Photography Businesses: 5 Reasons Hiring a Virtual Assistant Will Improve Your Work Life
In the fast-paced world of photography, where capturing the perfect shot often takes precedence, many photographers overlook the myriad tasks of running a small photography business.
Every photography shooting session you take on, a sea of mundane admin tasks will need to be don, interrupting your artistic flow.
And let’s be honest: the reason you wanted to be a photographer in the first place was to take photos. You don’t want to be stuck at your desk doing everything else.
If your goal is to have more time to focus on creating, hiring a virtual assistant will be the best decision for you and your business.
In this article, we’ll explore this concept in depth so that by the end, you’ll know exactly what benefits there are to outsourcing, what tasks you could outsource to a VA, and how this could change your daily reality in your photography business.
Common Overlooked Tasks Running a Photography Business
When starting their businesses, new photographers often think that photography and editing account for 90% of the work they need to do.
But as a more seasoned photography business owner, you’ll know that the photography projects you sign require many overlooked administrative tasks. You also know that dozens of other marketing, social media, and bookkeeping tasks are being ignored.
These non-creative tasks can hinder your ability to capture and edit beautiful images, but they are necessary to provide a good client experience and build a thriving photography business.
Tasks commonly overlooked by new photography business owners are:
Communication, like meetings & emails with the client to discuss the shoot and edits
Building out the vision & ordering products for the shoot
Back office tasks to properly store the raw/edited photos in your archive
Sending proposals/contracts/invoices once you sign a new project
Managing your bookkeeping so you’re ready for tax season
Social media content to promote your business online & get referrals from past clients
Uploading your photography projects to your website to showcase your work
Writing blogs for your website to get found online
Networking with new potential clients on social media to get more clients
The workload that goes into running your business can be extremely overwhelming!
But there is a solution.
How to Reduce Overwhelm Running a Photography Business
Hiring a virtual assistant is a clever solution for freeing up your time for the tedious everyday tasks of running a photography business.
Committing a few hundred dollars per client you sign (or less if that sounds daunting!) can help you reduce your feeling of being overwhelmed and spend more time in your artistic zone of genius.
Having your own VA to pass things off can be a game-changer for your business.
Not convinced? Let’s explore several different ways a virtual assistant can help your photography business.
8 Ways a Virtual Assistant Can Help Your Photography Business
1. You’ll Reclaim Time for Your Creative Zone
As a photographer, your primary focus should be on photography.
That’s THE reason why clients come to you. Honing your craft and delivering stunning images is essential to your business.
The creative mind thrives on focus and freedom, but administrative tasks are notorious for shackling your potential.
As you know now, the reality of running a small business means that administrative tasks often eat into your creative time. Emails, newsletters, and scheduling can be time-consuming and take your time and energy away.
Benefits of Hiring a VA
A virtual assistant can help with those tedious tasks you don’t want to do, such as managing emails, scheduling appointments or photo shoots, and other administrative tasks.
By undertaking these time-consuming tasks, you can do what you do best: capture the world through your camera's eye.
Time Management: You can reclaim those valuable hours by delegating administrative tasks to a virtual assistant.
Improved Creativity: With fewer mundane tasks, you have more mental space to think creatively and work on new projects.
High Productivity: Focusing on what you do best—and, let’s be honest, what you love most about your business—photography—can lead to a higher quality of work, leading to increased client satisfaction.
Example of Life With a VA
It’s a busy season - you’re booked out with weddings, and a pile of admin tasks need to be done. Usually, you’d be able to do them all yourself, but this time of the year is crazy for you. In past years, you would’ve just grinding through it. Late nights, no social life, and a slight agitation toward loved ones was expected during this time.
But not this year. Your virtual assistant joined your business last week and is fully trained in all your business tools. They start to take your biggest tasks off your plate in a matter of days. They learn how to send invoices on your behalf, follow up on client payments, send follow-up emails when needed, and keep your social media, blogs, and portfolio current. They’ve taken all the tedious tasks off your plate so you can focus on connecting with your clients and giving yourself time to rest between weddings. For the first time, you’ll be at your most creative and deliver the best images possible! ✨
2. Your Budget Will Never Go in the Red By Hiring Support
There is a common misconception that hiring a virtual assistant is the same as hiring a full-time or part-time staff. But this couldn’t be farther from the truth.
