks that need attention, then let you send that email right from your dashboard. Shootzilla’s calendar syncs with Google and Apple calendars. One drawback: Shootzilla doesn’t currently have an invoicing feature.

Pricing: $24/month

10. Booksteam

Booksteam specializes primarily in customer booking and scheduling, so if you’re mostly looking for photography client management software instead of workflow management tools, this might be more your speed.

Booksteam allows clients to make appointments through a (customizable!) booking platform, manage their bookings, and keep their info up-to-date. Additionally, Booksteam can also generate client invoices and collect payments (through Paypal or Stripe) and includes a financial report feature that will give you data-based overviews of your business.

Other features Booksteam offers that a more organizationally-oriented CRM won’t: A built-in review collection platform and display, discount codes, gift certificates and the option to buy bundled packages of services.

Pricing: Starts at $19.95/month

Formerly known as PICR, Bloom is a beautifully-designed, affordable CRM suite geared at a variety of creative “solopreneurs”. Created to balance task management software with marketing tools, Bloom offers an organized task management system that allows you to organize your workflows and track tasks, automate emails, and even deliver images.

Bloom also features lead capture and management capabilities, scheduling, invoicing and digital contract signing, and more. Their app, which allows users to communicate with clients, update their calendars, keep track of bookings and record payments, is currently available for iOS, with an Android version in the works.

Pricing: : Free

12. Picspotr

A more pared-back photography management software option, Picspotr offers a no-nonsense approach to CRM with a low price tag and simple features.

Picspotr offers customizable package creation, easy invoice drafting (and easy tracking of whether or not those invoices were paid), plenty of templates for documents, digital contract signatures, and a payment platform that uses PayPal, Stripe or Square. There’s also a scheduling feature that syncs with a number of calendar apps (including Google and iCal), as well as a basic accounting feature that tracks expenses and payments and offers an overview of your income.

If you prefer to get hands-on with branding and customization or want a more powerful accounting tool, you might find Picspotr a little too back-to-basics — but this might be just the ticket for those seeking a budget-friendly photography business software option that will help them keep their projects organized.

Pricing: $9.99/month

Named for the multiple jobs each small business owner juggles, 17Hats is a popular CRM for photographers and creative entrepreneurs of all kinds. Serious multitaskers with multiple side hustles will particularly enjoy the fact that several businesses can all be run under one account.

Users praise 17Hats for its intuitive workflows, which let you see through a project from lead generation all the way to completion while automating tasks and task reminders to keep projects moving through the cycle. Contracts, proposals, invoices and other documents can also be pre-templated and automated.

The software also handles online payment (through a number of portals including Stripe and Paypal, though some users have had trouble keeping more than one payment method active at once). Generally, 17Hats lags on the financial management and bookkeeping side, so this might not take the place of accounting software for photographers with more complex needs.

17Hats isn’t also as big on data visualization and customization as some other CRM platforms, so those looking for ultra-powerful analytical tools might want to look elsewhere. However, the platform is constantly being updated — so you might see more tools coming down the pipeline before you know it.

Pricing: Starts at $15/month

14. Dubsado

Dubsado is a popular CRM choice for creative small business owners of all stripes. Their dashboard offers a few extra neat widgets: In addition to standard entries like action items and upcoming appointments, you can see an ongoing comparison of your profits and expenses, monitor your financial goals, and see how much money is still owed in unpaid invoices.

When it comes to invoicing, Dubsado’s templates are pretty bare-bones, but there are some interesting payment options, including the ability to make one payment option universal but turn on others for specific clients. which could come in handy if one of your clients doesn’t want to use your default option.

Finally, where most of the CRM services on this list offer a limited-time free trial to get a feel for the service, Dubsado lets you try out your first three clients for free.

Pricing: Starts at $35/month

15. Light Blue Software

U.K.-based service Light Blue is another CRM for photographers — but instead of being entirely cloud-based, it’s a piece of desktop-based software that you can use even without an Internet connection, though you can also use their iOS apps and sync data between them. That also means that instead of paying ongoing subscription fees, Light Blue just requires you to buy the software outright, which offers a potentially appealing alternative to monthly fees.

On to the software: Light Blue offers a dashboard that puts appointments and shoots, communication histories, new business inquiries and other tasks all in one place. On top of standard organizational tools like communication histories and scheduling, there’s also easy invoice generation, a digital contract signature feature, and a built-in payment platform.

If you really love to delve into data and analytics, Light Blue might have what you need: In addition to a number of built-in financial reports, you can tinker with their built-in querying tools to look at whatever metrics you like. If you ever get stuck at any point in the process, or just need tips on getting set up, there’s a sizable bank of video tutorials available on Light Blue’s site to walk you through the process.

Pricing: $350 lifetime flat fee

If an aesthetically pleasing experience is key — even when it comes to your photography management software — you’ll likely love Bonsai, an easy-to-use CRM aimed at a variety of creative businesses and entrepreneurs.

Their sleek, streamlined, easy-to-learn interface includes a number of powerful features. Automated document creation is a big selling point, including contract generation (using their pre-included, lawyer-verified templates) and invoicing. Additionally, can even get alerts when clients view documents and when they interact with them — a handy little addition. Bonsai’s system also takes notes of when invoices are paid (or when your client intends to pay).

On top of that, there’s easy expense tracking (Bonsai can even import spending data directly from your bank account), financial overviews, and time tracking, which might come in handy for those who bill hourly.

Pricing: Starts at $19/month

Free CRM For Photographers

While you tend to get what you pay for when it comes to photography studio software, there are a few free CRM options out there that can still be useful for photographers with more low-key organizational needs.

Note: in this list, we have excluded CRMs that offer ‘free trials’, as these are not indefinitely free for users. The studio management tools that made the list are those that truly offer a free CRM, with options to upgrade.

17. Workflow

Workflow is a studio management tool that contains all of the most essential ingredients to manage and collaborate with clients.

In Workflow’s free plan, you can share password protected client galleries, transfer 2gb of data, input an unlimited amount of contacts, send contracts and have 24/7 customer support. The simple, friendly customer support is ready to assist you in any way to help you get started with Workflow at all hours. Best of all, it’ll allow you integrate with Lightroom and Capture One.

This is a budding professional photographer’s best tool to get started.

18. Studiocloud

If you’re looking for a great free CRM for photographers, you might have met your match in Studiocloud — it’s free for single-user accounts, which is perfect for solo photography businesses. (The price is bumped up to $35 per month when you add a second account.)

For a free tool, Studiocloud is pretty darn comprehensive, offering project management and client management tools, an online booking tool, online payment, digital contract signatures, automated emails and payment requests, and a fair bit of customization. Studiocloud even offers bookkeeping financial reports and integrates with Quickbooks (plus Google Calendar, Mailchimp, and other services). Desktop, online and iOS access keep you organized no matter where you are.

19. HubSpot CRM

Though it’s one of the most widely-used marketing-oriented CRMs on the market, Hubspot makes a great CRM for photographers as well. Hubspot offers a broad range of packages, ranging from free for a “starter” package to an elite “enterprise” package geared toward advanced marketing firms. Though the features (as you might expect) are throttled back considerably for unpaid users, Hubspot’s free platform is still a good way to dip your toe into the world of CRMs.

The free Hubspot platform features a suite of lead management tools — you can even see what your leads viewed on your site before they submitted anything through your contact form. Additionally, their lead analytics dashboard shows you where your leads are coming from and what’s driving the largest number of conversions.

That’s probably the biggest selling point of the free version of Hubspot, but there’s also contact management, communications history, an easy email function that lets you follow up on inquiries, and the ability to merge with a number of other apps and programs (including Shopify and MailChimp).

Flowlu is free for up to two users, with the next tier (for up to eight users) starting at $29. Though it’s geared primarily toward other businesses, its solid slate of features make it a useful free CRM for photographers as well.

The free version includes most of Flowlu’s features. There’s an in-depth lead generation and contact management system, as well as the ability to track tasks and deadlines via the workflow and calendar tools. In terms of financial tools, Flowlu offers direct invoicing via the CRM.

Additionally, a revenue and expense tracker will help you keep tabs on your finances, while the powerful reports feature offers an instant analysis of your financial data, including reports on where most of your business is coming from — and where your business can improve.

Custom CRM for Photographers

While discovering the best CRM for photographers depends entirely on the size of your business and your commercial requirements, there are plenty of feature-rich options available. That being said, If you need to find a CRM for photographers that exactly matches the needs of your business, sometimes off-the-shelf solutions simply won’t cut it.

Custom web applications offer precisely the tools you need without paying for extra baggage that doesn’t fit your business. Building a web application will require significant time input from you and your team, as well as high initial capital costs to get it going. However, creating your own CRM for photographers allows you to avoid the accumulation of subscription fees year after year.

Táve is touted as one of the more customizable CRMs for photographers. If personal branding is a touch you wish to demonstrate to your clients, then this software could be the right choice.

ShootQ is another option that allows you to customize your lead capture system. More personal tones and appearance can be established through personalization for features such as questionnaires, quotes, contracts, emails.

How to Successfully Trial your New Photography Studio Management Software

If you have started a free trial offer on some studio management software, you must ensure it is right for you and your business’ needs. Effective studio management software for photographers can save you hours each week and keep your books in check, but it also costs a substantial amount of money. Here are some tips and tricks to make the most of your free trial.

Give yourself enough time to learn and explore. Studio management software is often full of features and customization, but this means the learning curve is pretty steep too. Set time aside from your busy schedule to get to know your new photography studio management software in a calm and peaceful environment.

Include the whole team in the process. If multiple people are going to be working with photography business software, it is important to include them in the decision-making process. This prevents unforeseen issues further down the line and helps promote general understanding across the business of how the new system works.

Be clear on your business needs and goals. In order to pick the right photography studio management software, understanding your business-specific photography management requirements is key. This includes detailing your order of operations, how you engage with clients, and the billing terms and procedure.

Keep track of your issues and write down any questions you have. No photography workflow software is perfect. We’re constantly on the lookout for the holy grail of photography business management software, and you are likely to come across problems with whichever product you choose. However, the support that comes with studio management software for photographers is often first-class, meaning their team will usually be able to help you navigate any hurdles that are lying in your way. Be sure to make detailed notes of these issues so support teams can do their best to help.

Ask your clients for feedback. One of the best ways to test the efficacy of new photography workflow software is to ask your clients what they thought of the experience. After all, happy customers are the key to running a successful photography business. If they felt the process went smoothly, the chances are that the photography business management software is doing its job. This also gives you an opportunity to relay any client difficulties on to the CRM provider to see if they have any solutions.

Now that you have thoroughly tested your new photography studio management software, you should be ready to make an informed decision on whether to integrate it into your daily workflow. While it may seem daunting at first, CRM software can make photography client management simpler and more organized, saving you much-needed time in the day.

Now Go Get Organized!

When it comes to CRM for photographers, there are tons of available options to explore — but with a little digging, you’ll be able to find the studio management software that’s the right fit for you and your needs. Happy organizing!

Want more tips on how to build your career? How to Write a Contract: Freelancer Guide to Protecting Your Rights Moneysplained’s Guide To Finances For Freelancers 28 Freelance Work Websites For Finding New Clients And Better Jobs

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How to Start and Finish a Photography Project

A Post By: Anthony Epes

A comment I get a lot on my workshops is how hard it is staying motivated to take photos on a regular basis, especially when your time and attention is being dragged away by all of the other things in life – work, family, living! I find one of the best ways to remain motivated and to have a regular feeling of achievement, is to do a photography project.

photography project

Benefits of doing a photography project

What I love about a photography project is that I have a focus to my shooting. If I manage to grab a few hours on a Saturday afternoon to go out, I know what I’m looking for, I have an instant place to start. I am not faffing around thinking – where should I go today, what should I shoot?

I also find that a project encourages me to do more photography because I am thinking more about my images and the project itself. Even when I am not thinking consciously about it I know that it’s percolating in the back of my mind. I sometimes daydream about my photography project, ideas for it will suddenly pop into my head – all as I am going about my daily life.

How to Start and Finish a Photography Project

Motivation and a sense of accomplishment

Having the focus of a project is an easy way to get myself more involved with my creativity, and that to me is super exciting. The more creative I am, the more involved I am with creating and not just doing (doing is all the other stuff, mending the broken washing machine, writing emails, talking to my accountant), the happier I am. It’s simple.

I also love to have a sense of accomplishment that comes not from a bunch of nice images, but from a collection, a story, something that I can refine and develop. Photography projects also show me where the weak spots are in my work – because I am not just reacting to what’s around me, I am pulling my skills together to create something compelling. That drives me to work on the skills I need to develop.

How to Start and Finish a Photography Project

Now starting – and finishing – a photography project is not always a straightforward process. So here are my tips about how getting a project off the ground, and the ever important issue of getting it finished!

Let’s start with your subject

Picking a subject is, of course, the most important first step. There are endless choices, endless ways to shoot, and endless ideas. For me this is the toughest stage, nailing down the subject and the concept of the project.

I want my subject to be something that is new and exciting to me. I want to put my own stamp on the subject, to say something new and fresh.

How to Start and Finish a Photography Project

Here is what I consider when picking a subject:

Creativity is piercing the mundane to find the marvelous. – Bill Moyers

This is the most important criteria for me in picking a project. I need to be super passionate about what I am shooting, not only because that will help me get great shots but also it will keep me motivated to create a good body of work, and finish it.

The world is littered with unfinished projects, don’t let yours be one! So ask yourself this – are you really passionate about your proposed subject? Does it really excite you?

How to Start and Finish a Photography Project

Sometimes it seems like a project idea is amazing, but once you get started you realize it is too difficult to execute or it’s not what you thought it was going to be. No problem, just move on and start again.

2) What do you love outside of photography?

My favorite projects are usually things connected to what I love to do outside of photography. When you combine two passions then there’s brilliant potential.

I love exploring cities – most specifically at dawn when the light is beautiful and the streets are usually quiet and empty. I love the urban landscape – but I don’t really like crowds! So this is why I can go out day after day, year after year, to the same places in my city, or in other cities around the world, and take photos. It’s combining two things I love.

How to Start and Finish a Photography Project

Being in nature and lying on beaches also inspires me – but not as much as the urban landscape. For me nature is all about relaxing – so your subject has to be something you love and you find compelling to photograph.

How will I shoot this project?

Once you have some ideas for a subject, start thinking about how you want to shoot it.

What is your vision? For example – will it be color or b&w, reportage or posed portraits, epic landscapes etc.? Will the photos have a similar look and feel? What do you want the photos to look like?

How to Start and Finish a Photography Project

Also thinking about your kit – what lenses will you be using? Do you need any special equipment? This kit and equipment issue can be a tricky thing because you can stall on a project forever if you get too focused on gear that you don’t have. I have delayed projects for months because I became fixated on getting certain special equipment together, or having too many challenging arrangements to make, so in the end they never came together.

If you are new to doing projects I advise you to only shoot something you can do with the equipment that you have already. Make it as simple as possible to just get started.

Choose a subject that is accessible

The photos in this article are from a new project I recently started in Cuba. This is not an accessible place for me as I live in London – and I’ll only be shooting there a couple of times a year until I’ve finished my book about Havana. So I also have a project that is closer to home. That way when I am not traveling I have something close by to keep me focused and inspired.

How to Start and Finish a Photography Project

I think a lot of people rely on taking photos when they are outside of their normal day to day life, when they feel more inspired because they are somewhere new and different. Ultimately, though, getting inspired by the world that is immediately around you is much better training for your photography. If you can make something interesting of a scene you see every day, then you can definitely take an interesting photo of anything .

Don’t have too many projects going at once, though. If you are new to doing projects I’d recommend you start with just one.

Consistency is crucial

The more regularly you take photos, the quicker seeing and thinking like a photographer will become part of you. It’s just like going to the gym – regular consistent work results in the biggest overall impact.

How to Start and Finish a Photography Project

Creativity is a habit, and the best creativity is a result of good work habits. That’s it in a nutshell. – Twyla Tharp

Will I realistically have time to shoot this?

All of the points so far have been about refining the possibilities so it makes it easier for you to pick a subject for your project.

