Resourceful Designer: Strategies for running a graphic design business - Stop Wasting Time On Time Management - RD302

Stop Wasting Time On Time Management - RD302

10/24/22 • 18 min

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Resourceful Designer: Strategies for running a graphic design business

Here’s some valuable advice to help make you a more productive graphic or web designer. Stop wasting time on time management.

I’ve been in the graphic design space for over 30 years. I’ve been running my own home-based design business since 2005. And I’ve been publishing the Resourceful Designer podcast since 2015. In all that time, I’ve had the opportunity to talk to many designers. Be it graphic designers, web designers, UI and UX Designers. I’ve spoken with generalists and specialists, such as those focusing on specific niches. I’ve talked to design strategists, consultants, directors, and even design influencers.

Two answers come out on top whenever asked what their biggest struggle is. Finding new clients. And Time Management. It’s that latter one I want to talk to you about today.

What is Time Management?

According to dictionary.com, time management is the analysis of how working hours are spent and the prioritization of tasks to maximize personal efficiency in the workplace.

Sounds simple enough. You analyze how you spend your time and then prioritize what you need to do to maximize efficiency.

But if time management is that simple, why do so many people struggle with it? I mean, if time management were so easy, there wouldn’t be thousands of different “solutions” addressing it.

A search on Amazon returns over 70,000 books covering the subject. YouTube has over half a million videos on Time Management. And Google has over 80 million search results.

Time Management is such a popular topic because EVERYONE has problems with it.

Let me share a revelation with you today. Time is impossible to manage. Contrary to confusing movies such as Tenet. Time moves in one direction at a steady pace. So you’re not trying to manage time. You’re trying to manage how you go about your day while time continues at its own pace, totally ignorant of your plight.

If you’re looking at your fellow designers and thinking, “They seem so organized. I don’t know how they do it.” I’ll let you in on a little secret. They’re thinking the same thing about you.

Everybody wants tips, tricks and techniques to be able to get more things done. To do things faster, to be more productive, more efficient and to work better. But the truth is that stressing over these things makes you slower, less productive, and less efficient and impedes your work.

In my opinion, the only people who succeed with Time Management, and I don’t mean succeed AT time management, but WITH time management, are those with something to gain from it, which means the authors of all those books on Amazon. The creators of those YouTube videos. And the writers of all the articles found through Google.

It’s what they say. If you want to make money, find a solution to a widespread problem. That’s what these people are doing—offering a solution in order to make money. But are they addressing the problem? I doubt it. Because if they did, then time management wouldn’t be such a prevalent issue.

And you know what? I guarantee you that the people who created these time management assets still struggle with time management. It’s inevitable. Why is that? It’s because of this little thing called LIFE. I’m sure you’ve experienced it.

It’s like the military saying, “No plan survives contact with the enemy.” Similarly, no time management plan can survive contact with life.

You can have the best laid-out plan. You have everything organized and scheduled down to the millisecond. And it all goes out the window when “life” happens.

You’re kid’s school calls because they’re feeling sick.
You get a flat time on the way to a meeting.
A storm knocks out your power.
Your dog gets sprayed by a skunk.
Your magic mouse dies in the middle of the day, and you can’t work while it’s charging. Why Apple, Why?

Life has a way of interfering with your best plans. So you just have to learn to live with it.

What to do about Time Management?

So far, I’ve been pretty bleak. I haven’t been very helpful if you started reading this because you’re struggling with time management and were hoping for a solution. So let me talk a little bit about your options.

First, there is no one solution to getting the most out of your time. Again, if there were, then time management wouldn’t be an issue for most people.

Every individual is different. And that includes you. You learn differently. You process information differently. You go about completing Your tasks differently than anyone else. That’s why there’s no Time Management system you can shoehorn to fit everyone. You have to figure out what works best for you, and the solution that ends up working for you may come from many different time management options.

And believe me, ...

Here’s some valuable advice to help make you a more productive graphic or web designer. Stop wasting time on time management.

Two answers come out on top whenever asked what their biggest struggle is. Finding new clients. And Time Management. It’s that latter one I want to talk to you about today.

What is Time Management?

According to dictionary.com, time management is the analysis of how working hours are spent and the prioritization of tasks to maximize personal efficiency in the workplace.

