![[Logo: AGDA]](/img/common/agda.png)
Expressions of Interest: Small Biz Graphic Design Group Sydney
9th November, 2010 by Adele Taylor
I don't know how may of you out there are running your own design business ... but are facing all sorts of challenges ...
I know I am ... my business (home based) is me ... and I occasionally have a couple of freelancers to help me from time to time ...
My greatest challenge is that
1) I can't go away on long holidays without being missed
2) I suck at invoicing and business admin
3) I got jobs coming out of my ears that I don't spend my time on stuff that really counts ....
4) I get very little sleep cause I've got a young family to juggle on top of running a design business ...
5) I'm too scared to hire staff because I just don't want that responsibility
Anyone in a similar boat?
I'm trying to resolve these issues and I thought maybe I could form a little group that could help each other out in times of need ...
I'm based in Hornsby (sydney) NSW ... Would love to hear some feedback ... Coffee / Tea anyone?
View comments
Tell us about it!
We are constantly seeking design information to capture the interests of a wider audience. Blog about anything that provokes discussion, catches your eye, will give other designers a kick.
Since this is a community site, please note that when submitting articles for publication on this site we accept submissions that are not deemed to be advertorial, self-promotional, commercially or sponsorship driven.
Unfortunately I'm living at the opposite end of Sydney - too far away for a coffee inbetween. Let me know when you're in the City, we could catch up there.
Couldn't you try to at least outsource the admin and/or accounting stuff if it's really something you don't like to do?
Cheers, Astrid
Posted by Astrid Wehling on 9th November 2010
Shame, I am actually Adelaide-based, so way too far away for coffee, but I know your situation first hand, and certainly empathise. I don't really know what the solution is, and it is probably different for everyone, but outsourcing tasks that get in the way of what we really want to be doing is a great start. What we want to do is generally what we are good at, so giving ourselves more space and time to focus our strengths instead of trying to battle with pulling up weaknesses [like keeping on top of accounts and invoicing] means that we effectively achieve more and feel more in control and less overwhelmed.
As for holidays, I have a laptop will travel! Can't remember the last time I went away for more than a couple of days without it, however, we have some great breaks away, setting up our office away from home [my partner is also self-employed] and working away in a different environment. A change is as good as a holiday, "they" say. I don't think "they" are quite right. A change is good, but a holiday is better!
I wish you luck with your dilemma, and hope to hear from you if you find a workable solution. If you are ever in Adelaide, look me up.
ATB
Alison
Posted by Alison Fort on 10th November 2010
I'm in Chatswood, pretty much in the same boat as yourself, and would love to catch up for a chat and a coffee. I also work from home, though for the moment no young family to feed.
I'm keen to meet more freelancers in the Sydney Area, to share stories and hear what has and hasn't worked out.
Alex
alex@stanuga.net
Posted by Alexander Stanuga on 10th November 2010
Astrid, yes I do travel to the city from time to time - used to have a service office there ... but gave it up ... ! - will email you when I'm in the city next ... although I'm thinking of setting up an online support group .... so none of us have to travel ... especially Alison!
Alison - Adelaide is a lovely City ...its been too long since I visited! I might just look you up when I'm there next! ... The wonderfull thing about computers is that it doesn't matter where you are in the world ... just about everything can be done by remote ... I'm redeveloping my website and one of the things I wanted to do was set up a support group for graphic designers in a similar situation to me ... that way ... no geographic boundaries!!! (of course I got to get my act together ....its an idea anyway)
Alex - I'll actually be in Chatwood on Thursday morning because I have to take my daughter to the orthodontist ... - will email you separately to see if you are available ...
Posted by Adele Taylor on 10th November 2010
yes, I noticed that "A" thing. Cool. :)
Online 'support' group sounds good. There is also one on FlyingSolo, if anyone is interested in having a look. It's a bit quiet there at the moment though, maybe everyone is just too busy ;-)
Just make sure it can't be indexed by Search Engines.
Cheers
Astrid
Posted by Astrid Wehling on 10th November 2010
Posted by Jenne Jackson on 11th November 2010
Yes I know the flying solo website ...