Hiring someone on your team is a much more significant financial commitment, especially for photography businesses with seasonal projects.
Salaries, benefits, and office space are just a few costs associated with traditional employees that you won’t have to worry about with a VA.
Benefits of Hiring a VA
A virtual assistant offers a cost-effective alternative without sacrificing the quality of support. They can be brought in during the busy season & then cost you $0 when you’re in your slower months.
No Overhead Costs: Virtual assistants work remotely, eliminating the need for office space and related expenses.
Seasonal workers: VAs will completely understand if you only need their help during your busy wedding season and then do not need any hours of support during the slower times of the month.
Scalability: As your business grows, you can adjust the level of support you need and add more hours or projects as required so you can get it all done without sacrificing your work-life balance.
Example of Life With a VA
So, you’re finally in your slow season. All the tasks you outsourced to your VA were beneficial when you were busy, but now it seems like a waste of money. You’ll hop on a call with your VA and determine how many hours you have available to take some tasks back on your plate. Since you still have some projects coming in, you have your VA help our for a few hours per month to still give you that work-life balance you’re used to.
A few months later, you decide to expand the services you offer in your photography studio. Growing is exciting for any business but can sometimes be daunting because of all the extra work it’ll take. You’ll bring in your VA to help you research the opportunity, see what competitors charge for this service, and brainstorm what needs to be done to notify your clients about this new service. Once you decide on the offer, have your virtual assistant update your website, post it on social media, and send an email blast to promote your new offer. You enjoy watching your business grow and can focus on delivering the best possible work for your clients.
3. Begin to Automate Your Client Workflows for Efficiency
Every client expects a seamless experience; nurturing this relationship takes meticulous care.
Client workflows will help you maintain good relationships and ensure repeat business if done right.
However, managing client inquiries, appointments, and follow-ups can take time and effort.
Benefits of Hiring a VA
A virtual assistant can take over these responsibilities, ensuring that your clients receive timely and professional responses.
They can set up up your customer relationship management (CRM) systems to run efficiently, drafting emails to send to potential or existing clients, implementing contract templates, and setting up automation are just a few of the things a virtual assistant can take off your plate.
With these systems in place, your client interactions will be as polished and professional as your photography.
Timely Responses: Virtual assistants can manage your inbox and respond to client inquiries promptly, enhancing your reputation for reliability and professionalism.
Appointment Scheduling: They can also handle your calendar, book appointments, and send reminders to ensure you never miss a meeting or a shoot.
Follow-Ups & Feedback: VAs can also follow up with leads and ask previous clients for feedback so you always have fresh testimonials to show new and potential clients.
Example of Life With a VA
Being booked and busy is any photographer's dream. However, with all those bookings can come a lot of disorganization if proper systems aren’t in place. Since hiring your VA, you’re not as worried. You handle your consult calls with clients, run the shoot days, and communicate the important stuff. But you’ve enlisted a VA to reply to emails in your inbox, coordinate your shoot locations, book meetings straight on your calendar, & all the other tedious follow-ups that need timely responses. Unlike before, when you’d check your phone after your shoot and have 60 unread emails (we’ve all been there; it’s okay!), you now have a small to-do list that you can easily handle within 30 minutes. No matter how busy your shooting day is, you can always shut your computer at a reasonable hour and enjoy your free time!
4. Build a Consistent Digital Presence on Social Media
Today's digital landscape is complex, but a solid digital presence is non-negotiable for a growing photography business.
Social media platforms like Instagram, Facebook, and Pinterest are invaluable for photographers as they allow them to showcase their work and attract new clients.
Maintaining a consistent and engaging social media presence requires consistent attention.
It can be overwhelming to run a business AND maintain all those social media platforms that seem to keep multiplying, and each one has a learning curve.
