February 7, 2019 | Alyson Stanfield

8 Time Management Tips for Artists Plus 2 Truths

As an artist and one-person business owner, you are the talented maker, gregarious promoter, delightful conversationalist, and head honcho. It’s easy to be overwhelmed by all of these simultaneous roles.

Alexandra Leadbeater painting
©Alexandra Leadbeater, Jug Red. Acrylic on paper, 49 x 39 centimeters. Used with permission.

Know that you are not alone. Perhaps it’s comforting to know that every artist at every level seeks more effective time management skills.

The first truth I want to share is this: It’s impossible to manage time. The clocks keep ticking and the sun continues to rise and set. There’s not much you can do about that.

Rather than talking about Time management, you need to focus on Self management. Use these 8 tips and be comforted by the second truth at the end.

1. Learn to say No (and mean it).

When you are very clear on your goals, it’s easier to say No to the opportunities and requests that don’t serve your long-term goals. This is the hardest lesson you’ll learn when trying to build your art business. If you master saying No, you’ll master yourself and your business.

Invitations bombard you from every direction, and you have to have the strength to know what is critical to add to your calendar and, more importantly, what doesn’t deserve a place on your schedule.

2. Turn repeated tasks into systems.

Stop reinventing the steps it takes to publish a newsletter or blog post, or to promote an exhibition. Create reliable systems for every task you undertake on a regular basis. Well-defined systems will save your behind and help you rest easily.

A system is a series of steps that answer the following questions.

  • What, precisely, do you want to happen?
  • What tools and technology will you use?
  • Who else will be or needs to be part of it?
  • What are the repeatable steps—exactly?
  • What kind of review process will you put into place to make sure the system is working?

3. Group similar tasks together.

Use the momentum you create from starting a single task to complete other tasks that are similar.

Francesca Bandino painting
©Francesca Bandino, Mystification. Acrylic on canvas, 12 x 16 x .8 inches. Used with permission.

For example, write four article drafts in one sitting rather than doing one a day. It’s easier, I promise! It sounds crazy, but it’s true. Something happens when you devote a couple of hours to focused writing. It’s like your ideas start having babies. They multiply and feed off of one another, so pretty soon that one little idea becomes four.

Other ideas:

  • Run all of your errands in one afternoon.
  • Process email during two daily sessions.
  • Save packing and shipping for dedicated time slots rather than doing it as orders come in.
  • Schedule social media posts for an entire week of content.

4. Single task.

Switching from task to task and back again adds as much as 25% more time to what it would normally take to complete each task. Stop multitasking.

Multitasking can be as simple as moving back and forth between your inbox and another open window on your computer. We all fall into this bad habit. When you catch yourself, feel free to snap out of it by reciting a mantra I devised for these moments: I do one thing at a time to completion.

5. Automate everything possible.

If you’re still writing checks, welcome to the 21st Century! There’s such a thing as automatic bill pay. Yeah, really. Sign up! Sure it takes a bit of time to set it up, but it will buy you peace of mind.

What happens when someone signs up for your email list? And then what? And then what? You can automate those responses when you use an email marketing platform. (This is covered in our Collector Relationship Essentials class).

Cathy Earle painting
©Cathy Earle, Summer Living. Watercolour and pastel, 22 x 26 inches. Used with permission.

Also consider automating:

  • Savings. Take 10% out of every payment and put it in a separate interest-earning savings account or retirement fund.
  • Meals. We’re fans of Green Chef, which delivers 3 meals a week to our home (not all weeks, but maybe twice a month). My favorite thing about meal delivery isn’t the meals themselves, though they are delicious, but that it removes the need to make a decision about what to eat.
  • Orders for supplies you use regularly. For example, I love that Amazon sends us a package of 2 electric toothbrush heads every 3 months.

6. Understand your natural rhythms.

If it takes you 2 hours and 4 cups of coffee to wake up in the morning, don’t attempt your most valuable work during that time. Know when you’re at your best and hold that time sacred for your art or writing.

7. Honor your calendar.

If it’s important, schedule it. Block out time on your calendar to take care of items that need significant amounts of uninterrupted time.

Review your calendar at the end of each day and before you begin work in the morning. This brings me to the final tip.

8. Make time for planning.

Planning time is your best friend.

Jessica Pisano painting
©Jessica Pisano, The Kiss. Oil on panel, 24 x 24 inches. Used with permission.