... but I can't get my head around how someone else can do the invoicing .... my poor husband tries to help when he gets the chance ... but my challenge is that I still have to TELL him what to invoice ....
If I hire an virtual assistant ... the same would be true.
The challenge is that my jobs are either in my head or in my emails ... in fact I probably use my emails to remind myself what I've been up to ...
As you have gathered ... I'm pretty bad at systems ... (whats that???) ....actually ... its more about being disciplined enought to stick to a system ...
I know I should keep a timesheet ... but I just cant seem to keep it up ... suggestions anyone?
and the worst bit is that I know if I kept this time sheet ... most of my invoicing woes would go ....
Any ideas ?
Posted by Adele Taylor on 11th November 2010
sorry, I wasn't online over the weekend.
Timetracking is one of the most important things when you run a business, you just have to force yourself doing it until it becomes second nature.
There are quite a few ready to go systems available, but I can't recommend one, I'm still using the old spreadsheet system I grew up with ;-)
And allocate a few hours for invoicing, e.g. each Monday morning from 10-1am.
Posted by Astrid Wehling on 15th November 2010
Have you thought about using an integrated timesheet/billing system to record your time on jobs as you work on them which then feeds through to your invoicing system? I think MYOB does something like this.
I also freelance from home, have a young family and am currently studying full time. I found that it is definitely worth your while to set up some sort of decent system right from the start otherwise it will snowball on you. Despite taking a long time initially to set it all up, it will make your life a whole lot easier and save you lots of heartache around tax time as well as ensure you bill your clients correctly and your jobs are all documented and accounted for should you need to refer back to them.
Hope this helps :)
Posted by Natasha Cusiel on 17th November 2010
I'm in Adelaide too, I think an online linkup even via skype would be really beneficial.
I agree with previous posts regarding timekeeping, it's absolutely crucial if you're serious about running your own business. I'm still investigating systems for time/accounts management, and while I search for the ultimate solution I rely on excel spreadsheets to keep me on track with projects. By monitoring times spent it becomes easier to quote on projects of a similar nature - I know exactly how long it's taken me to create in the past so I rarely under quote my time these days!
I also use freelancers for overflow work and am in the process of building a new studio space to facilitate future growth as I'm (almost) ready to take on an actual employee! Exciting times!!
I'd love to chat with you all to share our stories, I think a network of designers all operating in similar circumstances can learn a lot from one another! And at the very least we'll make some new industry friends and combat the solo designer loneliness!!
Cheers
Niki
Posted by Niki Wallace on 17th November 2010
I live in sleepy Normanhurst, just a stone's throw away, but 'sleep' probably doesn't apply in our business! I have a young family and work from home just like you. It's a juggle but I wouldn't choose to do anything else.
If you need to offload some work anytime and take a break - let me know. I'm happy to help!
Chris.
Posted by Chris Tysoe on 17th November 2010
Astrid ... Yes ... I know ... just got to MAKE myself do it ... My invoicing is on excel at the moment .... but there are many short comings ... like the ability to track cost asscociated with a job ... and print out fancy reports ... which brings me to the next point ....
Natasha ... I have actually bought MYOB (about 3 years back!) ... still in a box ... unused ... My accountant tells me there is an online version now ... which she highly recommends ... so over this xmas break ... I'll be doing some exploring .... I just can't function without a decent accounting system anymore ...
Hi Niki, wow what exciting times for you ahead. Good on you and I hope all goes well for you ... gosh you've got courage! I think hooking up on Skpe is a Fabulous Idea!!!! my skype name is engraphics .. for anyone else who would like to skype me ... only thing is that I'm not always online with skpe ... so best to email me first
Hi Chris ... You're not far from me at all! we should meet up for a coffee if you are available!
Posted by Adele Taylor on 18th November 2010
Only just noticed your blog which I have read with interest. I am based in Chatswood,, so fairly close, though not a sole operator like you and the others, I'm lucky enough to have a partner, which helps a lot with taking holidays etc. We set up our business over 11 years ago but made the decision then to keep it small and simple... just the two of us... no employees. Setting up on our own was very much a lifestyle decision - giving us the flexibility to manage families, take time off when we need to, etc, etc. We do have a small office, but sometimes each work from home, especially my partner who now has two young kids (they often come into the office for the day!), I don't have any kids - just a deliquent horse who probably causes me just as much stress!!!