Benefits of Hiring a VA
Your virtual assistant can help you set up social media accounts, draft a digital strategy, and help you with ongoing content creation and consistent posting schedules.
With a VA in your corner, your photography business will always have a compelling digital presence that will help it grow.
Content Creation and Scheduling: Virtual assistants can create and schedule posts, ensuring a consistent and engaging online presence.
Engagement with Followers: They can respond to comments and messages, fostering community and engagement with your audience.
Analytics and Strategy: They can also analyze social media metrics and help develop strategies to increase reach and engagement.
Example of Life With a VA
Let’s be honest: most people don’t start a business, so they can constantly make and post content. It’s usually what small business owners hate doing the most, and that’s okay! Ever since outsourcing these tasks to your VA, you feel like a weight has been lifted off your shoulders. They started by auditing your current social media accounts and made suggestions on how to get more engagement. Every week, you get to peak at the content calendar they plan on posting. But the best part is you hardly ever need to give any feedback. All the captions are error-free, the hashtags are carefully selected, and everything is getting posted on time. You’re seeing your engagement numbers rise and more leads coming in.
5. Improved Marketing and Branding Efforts
Effective marketing is essential for attracting new clients and growing your business. However, developing and executing marketing strategies can be time-consuming and requires specialized skills.
Benefits of Hiring a VA
A virtual assistant with marketing expertise can help you create and implement successful marketing campaigns.
Targeted Marketing Campaigns: Virtual assistants can help identify your target audience and create campaigns that resonate with them.
Email Marketing: They can manage your email list, create newsletters, and track campaign performance.
Content Marketing: Virtual assistants can assist with blog writing, SEO, and other content marketing efforts to drive traffic to your website.
Website Management: They can update your website, manage blog posts, and ensure your online portfolio is current.
Example of Life With a VA
You’ll have a consistent flow of new leads and booking time on your calendar to discuss potential projects. Any time you feel there is a slowdown in the leads or you want to grow faster, your VA will prepare a report so you can review all your marketing KPIs. Since you’re both super familiar with your marketing strategies, you and your VA will brainstorm what needs to change to get more leads. You’ll trust them to implement marketing tasks for you and feel confident they’ll get results. You’ll do zero micromanaging and within a few weeks, you’ll start watching those leads roll in!
6. Streamline Your Bookings with Financial Systems
A disorganized booking & onboarding system can be the bane of both your clients' and your experiences.
If you can implement these systems, the level of organization will enhance client satisfaction and help avoid onboarding nightmares!
Administrative and finance systems are essential for the smooth operation of your business. From invoicing to bookkeeping, these tasks are crucial but can be time-consuming.
Benefits of Hiring a VA
A virtual assistant can handle pretty much ALL of these responsibilities, ensuring that your business runs efficiently.
Booking projects on your calendar: You VA can set up a booking system for your clients on your website, complete with automated confirmations and reminders.
Invoicing and Payments: Virtual assistants can manage your invoicing process, ensuring that clients are billed promptly and payments are tracked.
Bookkeeping: They can assist with bookkeeping tasks, helping you manage your finances and prepare for tax season.
Document Management: Virtual assistants can organize and manage important documents, making it easier to find what you need when you need it.
Example of Life With a VA
You’ll never have to send another invoice, log in to QuickBooks, and store some specific signed document ever again. Instead, whenever a new client signs, you simply ping your VA to ‘begin the onboarding for X client’ and voice a note about specific details they should customize for this client. Within an hour, your VA will confirm they’re on top of it. You’ll see reassuring updates from your VA that the invoice was sent, documents were received, billing was set up, and the payment was delivered. Once your project begins, you can get your VA to help buy your props and manage the bookkeeping tasks in your accounting software so the client gets billed accordingly. At the end of the month, you’ll receive a handy financial report on where the business stands so you can concentrate on growing your business. It’s genuinely admin heaven.
7. Access to Specialized Skills to Strategize Your Pricing & Packages for Profit
Evaluating the financial aspect of your services can be daunting.
When you hire The Boutique COO as your VA agency, you won’t just have an administrative guru in your midst; you’ll also be able to access a strategic business partner when you need it.