If you think you’re too busy to set aside a couple of hours a week to plan, you will have no one to blame but yourself when you lose sleep. You’re likely feeling swamped because you didn’t make time to plan … when you stumbled from task to task because you had so much to do.

In my experience, overwhelm happens when everything is up in my head. I don’t know what happens up there and who is responsible for such shenanigans, but my brain in overwhelm gear is pretty worthless. It’s unfocused, directionless, fearful, and anxious.

This makes it impossible to get anything constructive accomplished. The solution is to get out the calendar and task list to map out everything on my plate.

If these 8 tips fail, remember the 2nd truth: The important stuff always gets done.

It gets done because it’s important! You recognize its value and somehow manage to make it happen. Knowing this truth is a relief.

I'm curious: What are your best tips for time management or self management?

This post was originally published on August 6, 2015 and has been updated with original comments intact.

40 comments add a comment
  • Dawn Petrill

    Wow, you really hit the nail on the head with this one, Alyson! Not only did you tell us time-sucking activities but you gave us straight-forward solutions for them. I continue to be amazed by your gems of wisdom. Thank you so much!

  • Thanks to you, Alyson, I am doing better with time related obstacles!

  • Hello Alyson,
    You are right on with every point as usual. After recently planning and hosting a large (for me) studio event I observed that, yes indeed, everything important got done! There were moments when it did not seem possible. Your points on setting aside REGULAR planning time and honouring that is the next habit that I am going to implement. Thank you again for support throughout the years of my art career :-)

  • I followed the email link because I am searching for any helpful tips to manage time that I can find. I am not an “official” artist yet, but am working in that direction as I search for retirement income. Signing up for your emails is one of my efforts in that direction. I think the biggest tips you have (for me) all are planning related. It is so HARD to set aside regular time for any activity, even art and planning, but I am getting better at it. Thanks for more encouragement with handy tips.

  • I needed this kind but focused kick in the butt about systems and writing in blocks and I feel better that you bohoo sometimes (probably rarely) when it all comes crashing down

  • The most important advice for me has been saying No to things that don’t contribute to my goals. I have to have a list of important goals nearby so I can review them; otherwise I forget to say the magic word.

  • Found this really helpful & timely (forgive pun) – I went off the rails of my own schedule this week, good to be reminded about saying no to anything that diverts you from your path, also grouping similar tasks/doing one at a time great. Thank you.

  • Thanks Alyson. I’ve got to think about #3. I write a little here, a little there. Maybe I should block out more time and knock out a few articles at once.

    #9. Take time to sit with yourself a little each morning before the craziness of the day begins. I find this keeps me centered and focused on what is most important. If I do that, the rest is not so overwhelming.

  • Colleen Lynn Curley

    My dad has a great little productivity tool I have adopted called “The Top Three.” After I make my always lengthy “to do” list at the start of the day, I then decide which three items are most important, put them on a post-it note, and proceed to cross them off. Once that is accomplished, I immediately make a new “top three” list. This works great to stay focused and prevent overwhelm on high stress days, when you have a deadline or guests coming over, etc.

    I also want to share an inspirational quote I recently came across:
    “It always seems impossible until it’s done.” – Nelson Mandella

    Happy Friday!

  • I am teaching design foundations for the first time and am incorporating a “studio practice development” portion to it.

    Love your phrase “well defined will save your behind”!

    If you do not mind I am going to use that this semester with my students as they start to formulate their own systems for managing their creative practices. Thanks Alyson!

    PS I ADORE Golden and have got fingers crossed for 2106…

  • Thanks so much for this post Alyson. A great reminder.

    My issue is that I get a schedule down and and something pops in to disrupt the whole thing. I admit it’s usually something good (a show opportunity, commission, invitation to teach a class), but how does one keep a routine while still keeping things flexible enough to embrace the near constant change of owning one’s own art business.

    There’s the inevitable ‘must attend’ meeting, show, etc. that occurs when the “sacred art/planning/business” time is scheduled. I feel a slave to the show season too. Any tips to shift things seasonally, monthly, or to acclimate to the “art world” schedule? Thanks A!

  • Parisbreakfast

    Excellent list Allyson!
    Especially ‘Automate everything you can’
    I wish they had taught us Excell in art school…hard learning spreadsheets and to database now.

  • Thanks Alyson. Your article is very helpful.

    My husband is always looking for ways for me to automate my art and art business. It is very helpful to have a set of eyes other than my own.

    As a relatively new artist I realize I need to focus on a lot more than just making art. So I am now setting aside time to learn about marketing best practices and organization.