Even with two of us it is often hard to manage the workload but somehow we have managed, occasionally using freelancers, but generally just putting in the hard yards ourselves when we need to. We have also coped with the lean times, as well as the good!
I know what you mean about invoicing though... it is hard to imagine off-loading them to someone else, even if you do manage to keep time sheets. I do most of our admin but when it comes to invoices we each do our own for the specific jobs we have worked on (though I often have to remind my partner several times!!). We have always used MYOB and could not cope without it. Makes it easy to keep an account of our incomings and outgoings, do our own BAS, etc and at the end of the year we just hand the file to our accountant for the tax return, simple as that! So definitely worth learning how to use - maybe it's time to open the box you bought 3 years ago!!
Anyway, all that aside, we would be happy to help out with any work you can't cope with and it's always good for us to have other designers who we can rely on to help us when we need them. Would be good to meet for a coffee sometime and I think a small design business support group is a great idea.
Catherine
Posted by Catherine Hopwood on 24th November 2010
It sounds like your partnership is working very well for you... and have to admit sometimes I wished I had a partner ... though I was actually in a partnership once .. but it was complicated because we also ran an art gallery as well as design studio ... unfortunately the gallery component was not as profitable as the graphics side ... and we had rent to pay!!! As rewarding as it was for both of us ... we had very little to show financially for our efforts...
Now I know we are heading towards the festive season now ... and there always seems to be a mad rush to get things done before Xmas .... so I'm thinking of organising a meet up ... maybe for the
14th January??? - I'm open to suggestions ... but I figured its best I at least nominate a date.
I will send out invitations to all sydney siders that have expressed interest ... but as preliminary ... I'm thinking of meeting up either in chatwood or the city ...as I know some of us are base in southern sydney
Can anyone suggest a good coffee shop in town/chatswood? I think it will only be a handfull of us anyway ...
Posted by Adele Taylor on 24th November 2010
Sorry not much of a blogger so only just got round to having a look!
Coffee on 14th Jan sounds like a plan. I'll have a think about a place in Chatswood – somewhere central and close the railway station.
Good luck with MYOB. Hopefully your accountant might be able to help you set it up and tailor it to your needs. Otherwise there are MYOB consultants who can come to you - see website. We used a combination of both to set ours up and even though our accounting knowledge is limited, it seems to work for us.
Catherine
Posted by Catherine Hopwood on 1st December 2010
Is anypone coming tomorrow night to the Xmas Party?
Astrid
Posted by Astrid Wehling on 2nd December 2010
Online:
Freshbooks – http://www.freshbooks.com
different monthly plans, ranging from free to about $40 per month, depending on the amount of clients. American company
Invoice Bubble – http://www.invoicebubble.com
a completely free service, if you're ok to incorporate their logo at the bottom of every invoice (otherwise I think $5 per month). Does pdf conversion and allows you to email the invoice directly. also keeps copies online for further reference.
Xero - http://www.xero.com
Quite a good overall service that incorporates you're bank accounts also, has the ability to create budgets and forecast payments ect, I liked what this had to offer especially since it is specific to the Australian + NZ market, including links to our banking institutions ect.
Basecamp – http://basecamphq.com/
I've heard a lot about this website over the years, there is a lot of potential for adding more functionality when business growth occurs. Also often referred to when managing projects with people from different locations.
Local Mac software:
Billings 3 – http://www.marketcircle.com/billings/
I'm a Mac user, and after looking around I found this to be my favorite. I'm still learning how to get the best out of it, though it has some pretty cool features like time tracking and price setting. It incorporates well across my Mac software (Mail, Address ect.) so I don't need to keep updating contact databases. Another cool thing is the price $50 one off price tag, and also integrates with Daylight (project management software for mac)
On the Job – http://stuntsoftware.com/onthejob/
just came across this one just now, haven't looked into it yet, though it looks a lot like what Billings has to offer.