Our team can provide a second opinion on all sorts of business decisions like your current prices and packages. Since we know your desired income and how your business operates, we can help you revise your pricing strategy and suggest strategic packages to hit your goals.
Benefits of Hiring The Boutique COO VAs
The Boutique COO comes with a diverse skill set that most other VA agencies don’t offer. Whether you need help with business, operations, finance, or social media strategy - we have dozens of seasoned specialists with the right expertise to help you.
Business Strategy Input: The Boutique COO has several senior-level executive business coaches who can coach you and answer your questions as your business grows and you bring on people to help scale your business.
Hiring & Pricing Strategy: As you photography business grows, we can help you run a financial model so you know when it makes sense to hire a part-time or full-time person and what you should be charging your client to have your business remain profitable.
Social Media Strategy: Beyond just doing your social media tasks, we can actually come up with a content strategy so you can start expanding your business awareness online.
Example of Life With a VA
You’re worried about a strategic business decision that’s beyond your current skill set so you call your VA for help. Together you decide that your challenge warrants a more advanced strategy session with a senior-level business advisor at TBC. Within a few business days, get on a call with someone who already knows your business and can provide perspective and guidance on your challenge based on what they know from helping hundreds of companies like yours. Get invoiced for as little as 1 hour of their time to get objective advice. After your call, you’ll feel reassured you’re making an informed decision and have clear action items on what to do next.
8. Enhanced Work-Life Balance
Running a photography business can be demanding, often requiring long hours and juggling multiple tasks. Hiring a virtual assistant can help you achieve a better work-life balance by taking on some of the workload.
Benefits of Hiring a VA
Reduced Stress: By delegating tasks to a virtual assistant, you can reduce your workload and stress levels.
More Personal Time: With less time spent on administrative and marketing tasks, you can have more time to spend with family and friends or pursue personal interests.
Increased Satisfaction: Achieving a better work-life balance can lead to increased job satisfaction and overall well-being.
Example of Life With a VA
Unlike most other busy photographers, you don’t struggle with the demands of your growing business. You used to have very little personal time and high-stress levels, but that’s all gone now. Hiring a virtual assistant significantly eased the burdens of running your own business.
You’ve delegated almost everything that caused you stress, and now you have time to spend quality time with your loved ones and pursue other interests.
Handing tasks over to a reliable virtual assistant can help you experience reduced stress, increased job satisfaction, and overall well-being.
Interested in Hiring a VA for your Photography Business?
As you can see, hiring a virtual assistant can provide numerous benefits for photographers. It’s one of the most valuable assets to growing your business.
We’ve seen hundreds of times that businesses that bring in the (right) virtual assistant and delegate the (right) tasks to a skilled professional achieve higher productivity, efficiency, and work-life balance.
And when you thrive, your business thrives.
Book a free strategy chat here to learn how we can help your photography business.
How Your Typical Workday Will Look as a Photography Business Owner
The difference in your workload and stress levels can be night and day, depending on whether you have a virtual assistant.
Below is a typical workday for a wedding photographer, comparing the experiences of working with and without a virtual assistant.
From early-morning preparations to late-night wrap-ups, see how having an extra set of hands can make your day smoother and more efficient.
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Morning
6:00 AM - Wake Up and Personal Time
Wake up, exercise, and have breakfast.
Take some time to review the day's schedule.
7:00 AM - Quick Email Check
Check emails briefly to see if there are any urgent messages from clients or the virtual assistant.
7:30 AM - Preparation for Wedding Shoot
Gather and pack all necessary equipment for the wedding shoot: cameras, lenses, memory cards, batteries, etc.
Review the wedding itinerary and any special requests from the couple, prepared and summarized by the virtual assistant.
8:30 AM - Travel to Venue
Drive to the wedding venue, listening to a podcast or music to stay relaxed.
10:00 AM - Arrive at Venue and Setup
Arrive at the wedding venue and set up equipment.
The virtual assistant ensures all permits and permissions are in order and has confirmed arrival times with the couple and vendors.