Working out the time to do it is a very simple point, but it’s super relevant. Are you going to actually have time to shoot this on a regular basis? You need to keep that creative juice flowing and if you aren’t shooting regularly you will lose your ability to stay inspired and be in the flow with your project.

How to Start and Finish a Photography Project

Keep it realistic – if you only have three or four hours a month, then that’s it. Plan to fit it in easily with your life.

Move out of your comfort zone

Step out of your comfort zone. Comfort zones, where your unrealized dreams are buried, are the enemies of achievement. – Roy T. Bennett

It’s super easy to get in a rut with your photography – shooting similar subjects in similar ways. Telling yourself – this is what I’m good at shooting, or this is what I love doing. While I encourage you to really dive deep into a subject and develop your own style , make sure you are not using it to limit yourself.

How to Start and Finish a Photography Project

Staying where you are comfortable in your photography is not where you are going to find yourself taking stunning, amazing photos. What you’ll be taking are photos that are just like the ones you took yesterday, last week, last year. Photographers need to keep developing and that often means pushing yourself out of your comfort zone.

Don’t park… Arrival is the death of inspiration. – Ernst Haas

If you want to do something new, something fresh, something unique – you have to move away from the safety of what you’ve always done, and move toward things you’ve never done before.

For me that’s been things like asking strangers if I can photograph their bellies (scary!), to travelling to new places or accepting commissions for big projects (weirdly it can often be more stressful getting paid to do a very creative job than doing it for yourself. After all, if you come back with a terrible personal project it just sucks for yourself.)

How to Start and Finish a Photography Project

Are you in your zone?

Photography doesn’t always have to be done outside of your comfort zone. Just keep an eye on the things you are choosing to photograph and making sure that you aren’t always playing it safe.

When you ask yourself what you really want to photograph and you come up with something that is both exciting and a little terrifying, that’s great! Then you definitely have something that is going to be interesting for you to explore. The line between being comfortable shooting and being on the edge of your comfort zone is a fine one.

Plan your project – but leave room for spontaneity

I couldn’t find the quote but I’m pretty sure that Napoleon said that you always want to go into battle with a plan, but that you’ll never follow the plan once you’re in battle. It’s the same with photography!

How to Start and Finish a Photography Project

You want and need a plan for how you are going to get this project going. Just don’t be afraid to adapt as the creative forces start working when you are out there shooting. I’ve sometimes had projects totally change shape, even the subject, while I am shooting.

Be open to change and adapt

For example, when I shot my first book, London at Dawn, I thought the book would be all about the workers who are up at 4 am and what they were doing. You know, the market traders, the cleaners, the bus drivers. It seemed like a really cool angle.

When I started shooting, though, not only are people really hard to find at dawn, and are usually inside buildings, and what I discovered was that the light of sunrise and the empty streets were way more interesting to me than tracking down people inside buildings working. I wanted to capture all this quiet and beauty.

How to Start and Finish a Photography Project

Make a project description

I like to have a basic description of my project before I get started which acts as my vision, the essence of my plan. To give you some ideas about how to do this, here are some descriptions of projects that I’ve done:

  • The Homeless World Cup: Create beautiful, colorful portraits of homeless football players that echo the powerful persona of the subjects in sports advertising. Pose subjects in strong and proud postures which, combined with the colorful backgrounds, promote a positive message about the homeless football players and the tournament.
  • Arboreal Dreams: An abstract exploration of trees inspired by my childhood memories of lying on the grass and staring up at trees for hours on end. The look of the photos will be dream-like and surreal, just as my childhood memories are, with the trees morphing into different shapes.
  • The Belly Project: The belly is an under-photographed part of the body (in my opinion) and rarely displayed (unless it’s in perfect condition). It’s often a source of personal dislike. I say free the belly! This project will be shot out on the street in a fun, spontaneous, and candid style. I will approach people with all kinds of bellies – and explore what lies hidden under people’s shirts.

How to Start and Finish a Photography Project

Can you see how in these short descriptions I covered what was interesting to me about the subject, how I wanted to shoot it and the style I would use? This is the kind of thing you want to end up with.

Is it a short term or long term project?

When starting out, I find many people aim to tackle these really big subjects that will take a year or two. That’s totally cool, but it’s really hard to sustain momentum for a two-year project. Even professionals find it difficult – well, I know I do! Life always gets in the way and distracts you from your project.

I think a short term project is the best place to start. Then as you build the skills for completing projects, you can extend yourself.

How to Start and Finish a Photography Project

What are you hoping to achieve with this project? What is the end result you hope to see? To give it to a friend, put it on social media, hang it on your wall, make a book? How many final images will you have?

These all sound quite specific but I find that when I ask these questions they help me to refine why I am doing a photography project, and the more refined I am the easier I find the project is to shoot.

Ultimately, I want to end up with such a good vision for my project that I can almost see the photos before I even step out the door. Of course, things will develop and change but working out these details really helps me when I am out there in the world faced with the actual – so where do I begin?

How to Start and Finish a Photography Project

The power of the deadline

Deadlines are the single best motivation for me to finish a project. To be honest, I rarely feel that I am totally finished. I could go on forever with most projects – there is always more to shoot, there are always more ways to make it better (even if that’s just in my mind). I do, though, like to get to the end and feel a sense of accomplishment, having something to tell the story of the subject I’ve been shooting.

The world is littered with unfinished creative projects of all types. Don’t let yours be one of them! A deadline is an amazing way to help you get it finished. You can pick a time frame – a year, a month, or 6 months. You can also create other deadlines by agreeing to do a project at the same time as a friend. Or by committing to creating a project before Christmas or for an exhibition.

Now – get started!

An idea that is developed and put into action is more important than an idea that exists only as an idea. – Edward de Bono

How to Start and Finish a Photography Project

This is where I get stuck all the time. I often have an amazing concept for a project, and I can see it in my mind. Then I try to get started, and… I procrastinate. This is often because I am waiting for perfect timing – be it the perfect light, perfect models, or a perfect day. All that thinking about perfect ends up feeling totally intimidating. So I have to say to myself – don’t wait for perfect conditions, they don’t exist! Don’t wait for more time, it won´t come.

It won’t be perfect straight out (or maybe even ever!) Perfectionism is the true enemy of creativity. Now think ahead to a few months from now with a finished photo project in your hands that you are showing people. It will feel awesome to know you created something from nothing, a photo project that is all about your passions and creativity. All you have to do now is get started.

Do whatever brings you to life, then. Follow your own fascinations, obsessions, and compulsions. Trust them. Create whatever causes a revolution in your heart. – Elizabeth Gilbert

I’d love to know what you think and if you plan to do a photography project this year, or may you are doing one now. Let me know in the comments below.

How to Start and Finish a Photography Project

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Anthony Epes

is a photographer whose work has been featured internationally; including on BBC, French Photo Magazine, Atlas Obscura and CNN. He is also a teacher – writing in-depth free articles on his website. Receive his free ebook on the two essential skills that will instantly improve your photos, and sign up to his weekly newsletter providing inspiration, ideas and pro-photo techniques.

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  • Photography Business Management

Mastering Photography Business Management: Your Ultimate Handbook

photography project management

  • November 7, 2023

Pixifi

Running a successful photography business is so much more than just taking great photos. Beyond mastering your craft, you need to know how to effectively manage the business side - the finances, marketing, operations, and legal aspects.

Without business management skills, some common issues photographers face include:

  • Cash flow problems from financial mismanagement
  • Overwhelm from disorganization and constantly "putting out fires"
  • Loss of clients due to poor communication or service delivery
  • Stress from trying to juggle too many things at once

Mastering business management allows you to put systems and processes in place to set up an efficiently-run and profitable photography business. This enables you to focus on your true passion - creating amazing photographs.

This handbook will provide photography professionals a blueprint to manage their business successfully. You'll learn how to:

  • Create a business plan to align on your vision, objectives, and strategy
  • Set up rock-solid financial structures and accounting practices
  • Establish legal protections through contracts, permits, insurance
  • Deliver 5-star service by wowing clients from first contact
  • Streamline operations using smart workflows and automation
  • Manage your brand, marketing, and growth systematically
  • Leverage tools and resources to work smarter, not harder

With the strategies covered in this handbook, you'll gain the confidence and skills to manage a thriving photography business. Implementation is key - use this as your guidebook to put systems in place one step at a time until you have a well-oiled business management machine.

Let's get started with building a strong foundation, which is the first step on the path to success.

Building your Foundation

A solid foundation is key to building a thriving photography business. This involves defining your business plan, dialing in your finances, and establishing legal protections.

Creating a Business Plan

A business plan is like a roadmap that defines your business goals and how you will achieve them. It covers areas like:

  • Business overview and objectives
  • Products and services offered
  • Target market and ideal client avatar
  • Competitor analysis
  • Marketing and growth strategies
  • Financial projections
  • Operations plan

Taking the time to create a comprehensive business plan has many benefits:

  • It forces you to clarify your business vision, values, and goals
  • You can spot gaps or weaknesses in your business strategy
  • It keeps you focused and helps avoid scope creep
  • You can use it to secure funding from investors or lenders

Set aside dedicated time to work on your business plan. Having a clear strategic plan is crucial to guiding your business decisions and measuring success.

Setting Up Financial Structures and Accounting

Solid financial systems and controls are essential for managing the financial side of your photography business. Key areas to focus on include:

  • Accounting software  - Choose a platform like QuickBooks to manage tasks like invoicing, expenses, payments, and taxes.
  • Bookkeeping  - Keep careful records of all income, expenses, assets, liabilities, and equity. Or outsource to a bookkeeper.
  • Financial statements  - Generate regular profit/loss statements and balance sheets to assess the financial health of your business.
  • Cash flow  - Use cash flow projections to anticipate income vs expenses. Maintain healthy cash reserves.
  • Taxes  - Understand tax obligations and work with an accountant to file business taxes correctly.

With robust financial systems, you gain clarity on the numbers. This enables you to make smart financial decisions to fuel growth.

Establishing Legal Protections

Taking steps to protect your business legally provides security and peace of mind:

  • Business structure  - Choose an entity like LLC that limits liability and provides tax benefits.
  • Contracts  - Use contracts to outline terms, conditions, scope of work, payment schedule, copyrights, and liabilities.
  • Insurance  - Secure general liability insurance plus errors and omissions insurance to protect from liability claims.
  • Permits and licenses  - Obtain all required local and state permits and business licenses for your photography business.
  • Releases  - Have photo release forms signed by clients and models giving you permission to use their images.

With the proper legal protections in place, you reduce risk and create confidence in your business systems.

Delivering Exceptional Service

Providing an incredible client experience is critical for photography businesses. Master these areas to wow clients:

Making Stellar First Impressions

A first impression has a lasting impact and sets the tone for the client relationship. Strategies for impressing clients from the start:

  • Website  - Have a professional website that displays your amazing work and is easy to navigate. Include your bio, services, and client testimonials.
  • Portfolio  - Curate an impressive portfolio that highlights your photography specialties and style.
  • Consultation  - Make consultations inviting. Discuss their needs, style preferences, and how you can bring value.
  • Follow-up  - Send a prompt thank you note after initial meetings reaffirming your enthusiasm to work together.

When you make clients feel understood, important, and delighted from the first interaction, you build instant trust and credibility.

Communicating Effectively

Ongoing communication is the lifeline between you and clients. Best practices include:

  • Clarity  - Be clear, direct, and transparent in all communication. Set proper expectations.
  • Timeliness  - Respond promptly to inquiries within 24 hours. Being responsive builds reliability.
  • Professionalism  - Craft emails, contracts, and collateral with excellent spelling, grammar, and branding.
  • Listening skills  - Listen attentively to understand what clients want. Reflect back to ensure alignment.

With robust communication systems, you can provide the white-glove service clients seek.

Streamlining Systems with CRM

Using a customer relationship management (CRM) system can significantly enhance client service. A good CRM centralizes key information like:

  • Contact details
  • Communications history
  • Booked sessions
  • Billing details
  • Notes and preferences

This provides easy access to every client detail in one spot. CRMs also automate workflows like email sequencing. This saves tons of time while delivering personalized service.

Delivering exceptional experiences consistently is the key to retaining happy clients and winning new ones through referrals. Master these areas, and your services will stand out.

Managing Your Finances

Managing the financial side of your photography business includes budgeting, pricing, invoicing, and cash flow management. Implementing strong financial practices will keep your business profitable.

Creating a Realistic Budget

An annual budget provides a spending blueprint for your business and helps you plan cash flow needs. Steps for budgeting:

  • List expected income from photography sessions, print orders, etc. Be conservative.
  • Estimate expenses like gear, rent, salaries, marketing, taxes, and more.
  • Factor in ad-hoc expenses for upgrades, maintenance, etc.
  • Establish monthly and annual budgets based on projected income and expenses.
  • Review budgets regularly and adjust as needed.

Sticking to a budget prevents overspending and ensures you remain profitable.

Developing Profitable Pricing Strategies

Set pricing that captures the value you provide while generating sufficient profit. Ways to optimize pricing:

  • Research industry rates in your area for comparison.
  • Factor in all costs - time, gear, editing, overheads, taxes - and desired profit margin.
  • Offer packages with tiered pricing for different products and services.
  • Communicate value not just cost - showcase why your unique expertise warrants higher rates.
  • Raise prices gradually over time as you gain experience and recognition.
  • Offer discounts only for limited-time promotions, not permanently.

Profitable pricing is key to running a sustainable photography business.

Sending Professional Invoices and Getting Paid

Make invoicing and payment collection a seamless process:

  • Send invoices promptly after a shoot. Include dates, items purchased, and payment terms.
  • Accept secure online payments by implementing a payment gateway on your website.
  • Follow up with friendly payment reminders before due dates for overdue invoices.
  • Offer installment payment plans for large purchases if needed.
  • Always follow through on collecting - this ensures you actually earn what you bill for.

With disciplined invoicing and collections, you maximize your photography earnings.

Streamlining Operations

Smooth business operations are vital for running an efficient and productive photography studio. Focus on these areas:

Implementing Efficient Workflows

Analyze your business processes to identify any bottlenecks or redundancies. Look for ways to streamline workflows using:

  • Organization systems - Keep files, assets, archives orderly so work is easy to find.
  • Checklists - Checklists prevent forgetting key steps and reduce mistakes.
  • Automation - Automate repetitive tasks like resizing images, email sequences, post-shoot follow-ups.
  • Collaboration tools - Use tools like Slack or Trello to collaborate with team members.

When workflows are optimized for efficiency, you get more done in less time.

Managing Projects Seamlessly

Juggling multiple client projects can be challenging. Use project management principles:

  • Break down large projects into tasks and set timelines.
  • Prioritize urgent tasks and stick to schedules.
  • Use charts and dashboards to visualize project progress.
  • Identify resource needs and allocate your team accordingly.
  • Proactively communicate with clients and provide progress updates.

With organized project management, work gets delivered on-time and on-budget.

Coordinating a Cohesive Team

For studios with team members:

  • Hire those aligned with your values and photography style.
  • Conduct extensive training to instill excellence and consistency.
  • Set clear responsibilities, expectations, and processes.
  • Foster open communication and collaboration.
  • Recognize achievements to boost morale and loyalty.

An engaged, tightly coordinated team allows your studio to provide amazing service at scale.

Growing Your Business

To attract a steady stream of clients, focus on crafting your brand, digital marketing, and networking:

Crafting Your Unique Brand Identity

Define what makes your photography business one-of-a-kind:

  • Articulate your vision, values, personality, and photography style.
  • Create visual brand assets like your logo, colors, and font that reinforce your brand image.
  • Ensure your website, collateral, and marketing unify around your brand.
  • Deliver a cohesive client experience that aligns with your brand values.

An authentic, clearly defined brand builds your reputation and visibility.

Executing Digital Marketing Strategies

Leverage digital platforms to connect with potential clients:

  • SEO  - Optimize your website and content with relevant keywords so you rank high in search engines.
  • Social media  - Share your work regularly on Instagram and Facebook. Use relevant hashtags and tagging.
  • Content  - Create educational blog posts and videos that connect with your target clients.
  • Email  - Send email newsletters with tips or promotions to build relationships and stay top of mind.
  • Ads  - Run Google/Facebook ads to get your brand in front of targeted audiences.