Mac Freelance – http://www.macwareinc.com/products/MacFreelance/overview.html
Seems ok, and looks similar to Billings also, though for some reason I wasn't convinced, can't remember why.
There are quite a few of these things around if you know where to look. I was keen to find something that was affordable, didn't require regular payments, secure (not online) and I wanted to be able to personally design my invoices. I'm also able to track timings and cost, whilst with Billings there is also an iPhone app for when I'm away from the computer.
One other thing I'd like to say, many of these things come with a free trial, ie 14-30 days. By all means give them a go if you can afford the time.
I hope this is helpful, it's taken up enough of my time, so I hope this helps you save yours.
Also the 14th Sounds good for me also, would love to meet some more freelance/small businesses in the area.
Also Adele, I'm sorry I missed your post about Thursday.
Posted by Alexander Stanuga on 6th December 2010
I concur on the comments about Billings above, and have found it a lifesaver as a sole operator. I combine working freelance for other designers in their studios as well as for my own clients from my own small studio (although am about to move work back home with baby number one on the way).
A friend was also using Billings until recently (and loved it) but has now elected to go with Streamtime and MYOB at the recommendation of his book keeper.
You can set up clients/projects/working slips/estimates/invoices/statements/timers etc quite simply. Reoccurring invoices for retainer set ups is awesome too. I highly recommend trying it out. I use the iPhone app with it also, and find this quite handy for freelance work outside of my own studio.
May I recommend finding a decent accountant, and perhaps a book keeper (even if it's a catch up once every quarter, depending upon your turnover).
Setting time aside for admin duties and having a proper routine has helped me define good practice for work and admin. I invoice (and chase up any outstanding invoices) every second Friday, the alternative Fridays I spend an hour or so inputting any expenses and paying bills etc.
A support group is a great idea — I try to catch up with other designers in a similar situation a few times a month. We swap ideas, project ideas, stories and vent etc. We also cover each other if we need to take time off which is essential.
Having worked both from home and from a separate studio I must say it was much easier for me (personally) to establish a routine outside of the house and I am a bit nervous about returning to work from home in the near future, although hopefully by now my 'work routines' have become (good) habits!
All the best,
Lauren
Posted by Lauren Jury Armitage on 16th December 2010
Firstly
Astrid: ... I have to say... I'm one of those members that is not very involved with AGDA in that I very rarely attend functions... this blog is probably the most involvment I've had with the association! ... and I have to say ... interest in my blog has caught me by surprise as there really have not been may responses to other blogs posted previously ... so thanks everyone for your input!
Alex ... Wow, thank you soooo much for sharing. I KNOW how much time research takes ... ! I'm certain many others as they stumble upon your post will find it particulary useful ...
Lauren ... congratulations on baby no 1 .. on the way .... I have now engaged a book keeper and will be using MYOB ... We are in the midst of data entry at the moment so not quite up and running ... and still trying to learn what MYOB can do ...
And finally to organise the meet up!
Details: Friday 14th Jan 2011
Time: 11.00
Where: Cafe at Borders in Westfield Chatswood
looking foward to it! : perhaps email me directly to confirm that you are coming:
adele@engraphics.com.au
I will also send a separate email early next week as I know not everyone will be checking this post
Posted by Adele Taylor on 5th January 2011
I'm a little uncertain if I'm going to make it now. I have recently picked up some work with a studio and a little unsure how long it will last.
If I get the day off I'll be sure to see you all there though, as I live in Chatswood, and know Borders only tooooo well.
Alex
Posted by Alexander Stanuga on 12th January 2011
Steve
Posted by Steven Waldberg on 19th January 2011
Firstly we had our first meeting @ borders chatswood ... Thanks to all that made it ...
We voiced our pain ... and indeed ... ways to over come this ...
We have decided to meet on a regular basis ... so anyone interested is welcome to join us!
Next meeting: 11am: Friday March 4th - again @ Borders in Westfield Chatswood ...
Email me : adele@engraphics.com.au so I know who might make it this time round ...
Posted by Adele Taylor on 24th January 2011