  • Great article – the saying no ‘hardest lesson’ is something I am in a co start loop of learning it seems!!
    On systems, I recently setup a whole system for harnessing blog ideas and dealing with my art biz to dos . Managing multiple projects without overload and getting stuff out of my mi s and into a safe storage place were my aims and by coincidence I am in the middle of a four part series about it on my blog now in case it can help others too. http://www.helenconwaydesign.com

  • Linda Hugues

    Great post, Alyson! I’m doing a lot of this but I could be automating more, grouping my tasks more, and not begrudging the time I need for planning. Thanks for the tips.

  • Gunes-Helene Isitan

    Hi Alyson,
    Great post with very good advice! If I may add another step/suggestion?

    I tend yo get quite overwhelmed when big projects happens, and then I find myself frozen in a panic state. One day I walked passed a store that had this quote written on the door: “you eat an elephant one bite at a time”. This stuck with me. Now, whenever I am facing a huge task or tackling a large project, I take time to separate it into smaller, manageable tasks (on a to-do list to not forget any step or have to think it through again!). It takes a bit of time to dissect and analyse, but afterwards it’s cut into smaller steps and easier to plan and do. And I loose less sleep and other precious time to sheer panic.

    A tool I developed for those big and thus long term projects is a custom calendar: each month is on an 8×10 sheet, but separated in weeks only, not days. I slip it into a plastic protective sleeve. Then each task is written on a thin post-it, and spread on the calendar. I tape together as many months is needed, in an accordion fashion, so I can see the whole project at a glance. And the tasks being on post-it, I can rearrange the schedule as needed, and it keeps the schedule looking clean (and for me having it not written down in ink creates less stress, as I know I can move it around as needed; the project will evolve in an organic fashion and I need my calendar to not feel like an immutable thing, but that’s mostly all in my head 😉). Having it in weeks instead of days makes it less overwhelming to look at too. From that calendar, I make my weekly to-do list on my phone.

    Hope this helps someone, as I often find bits of helpful info in other people’s replies too and wanted to share back :)

    http://www.gunesisitan.com

  • Phyllis Walker

    Way To Go, Alyson! I’m a time management diva, but found myself off track at the beginning of the New Year. With a preponderance of monthly / quarterly / annual planning on my plate, I became engulfed in Major Overwhelm. Consistent as ever, you’ve come to the rescue. I’m balanced and on track, again!

  • Barbara Muir

    A wonderful piece. When I taught time management students
    kept a journal of every minute of the day (except private
    time) for one month. That changed their lives. I did it too
    and it astonished me. Lists and planning are great, and forgiving
    ourselves when we have to change the plan.

    Love this! XOXOXOXOXO Barbara

    • Alyson Stanfield

      Ya know, I STILL have never done this, Barbara. I think it would be eye opening. Wish you had been one of my teachers!

  • Lynn Goldstein

    This is a great post because everything written bears repeating again and again. I feel much more “in charge” when I take the advice offered here. One of my major bugaboos is that darned multi-tasking issue. Thank you for the reminder to stay on task, and not shuffle back and forth like a squirrel looking for the next shiny object. Working with you has been a life-saver many times over. Thank you for all that you do to help artists have better lives.

    • Alyson Stanfield

      Lynn: You are so incredibly productive and organized. And yet … none of us are immune to everything that wants our attention. Glad we have each other!

  • Tina Stoffel

    Google Calendar syncs with my phone and allows me to stay on schedule. I also use a daily planner and a quarterly planner for goals. I post the quarterly calendar so that I can see it and start each day with my daily planner.
    Additionally, a studio schedule posted on my door helps. Lastly, Facebook has an app called Blink that will pop up with my to-do list. Hope this can be helpful to someone.

  • Cynthia Scott

    Many years ago I read a short article about something called the Salami Technique. When there are many projects on the boil (and when are there not, if you factor in daily life stuff) – you bite off a piece of each one in turn, complete it, and repeat the process. This goes counter to your advice not to jump around, but finding out late in life that I have ADD explained why I found this technique so useful. It’s true, you go for weeks sometimes not completing anything, but then there’s that one magic week when you eat the final piece of several projects and finish them all! Now I use a couple of apps on my phone to keep track of all of the projects and steps within projects so I can tick them off when completed. This is also useful when you have made a specific plan for the day and something out of your control gets in the way (like being snowed in) – you simply consult your tasks and select the ones that can be done in that place at that time. Eventually everything gets done.

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