Midday
11:00 AM - Wedding Ceremony Photography
Photograph the ceremony, focusing on key moments like the exchange of vows and rings, first kiss, and family reactions.
1:00 PM - Lunch Break
Take a brief lunch break, coordinated by the virtual assistant.
1:30 PM - Formal Portraits
Photograph the couple, bridal party, and family members in formal and candid poses.
3:00 PM - Reception Photography
Capture candid shots of the reception, including speeches, dances, and guest interactions.
5:00 PM - Sunset Photos
Take advantage of the golden hour to capture beautiful sunset portraits of the couple.
Evening
7:00 PM - Final Reception Shots and Wrap-Up
Finish photographing key reception events like cake cutting and bouquet toss.
Start packing up equipment.
8:00 PM - Travel Back Home
Drive home, reviewing the day's highlights in your mind.
9:00 PM - Quick Debrief with Virtual Assistant
Have a quick video call or message exchange with the virtual assistant to update on the day's shoot and any immediate follow-ups.
9:30 PM - Relax and Unwind
Spend some personal time relaxing, having dinner, and unwinding.
10:30 PM - Brief Review of Photos
Briefly review some of the day's photos and make notes for editing.
The virtual assistant organizes files and backups.
11:00 PM - Plan for the Next Day
Check the schedule for the next day, prepared by the virtual assistant.
Go to bed, ready for another productive day.
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Morning
6:00 AM - Wake Up and Personal Time
Wake up, exercise, and have breakfast.
Quickly review the day's schedule, often having to double-check details.
7:00 AM - Email and Admin Tasks
Spend time checking and responding to emails, managing client inquiries, and confirming the day's schedule.
Handle last-minute changes or confirmations with the couple and vendors.
8:00 AM - Preparation for Wedding Shoot
Gather and pack all necessary equipment for the wedding shoot: cameras, lenses, memory cards, batteries, etc.
Review the wedding itinerary and any special requests from the couple.
9:00 AM - Travel to Venue
Drive to the wedding venue, often feeling stressed about potential delays or overlooked details.
10:00 AM - Arrive at Venue and Setup
Arrive at the wedding venue and set up equipment.
Handle any logistical issues or last-minute changes on your own.
Midday
11:00 AM - Wedding Ceremony Photography
Photograph the ceremony, focusing on key moments like the exchange of vows and rings, first kiss, and family reactions.
1:00 PM - Lunch Break
Take a brief lunch break, if time allows.
Quickly check emails and messages for any urgent matters.
1:30 PM - Formal Portraits
Photograph the couple, bridal party, and family members in formal and candid poses.
3:00 PM - Reception Photography
Capture candid shots of the reception, including speeches, dances, and guest interactions.
5:00 PM - Sunset Photos
Take advantage of the golden hour to capture beautiful sunset portraits of the couple.
Evening
7:00 PM - Final Reception Shots and Wrap-Up
Finish photographing key reception events like cake cutting and bouquet toss.
Start packing up equipment.
8:00 PM - Travel Back Home
Drive home, feeling exhausted from the day's activities and tasks.
9:00 PM - Email and Admin Tasks
Spend time responding to any urgent emails and messages that came in during the day.
Begin organizing and backing up photos, often late into the night.
10:30 PM - Review of Photos
Review some of the day's photos and make notes for editing, often feeling rushed due to lack of time.
11:30 PM - Plan for the Next Day
Prepare for the next day's activities, check the schedule, and make necessary arrangements.
Finally go to bed, feeling overwhelmed and exhausted.
Looking at these two scenarios, it’s easy to see how having a virtual assistant can significantly reduce stress and workload, especially on busy session days!
With a virtual assistant handling most administrative, logistical, and follow-up tasks, you can focus more on your creative work and maintain a healthier work-life balance.
What Tasks can a Virtual Assistant for Photographers Do?
Hiring a virtual assistant (VA) can be a game-changer for photographers. It frees up valuable time and allows you to focus on what you do best—capturing beautiful moments.
A VA can handle a multitude of tasks, both administrative and creative, ensuring your business runs smoothly and efficiently.