A multi-channel digital marketing strategy helps you continuously expand your reach and acquire clients.

Building Partnerships Through Networking

Partnerships provide symbiotic benefits:

  • Attend industry networking events and conferences to connect with colleagues.
  • Partner creatively with other photographers or wedding vendors.
  • Cross-promote related businesses through co-marketing or guest blogging.
  • Develop referral relationships - offer discounts for referred clients.

Strategic partnerships allow you to grow your reputation and client base.

Leveraging the Right Tools

Running a photography business is made infinitely easier with the right tools. Focus on core software platforms and educational resources.

Software Essentials for Photographers

Integrating the right software creates efficiency:

  • Client management tools like CRM, contracts, and invoicing
  • Streamlined workflow management from shoot to delivery
  • Booking pages and calendar integrations
  • Robust analytics and reports to spot trends and make smart decisions
  • Adobe Creative Cloud  - For editing photos, Lightroom and Photoshop are vital.
  • Cloud storage  - Store images securely in the cloud on platforms like Dropbox or Google Drive.
  • Email marketing  - Use email marketing software like Mailchimp to manage email newsletters.

Optimized software boosts productivity and profitability.

Valuable Educational Resources

Continuous learning helps you elevate your craft and business acumen:

  • Books  - Read classics like "Best Business Practices for Photographers".
  • Podcasts  - Tune into podcasts like ' Six Figure Photography ’ while commuting or shooting.
  • Online courses  - Take courses on photography, editing, marketing etc.
  • Conferences  - Attend local and national photography conferences to get inspired and learn new skills.
  • Facebook groups  - Join groups like "Photography Business Owners Network" to connect and learn from peers.

Make learning a lifelong habit to constantly level up.

Running a successful photography business requires mastery of both your creative skills and business management abilities.

In this handbook, we covered the essential components of photography business management:

  • Crafting a solid business foundation with your plan, financials, and legal protections
  • Wowing clients by delivering exceptional service consistently
  • Managing your finances through budgeting, pricing, and streamlined billing
  • Optimizing operations with efficient systems, project management, and team coordination
  • Growing your business by honing your brand identity and leveraging marketing strategies
  • Making your work easier with the right software tools and education

Follow this roadmap one step at a time, focusing on the areas most needed in your business. Over time, you will notice photography business management becoming second nature.

This will provide you the freedom to focus on your true passion - capturing stunning visuals through your lens.

To help you get started, access the following free downloadable templates and guides:

  • Sample Photography Business Plan
  • Photography Pricing Calculator (and Benchmarks )
  • Photo Shoot Checklist
  • Client Intake Questionnaire
  • Photography Marketing Plan Worksheet

We hope this handbook provides a blueprint to take your photography business management abilities to the next level.

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Calling all creative professionals.

15 Best CRMs for Photographers [2024 Edition]

Looking for the perfect CRM for photographers ? In this article, we’ll cover the best CRMs in 2024 (also called photography studio management software). We’ll evaluate these customer relationship management tools on several different criteria to help you decide which tool fits your needs best.

The 3 most popular CRMs are Honeybook, Dubsado, and Bloom . For an in-depth comparison read the Insider Review .

Here’s what this article covers:

(Click on the links below to jump to a specific section)

Top 15 Photography Studio Management Software (including features, pros, cons and pricing)

  • StudioNinja
  • Sprout Studio
  • Hubspot CRM
  • Studiocloud

Review of Key Features In Each Tool

  • Lead Management
  • Payment Integration
  • Project Workflows
  • Communication
  • Contract Signing
  • Scheduling Dates/Times
  • Questionnaires
  • Automations
  • Marketing Automation
  • Custom Branding

The Top 15 CRM For Photographers In 2024

Bloom is an excellent CRM for photographers that’s great at handling the needs of both solopreneurs and larger businesses. Used by experts in the field such as RedBull Photography and Joel Grimes, Bloom is a one-stop solution for all your studio management needs. 

  • The easiest-to-use and modern user interface.
  • A redefinition of an all-in-one that includes a website and image delivery.
  • Offers a live-chat feature that can be easily installed on your website.
  • Start with a starter plan that includes unlimited invoicing and contracts. Upgrade to the full suite of tools for $29/month.

photography project management

2. Honeybook

Honeybook is another popular CRM for photographers. The slogan of this photography management software is “ Book Fast. Get Paid Faster .” Honeybook’s goals are to streamline your workflow and boost your sales.

  • Strong community.
  • Good financial management features.
  • Simple pricing at $39/month.

Honeybook Photography CRM

3. StudioNinja

The Studio Ninja business management software is famous because of how user-friendly it is. Studio Ninja can help you save time, increase efficiency and get things done quickly. Another key feature that users often comment on is Studio Ninja’s clean interface.

  • Good invoicing and payment management.
  • Works for many different industries.
  • Prices start at $24.90/month.

StudioNinja Photography CRM

Dubsado is a great CRM software for photographers aimed at small business owners. Even though it’s designed for photographers it also works across many different industries.

  • Powerful form and questionnaire builder.
  • Good workflow management.
  • Great customer support.
  • Priced at $40/month for Premier Plan.

Dubsado CRM for Photographers

Táve has great client management tools that help keep your business organized so you can spend more time doing what you love. Tave is an extension of ShootProof and is a customizable management solution for photographers. ShootProof is a photo gallery where photographers can sell print, and delivery galleries to clients. Tave integrates directly with ShootProof and is the business management side of photography.

  • Customizable platform that can handle WordPress data and operations easily.
  • Advanced accounting and tax reporting capabilities.
  • Extreme customization capabilities.
  • Starts at $24.99/month.

Tave CRM for Photographers

6. Sprout Studio

Sprout Studio is unique because they allow users to have multiple projects running at one time and have advanced contact management abilities. As one of the more advanced photography CRMs out there, Sprout Studio tracks user’s business health, income, accounts receivable, mileage, sales tax, and much more.

  • Contact analytics
  • Custom price lists 
  • Pricing starts at $17/month

photography project management

Pixifi is a simple photography business management software that allows users to book online appointments, setup staff schedules and sync calendars. Pixifi was created by a photographer who needed a way to effectively track his leads. 

  • Digital client contracts
  • Variety of free templates 
  • Pricing is $29.99/month

photography project management

8. Shootzilla

Shootzilla is perfect for structuring, organizing and automating your photography business. Their software is packed with features for professional photographers and was created by one of the more poluat wedding photographers in the industry.

  • Streamlined workflows
  • Calendar management with Google Calendar
  • Pricing is $24/month

photography project management

9. Hubspot CRM

The Hubspot CRM is a free customer relationship management tool that is perfect for any sales and marketing team. This CRM is well known and for a good reason. It has everything users need to organize, manage, track contracts, and build relationships with leads.

  • Calendar management
  • Automatically logs sales activity
  • Pricing is $35 with starter plan

photography project management

17Hats is a feature rich client management tool that is dedicated to providing the education, automation, and advice busy photographers need. The most powerful feature is their free crm software and users can then build out a process that suits their needs. 

  • Strong contact management
  • Built for new business owners
  • Integrates with Google Calendar
  • Pricing is $15/month or $150 annually

photography project management

11. Studiocloud

Studiocloud is a free business management software that is customizable to your business type and allows you to manage your employees alongside your lead generation. This client management software is a solid tool for photographers. 

  • Allows clients to book online
  • Customizable contact form
  • Integrated credit card processing
  • Starts at $10/month

photography project management

Bonsai is a great all-in-one product suite with automated processes that lets you focus on being creative. Even though it’s not designed specifically for photographers, they have all of the admin work in one place. Bonsai is an easy-to-use CRM aiming to help creatives. Their streamlined interface includes a powerful automated document creation tool that alerts you when clients view documents. Bonsai’s unique features are their expense tracking system that imports data directly from your bank account and their time tracking tool. This is beneficial for those creatives who charge hourly rates. 

  • Built for global businesses
  • Great free templates
  • Effective time tracking
  • Pricing starts at $24/month

photography project management

ShootQ’s management software organizes your entire photography business in one place. They prioritize automating your business workflows, invoicing, lead tracking, and contracts. Their robust features were developed by photographers for photographers. ShootQ provides top-notch customer service with live chat, email and 1 on 1 account setup. 

  • Creative email templates
  • New lead organization

photography project management

14. Monday CRM

Monday is a customizable CRM solution for all businesses. They have premade templates, workflows, and sales pipelines for businesses to hit the ground running. With their flexible drag-and-drop interface, they make it easy for businesses of all sizes to automate their workflows. This program may not be for photographers specifically and doesn’t have a gallery delivery option, but is a strong competitor in the CRM industry. 

  • Centralizes your data
  • Ability to connect online & offline
  • Pricing starts at $8/month

photography project management

Flowlu is a business management software that runs your company projects and finance tracking. They allow remote access to every project and task in your company. Flowlu automates your business’s expenses, reports, and invoices. Even though they are not photography focused, Flowlu’s team task manager allows you to delegate tasks by project, priority, due date, or assignee. 

  • Maintain financial records
  • Agile project management
  • Team pricing starts at $39/month

photography project management

Review Of Key Features – Photography Studio Management Software

Let’s take a closer look by comparing the key functions.

1. Lead Management

Lead nurturing is a core part of any marketing campaigns run by all small businesses. You could have the best team members alongside you, but without a lead management system, you won’t be able to attract and retain any leads. Unfortunately, if you are a creative business owner, it’s hard to find an industry-focused CRM for photographers to send emails, capture leads and follow-up on calls. 

The Bloom Solution

The Bloom photography management software gives you a state-of-the-art lead management solution to help you across all stages of the sales funnel. Bloom offers a unique project management/workflow feature built into each lead. This allows you to create tasks for yourself in regards to each lead, instantly add it to your calendar, and reference what has been done with each opportunity.

Other Solutions

We did not find any striking difference between how the other CRMs differentiated in regards to leads. While all the solutions had dedicated pages, Honeybook combined leads with active projects into one workflow. This complicates lead tracking and can be confusing when there are a large number of leads mixed with active projects.

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2. Payment Integrations

Ensuring a smooth client experience should be the main priority for any type of studio management tool. A complicated payment system can be a big turn-off for any potential client in the photography industry. Why should they use your services if they’re going to have a tough time closing the deal and making payments? Your photo studio management software needs to have multiple integrations for your payments to make invoicing a piece of cake.

Bloom Solution

The Bloom photo studio management software has powerful automated invoicing and payment features to simplify your payments. You can process credit card or ACH payments by integrating Square or Stripe. With support for over 135 currencies, you’ll have no problem handling an online credit card payment in Bloom! Unlike other solutions, Bloom also allows you to integrate Paypal, Cash App, Venmo, Zelle, and Bank Transfers–all seamlessly into your invoices.

The other CRM systems also had integrated online payment options with invoicing features. However, no platform particularly stood out here. Tave offered the broadest range of online payment options but was only integrated with Square. 

Honeybook had the least amount of integration and didn’t allow you to fully integrate with any platform. All you could do was add your bank information to have your online payment processed through Stripe. 

The big downside to this is that you can’t see your invoice payments come through in Stripe. Also, this made it impossible to do any additional bookkeeping and issue any refunds.

3. Project Workflows

Managing project workflows are an integral part of the photography industry. You need to have your workflow under control or you’ll constantly be under stress. You’ll be missing deadlines, forgetting tasks, and delaying clients.

The Bloom photo studio management software is the only solution offering a category-based workflow. This layout allows you to organize your projects under different workflows. In this whiteboard-based model, you’ll have all of your projects listed on the left and your tasks on the top.

photography project management

The beauty is that you can create as many workflows as you need. To rearrange your projects or tasks, simply drag and drop them between different workflows. This gives you a quick overview of your small business and makes it easy to make changes on-the-fly.

When reviewing the other CRM systems, we found two different workflow patterns:

A) Project-based workflows 

The project-based workflow allows you to take a set of tasks and apply them to any project. In this setup, the workflow lives under the project as a set of resolvable actions. While flexible, the biggest downside is that there is no overview of all your projects and what needs to be done next. 

To see your next tasks, you have to click through each project individually. This is the model used in Tave and Dubsado.

photography project management

B) Swim-lane workflows 

The swim-lane workflow is unique to Honeybook. It gives photographers a good visual for each stage of your flow and where each project falls into. Unfortunately, this workflow quickly breaks down if you have projects that don’t follow this same exact workflow.

For example, if you shoot commercial and non-commercial work, you’ll have very different workflow stages which makes this process unusable. We recommend this model only if you’re shooting in one specific photography industry.

photography project management

4. Communication

When it comes to communicating with your clients , the quality of your customer service interaction is key. You need to communicate quickly and effectively with your clients if you want to succeed. The right app will enhance your client communication by automatically saving notes, details, emails, or form fills. We live in an age where communication is possible through various mediums. The right app will track the client’s communication for you and send notifications if the client reaches out asking for more details. 

Bloom’s unique communication feature is based on a chat-based model. It gives you a centralized conversation tracking hub for each client that includes automated messages, emails, and online live chat. Bloom let’s you determine what your weekly schedule looks like and communicates with clients which days you are not available. 

It is also the only CRM tool that features two-way message inclusion without any necessary integrations. This allows you to stay organized and communicate effectively without any third-party apps in the way.

photography project management

All the other CRM programs allow you to send emails, albeit with different setups. Most platforms chose to organize their messages directly under projects. While this is convenient for sending your first email, it quickly becomes confusing because:

  • Automated emails aren’t tracked.
  • Most platforms don’t show your client’s replies inside the portal.
  • If a contact becomes a new lead or project, you don’t have a history of your prior conversations.

Take a look at our review of Acuity Scheduling.

5. Contract Signing

Ever since digital signatures were recognized by US law, they’ve become an inseparable part of most operations. Most small businesses can’t rely on pen and paper contracts anymore. 

They’re impractical, time-consuming and a big turn-off. 

Why would a client wait days for a physical contract when they can just get it done online in seconds? Your CRM programs need to support digital signatures if you want to keep your clients happy and boost your business. 

Bloom is the only CRM featuring auto-countersignatures. This feature allows you to create a signature and choose where you want to have it applied. 

This way you’re not wasting time signing back and forth before each side has a legally binding document. Not only does this make your business more efficient, but it also fosters a great customer service experience for your clients.

photography project management

How to Create a Countersignature in Bloom

You can also upload existing PDF contract templates to Bloom. This eliminates the need for manually typing out your clauses into separate contracts. To add an extra layer of security to the e-signature process Bloom records your client’s IP address.

Most of the other CRM tools offer you some level of digital contract signing. However, none of them are as comprehensive as Bloom. While most of them were easy to use, Tave was by far the most complicated and confusing to use.

6. Scheduling Dates/Times

Administrative tasks like scheduling are a core part of working with clients. An efficient way to schedule appointments is critical for a professional client-provider relationship. Relying on email threads for your photography business scheduling is far from ideal. The back-and-forth between availability and schedule changes can be tedious and time-consuming.

Bloom solves this common photography business problem by putting the scheduling in the client’s hands. Simply send a link to your client where they can see your availability and book a slot by themselves. This completely removes the need for administrative tasks like a follow-up email or call.

photography project management

Bloom Scheduling Tool

Bloom also allows you to embed this scheduling feature in your sign-up form to build an instant online booking experience. Your clients can now select a creative package, sign a contract, and select a date/time, in one seamless flow.

photography project management

Dubsado also allows your clients to schedule appointments and activities themselves. However, unlike Bloom, this feature is only attached to an invoice – in other words, you can’t simply send a form to select a date. None of the CRMs even came close to the kind of scheduling capabilities Bloom has to offer.

7. Questionnaires

Questionnaire forms are an excellent way to improve your efficiency and maintain a professional brand . A good questionnaire can help a client describe exactly what they need and speed up the fulfillment process. It reduces the need for unnecessary follow-ups and can help you get the job done quickly.

Bloom’s questionnaires are completely customizable and present the client with one question at a time. This makes it easier for them to answer questions as they’re not presented with an endless list of boxes to check off.

