Time Management for Artists: Rethinking Your Schedule

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As artists, we often think of time as something to be chased—an elusive resource that always seems to slip through our fingers. What if, instead of battling against it, rethinking your schedule regularly helped harness your creative energy? 

The power of the schedule isn’t just about organization; it’s about reclaiming control over how we work, what we focus on, and even what we avoid.

Schedule what you want to do.

The power of creating the life and business you desire is agency. You have freedom to do as you please. However, we often either don’t know how to use it (we get busy), or we let someone else choose for us (we get lazy). 

If we have done the heavy lifting of determining what we want, we can work to preserve the space to do it. We can schedule it. If we want to be in the studio or on our bike, we can put that on our calendar. 

The key is to respect the meeting with yourself. We can tell other people that time doesn’t work. Rarely will anyone ask why; it is easier to just move on to another suggested time. Furthermore, when we say no, we quietly become more valuable.

Schedule what you don’t want to do.

When we first start building our own business, we have to do everything within the venture. We need to make our products, grow our markets, build relationships with customers, collect our money, count our money, explore our next creative project, and keep our space and lives together. 

There are a lot of things to do, with varying degrees of joy felt when doing them. For those less-than-fulfilling tasks we need to accomplish, we should be our own boss and assign them to ourselves (this is what it means to be a boss—telling someone to do the stuff we may not want to). 

When we know the assignment is due, we can schedule time appropriately to accomplish it.

Schedule what you don’t want to do—in small doses.

The detestable tasks (paying taxes, organizing the supply closet) may need to be broken into small, manageable steps to progress toward the goal. 

The Pomodoro Technique is a great tool for this. Set a timer (25 minutes, or about what it takes to boil pomodoro tomatoes) and work without distraction. When the alarm rings, you are free to move on with life, or even reward yourself. A couple of things happen in this process: 25 minutes is not much time to endure, yet 25 minutes of focused work can be meaningful. Often, at the end of 25 minutes, our productivity begets energy to continue the work and get closer to being done. 

Completing a marathon requires a series of small steps.

Scheduled time is trackable time.

Time is the only resource we cannot get more of (with current technology). If we do not know where our most valuable resource is going, there is a good chance we are wasting it—or at least not being compensated appropriately for it when we determine our prices. 

Scheduling (or documenting) our use of time is one of the most helpful tools we have for growing a sustainable business. There is no bank statement at the end of the month to tell us how we spent our time; however, if we keep a schedule, we have an opportunity to review our time expenses. Tracking time enables us to know our real cost and be compensated correctly for it. Awareness of time equals better pricing.

There are many frameworks and tools out there to utilize time. If you’re into artificial conversations, you could likely have a great one with your favorite computational language model (AI).

Rethinking your schedule alone?

Time is difficult to comprehend and difficult to consistently harness to do the things we want.

Getting an outside perspective can help you see how to better align your time with your goals. Whether it’s for creative growth or business clarity, brainstorming with someone you trust can be the catalyst you need to transform your schedule from chaos to clarity. If you’re not joining us for our free virtual coworking sessions already, these are a great opportunity to see what’s working for other creative professionals.

If you are having trouble wrapping your head around your time and how best to use it, reach out to get a coffee with us. The cost of the beverage is on us, and potentially the expenditure of time is a great investment for you.

Banner art credits: Ansonia Clock, c. 1936 is a watercolor and graphite on paper piece by Edith Magnette in the Index of American Design. The graphical style of the Index of America Design makes the individual works a quality of reproducibility that translates easily across modern digital forms. Intentional planning creates space for deeper creativity, turning time into an ally rather than a source of pressure.

 

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Time Management for Artists: Rethinking Creative Energy

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Much ink has been spilled on the value of time. No need to waste it now trying to add my poetic spin. Time is everything. But how do we need to approach time as artists? How do we harness our creative energy?

Utilizing time effectively starts with a mindset.

Time is a form of energy.

I don’t have the mathematical prowess to prove it, but time makes things happen. It is an energy. It is a combination of physical things and movement (E=mc2, anyone?). As artists in business, we need to understand that to manage our time, we should see it as energy. 

