Paperwork and Administration

Episode 34: Are you surrounded by lots of ‘paper work’ that you’re putting off?

Recorded remotely (and with a few technical difficulties...sorry!) during our isolation.
It is unlikely that there are many artists who embark on their careers thinking "I'd really like to be doing something that generates lots of administration", but inevitably that’s is what will happen.  Peter and Laura discuss in this episode, how they deal with book-keeping, calendars, e-mails and all the other paperwork that being a professional artist throws up.

Paperwork: an evil necessity all working artists all have to face! In this episode, Peter and Laura discuss their two different approaches to the many different types of paperwork that dog their steps. Peter is master of planning while Laura enjoys a tidy filing system, but both agree that staying on top of paperwork is the way to go.

The Useful Stuff

·       There is no avoiding paperwork and some, like tax returns, you are legally obliged to complete. Best to accept that it will be taking up a sizeable chunk of your working week, even if you can afford to delegate parts of the load.

·       Getting into a weekly routine is the best approach. Emails, bookings, gallery documents, teaching resources, finances, commissions, shows – the list of paperwork goes on. You may need to be adaptable with your timetable, but do get the weekly load done. Don’t be tempted to leave things for a big sort out later; it’s a scenario that never ends well.

·       Both Peter and Laura have systems for noting down and planning their paperwork as things crop up, and both swear by a prioritised to do list, plus a well-kept and often-checked diary. In addition, Laura and Peter like to keep paperwork time entirely separate from studio time, switching off alerts and reminders, so that it doesn’t distract from their creativity.

·       Play to your strengths when it comes to finances and decide whether you prefer to spend time on paperwork or money on delegating the task. If you delegate like Peter, check in regularly, but let the detail go. If like Laura, you do your own finances, it does pay to have an annual check with an accountant to make sure you are doing things properly.

·       Some paperwork will always fall to the artist. Keep stock answers to regular email enquiries and tweak them to personalise. Take the time to organise an easy to use filing system for each type of paperwork, whether on the computer or on paper. Always, always back up your computer files regularly. Papers, in contrast, will need destroying once you are no longer legally obliged to keep them, so sort through and clear out annually if necessary.

The Takeaway

Few artists relish the paperwork that comes with the job, but those who stay organised suffer least!