The other CRM programs also had a standard set of options like text boxes, multiple-choice, and dropdown lists. The only business software outliers were Dubsado and Tave, which included the greatest variety of different question types. While Dubsado’s forms came with customizable CSS and HTML tags, Tave took it a step further with a Gravity Forms plugin for additional customization.

photography project management

9. Marketing Automation

Marketing automation can make your life significantly easier. Instead of manually following-up on everything, your automation tool can automatically send emails for you.  

Marketing automation isn’t just useful for client acquisition. You can also use it to streamline your operations. Automate email follow-ups and reminders to keep your client updated on everything happening. Not only does marketing automation reduce your workload, but it can also ensure that tasks don’t fall through the cracks. As you’re not manually doing any of these tasks, losing track of them isn’t an issue anymore.

With Bloom, you can easily set up automations and know exactly how they will be activated. You can also see them in your conversation threads when the emails are sent out. To automate a task, select your email templates, select when you’d like for it to be sent out, and what conditions should apply. That’s it.

photography project management

As Bloom’s automations are handled independently of any workflow, a studio owner has total control over them. You can view all your automations at once and tweak them to grow your business effectively. 

The other business software solutions only feature automation for specific workflows. Once you apply a workflow to a project, the automations will be set for that specific schedule and workflow. While this can be helpful, deciphering which automation is active for each workflow and project can be hard. 

Tave, however, opts for a different approach. Like Bloom, Tave automations function independently of workflows, which makes it easier to edit them.

Dubsado’s software stands out with their ease of use and ability to automate individual tasks during the booking process.

photography project management

10. Custom Branding

Your brand is the representation of your business and it’s the way in which your clients identify with you. A powerful brand builds trust and facilitates loyalty. This is why taking the time to customize each invoice, contract, and message is valuable. Consistency is crucial to brand identity which is pertinent for long term growth and repeat business. Clients are naturally attracted to a professional brand look and feel. So choosing a CRM software with the ability to fully brand all points of communication with clients is important. Every engagement your client has with you, is an engagement with your brand. 

Bloom’s questionnaires, invoices, contracts, forms, and emails are fully customizable. You can change features to your brand color, upload your logo, and add your information. By setting up your branding in Bloom, your clients are experiencing a seamless professional booking process. 

Other software companies have branding options for their invoices and forms but tend to be limited. Tave has one of the more customizable CRMs when it comes to building out your branding. You have the ability to change headers, background colors, logo sizes and email formats. Bonsai fis more feature rich rather than customizable. They let you customize the booking process rather than individual form set up.

How Bloom Stands Apart

While every management solution has its unique set of strengths and weaknesses, Bloom is uniquely built as a marketing CRM with many unique features. It is entirely dedicated to helping you grow your business . Here are some additional unique features Bloom has to offer:

1. An integrated website builder

Bloom has an integrated website builder for your photography studio that is currently in Beta. While the full version is scheduled for the fall of 2019, you can already use it to create and customize a beautiful photo studio website in minutes! 

All the Bloom web templates have clear calls-to-action (CTA’s) strategically placed on every page. Also, if you use Bloom to deliver images to clients, you can easily drag and drop your favorite image files to your photo studio online gallery.

2. Live chat messenger

Everyone knows that a good website strategy includes a powerful lead magnet. Your lead magnet will capture your visitor email address for future follow-ups. To help with this, Bloom studio management software lets you add a live chat to your website. This allows your visitors to engage with you in real-time by submitting their name and email.

Bloom website chat

To ensure that business owners are always available for replies, the chat feature is integrated with Bloom mobile and web apps. 

Want to know how helpful this is? Statistically, if you chat with a website visitor, they are 83% more likely to book you.

3. Image delivery

Another unique Bloom feature is that you can deliver image digitals through online galleries with a unique client link. All your client has to do is click on the link you sent them, and they can access this gallery through our cloud-based software. Bloom sets itself apart from their competitors by offering 1 terabyte of storage. This is a highlight for photographers since it allows you to store more projects and upload more photos during image delivery. A studio owner can easily upload image files to their online galleries, set a cover and set viewing preferences to customize their experience, like the website builder, this feature is in Beta and is available to all our users.

4. Instant online booking

Bloom strives to make the lead generation and client booking process as seamless and frictionless as possible. The form builder lets you create a customizable experience where your clients can schedule a package, sign a contract and even pay for it —all in one single and seamless flow.

What used to take users days of back-and-forth communication can now be done in seconds. Lead-generation features like this allow a studio owner to customize and scale their small business by focusing on acquiring more customers instead of wasting time on administrative tasks like creating invoices.

How to choose the best CRM for your photography business

1. explore free trials.

Who doesn’t like free things? All of the companies listed have free trials that range from a week to two weeks. A good CRM will save you hours of time and manage your schedule for you. Use the opportunity to test out these products and see how they work. 

2. Determine your business needs and goals

Determine what your current client management process looks like and take note of what you feel like can improve. By determining what your business needs are, you can use these company’s free trials to explore what each software company has to offer. Your photography business might need more cloud storage for image delivery or you might want advanced lead capture capabilities. You can pick which company will enhance your business and curate a relationship with your clients.

3. Think about your client’s experience

Keep your clients in mind when choosing a CRM for your business so that you can provide the best experience possible. By testing both the sending and receiving parts of the booking process you can understand how fast the automated processes are. You can determine how your branding will be perceived. As well as, see how easy it is to download photos in image delivery. Each feature matters and each provides different types of value to your business.

A final word on the best CRM for photographers

Which of these customer relationship management tools is best suited to you?  While all these CRM tools are great options, Bloom stands out on many levels. It offers you powerful tools to take your small business to the next level. If you think we’ve left a photography studio tool out, leave a comment or visit one of our social media pages to let us know. In the meantime, why not sign up for a free trial of Bloom and experience it for yourself?

photography project management

5 CRM Software for Small Business Needs

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photography project management

  • Try it free

Project and Client Management for Photographers

photography project management

Being a freelance photographer is hard . Turning a passion into a career is challenging and it takes a lot of dedication, sacrifice and willingness to learn. Yet, taking photos is only part of it. Being a freelance photographer means that you are also the accountant, the project manager, the intern and the boss.

You might have heard of other project management tools like Monday , Asana or Trello . But Hassl is the ultimate project management tool for photographers. Why? Here’s why:

Hassl is an app that helps you manage projects, photoshoots, clients, invoices, file sharing, marketing and everything else there is when running your own photography business.

If you are a photographer, here are some reasons why you should give Hassl a try:

  • Easily set up client, projects, and business admin in one place.
  • Plan projects create tasks and never miss a deadline.
  • Easily share files with clients.
  • Accurate quotes, time tracking and invoicing.
  • Plan projects with timelines .
  • Simple To-do list .
  • Notes to write notes about whatever you like.

photography project management

What is Hassl and why is it great for photographers?

  • It’s a web and mobile app used to manage your tasks and business.
  • It’s on the cloud so you never have to worry about losing your files.
  • It’s super simple to use.
  • You will spend more time actually doing work rather than planning what to do.
  • It’s customisable to suit your own workflow and goals.

Here are some examples of how photographers use Hassl features to plan projects, manage clients and grow their freelance photography business:

1. Create folders for clients and projects.

Simple file structure and workflow. 

Folders keep your projects in one place so that everything you need (tasks, files, invoices, details) are all in the one folder. Just like how you set up folders on your computer. 

photography project management

  • Clients  — For all of your active clients and projects. Within each folder, there are tasks, milestones, notes and files. Folders keep your workplace clean and easy to navigate.
  • Business and Development  — for tasks and activities to grow your own business such as collaborations, marketing and pitching.
  • Admin and Accounting  — Invoicing, bills, expenses, accounts etc. All the important stuff that keeps your business running smoothly (and all the stuff that you usually forget about)

photography project management

2. Create Tasks and plan projects.

Simple file structure and workflow.

Within each project, there are tasks, milestones, files, notes and reporting. 

photography project management

Tasks  — tasks you need to do. You can set a due date, custom statues, timing and assign to people (if you have others in your team — otherwise just assign to yourself). You can also create custom columns to suit your workflow.

Status  — Statuses show you at a glance what stage you are at with the task or project. This can all be customised to suit your needs.

Billed Hours  — This is the time-tracking function. Enter in the allocated time you have quoted for the certain task. This will provide you with an accurate schedule for your week and will ensure you stay on top of invoicing for your time.

photography project management

3. Upload and Share photos and files with Clients.

Files uploads and sharing allows for easy and quick access to all your project files.You can also send files to clients within Hassl. No more email attachments! You can still use Dropbox, Google Drive or WeTransfer for larger folders but Hassl makes it super easy to send across a folder with recent photos from a shoot.

photography project management

4. Time tracking and invoicing as a freelance photographer

Use time tracking to accurately invoice and plan pre-production and post-production. 

photography project management

Quoting and invoicing is a pain. But it’s the reality of the businesses and it can often be the breaking point for many businesses and freelancers. If you get on top of your cash flow, you’ll have more time focusing on your actually photography.

Use the estimated time tool to plan a project or a shoot. You can then export those hours and send a quote or invoice for your work.

You can also track time by clicking the little stopwatch icon. This is super handy when you are working in post-production and you want to know exactly how long you spent on a certain project. It’s also a great way to work out how to price your work by understanding how many hours you are really putting into a task.

photography project management

5. Plan your projects with the timelines.

Timelines are a great way to give an overview of your workload and to see the project landscape. Often when we are working on a project, we can only see one step ahead, which ends up with a closing deadlines, too much coffee and a stressful workflow.

With Hassl, you can create timelines in one click. Simple add your tasks, set due dates and click go! Project timelines also help you plan for bigger projects that might take several weeks or months. By planning ahead, you can see your workload and what you need to do first before you can move onto the next stage of a project.

photography project management

6. To-do list

A very simple list with a checkbox — nothing fancy. This can be used for anything from reminding yourself to charge batteries, check the weather for an upcoming shoot or to set smaller tasks for your day.

The best thing about Hassl is that it can be used however you like it. There are no set rules or boundaries. You could use the to-do list for your grocery shopping or you could completely ignore it. It’s up to you.

photography project management

7. Notes for whatever you like to note about.

Notes are fantastic. If you are used to writing in your phone notes or in a word document, this is your saving grace. You can create as many notes as you like, export them as PDFs and you can also work on them collaboratively with a client or team member at the same time! You can also add links or client details so they are all in one place.

photography project management

There is no single app, ebook or course that will make you a great photographer and business owner. But there are tools that can help you get there. Hassl is a simple, easy to use app with everything you need to excel in your freelance photography business. If you want to see more features, head over to our website.

Try Hassl for free

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Photoshoot Plan Template

Photoshoot Plan Template, within the Milanote app

Organize your entire shoot in one place

Planning a photoshoot can feel stressful. There are a million things to organize—from the concept, visual references, your shot list, models and much more.

The photoshoot plan template helps you organize every part of your project in one flexible workspace so nothing falls through the cracks. It includes 6 templates for the key parts of your shoot: the project plan, brief, moodboard, shot list, call sheet and contact sheet. It's the perfect way to kick-off your next photoshoot!

This template is part of the Photographers collection .

  • Includes 6 free templates
  • Organize visually
  • Add reference images
  • Share with your team
  • Comment & gather feedback

How to use this template

Whether you’re a beginner or a seasoned pro, follow this step-by-step guide to learn the modern process of planning a photoshoot in Milanote, a free tool used by top creatives.

1. Start with the photoshoot plan template

The photoshoot plan template is the central hub for your project. It includes the key parts of every great photoshoot plan: The brief, moodboard, shot list, call sheet and contact sheet. There are also checklists for your workflow and gear so you have everything in one easy to access place.

Template Photoshoot Plan Step1

Create a new board for your project.

Create a new board

Drag a board out from the toolbar. Give it a name, then double click to open it.

Choose the built-in Photoshoot Plan template.

Choose a template 

Each new board gives you the options to start with a beautiful template. Find the Photoshoot Plan template, then choose "Use this template".

2. Open the brief template

The first part of a photoshoot plan is the brief. A clear, inspiring and informative brief provides the structure and direction for photographers to their best work. It typically includes background information, goals, deliverables, references imagery, creative direction and a style guide. Learn what goes into a professional photoshoot brief in our guide: How To Write an Inspiring Photoshoot Brief .

Photoshoot brief template step06

Open the Brief in your Photoshoot Plan.

Choose the Photoshoot Brief template.

Each new board gives you the options to start with a beautiful template. Find the Photoshoot Brief template, then choose "Use this template".

3. Describe the goals & audience

Fill in the placeholder cards in the Brief template. Start by adding some background on your client and the project. Then, list the goals, deliverables and important dates. Finally, describe the target audience—the people you hope to impact with your images.

Photoshoot brief template step02

Add a note to describe the project and goals.

Drag a note card onto your board

Start typing then use the formatting tools in the left hand toolbar.

Create a new to-do list for the deliverables.

Drag a to-do list onto your board

Start typing then press "Enter" to create a new item. Add a title to your to-do list using the left hand toolbar.

4. Share the brief with your team

Once you’ve made any final tweaks, it’s time to share the completed brief with the your team so everyone's is on the same page.

Photoshoot brief template step08

Publish and share the brief with your team.

Add a welcome message to your board.

Write a welcome message under the "Publish & share" menu. This will display the first time someone views your board.

5. Open the moodboard template

A photography moodboard is a great way to explore and communicate the direction for an upcoming shoot. It ensures you and your client are aligned on the type and style of images you want to capture. Learn how to make a professional photoshoot moodboard in our guide: Make Beautiful Photography Moodboards in Minutes .

Photoshoot moodboard template step05

Open the  Moodboard  in your Photoshoot Plan.

Choose the Photoshoot Moodboard template.

Each new board gives you the options to start with a beautiful template. Find the Photoshoot Moodboard template, then choose "Use this template".

6. Add inspiring images & references

Drag in images from your computer and drop them onto the image placeholders on your moodboard. Then, use the built-in image library to add inspirational references. Finally, move and crop your images to communicate how you want to frame your shots.

Photoshoot moodboard template step03

Drag files from your computer.

Upload a file or document  

Click the "Upload file" button or just drag a file onto your board. You can add images, logos, documents, videos, audio and much more.

Use the built-in image library.

Use the built-in image library

Search over 500,000 beautiful photos powered by Unsplash then drag images straight onto your board.

Crop images.

Crop images

Double-click an image and press edit to crop or rotate it.

7. Open the shot list template

Coordinating a photoshoot can be costly if that critical shot is missed on the day. But a clearly defined shot list will make sure nothing slips through the cracks.

A shot list is a simple checklist of every photo you (and your client) want to capture on the day of a shoot. It usually contains a list of specific shots, some visual references and extra details like camera angles or lighting set-up so you don't forget a thing. Learn each step to make a professional photoshoot shot list in our guide: How To Create a Photography Shot List .

Photoshoot shot list template

Open the  Shot List  in your Photoshoot Plan.

Choose the Shot List template.

Each new board gives you the options to start with a beautiful template. Find the Shot List template, then choose "Use this template".

8. List each shot you need

Start by adding references images or sketches for the subjects you’re planning to shoot. This will make your shot list easy to scan. Next fill in the checklists for each individual shot you want to take on the day. Finally, add any specific details about the shots you plan to capture on the day. These might be reminders about the tone, mood or composition you're aiming for.

Photoshoot shot list example

Upload images from your computer.

Create a new to-do list for each of the specific shots.

9. Open the call sheet template

A call sheet is used to share information with your crew and make sure everyone is prepared and on schedule. This template helps you easily communicate the shoot location, key contacts, arrival time and schedule. Share it with your team ahead of your shoot so everyone can come prepared.

Photoshoot Brief Guide Step5

Open the  Call Sheet  in your Photoshoot Plan.

Choose the built-in Call Sheet template.

Each new board gives you the options to start with a beautiful template. Find the Call Sheet template, then choose "Use this template".

10. Add important dates & details

The call sheet is primarily content for other people, so start by providing a little background on the shoot. Add the location of the shoot and any details that will help people arrive safely and on time. List your talent and crew along with their contact details.