Sounds simple enough. You analyze how you spend your time and then prioritize what you need to do to maximize efficiency.

But if time management is that simple, why do so many people struggle with it? I mean, if time management were so easy, there wouldn’t be thousands of different “solutions” addressing it.

A search on Amazon returns over 70,000 books covering the subject. YouTube has over half a million videos on Time Management. And Google has over 80 million search results.

Time Management is such a popular topic because EVERYONE has problems with it.

It’s like the military saying, “No plan survives contact with the enemy.” Similarly, no time management plan can survive contact with life.

You can have the best laid-out plan. You have everything organized and scheduled down to the millisecond. And it all goes out the window when “life” happens.

You’re kid’s school calls because they’re feeling sick.
You get a flat time on the way to a meeting.
A storm knocks out your power.
Your dog gets sprayed by a skunk.
Your magic mouse dies in the middle of the day, and you can’t work while it’s charging. Why Apple, Why?

Life has a way of interfering with your best plans. So you just have to learn to live with it.

What to do about Time Management?

First, there is no one solution to getting the most out of your time. Again, if there were, then time management wouldn’t be an issue for most people.

And believe me, ...

Previous Episode

Time For A Tool Audit - RD301

Episode Sponsor: StickerMule

I want to talk to you about your tools (software). But first, I want to tell you a story.

A couple of weeks ago, my daughter invited her mother and me for dinner, and we arrived mid-afternoon.

As is always the case, Mother and daughter had lots to do and talk about, which left me to my own devices. So I turned on the TV, launched Disney+ and started scrolling through the menu to find something to watch. I knew there was the possibility they might need my help with something, so I didn't want to choose a show that would require my full attention.

After some time, I decided to watch the Pixar movie UP! I hadn't seen it since my kids were young, but I remember it as a fun, feel-good movie. Plus, I wasn't concerned about missing part of it for whatever reason.

In UP!, there's a character named Dug. Perhaps you're familiar with him. Dug is a dog that the two main characters meet along their journey. Dug wears a special collar his master made that allows him to talk.

Now, I don't want to spoil too much of the movie if you haven't seen it. But let's say that Dug, like most dogs, is easily distracted. This is evident in the film every time he sees a squirrel. He might be mid-sentence explaining something important when suddenly, SQUIRREL. He's distracted. If you've ever heard the term Squirrel Syndrome to describe someone who is easily distracted, it came from Dug.

A close sister to Squirrel Syndrome is Shiny Object Syndrome. Shiny object syndrome (SOS) is a continual state of distraction brought on by an ongoing belief that there is something new worth pursuing.

According to Wikipedia, Shiny object syndrome is a psychological concept where people focus on a new and fashionable idea, regardless of how valuable or helpful it may ultimately be. While at the moment, it seems to be something worth focusing one's attention upon, it is ultimately a distraction. People who face a fear of missing out are especially susceptible, as the distraction of shiny objects in themselves clouds judgment and focus.

I have a confession to share with you. For a long time, I suffered from Shiny Object Syndrome regarding software. Any time I saw or heard of a new tool, especially software, that might somehow make my life easier, I wanted it. Even if I had no idea how or why I would use it, it was FOMO, the fear of missing out.

The pitch, ad, or recommendation made the software sound so helpful and desirable that I just had to have it.

Someone would mention, or I would read, how this new software was the be-all, end-all of software. Using it can save you 10 hours of work per day, and your clients will start mailing you envelopes full of cash for all the fantastic features you can offer them because of it. It sounds too good to be true. But what if it isn't? And if I act right now, for a limited time, I will only pay $99 instead of the regular price of $9,000. What a deal. How could I pass that up?

Ok, you know I'm exaggerating. But you also know there's some truth to what I'm saying.

Looking through my Applications folder, I see several tools, and BTW, I'm using the terms tools and software interchangeably. Still, I see several tools I bought and never used or used for a short time before consciously giving up on them, or sometimes, just forgetting about them because it was not as helpful as I thought. I fell for the hype.

And that's not counting all the online tools, memberships, subscriptions and communities I paid for and never used.

We work hard for the money we make as designers. And we must be careful not to waste that money on tools we don't need.

Case in point.

Have you ever heard of Doodly? It's a tool that lets you easily create whiteboard animation videos. You know, the kind where you see a hand with a marker that quickly draws the animation. They're great for explainer videos.