Check out this graphic to see what The Boutique COO virtual assistants can help elevate your photography business:
Examples of Specific Tasks a Photography Virtual Assistant Can Do
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Email Management: Responding to client inquiries, scheduling shoots, and sending follow-up emails. Keeping your inbox organized can be a full-time job in itself. A VA can manage your email, ensuring you never miss an important message and that clients receive timely responses.
Calendar Management: Scheduling appointments, managing bookings, and sending reminders. A VA can coordinate your calendar, helping you avoid double bookings and ensuring adequate preparation time for each session.
Invoicing and Payments: Creating and sending invoices, tracking payments, and managing expenses. Keeping track of finances can be tedious. A VA can handle invoicing and follow up on unpaid bills, giving you a clear picture of your financial health without the hassle.
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Client Communication: Handling initial consultations, providing package information, and maintaining ongoing client relationships. A VA can ensure that each client feels valued and well-informed throughout their journey with you.
Contract Management: Preparing and sending contracts, ensuring all necessary documentation is in place. This saves you time and ensures that all legalities are handled professionally, reducing the risk of disputes.
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Social Media Management: Creating and scheduling posts, engaging with followers, and tracking analytics. A strong online presence is crucial for attracting new clients. A VA can curate content, post regularly, and interact with your audience to keep your social media channels vibrant and engaging.
Blog Writing: Writing and posting blog entries about recent shoots, photography tips, and industry trends. Regular blog posts can improve your website's SEO and engage your audience. A VA can help maintain a consistent posting schedule and generate fresh content ideas.
Email Marketing: Designing and sending newsletters to inform clients about special offers and updates. Email marketing remains one of the most effective ways to reach your audience. A VA can manage your email campaigns, ensuring your messages are compelling and timely.
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Photo Editing Support: Assisting with basic photo edits, organizing and sorting images, and preparing photos for client review. While you focus on the creative aspects of editing, a VA can handle the more repetitive tasks, speeding up your workflow.
Album Design: Creating layouts for photo albums and coordinating with printing services. Designing albums can be time-consuming. A VA can help create beautiful layouts that showcase your work and leave a lasting impression on your clients.
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Travel Arrangements: Booking flights, hotels, and transportation for destination shoots. Traveling for shoots can be logistically challenging. A VA can manage all your travel plans, ensuring everything runs smoothly and you arrive at your destination stress-free.
Event Coordination: Liaising with wedding planners and vendors to ensure all details are covered. A VA can act as your point of contact, coordinating with other vendors to make sure the event runs seamlessly, allowing you to focus solely on capturing stunning images.
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Website Management: Updating your portfolio, maintaining your website, and ensuring everything runs smoothly. Your website is often the first point of contact for potential clients. A VA can keep it up-to-date with your latest work and ensure it’s functioning optimally.
Backup Management: Organizing and backing up digital files to secure your work. Losing digital files can be catastrophic. A VA can manage your backups, ensuring all your work is safely stored and easily accessible.
BONUS: Unseen Benefit of Hiring a VA for Photographers
We’ll leave you with one last point…
Delegating your tedious and mundane tasks to a virtual assistant has a huge unseen benefit: the mental energy you save.
Instead of juggling multiple roles, you can concentrate on refining your photography skills, exploring new creative avenues, and providing an exceptional experience for your clients.
Hiring a virtual assistant is an investment in your business’s growth and your well-being.
Consider the advantages of hiring a virtual assistant if you’re just starting or looking to grow your established business. Don’t feel you have to do everything alone just because you started your business!
We LOVE supporting small, creative businesses to achieve their dreams.
It’s our mission to help you redefine what it means to be a successful entrepreneur.
Interested in hiring a VA?
Hopefully, by now, you’re convinced that a virtual assistant can quite literally transform your daily reality as a business owner.
Taking your business to the next level takes a lot of time, and hiring a virtual assistant can help relieve some stress and a lot of the workload.
If you’re not convinced yet, take a look at some of our case studies from photographers just like you who took the plunge and have been able to improve their work-life balance massively.
When you’re ready, book a free strategy chat with us to get started.