Finally, fill in the schedule—specifically the general crew call time. The general crew call time is when everyone needs to arrive on location. Under this, add the key events for the day so everyone can clearly see what's on and when. Don't forget lunch! Learn each step in making a bulletproof Call Sheet in our guide: How To Create a Photoshoot Call Sheet

Photoshoot Brief Template Step3

Embed a Google map for the location.

Drag a link card onto your board

Copy the share link from Google Maps, paste it into the link card in Milanote and press Enter.

Publish and share the call sheet with your team.

11. Open the contact sheet board

After your photoshoot, it's time to organize the best shots and share them with your client. The easiest way to do this is with a contact sheet (sometimes called a proof sheet).

A contact sheet is an online gallery of the best images from your shoot. It's a simple way for you and your client to review the shortlist and select the final images for the project. It's a huge time saver for everyone involved. The client doesn't have to sift through every photo taken on the day and the photographer only needs to retouch the ones their client likes. Learn the steps in making a simple Contact Sheet with our guide: How To Create a Contact Sheet

photoshoot contact sheet step05

Open the  Contact Sheet  in your Photoshoot Plan

12. Upload the best images from the shoot

You might have captured 200 images from your photoshoot but your client only needs 5 final images. It's time to reduce your list and upload a group of unedited images you want your client to choose from.

Drag images from your computer onto the Contact Sheet board. Milanote will automatically create a beautiful grid. When you’re finished, share the board with your client so they can comment and choose the final images to retouch.

photoshoot contact sheet step06

Upload your images as a grid.

Upload images as a grid

Drag multiple images onto an empty board and Milanote will automatically display them as a beautiful grid.

Invite your client to view and comment.

Publish and share your board.

Click the "Publish and share" link at the top of your board, choose "Allow comments & reactions" then press "Publish via secret link". Copy the link and share it with your client.

Start a conversation about the images.

Start a comment thread

Drag out a comment from the toolbar on the left and place it on your board. Other editors can reply to your comment.

Plan your photoshoot

Sign up for free with no time limit

photography project management

Milanote is where creative professionals organize their most important work.

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Create your account

photography project management

Best Studio Management Software for Photographers

Let’s agree, running a photography business isn’t easy. Weather you are only starting your creative adventure, or are an experienced full-time photographer, videographer, event planner or entrepreneur – keeping track of everything, from emails and appointments to projects, leads, invoices and taxes can be incredibly overwhelming. And as your business grows, you just get busier. Sticky notes, To Do apps, little notes that you draw on your hand won’t do the trick anymore. It’s hard to deny the need and appeal of getting a platform that could take care and automate a large part of your tasks and responsibilities, simplify your workflow and save you hours – time that you could be spending on the creative work.

While there are tons of various apps and software that can lift this heavy burden off your shoulders, we would like to focus in this article on the following Business / Studio Management tools: Pixieset, Tave, 17Hats, ShootQ, Pixifi, Honeybook, Dubsado, Studio Ninja, Sprout Studio (described in no particular order). And if you’re having website troubles along with all the other challenges and worries, time to get yourself a theme from Flothemes . We’ll help you set it up and be there for any support questions and tech challenges after launch.

Pixieset Studio Manager

www.pixieset.com/studio-manager

Although many of you know Pixieset as a photo gallery delivery service, this brand actually has so much more to offer to photographers and the creative community. In 2019, they introduced Pixieset Website to offer their users a simple, elegant and fun way to build their website. In 2021, they launched Studio Manager – a business app designed to help photographers enhance client onboarding, book clients online, manage contracts, send invoices and collect payments faster. The team aims to create an all-in-one platform that helps photographers power their business end to end – from photo delivery and sales of prints, to presenting their business online, booking clients and getting paid. We definitely see the beauty in having all your business tools and documents in one place, easy to access, manage and organize. What’s even better, is that you also get to offer a more streamlined, consistent experience to your clients – from the moment they visit your site, book a session with you, sign a contract, pay an invoice, fill out a questionnaire or get their photos delivered.

pixieset studio manager

Online Booking & Scheduling – you can set up an elegant booking site ( here’s an example ) that displays all your photography sessions and availability for each. Any potential client can browse through your sessions, learn more, pick a convenient time slot and book a session. You can also opt to collect a full session fee or partial one (deposit/retainer) right during the booking process. This removes all the back-and-forth communication required to confirm dates, location and onboard new clients. And if you prefer to have more control over the clients you work with, you can opt to manually approve each session request.

Invoices & Online Payments – you can create invoices, enable payment schedules for your clients, set automatic follow ups to remind them to pay, add tax and discount details, as well as the option for customers to add a tip to their payment. Get notified once payment is fulfilled. 

Contracts & eSignature – you can start with a template or create your own contract from scratch. You can add a second signer, and use variables to auto-fill client information, or smart fields to allow clients to fill out missing details on their own. Just like with invoices you can enable automatic follow ups, to remind clients to sign, as well as an expiration date to encourage a faster process. Your clients can easily sign the contract online, from any device, anywhere.

Questionnaires – create your own or use the pre-made samples designed specifically for photographers to easily collect important information from clients prior to a session, or after it. The questionnaire builder is fairly intuitive and easy to use, you can schedule your questionnaires to be set out at a specific date, and enable auto-reminders in case clients need a follow up. If you’re not sure what to include in your client questionnaire, here are some question examples offered by the Pixieset team. Price Quotes – you can create and send price quotes to leads who have inquired, to share cost estimations and invite them to select the services and options they are most interested in. Once they accept the quote, an invoice will be automatically generated to save you time. Here are some tips on how to create effective price quotes for your photography clients.

Brandable documents – who said formalities need to be boring and plain? You can add your logo and brand colors into your contracts, invoices and questionnaires. You can also add a more elegant touch with a personalized header image. 

Upcoming features – proposals, client and project management, workflow automations, and more exciting features.

Promo for Flothemes Users: Since Pixieset has a free plan for each of its products, including Studio Manager, nothing stops you from signing up and exploring all its options. No credit card required, you can get started here .

www.tave.com Though Tave was designed specifically for photographers, it can be easily used by any other creative. Similar to the other tools described in this article, Tave is designed to handle a large part of your creative business, simplify your process, workflow and life. here a some of the great features Tave has to offer:

Tave studio management software

Automation –  Send automated invoice reminders, replies to certain inquiries, etc.

Task management –  To do lists, fully featured calendars, even weather maps to plan around sunny/rainy days.

Customizable, Responsive & WordPress friendly –  Add your branding (logo, colors and fonts) to your client facing pages, use your sub-domain to get extra personalized pages. Easily access Tave anytime, from anywhere – one web app, which works smoothly on any device.

Client Communication –  Track your emails, quotes, contracts and invoices. Create and send questionaries that automatically update your database. Automate and personalize your messages so clients receive reminders about the status of the project or upcoming billing.

Track your own results –  Generate reports and fun charts to monitor and analyze your business’ performance. Use the profit Centers to track your money flows and conversion rates.

Taxes –  Advanced tax reporting and options for any type of tax scenario.

Payment –  Connect Tave to popular proofing and online payment gateways, e-sign your contracts and enjoy instant transactions.

Great Customer Support –  Tons of great reviews, fast reply rate and Facebook Support group in addition.

Flothemes Integration   details here. Promo for Flothemes Users : Use the code FLOTHEMES20 when creating a new trial account. Once you subscribe, you will get a 20% reduction of the month to month subscription fee for the first year.

What Flothemes clients say about Tave:

Joshua Wyborn. www.joshuawybornphotographic.com,  site built with Osaka “Tave is great! My clients absolutely love how easy it is to sign contracts and pay for services which has in turn helped my business grow at a rate of 460% on last year. My old method of spreadsheets and iCal could not have dealt with the amount of bookings and information needed for the drastic growth but Tave had no issues with it at all. On average, I say about 5 hours work per client just from keeping all of my admin in Tave.”

www.shootq.com

Their slogan is “Shoot More, Work less”. ShootQ was designed by photographers for photographers, but does not exclude other creatives who have found it helpful for their business too (event planners, videographers, DJs, etc). They also offer top-notch client service through live phone support, as well as the classic email and 1:1 setup assistance. And here are some of the features we would like to point out:

ShootQ book and sign contracts online

Client Communication –  Create templates and questionaries, collect useful information from clients and leads, customize and automate email templates to save time in the future. ShootQ allows you to filter contacts, to focus on the strongest sales leads first. Keep track of all past and current communication, easily review clients’ booking and order history, important dates and milestones.

Financials –  Create elegant branded contracts and invoices, save time and boost your sales with the help of an online booking service that allows clients to review and sign contracts online. Collect payments faster, configure taxes and shipping costs, etc. ShootQ also allows you to share pricelists with potential customers via a link or embed on your website.

Project Management and Workflow –  Never miss any deadlines, organize and filter your tasks to see what’s upcoming and prioritize for the following days. Build custom reusable workflows to smoothly complete tasks, that are both – in the pre-order and postorder stage. Set reminders, automatically send emails and questionaries.

Analytics –  Generate insightful reports. Manage your data, analyze your bookings, sales & referrals with the help of graphs and statistics. Know exactly how your business is performing.

Flothemes Integration –  details here . Promo for Flothemes Users: Use the code flothemes2016 on the Sign up form in the promo field. It offers two complimentary months of ShootQ. The code will expire on 9/30/16.

What Flothemes clients say about ShootQ:

Sebastien Bicard www.sebastienbicard.com,  site built with Fiji 2 “I have been using ShootQ for the last 3 years. I’m the kind of guy who needs help to stay organized and as much as the beginning was difficult with the set up, I’m extremely happy to use it. It literally never failed me. I found the interface to be simple and maybe not enough user friendly but their workflow process, contracts, questionnaires build in system and finance follow-up are great. Cons? Their database is not accessible so playing with your finance or lead information is close to impossible. They are working for almost a year now on the new version that I haven’t tried yet so I could not recommend it as this moment.”

www.pixifi.com

It all started with Tim Hussey, the Owner of Pixifi, back in 2007 when he started his wedding photography business and needed an easy and efficient way to track his leads and clients. Having a background in web development, he decided to build himself a quick database management app, which kept getting more complex as his business grew. In 2008 the Pixifi beta was launched, and after testing it with hundreds of photographers and developing the product based on the collected feedback – Pixifi as you know it was launched in 2010. Here are some of its key features that you might love:

Pixifi studio management software

Online booking system & Client Management –  An all in one system, very flexible and available anywhere from any device. Allows your clients to book appointments, choose the type of service they are interested in, even the team member they want to work with. Your customers can pay directly through your booking system. You can sync it with your Google calendar, mark your available slots or working hours for a better experience.

Financials & Client Communication –  Create contracts and have your clients digitally sign them instantly. Avoid boring contracts, choose from the multiple templates that Pixifi offers, or create custom layouts. Send invoices, track all your expenses and profits, keep tabs on taxes, etc.

Project management –  Personalize your dashboard to get an overview on the things that matter the most for you. Set a timeline, add deadlines, reminders and to dos. Never forget or miss out on anything.

Promo for Flothemes Users:  Use the code FLO3FREE to get a free 3 month free trial. Sign up here .

What Flothemes clients say about Pixifi:

Beckie Hawkins “I use Pixifi and love it… the real winner for me is that Pixifi is the only CRM that does truly automatic booking. My clients choose services, pick a date, sign contract, and pay all without me needing to do anything. It then automatically sends an order received email and then sends out reminders, questionnaire,etc… and creates a workflow for me. All without me needing to be online. Pixifi also has SMS, Gift Cards, an app, the ability to have multiple brands, customizable client portals, html emails and emojis.. honestly I could go on and on about this system. It’s truly an all in one. The only thing it’s missing is synced image galleries. I’ve tried almost all the other CRM and none of them have all the features I need. It’s not the prettiest, but it works the best and has the BEST customer service. Tim (the programmer) is always working on new features and updating the ones we have. But yeah, if you’re wanting true automatic booking, Pixifi is the way to go!”

www.honeybook.com HoneyBook was established by four friends who were in the middle of planning their major life events and stumbled upon painful paperwork, countless contracts, emails, phone calls, vendors and all those other small details that take up so much time and energy. The founders soon realized that this is a common struggle for many people, and after speaking and collecting feedback from multiple creative businesses and their clients – HoneyBook came to life. Their slogan is “Book fast. Get paid Faster” which clearly describes the purpose of this amazing tool – to simplify and improve your workflow. So here are some of the main features offered by HoneyBook:

honeybook - studio management software for photographers

Project management –  Each project has a timeline with steps or so called “status” of your project. You can easily verify if you need to follow up with a client, send a proposal, email or setup a call. No tasks are left forgotten or overlooked. Integrate your calendar, set alarms or reminders.

Financials –  Personalize and add your branding to proposals, contracts and invoices. Collect e-signatures and online payments from clients. Send them reminders about the upcoming billing.

Reports and Client Questionaries –  Generate reports to analyze your performance for a given period of time. Create and send questionaries to your customers, to collect information and feedback from them.

honeybook studio management software for photographers

www.dubsado.com

Dubsado began as a husband and wife business, who realized that their workflow was inefficient, and they were spending too much time on emails, contract sending and other back and forth tasks. So they came up with Dubsado, a hub for all business activities, where they could easily keep track of things. By now, the team grew to 12 members, who are simply rocking it, according to many Dubsado users.

dubsado-studio-management-software-for-photographers

Lead collection & management – embed lead forms to collect info about your potential clients, keep track of all entries with lead funnels, and follow up with each at exactly the right time.

Client & Project Management – Keep track of all your bookings and know exactly what’s happening when for each client. Set workflows, to enjoy automations on emails, forms, contracts, invoices, etc, and by adding your branding and integrating your calendar – you’ll be reassured that every step is taken care of.

Payments – Dubsado allows you to get paid right online, in any currency, even get tipped extra. You can set up recurring invoices if needed, and allow clients to have auto-deductions (if you run a subscription based business). And of course, the automated invoices that you can plan ahead.

Contracts – Create proposals or quotes so clients can pick from your services, sign the contract online and pay the invoice all within one form. Send them questionaries before or after, to collect more info or feedback about their experience.

Bookkeeping – Dubsado allows you to easily sort and envision how much you’ve earned, broken down by services. You can export statements on profits or losses, to be able to share them with your accountant.

What Flothemes clients say about Dubsado:

Brian Schindler www.brianschindler.co ,  site built with Crowd 2 “Dubsado has made my life easy. I was hesitant to switch over to a CRM because I thought that I had it all under control, but Dubsado has shown me where my customer experience was lacking when it came to consistency and what each customer experienced. Scheduling forms to send out, invoices, emails to send right after the wedding, all of it does it on it’s own and I couldn’t be more thrilled to have TIME back. Admin days used to take forever, but now I just check my Dubsado tasks every morning, shoot off a few emails, and I’m all caught up. That, and I love the seamlessness that it works with FloThemes and how it all looks. We all can agree that when a form is obviously different from the website, it can look fake. Thankfully, Dubsado works beautifully with FloThemes and I know that it gives clients even a bigger vote of confidence when it feels like everything happens in rhythm rather than chaotic. Thankfully, Dubsado gives me the rhythm and allows me to rest easy.”

Sprout Studio

www.getsproutstudio.com

A all in one business software created by a team of photographers, for their peers. Sprout Studio combines studio management software with online galleries, wall portrait sales tools, design proofing, bookkeeping and many more exciting features.

Sprout Studio studio management software

Client management – Embed contact forms to your site, so Sprout Social easily collects all your inquiries and keeps info organized about your leads. You can also keep tabs organized on each client, to know exactly which step of the workflow are they in. Sprout Studio’s powerful automation engine, allows you to streamline and automate your workflow and client communications.

Invoicing & Payment – Create orders or invoices, specify billing or shipping details, taxes, payment schedules and more. Your clients can pay with a credit card via Paypal, Stripe, Authorize.net. Mailing a check is also an option, if you love the old fashioned type of process.

Contracts & Bookkeeping – impress your clients with a whole booking experience. Send them a booking proposal, where they can easily choose a package, sing a contract, make a deposit and fill out a questionary with more info. All customized and branded accordingly.