A few years ago, I saw a Facebook ad promoting a lifetime license for Doodly. It usually costs $39/month. But for a one-time purchase of $67, I would have access to it for life. There's no arguing. That's a fantastic deal. The problem is, I've never used it.

The ad pitch for Doodly made it so appealing. I thought to myself. This would be an excellent service to offer my clients. And they hooked me in.

I never considered that in my 30+ years in the design space, I've never needed to create a whiteboard animation video. Not once did I ever think, "you know what? A whiteboard animation video is exactly what this client needs. I wish I knew how to make them." The possibility of this tool blinded me. But in the three years since I fell ...

Next Episode

Following Up With Dormant Clients - RD303

Episode Sponsor: StickerMule How often do you follow up with dormant clients? I’m not talking dormant like they haven’t replied to an email in a few days. However, following up is always a good idea when you don’t receive an expected reply.

I’m talking about following up with dormant clients months or even years after you’ve completed whatever project you did for them.

In episode 72 of Resourceful Designer, I discussed getting new work from existing clients. It’s proven that getting new work from existing clients is much easier than landing new clients. After all, you don’t have to worry about the awkward introductory phase since you already know each other. You have a proven track record, so you and your client know what to expect.

And yet, even though it’s much easier to get new work from existing clients. Many designers don’t actively seek out that work.

Why is that? You may be thinking to yourself. “I don’t want to bother them. The clients know me. If they have more work for me, they’ll contact me.” But that’s not always the case.

I’m not saying they won’t contact you when they have more work. They probably will. The problem is clients don’t always realize they have work for you.

What? What are you talking about, Mark? No, it’s true. It’s a case of “out of sight, out of mind.” Your dormant client isn’t thinking about you; therefore, they aren’t thinking of the work they could be sending you.

I want to run an experiment with you right now.

Last week I went to the dentist for a routine checkup. I’m happy to say they found nothing wrong with my teeth. I take dental hygiene seriously, so I scheduled a new appointment for a cleaning in 9 months.

Now, let me ask you this. Did you think about your dentist and your next appointment? Chances are you did. Maybe you thought about an upcoming appointment. Or perhaps it made you think you should make an appointment if you don’t already have one. Regardless, I’m pretty sure, even if only briefly, you thought about your teeth.

Why is that? It’s because of triggers.

Triggers.

Triggers, the verb, not the thing you squeeze to fire a gun, are something that can connect one event to another. The mention of my dental appointment triggered your thoughts about your dental hygiene.

If I say I recently changed the tires on my car because they had worn-out threads. You probably just started wondering about the tires on your vehicle.

If I say, I have no idea what I’m having for dinner tonight. Now you’re probably thinking about your next meal.

All of these are because of triggers. Our day is full of them. Most of the time, you don’t even realize they’re there. But triggers influence you in many ways. Triggers are often the correlation between one thing and another.

Triggers and Dormant Clients.

That brings me back to following up with dormant clients. Remember when I said the problem is clients don’t always realize they have work for you? It’s because they don’t have anything with which to correlate that work. And that’s very easy to fix.

Just like me mentioning my dentist made you think of your dentist. Reconnecting with a client can trigger them to find new work for you.

Remember, “out of sight, out of mind?” When the client isn’t thinking of you, they’re not thinking of projects you can do for them. The solution is to get them to think of you. You can do that by following up.

Triggers in action.

Resourceful Designer Community members are beta testing a weekly accountability group where we share long-term and short-term goals. We meet once per week for 10-15 minutes. Each person shares one thing they want to accomplish before our next meeting.

This goal could be small, like adding a new case study to their website, creating social media posts, or getting organized for a presentation.

The object is to share something to which you want to be held accountable. Because the following week, you have to share whether or not you completed that goal.

My goal two weeks ago was to reach out and reconnect with four dormant clients. I ended up emailing six long-standing clients. Their dormancy ranged from six months to a couple of years since the last project I did for them.

When I sent my email, I didn’t ask them if they had any work for me. Instead, I asked them how they were doing, and in a couple of cases, I wondered if they were happy with the last project I did for them.

Over the following few days, three of these dormant clients replied with new design projects for me. One wanted an update on a flyer I created for them a few years ago. Another asked me to refresh their website with updated text and photos. The third want...