What Flothemes clients say about Sprout Studio:

Jean Morée www.jeanmoree.com ,  site built with LVY 2 “After using another studio management system for 7 years and then testing out almost every other choice out there, I chose Sprout Studio and am thrilled with it. It does what a studio management system should do by truly having everything all-in-one (online galleries, sales galleries, orders attached to shoots, etc.). By using Sprout, I was able to reduce the number of other services I was paying for since everything is all contained in Sprout.”

Studio Ninja

www.studioninja.co

Created by a wedding photographer and experience designer and UX specialist, Studio Ninja claims to be the world’s most user-friendly photography business management software, that can help you save time, become more organized & efficient, hence increase your profits.

Studio Ninja studio management software

Client management – embed contact forms to your site to easily collect information from leads. Keep client details organized and easy to navigate. Send quotes, invoices & questionaries, have clients sign contracts electronically, make notes, keep track of emails and payments done.

Invoicing & quoting –  Add your branding, setup your payment terms and enjoy online payments. You can also set to get reminders when payments are due/overdue.

Workflows & automation – Never miss any deadlines, and keep your client communication organized. Set reminders, link email templates and have Studio Ninja automatically keep in touch with your clients for you.

Promo for Flothemes Users:  Use code FLOTHEMES for 50% OFF your first 12 months with Studio Ninja. The team with help you get started via a 1 on 1 demo, and will migrate your data for FREE if your are coming to Studio Ninja from a different CRM.

What Flothemes clients say about Studio Ninja:

Xander Neal www.navyblur.co.uk ,  site built with Osaka “We joined Studio Ninja over a year ago and haven’t looked back! We were on the hunt to automate and organise our workflow and this ticked every box we needed. They are still in the earlier stages but they make up for that big time with update after update, awesome customer service and a FB User group which feels like a proper community that they actually listen to which we think thats a rarity! The workflows you can create a easy to set up and will change your life, want to set up an auto email to (kindly) ask for your remainder to be paid 30 days prior to their wedding day?! It can be set up in a flash! Their portal based system allows for photographers clients to see all their items in one window, questionnaire, contract, invoices and now Shootproof galleries can be seen in each tab, simples!”

17hats - studio management software for photographers

Promo for Flothemes Users : Use the code FLOTHEMES to get 10% off each month on any lite or unlimited plans.

If you are using one of these studio management software we would love to hear more about your experience, feedback and recommendations. Also, in case you are using a different tool that you simply love, and feel we should research and include into this list – do let us know, as we love to experiment with new products and share our thoughts with you folks.

Flothemes Team. Empowering You.

Case Study: Create a Unique Site With Porto

Case Study: Create a Unique Site With Porto

Create an Elegant Photo Book within Minutes: Montage Books

Create an Elegant Photo Book within Minutes: Montage Books

Paul keppel, 20:33 september 19, 2016.

Funny I've been looking into something like this, I was actually looking at Light Blue software but was gutted not to see it on your list. :-(

13:03 September 20, 2016

Hey Paul, as mentioned there are tons of software available, and we haven't had the time to test them all yet. So, even if Light Blue is not on the list, this doesn't mean it will not work for you. Each business model is different, and may require a different approach and software. We'll be glad to hear more about Light Blue once you get to play with it. ;)

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Workflow management for photographers: monday.com can help

photography project management

For the creative small business owner running a photography service, success often means a full calendar. Imagine your Google Calendar filled with weddings, engagement photo shoots, and senior portraits — all those colorful appointment blocks good news for your business and revenue.

But that success may necessitate an extra layer of organization, a workflow management system to handle important details, such as emails, contracts, and lead generation.

Over the next few minutes, we’ll take a look at some of the most important business and personal benefits of strong workflow management for photographers. We’ll also provide a hypothetical example so you can see how workflows streamline task management, and you’ll get a peek into how monday.com can support photography workflows with easy-to-use tools, including customizable templates.

Let’s start by answering the elephant in the room.

What are the benefits of having a workflow as a photographer?

Whether you’re just getting started as a wedding photographer or you’re an established photographer, the right workflow can make a difference in your daily work and personal life.

Professional photographers don’t wing it when it comes to their business because they know they can save time and enhance customer satisfaction when they use tools—such as client management software—to organize and manage the details.

Workflow management can ensure gorgeous pictures and happy clients by streamlining processes from the first point of contact to the delivery of the final portfolios.

Let’s explore a few benefits of great photography workflows for you and your business.

Supports efficiency and productivity

Creating a workflow forces you to think about all the tasks required to run your business and provide great work for clients. From online booking to photo delivery, routine tasks, such as digital asset management , plays a role.

The results of good workflow management can include:

  • Time savings:  Great workflow ensures each task informs or flows right into the next bit of work, saving time on manual administration or chasing down details. When a workflow is working the way it should, task details are all within the workflow, easily accessible by all involved, instead of scattered across multiple locations.
  • Cost savings:  As a creative, your time is one of your most valuable resources, so time savings can equal cost savings. Smart workflows also automate routine tasks to reduce potential errors that might cost money. For example, workflow tools that let you automatically send invoices or collect online payments reduce the chance of missing a line item, or forgetting to send an invoice after a whirlwind weekend of shooting weddings.
  • Happier clients:  The best workflows keep client needs and communication in mind and include options to automate emails or streamline it with email templates that help you keep clients updated on the entire process. Happier clients can lead to benefits like better reviews and word-of-mouth — which are great for photography-based businesses looking to grow.
  • Better time management:  All of these benefits can lead to better time management, which is good for  you, as well as your business. When you reduce the time it takes to manage the day-to-day minutia of your business, you have more time for the creative aspect you love.

Helps you create better images consistently

Good workflow offers those administrative benefits for almost any business, but for photographers in particular, it can change the game for your product. When you approach your work following a tried-and-true method, you more consistently deliver great results — in this case, photographs that capture the moment perfectly.

When you use the right workflow tools, you can:

  • Build roadmaps for success for each type of photography
  • Keep track of specific settings and equipment you use to create certain effects, so you can re-create success in the future
  • Keep an inventory of props, hair stylists, and designers to complete the artistic vision

Ensures you complete important business tasks

It’s easy to get caught up in the magic of your clients’ moments. Spending the weekend capturing memories at an exotic location or falling into the joy of a newborn baby session can be exciting — so much so that photographers might forget to return to the daily management of their business right away.

A good workflow lays the breadcrumbs that lead you out of that creation and back to necessary business tasks, such as charging the client’s credit card and paying business bills.

If you build a good workflow and use the right workflow management tools, you won’t even mind that journey, and you’ll be able to find joy in being productive across your entire business.

Let’s lay out what this could look like.

Example of a photographer workflow

Photographers might use technical tools, such as Sprout Studio, to manage customer relationships or QuickBooks to manage finances and invoices. Workflow can tie disparate systems and tasks together to create a cohesive system that ensures complete work, happy clients, and on-time payment.

Here’s an example of what a photographer workflow for senior portraits might look like:

  • Lead generation:  Your workflow starts before you have a client. Generate leads with online galleries that demonstrate your work, blog posts and content that help your photography site show up in the search engine results, social media content, and other marketing and advertising.
  • Appointment setting via contact forms:  Include options for setting appointments or requesting information on your website so potential clients can take action anytime to move forward with your photography services.
  • Pregame tasks:  Once customers set appointments, ensure you handle any tasks required to support success. That might include getting full payment or a deposit upfront, setting up a location for the shoot, and finding out more about the preferences and goals of the client, so you can bring the right equipment, props, and supplies.
  • Photography session:  Hold the session and take the pictures. Make sure to get signatures on any contracts and iron out payment details and other important matters before you pick up the camera.
  • Follow up with details:  Send a follow-up email thanking the client for choosing your photography services and reiterating details about editing and delivery of photographs.
  • Photo editing:  Complete editing of photos so the client receives what they wanted.
  • Delivery of photos:  Deliver photos as agreed. This is a great time to ask for feedback, reviews, or referrals to drive more business.

Whatever your workflow looks like, having a single point of truth and technology to manage it can help you stay focused. On monday.com, you can bring all of these elements together and create a smooth work process for client-facing projects from beginning to end.

How monday.com supports workflow management for photographers

Whether you’re an individual running a freelance photography business or a team of photographers working together to capture large events, monday.com’s customized workflow options can help you manage clients, photos and edits, invoicing, and other business processes.

Our Digital Asset Management (DAM) solutions make it easy to collaborate on files in one location. Work with images, leave comments for others, and enjoy streamlined version control that ensures the client gets the right files every time.

Build a customized board to manage all your photography projects, or create boards for specific types of projects. Add columns for updates on workflow and automatically employ time tracking to ensure your rates help you generate a profit and pay for the time you put into photos.

View your workflow in a way that makes sense for you and your team. Options include spreadsheet-like boards with color-coding and automations, Kanban boards for visual task management, and Gantt charts that help you ensure work is done on time.

You can also leverage templates on monday.com to get started quickly with whatever workflow you want to manage.

monday.com templates for photographers

Start with one of the hundreds of templates in our Template Center . We’ve selected two that might be helpful for photographers:

  • Client Management Template:   Track all your clients’ details and what work you’ve done for them with this template.
  • Facebook Post Template : Quickly generate posts to market your photography services on Facebook when you start with this template.

Want more info on workflow details for photographers? Scan the FAQs below for some answers to common questions on the topic.

FAQs relevant to photographer workflows

How do photographers keep track of clients.

Photographers keep track of clients in a number of ways, including:

  • Hardcopy methods, such as notebooks, ledgers, and filing systems
  • Simple digital methods, such as spreadsheets and Google docs
  • By using tools, such as CRM solutions

How do you create a photography portfolio?

To create a photography portfolio, follow the steps below:

  • Shoot a variety of subjects and images that match the theme or purpose for your portfolio
  • Gather digital copies of your best work
  • Arrange those images on a web page or in a gallery by type
  • Consider adding tags and categories, so viewers can search through your portfolio easily
  • Don’t forget to add a contact option, so potential clients can reach out

What is a CRM for photographers?

A CRM, or customer relationship management, solution is software that automates the capture and storage of contact information and other data related to client relationships. Photographers might use a CRM to capture client names, phone numbers, email addresses, and addresses and track the status of work ordered or done for a client. Most CRMs also support tracking leads, which are potential clients who might be interested in photography services. For an all-in-one solution to run your business, build a customizable software that includes both a CRM and workflow management strategy with monday sales CRM .

Increase success for your photography business with great workflow management

You know that the right tools, such as high-quality cameras and the ideal lenses, make a huge difference in the photographs you take. The same is true for your business. The right tools for your workflow can increase client satisfaction, save you time and money, and help you drive increased revenues.

monday.com has everything you need to create great workflows that power your photography business. Check out monday.com for workflow management for photographers, today.

photography project management

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Photography Basics

Learn all about photography

How To Plan A Photo Project

When you start out in photography it can be a challenge to come up with ideas and motivation to go out and take photos. It’s often a good idea to set yourself a project where you take a collection of photos all on a similar theme. It’s a great way to learn and at the end of it you have a body of work that you can use to start building a portfolio.

That all seems pretty simple and straightforward right? A common mistake when people tackle this sort of project is that they set their sights too high. I’ve done it myself, more than once. A classic case is a project I wrote about at the beginning of the year. Taking a photo every day of the year, for one year . It sounds simple doesn’t it? Yeah, I thought so. I can safely say that I failed in that project, and it’s only May!

Why did I fail?

I failed because I didn’t put enough planning into the project. I just thought to myself one day that I’d do it. For some projects, that’s enough to make it work, however, for most projects it’s a good idea to at least put a bit of planning into it.

So what planning should I have done?

Here are 5 tips on how to plan photo projects. As you get more experienced, you can make your projects more elaborate, but these steps will help for any sized project you might take on.

1. Plan your time.

Well the first thing is to work out what time you actually have to do this project and to do it well. Rushing the project is likely to end with bad results, so if you only have the weekends or certain evenings during the week (like me) then don’t pick a project that requires time every day. Make sure that when you are working on your project that you can concentrate and focus on it for a good few hours at a time.

2. Be realistic.

The second this is to work out what you have access to that you can base your project on. Setting yourself the goal of taking photos of wildlife when you live in the middle of a city is going to be a lot harder than if you lived in the country for example. You will get the opportunities, but they are just harder to come by. If this is your first project, don’t make it a hard one as your motivation for completing the project will suffer.

3. Showing your work.

The third point is to think about how you want to show your project. You might want it to be a personal project that you don’t share until it’s finished, or you might want to make it a more social project where you share your work as you go along and get feedback on it that might help you improve.

4. Don’t go large.

The fourth point is to not make it too big. A project that runs over a few weeks is a good amount of time for the first few. There is nothing to say that you can’t make these projects larger at a later date, but keep it manageable in the beginning.

5. Make it fun.

The last and most important thing to think about is to find a project that you’ll enjoy. Make it about something you are interested in. Something that will get you out of bed and motivated to go and take photos. If you aren’t motivated by it then any set backs or problems will stop you finishing it. If you are motivated then if you do come across any problems, you’ll see them more as things you can learn from which should make your project better.

Why I didn’t really fail.

Ok, so I didn’t manage to take a photo every day, but I did take photos. That’s the important bit, I went out and took some photos. I now have more photos than I did before and I learnt things as I took them. I used an Apple iPhone 6 for a lot of them, it was convenient, but while I was taking the photos I realised the app I was using to take the photos had some short comings, so I found a better iPhone app for taking photos as it gave me more control over the image and as a result I got better photos from it.

My next project.

To be honest, I haven’t decided yet. Point 1 talked about time. I don’t have much of that free at the moment, but I am doing a bit of travelling this year so I’m going to make the most of those opportunities. I know it’s going to be a documentary style project or maybe more focussed on street photography. I favour black and white a lot so maybe this will be a project in colour. Right now, I’m giving it some thought and planning it better, but I’m excited by it. It’s going to be a great learning experience and I should be a better photographer after it.

What’s your next project going to be? Please do share your ideas.

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Project Plan Template for Photography

Project Plan Template for Photography

  • Organize shoots, timeline tasks, and manage resources
  • Store assets and tracking progress against goals
  • Collaborate with clients, production teams, and vendors

Benefits of a Photography Project Plan Template

  • Prepped and organized images provide a higher-quality product
  • Efficient and timely workflow
  • Less stress during the photo shoot
  • Better organization for future projects

Main Elements of a Project Plan Template for Photography

  • A timeline for project completion
  • Specific objectives and goals for each phase of the project
  • List of equipment and materials needed
  • Detailed budget information
  • Instructions for setting up shooting locations
  • Details about image processing and editing

How to Use a Photography Project Plan Template

1. define scope and goals., 2. research subject matter., 3. determine budget and timeline requirements., related project plan templates.

  • Change Management Project Plan Template
  • Marketing Project Plan Template
  • Instructional Design Project Plan Template
  • ISO 27001 Implementation Project Plan Template
  • Exhibition Project Plan Template

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11 Photo Studio Management Software For Full Work Control

By Eva Williams 21 days ago, Software Reviews

photography project management

Photographers require a photography studio management software in order to establish relationships with clients. Such software help tracking the correspondence, sending e-mails automatically, gathering feedback via special surveys and more instead of a photographer.

You will be able to manage practically all the areas of the photography business, from the control of invoicing operations and bookings to handling projects along with the integration of other workflow elements.

Top 11 Photo Studio Management Programs

  • ShootQ - For large businesses
  • Tave - The best business management software
  • Studio Ninja - Powerful integrations
  • HoneyBook - For small businesses
  • Dubsado - Convenient bills tracking
  • Sprout Studio - Offers online galleries and design proofing
  • Iris Works - Online booking & scheduling
  • 17Hats - Supports multiple users
  • Shootzilla - Easy setup
  • Pixify - Fully-automated booking system
  • Picspotr - Basic instruments at an affordable price

For this review, I have studied the most well-known studio management software companies, used by famous photographers . For instance, many of them use Freshbooks invoicing and payment capabilities to streamline their workflow by creating recurring invoices.

Still Didn't Find a Program for Editing?

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Besides, to help you pick an efficient photography studio management software, I took into consideration such aspects as automated operations, invoicing and payment capabilities, signing of contracts, scheduling dates and lead management.

1. ShootQ - Our Choice

  • Automated workflow
  • Time optimization capabilities
  • Monitors the working progress
  • Templates for contracts, invoices and more
  • Ability to delegate tasks to employees

Verdict: This free studio management software boasts an incredibly vast array of capabilities, for instance, online booking, quick invoicing and online payments. All your meetings and photo shoots are added to the schedule and integrate with the rest of the calendars.

ShootQ is often praised for the high level of customization. Users have the ability to arrange and modify their workflows and pre-template emails, surveys and other documentation. Client-oriented portals may be customized to match the peculiar style of the business.

Besides, it is possible to customize the financial reporting toolset and make it demonstrate only the most relevant info. Due to the synchronization with Quickbooks, photographers will be able to manage accounting matters more efficiently. A workshop module for the digital conducting of workshops is worth mentioning as well.

  • Efficient organization
  • Remarkable customization capabilities
  • Monitors e-mails, contracts and invoicing
  • Scheduled e-mails
  • Top-grade customer support
  • Difficult to figure out

Verdict: Táve rightfully occupies its place on the list of the best photography studio management software. Its customization capabilities are quite robust, enabling users to add tasks and prompts with the integration across the established workflow along with contact forms, contracts and surveys. The deadline date may be assigned to all the tasks, which are conveniently listed in one place and are regularly updated.

The booking quotes are automatically generated by Táve. The lead tracking option assists in following potential clients and offers status updates on all files in the workspace. The software will notify you in case you have double-booking issues (when you have scheduled two meetings/photo shoots at the same time and date).

Táve’s customer support service will provide a prompt answer to any question or request you have. In addition, the developers are constantly updating the software.

3. Studio Ninja

  • Extremely straightforward
  • Manages invoicing and payment well
  • Support for digital signatures
  • Cloud-based
  • Decent mobile application
  • Unable to update all current workflows

Verdict: Being the best photography management software, Studio Ninja is aimed at making the process of doing photography business smoother. Remarkable interface along with a straightforward feature-set guarantees efficient time optimization and control of tasks’ completion.

Among the main benefits of this software are lead conversion, tracking the status and progress of tasks, customization of workflows for employees and the company. The real-time signing of contracts and paying invoices is possible with Studio Ninja as well.

Thanks to the mobile application, it is easier to monitor the current state of affairs on the move. The software efficiently integrates with other helpful services, like Gmail, Google Calendar, Xero and QuickBooks. Moreover, Studio Ninja will be able to satisfy the photographer’s accounting needs due to detailed financial reports and the integration with Stripe and PayPal.

4. HoneyBook

  • Great options to manage finances
  • Task reminders for leads and clients
  • Automated emails
  • Offers iOS and Android applications
  • Weak collaborative capabilities

Verdict: HoneyBook is the best photography studio management software for running small businesses. Being cloud-based, this CRM product boosts the efficiency of various business procedures – starting from inquiry to invoicing.

You can freely delegate the processes of handling projects and payments, booking clients, signing contracts online and sending invoices to HoneyBook. Besides, it enables users to see and monitor all the stages of projects.

This software will store all the contracts, invoices and documentation in a single place. It gives users the ability to reply to clients with automated meeting inquiries and subsequent activities via customized templates and notifications.

Users can activate automatic payment reminders to be sent, as well as create task reminders related to different projects. The software boasts the integration with Gmail, Google Calendar, QuickBooks, Calendly and Zapier. For more convenience, install the HoneyBook application on iOS or Android.

  • Not difficult to master
  • Comprehensive client forms and contracts
  • Excellent invoicing and accounting
  • Robust automated workflows
  • Productive to-do list management
  • Absence of a mobile version

Verdict: Dubsado is the best photography management software for those who run small businesses. Aside from such basic options as action items and future bookings, users gain access to constant comparison of their expenses and profits. They can control their financial goals and discover the amount of money owed in unpaid invoices.

In terms of payment, Dubsado pleases users with the possibility to turn one payment option into a universal one and enable alternative options for certain clients. It will greatly help you in cases when clients aren’t satisfied with the universal option. Moreover, unlike plenty of payment platforms, Dubsado accepts tips.

While the majority of CRM products provide a free trial for users to test the software, Dubsado makes it possible to try out the first three clients free of charge.

6. Sprout Studio

  • Custom branding
  • Automated client emails, reminders, confirmations and follow-ups
  • Pre-made templates
  • Features surveys
  • Navigating calendar system isn’t easy

Verdict: Sprout Studio unites a studio management toolset, album design proofing, and online and sales galleries. The software will bring more ease into the processes of tracking clients, sending invoices, receiving payments, creating forms, surveys, etc.

Users have an opportunity to upload pictures to galleries, sell them, as well as prints and all sorts of products via the preferred lab. In addition, it is possible to create gallery templates and gather e-mails from those who visited the gallery of the user’s client.

Sprout is, in fact, the best accounting software for photographers due to the simplified invoicing and the integration with Stripe, Square and PayPal to make payments. Also, the multi-purpose “Business Health” feature gives insight (analytics and graphs) into the financial side of the business.

7. Iris Works

  • Wonderful customer support
  • Vast range of integrations
  • Assists in scouting for locations
  • Unable to do a payment plan setup with invoices

Verdict: The main aim of Iris Works is to simplify client and studio management procedures by means of online booking photography clients, scheduling, invoicing, automated workflows and handling contracts.

Apart from dealing with business-related issues, the software enables photographers to monitor their preferred places for shooting, as well as share pics with clients through the additional gallery option. Since Iris Works is cloud-based, photographers have a chance to administer their businesses and clients regardless of where they are. The only thing required is an Internet connection.

Thanks to the in-built scheduling system, shooters will be booking and controlling client schedules with great ease. The software offers a lead page for them to extract and monitor new contacts and leads from their site and social network accounts, such as Instagram and FB.

  • Straightforward workflows
  • Division of paid work by project
  • Integration with payment platforms
  • Manages invoice reminders
  • Financial management has to be more detailed

Verdict: 17Hats is the best photography studio management software oriented at those who own small businesses. It will assist in automating the workflow and will help photographers cope with appointments, scheduling and billing.

You may forget about the routine and never-ending paperwork. With 17Hats, it is possible to pre-template and automate contracts, invoices, proposals and other documentation. The software will come in useful mostly for photographers who are smoothly and regularly dealing with a number of clients.

It grants the ability to create new leads in an instant, so it won’t be an issue to turn potential clients into standing ones. Keep in mind that accounting isn’t the strongest side of 17Hats. That’s why if you need more extensive capabilities regarding this matter, look into other accounting software .

9. Shootzilla

  • High level of customization
  • Ability to transfer from spreadsheet to Shootzilla
  • Manages tasks conveniently
  • Plenty of ready-made templates
  • Absence of invoicing option
  • Lacks marketing management

Verdict: Shootzilla is photographer studio management software that focuses on the ease of conducting business matters. It offers customizable workflow templates adapted to photography-related projects (portraits, weddings and so on) along with simplified switching between the leads and current clients.

The software doesn’t only bring more organization into the workflow but also makes it more diverse. Photographers will enjoy color-coding tasks and assigning icons that indicate what has to be done for a certain project.

E-mail templates can be customized according to the shooter’s preferences. Besides, the software will remind them of the e-mail-related tasks that require consideration, as well as help send those e-mails. Shootzilla’s calendar integrates with Google and Apple calendars.

  • Extensive feature-set
  • Excellent customization
  • Wonderful integration options
  • Handy booking system
  • Time-consuming setting-up process

Verdict: Pixifi was developed by a wedding photographer who didn’t manage to find the best photography management software for his business needs. It is compatible with practically all devices, provides synchronization with a wide range of software products and has a customizable dashboard.

This software stands out with its fully-automated booking system enabling customers to pick dates and options, place orders, sign contracts and pay for services without any effort from the photographer’s side. The calendar system is also pretty convenient to help avoid double-booking.

Pixifi grants access to numerous photographer email templates and contracts, as well as lets users customize them. Its integrated financials platform handles the processes of sending invoices, tracking expenses and taxes.

11. Picspotr

  • Offers a mobile version
  • Facilitates scheduling
  • Effortless invoice creation
  • Provides contract templates
  • Tracks income conveniently
  • Way too basic

Verdict: Picspotr is a stripped-down photographer studio management software option that boasts an affordable cost, ease of use and a standard feature-set.

The software pleases users with the ability to track expenses, handle invoicing, sync calendars and so on. Besides, Picspotr provides contract templates: from wedding photography contract to real estate photography contract .

The supported payment platforms are Square, PayPal, Stripe, Braintree Payments and Authorize.net. The service is cloud-based and can be accessed via a free mobile iOS application as well.

In case you require a higher level of customization, marketing and accounting tools, Picspotr won’t be able to fully satisfy your needs. It is targeted mainly at photographers on a tight budget who are searching for a business software product that will bring more structure and organization into their workflow.

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Working with companies of this size has often produced huge photography projects which they have managed in their entirety beyond providing the photography.

Dare & Hier Media can provide project management including:-

  • Photography brief creation.
  • Bespoke naming conventions and image sizing.
  • Providing specific metadata within images.
  • Location sourcing for photo assignments.
  • Provision of models and makeup artists.
  • Obtaining photography permission for locations when required.
  • Regular updating to client with project status.

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A current project for a major healthcare provider requires us to:-

  • Initially undertake a test shoot to establish the requirements of the brief which includes exteriors and interiors of specific parts of the care home and its key features. Also capturing interaction between residents and staff.
  • Liaise with each care home to let them know what will need to be done in advance to facilitate pictures.
  • Arrange a suitable date for photography with the home manager, feeding back to the marketing manager.
  • Complete photography and provide images to meet with specific file naming and image sizing requirements.
  • If poor weather prevents exterior photography, rearrange when local conditions are suitable.
  • Include required metadata within each image to ensure seamless integration with client's in-house archiving system.

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My Passions: Photography and ERP Project Management

by John Baiamonte | Jan 22, 2018 | ERP Implementation | 0 comments

ERP project management

I was recently speaking with a friend about several images I had taken, and it occurred to me how similar my approach to photography has been influenced by my responsibilities at work where I manage ERP projects.

It is very rare to capture an image by luck and equally rare to manage a successful ERP implementation without proper planning.

I thought it would be fun to look at how both of my passions have intertwined.

Below are the images that I was discussing with a friend.

ERP Photography 1

So now you may ask, what does this all have to do with Project Management?

As I had indicated earlier, none of these images were created by luck but rather careful planning to help ensure success.

Photography and ERP Project management isn’t always about having a rigid, pre-defined, inflexible structure for everything you do. It is ultimately about understanding all factors associated with your project, planning for those you can influence, and preparing for the potential impact of those you cannot. This is the best way to ensure we deliver final images / projects that meet client requirements, are produced on budget, and avoid unnecessary risks and errors.

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Dec 28 2016

7 First Impressions of Moscow, Russia (From a Street Photography Perspective)

moscow-impressions-cover

At over 12 million people, Moscow is the second largest city in Europe by population. It’s an urban, cosmopolitan city of the highest level, with more than enough glitz to cater to the elite, but without losing its fair share of roughness around the edges. It can be fast paced, brash, busy, and trendy like other big cities, but it has its blend of European and Russian that makes it stand out on its own. And the most beautiful subway system you’ve ever seen.

moscow-sf-19

So here are my first impressions of Moscow, from my personal Street Photographer perspective…

7 First Impressions of Moscow  (From a Street Photography Perspective)

1. big city with so much to discover.

It’s no secret that Moscow is a big city, but it can feel even bigger with how spread out much of it is. This is especially true if you compare it to cities outside of Asia. If I compared it to cities in Europe, I’d probably say only Istanbul would warrant more time to really discover the depths of this city. Most only explore around the Red Square and surrounding area, but that is such a small part of the city. Although, that central area does give you plenty to see on its own. 

moscow-sf-15

Fortunately, I had a good friend living in the city to show me around, but it opened up my eyes even more to how much there is to discover in Moscow. It’s a big city with a variety of atmosphere that can take you from “east” to “west” and trendy to rugged depending on where you go. I’d imagine you’d have to live here a while to really know the city.

moscow-sf-12

2. Museum Metro

photography project management

The Moscow metro system was the first underground railway system in the Soviet Union and today includes 203 stations across 340km of routes. The elaborate system has some of the deepest stations in the world too, with escalators that seem to go on forever. None of this is what makes it so special, though. Many of its stations feel like stepping inside a museum, making it without a doubt the most interesting and beautiful metro system I’ve been in.

moscow-sf-18

When built, Stalin wanted to make the metro stations “palaces for the people” with marble, chandeliers, and grand architecture. The best part is the variety of architecture and styles used, making many of the stations a completely different experience visually. You could easily spend a whole day traveling the stations and there are even tours available for people who wish to do just that. My advice, though, would be just to buy a ticket and hop on and off at different stations, while exploring different lines. The museum-like surrounding mixed with the crowds of characters can make for a great photography experience.

moscow-sf-35

Since there are so many stations, here are some of my favorites to definitely check out:

  • Novoslobodskaya 
  • Mayakovskaya
  • Elektrozavodskaya 
  • Komsomolskaya 
  • Ploschad Revolyutsii
  • Dostoyevskaya
  • Prospekt Mira

3. Not as walkable as Saint-Petersburg

While Saint-Petersburg feels very walkable for a city its size, Moscow can feel very spread out, even for its bigger size. Outside of the Red Square area, you can have a lot of walking before getting anywhere very interesting, so you’ll need to take the metro a lot if you really want to explore the city. Maps are deceiving here too, it will always be further than it looks.

moscow-sf-45

Another reason it’s less walkable than Saint-Petersburg is its completely different set-up. Moscow’s streets are mostly contstructed in rings with narrow, winding streets in-between. This is common with medieval city cities that used to be confined by walls, but you usually don’t have it in a city this massive. Saint-Petersburg has a more grid-like pattern that also uses the canals to help you know your way around. When it comes to navigating on foot in Moscow, it can be more difficult, so bring a map and take the metro when needed. It’s why Moscow’s metro carries more passengers per day than the London and Paris subways combined.

moscow-sf-52

4.  Gorky Park is like a Russian Central Park

One of the most famous places in Moscow is Gorky Park. The official name is Maxim Gorky’s Central Park of Culture & Leisure, which gives you an idea of what goes on here. When built, it was the first of its kind in the Soviet Union. Divided into two parts, it stretches along Moscow River. One end contains fair rides, foods stands, tennis courts, a sports club, a lake for boat rides, and more. This end brings more active life due to its number of attractions, while the other end is more relaxed, where you’ll find gardens, trees, older buildings, and an outdoor amphitheater.

moscow-sf-30

Gorky Park attracts mostly locals so it’s a good spot to capture the non-tourist side of Moscow life. Muscovites come here to escape the city and unwind in a picturesque setting. The park remains alive outside of the warmer months too, especially when the lake turns into the city’s largest outdoor skating rink. I’d recommend taking the metro out here to spend at least half a day exploring the massive park’s life with your camera.

5. Half the city under construction

European cities in general seem to be filled with more construction than usual lately. But while this won’t be true forever, Moscow was filled with the most I’ve ever seen. Moscow already has the most skyscrapers in Europe, with many being less than a decade old. In only the last few years, the three tallest skyscrapers in Europe have opened here, giving it five of Europe’s ten tallest. The 2018 FIFA Word Cup is bringing much of this on, but the city is pushing to complete a skyline here than will rival any in the world.

moscow-sf-51

The recession has slowed down the construction some, but the government is pushing it on. So all over the city, there were sidewalks covered with wood boards and lined with striped construction walls. At first, it was a little disappointing from a street photography perspective to see so much blocked by construction. After a while, though, it became something to capture. The striped construction materials and signs are colorful and all the workers created some interesting activity. It will be interesting to see what the city looks like when everything is complete, but for now, the construction provides interest itself.

moscow-sf-42

6. Learn the Russian Alphabet

Much of Moscow, including the metro system, doesn’t use english. The Russian alphabet uses letters from the Cyrillic script, which if you aren’t familiar with it and don’t know the sounds, it can be hard to decipher the words. This is most important for street names and metro stops when trying to get around. It can save confusion and make it easier getting around if you learn the basic alphabet. At the very least then, you can sound out the words to see which are similar in the english conversion, which can help matching them to maps. When out shooting street photography, getting around is as important as anything. So save yourself some time and frustration by learning the Russian Alphabet.

moscow-sf-17

7. Where East Meets West

Modern skyscrapers mixed with amazing architecture, a world-class metro system with a museum-like beauty, trendy fashion and chic clubs, Moscow is a rich mix of Russian culture and history in a more European package. There is a push to keep the Russian culture, while pushing forward with a modern metropolis the whole world will envy. This comes with an impressive skyline and modernities with soviet emblems and atmosphere mixed in for good measure.

moscow-sf-26

It’s East meets West, modernizations meets Soviet nostalgia, and a whole lot more.

Russia’s Metropolis

Moscow is famous around the world, but it might not be completely what you expect from Russia’s capital. The city’s name brings a certain mystique, but once you’re there it brings something changed over time since its Soviet days. It’s big and sprawling, but beautiful in many ways. Most might say it feels more like a European capital on a grand scale, but you can definitely find its Russian side in there.

moscow-sf-48

The urban sprawl of Moscow can be intimidating, but give it enough time and you’ll be rewarded with plenty to discover. All with the world’s best metro system to take you around.

If any of you have been to Moscow before, tell me about your experience and impressions of the city and country in the comments below! And stay tuned for more on Moscow, including some of the best Street Photography shots I captured while there.

Click Here for More First Impressions on Cities Around the World 

(from a street photographer’s perspective)

Moscow, Russia

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About g-|productions, all our clients are winners ., we bring a personal and effective approach, to every project we work on, which is why, our clients love us, and why they keep coming back., gijs alkemade, founder / owner.

Gijs is the G in G-Productions. He is the FOUNDER, core and backbone of this production company…reluctantly though. His critical view on any production and keen eye for detail are legendary around the world. So is his craftsmanship. While his ill-placed humour and deadpan stare can frighten the most hardened man, his productions are a sight to behold. Don’t be scared, beer the man and great things will happen.

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DION POSDIJK

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Dion is our favorite sound designer! He was chief-engineer at Kink FM (Holland’s #1 Rock Station) for 8 years, that’s why we are always glad when he doesn’t bring his electric guitar to the G-Productions office.. Never in the history of the universe has ANYbody checked into that many Apple stores around the world. It’s like pokemon to him, he’s gotta collect them all. If Tubes, Avalon’s, Apogee or Api’s float your boat, our number one sound designer has got you covered. Dion helped G-Pruductions in creating Imaging for Armin van Buuren, Markus Schultz, Armada Night Radio and many, many more. Give the man some coffee and a couple of PMC Monitors and miracles do Happen.

JELLE VAN DER VOET

Sound engineer.

Jelle is the only one in G-Productions with a descent degree. Jelle holds a bachelor in Audio Design and a MA master in Sound & Music Technologies. To make it easy Jelle is an ‘Acoustic Engineer’. A degree in Acoustics comes with certain demands that can not always be met in a festival-type environment. No we can NOT provide you with a soundproof concrete bunker sir! Jelle has built and equipped several studios, both in Holland and abroad, for the crème de la crème in music and production. He has a proven track record in both EDM and classical music and has years of experience as in-house chief of sound for Holland’s’ best viewed talk show (DWDD). He Mixes, He Plans, He Oversees and he sees it is GOOD!

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Wytske Kenemans is well kown as a radiohost  with a daily show on the leading EDM-orientated radio station in the Netherlands. She has a sharp tongue, a quick wit and is ravishingly easy on the eyes.. of course these are only a few of her qualities. It is no wonder she has hosted many televion productions on national TV.  Within the G-Productons team Wytske is a marketeer and format-builder pur sang. With her experience as a party organizer for many reoccurring events she has developed a creative outlook on any marketing-related aspect of a production to-be. It is seldom you see so much talent in such a cute little package .

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Ingeborg is the common dutch sense at G-Productions. She loves to do what we all try to avoid. Paperwork. The backbone of our company with the go get mentality to realize and finance all ambitions of the G-Productions crew. Thanks Ingeborg!

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An Agile Primer: Agile Estimating and the “MoSCoW Process”

by PMHut Team · May 9, 2015

An Agile Primer: Agile Estimating and the “MoSCoW Process” By Chuck Snead

One common criticism of Agile Development methodologies by those used to more predictive methods is that Agile Development does not guarantee that all listed features will be completed by the end of a project. However, this is by design. What Agile Development does promise to do is to focus development on the features most relevant to the end users first, while providing the option to add more if time permits. This is an important distinction.

Because the end point of the predictive planning process for Traditional projects is a relatively inviolate development schedule, product owners and end users have been trained to take an “everything but the kitchen sink” mentality when converging on a solution, since the change control process tends to discourage the addition of more features once a project has been started. Product owners in Traditional projects also tend to have little control over the order in which features are produced, since development order is often determined more by efficiency of development than prioritization based on business value; the reason being that order shouldn’t matter, since everything is going to be delivered anyway.

However, in terms of usability and relevance, the development order does matter, since not all features speculated at the beginning of a project may, actually, be needed by the project, or even be relevant by the time they are deployed. Since expending development effort on activities that may not be needed or relevant at time of delivery is a significant source of waste, then a development pattern needs to exist that allows features to be prioritized based on the immediate need of the end users, starting with want they must have first, and working down from there. Enter the MoSCoW process.

MoSCoW is an acronym for prioritizing feature development along the following guidelines:

  • MUST have features that are required for the project to be called a success.

SHOULD have features that have a high priority, but are not required for success.

COULD have features which would be nice to have, but are not high priority.

An important differentiator in the above process is the term “required for success.” Some features will obviously be required, such as those needed to meet regulatory requirements. Others may be deemed required due to the percentage of end users who desire the feature. But the criteria for determining what is required should be as objective as possible. If a product owner merely “feels” something is required without evidence to back it up, then this is a feature that may more properly be defined as a high priority “should have” instead of a “must have.” The reason this distinction is significant is because it establishes an important milestone for determining the success of a project, Agile or otherwise, by focusing development initially on the absolute minimum set of features needed for delivery of a project, while making allowances for additional features if time and resource needs allow it.

MoSCoW does this iteratively by first utilizing brainstorming sessions to populate the backlog with features and user stories. The product owner and team will then group the stories by their must/should/could/won’t have status. This will lead to other stories being identified and prioritized until the team determines that a sufficient number of stories have been identified to reasonably quantify the project. The following are some helpful criteria for distinguishing must, should, and could:

  • Critical core features required by the solution to function
  • Features required by law, statute, etc.
  • VERY high priority business requirements
  • High priority business requirements
  • Highly desired features not defined as “must have”
  • “Nice-to-have” features not defined as “must have” or “should have”

Once the stories have been grouped, the team will utilize some form of relative estimating, usually utilizing story points, to quantify the relative complexity of the stories on the backlog. Once this is complete, the team will then take 3-4 stories for which they have a high level of confidence and decompose those stories into hour and resource estimates, utilizing “ideal” time. The team will then divide the number of estimated hours by the sum of the story points used for the estimation to calculate an average hours-per-story-point. This average will then be multiplied by the total number of story points on the backlog to estimate the total number of hours needed to produce it. This can then be utilized to determine if the team can realistically produce all of the features identified on the backlog, or where to draw the line for that release of the project.

Depending on where the line is drawn (must haves only, must haves plus some percentage of should haves, must haves plus should haves, etc.) it is common practice to multiply the agreed upon total by a risk factor based on the assumed risk of the project. This provides a buffer to accommodate stories that will be discovered during development. Some typical multiplication factors are:

  • Maintenance/recurring: 1.25
  • Well defined: 1.5
  • Extensive rewrite/new development: 2.0
  • Quick start: 2.0 or greater

Thus if the sum of must haves and should haves for a well-defined upgrade project comes to 150 story points, the total projected story points for the project would be (150 * 1.5) = 225. If the average hours per story point for the project was estimated at 10, then the estimated hours for the project would be (225 * 10) = 2250 hours. This hour estimate would then be used to calculate the projected cost and resource requirements of the project.

Chuck Snead is a Project Management Professional (PMP), PMI Agile Certified Practitioner (PMI-ACP), and Certified Scrum Master (CSM) with over fifteen years of experience managing Waterfall/Traditional and Agile projects, for both the private and public sectors. He also has a Master’s degrees in both Information Technology and Business Administration, and he teaches various IT and project management courses as an adjunct professor. You can read more articles from Chuck on his blog .

PMHut Team

PMHut.com is a website dedicated to providing PM articles, detailed project management software reviews, and the latest news for the most popular web-based collaboration tools.

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  1. How to Build a Photography Project

    photography project management

  2. 14 Creative Photography Project Ideas You Need to Try

    photography project management

  3. A 5 Step Plan For Creating A Photography Project That Will Get Seen

    photography project management

  4. 14 Creative Photography Project Ideas You Need to Try

    photography project management

  5. 16 Photography Project Ideas to Improve Your Photography

    photography project management

  6. 14 Creative Photography Project Ideas You Need to Try

    photography project management

VIDEO

  1. How to START YOUR PHOTOGRAPHY PROJECT (2 Methods!)

  2. How to Get Started in Photojournalism

  3. My Complete Client Management System For Photographers

  4. A Day in the Life of a Project Manager

  5. Developing Your Photo Projects

  6. 6 Photography project ideas that will inspire you

COMMENTS

  1. How to Build a Photography Project

    A photographer shares her tips on how to prepare and execute a documentary photography project on a complex topic. She advises to research, find an idea, write a statement, draw a concept map and get access to the subjects and locations you need.

  2. How to Plan a 365-Day Photography Project Like a Pro

    Learn how to plan a 365-day photography project using any camera, even a smartphone. Find out the benefits, tips, and challenges of this creative challenge that requires you to take at least one picture a day for an entire year. Discover how to choose your theme, set parameters, name your project, and share your work.

  3. Best Photography Workflow Software in 2024 (Studio Management)

    57,500+ Newsletter Subscribers 1,260+ Featured Photographers 2,360+ Photography Guides & Gear Reviews Best Photography Workflow Software in 2024 (Studio Management) Need help getting your photography workflow and business organised? Our guide the best studio management software (CRM) of the year will help you succeed.

  4. 20 Amazing Photography Studio Management Software

    Learn how to choose the best CRM for photographers with features like workflow, invoicing, payment, booking, and more. Compare the top photography studio management software options for different photography genres and budgets.

  5. How to Start and Finish a Photography Project

    Let's start with your subject. Picking a subject is, of course, the most important first step. There are endless choices, endless ways to shoot, and endless ideas. For me this is the toughest stage, nailing down the subject and the concept of the project. I want my subject to be something that is new and exciting to me.

  6. Mastering Photography Business Management: Your Ultimate Handbook

    November 7, 2023 Pixifi Mastering Photography Business Management: Your Ultimate Handbook Running a successful photography business is so much more than just taking great photos. Beyond mastering your craft, you need to know how to effectively manage the business side - the finances, marketing, operations, and legal aspects.

  7. The 15 Best CRMs for Photographers [2023 Edition]

    Top 15 Photography Studio Management Software (including features, pros, cons and pricing) Bloom Honeybook StudioNinja Dubsado Tave Sprout Studio Pixifi Shootzilla Hubspot CRM 17hats Studiocloud Bonsai ShootQ Monday Flowlu Review of Key Features In Each Tool Lead Management Payment Integration Project Workflows Communication Contract Signing

  8. Project and Client Management for Photographers

    Project and Client Management for Photographers Ryan Baldwin 4 minute read • Hassl Features 11th December, 2020 Project and Client Management for Photographers Being a freelance photographer is hard. Turning a passion into a career is challenging and it takes a lot of dedication, sacrifice and willingness to learn.

  9. Photoshoot Plan

    1. Start with the photoshoot plan template The photoshoot plan template is the central hub for your project. It includes the key parts of every great photoshoot plan: The brief, moodboard, shot list, call sheet and contact sheet. There are also checklists for your workflow and gear so you have everything in one easy to access place.

  10. The Best Free Online Tools to Manage Your Photography Business

    To help photographers cut down on costs, especially to recoup and reset after any pandemic incurred losses, below are a few free alternatives to help run a business.

  11. 10 of the Best Studio Management Apps for Photographers

    10 of the Best Studio Management Apps for Photographers Dec 28, 2020 Jenn Pereira Whether you're a new photographer or a seasoned veteran in your field, keeping track of things in your...

  12. Best Studio Management Software for Photographers

    While there are tons of various apps and software that can lift this heavy burden off your shoulders, we would like to focus in this article on the following Business / Studio Management tools: Pixieset, Tave, 17Hats, ShootQ, Pixifi, Honeybook, Dubsado, Studio Ninja, Sprout Studio (described in no particular order).

  13. Workflow management for photographers: monday.com can help

    When you use the right workflow tools, you can: Build roadmaps for success for each type of photography. Keep track of specific settings and equipment you use to create certain effects, so you can re-create success in the future. Keep an inventory of props, hair stylists, and designers to complete the artistic vision.

  14. How To Plan A Photo Project

    5. Make it fun. The last and most important thing to think about is to find a project that you'll enjoy. Make it about something you are interested in. Something that will get you out of bed and motivated to go and take photos. If you aren't motivated by it then any set backs or problems will stop you finishing it.

  15. Project Plan Template for Photography

    A photography project plan template can help you develop a detailed plan for your photography projects, from start to finish. Here are just a few of the benefits to having one: ... Change Management Project Plan Template; Marketing Project Plan Template; Instructional Design Project Plan Template; ISO 27001 Implementation Project Plan Template;

  16. 11 Best Photography Studio Management Software in 2024

    Photographers require a photography studio management software in order to establish relationships with clients. Such software help tracking the correspondence, sending e-mails automatically, gathering feedback via special surveys and more instead of a photographer.

  17. Photography Project Management to make assignments easy for you

    Working with companies of this size has often produced huge photography projects which they have managed in their entirety beyond providing the photography. Dare & Hier Media can provide project management including:-Scheduling; Photography brief creation. Bespoke naming conventions and image sizing. Providing specific metadata within images.

  18. Manten|Photography

    Not only is listening to and seeing stories vital for my photography and project management job, but the other side of the coin is as essential. With my photography, I need to keep my audience in mind and create and present my images in the best possible way to show them the why, what, who, when, and how of what happened that I found essential ...

  19. My Passions: Photography and ERP Project Management

    ERP Project Management. Review of the Statement of Work. Defines project-specific activities, deliverables, and timelines for providing services to the client. Identifies the project scope. Creation of a Project Plan. A project plan is a formal document designed to guide the control and execution of a project. Organizing your project into phases.

  20. 7 First Impressions of Moscow, Russia (From a Street Photography

    At first, it was a little disappointing from a street photography perspective to see so much blocked by construction. After a while, though, it became something to capture. The striped construction materials and signs are colorful and all the workers created some interesting activity. It will be interesting to see what the city looks like when ...

  21. Home

    80%. Boris is responsible for client management, acquisition and all online activities of G-Productions. With his technical background, affection for EDM and his all around enthusiasm he is the go-to guy when planning an event. Boris has fooled a lot of our clients over the years, 'cause he don't look like a HTML-geek, but he definitely is!

  22. The Scenic and Historic Hermit Road

    The Hermit Road rehabilitation project represents the hard work and input of many people and entities. Construction was performed by Fann Contracting, Inc., of Prescott, Arizona. Project oversight and construction management was performed by the Central Federal Lands Highway Division of the Federal Highway Administration.

  23. An Agile Primer: Agile Estimating and the "MoSCoW Process"

    Thus if the sum of must haves and should haves for a well-defined upgrade project comes to 150 story points, the total projected story points for the project would be (150 * 1.5) = 225. If the average hours per story point for the project was estimated at 10, then the estimated hours for the project would be (225 * 10) = 2250 hours.

  24. Choosing Your WoW: The Situation Context Framework (SCF)

    The Situation Context Framework (SCF), an evolution of the Software Development Context Framework (SDCF), defines the contextual factors to consider when selecting and tailoring a situa