Time is not just the physical things we have to do but also the mental and emotional effort we have to exert to accomplish our desired life. When we approach our creative work, we need to consider the physical aspects and the effort utilized within. It is easy to think we can do more in a day than we actually can. 

Be more fulfilled by doing less. Get more done by doing less. Get more done better by doing less.

Time is a social concept.

If we navigate the universe on our own, time becomes pretty meaningless. There would be no external person pushing us to accomplish anything. Deadlines would cease to exist. This might sound euphoric, but the external pressure is valuable to push us to get things done. 

Furthermore, if we want to accomplish something bigger than ourselves, we need other people. If we intend to do life with folks beyond ourselves, we need to operate within and respect the realm of time. 

“Tuesday” means something that connects us with others. Knowing this helps us accomplish things on Tuesday.

Busy is destructive.

Busyness is not a badge of honor. I feel anxious when I find myself describing my life as busy. I use that word when I am pulled in too many directions, with fleeting resources to accomplish what I desire. 

A too-full schedule slows down creative energy. Busy reduces depth for thinking, feeling, and exploring the unknown. I often end up in a busy place when I haven’t done the work of determining what I actually want. Knowing what we want allows us to say no to things that we don’t want, which frees resources/time to use for generative, fulfilling things. 

Fulfillment is the goal, not busy.

Harness time, channel creative energy

If time is truly energy and a shared social contract, then managing it isn’t just about checking boxes—it’s about channeling it toward what truly matters. Start by doing less. Not because less is easier, but because less is often better. It’s about focus, presence, and energy flow. 

If you think of time as a force to be harnessed, rather than chaos needing order, you might discover a new rhythm for your creative energy—one that feels less like a race against the clock and more like a dance with it. 

Banner art credits: The Nile—Evening, 1905-1911 is a watercolor over graphite on wove paper piece by American Artist Henry Bacon (1839 – 1912). This piece features the serenity of sunset, and a moment of pause amidst movement—a perfect metaphor for rethinking creative energy.

 

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Navigating Personal and Business: Dashboards for Creative Entrepreneurs

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In The War of Art, Steven Pressfield advocates that young writers take the step from amateur to professional by writing a contract as though they were hiring themselves for the work. Dashboards for creative entrepreneurs help to navigate this tension between personal and business.

While it may seem unnatural to separate those roles, it is a balance small business owners already play whether or not they admit it. Externalizing this antagonism between the creative as producer and the creative as manager makes goals clearer and more measurable. It also benefits work-life balance.

A “dashboard” keeps the most important measurements within view. This post outlines how to create a personal and business dashboard, and how to get the most out of them.

The Personal Dashboard

A personal dashboard empowers the creative as an employee to build their work around fulfillment and well-being. To start, ask what part of creative work brings the most fulfillment. This indicates what values should drive a personal dashboard. It also builds clear expectations about why the business exists in the first place.

Generally, the categories of love, play, work, and health capture many of these values for most people. It can include family, friends, recreation, connections, career, money, mental or physical health, and more. Everyone finds a different balance. This dashboard should depict a fulfilling lifestyle that makes the hard work of entrepreneurship worthwhile for you.

Likewise, these are the categories that dip when we ask ourselves “is this worth doing?” or “are we doing this correctly?” This personal dashboard monitors the well-being of the small business owner as an “employee.” It enables more fine-tuned decision-making when the manager must adjust to promote better working conditions.

The Business Dashboard

Next, put on the manager hat to create a business dashboard. Step back and evaluate the many aspects of your business: production, finances, sales (marketing, relationships, networking), and administrative. Break each further down into categories that make sense based on the goals of your unique work.

Production should include hourly goals and targets for work. This is what is expected of the “employee.” Finances include targets for discrete periods of time (weekly or monthly goals). Sales may be goals related to new connections, events to attend, or managing marketing content. It could also include expectations for follow-up with existing clients. Administrative tasks are those tasks that seem the least important but help to alleviate stressors.

Where are you trying to land? These categories are unique to each business and should be accompanied by the big picture growth goals and how they are connected to production. With an annual financial goal and working time estimates, artists can better visualize hourly revenue targets (HRTs) that can be used for day-to-day management. 

A practical example of dashboards for creative entrepreneurs

An oil painter’s annual revenue goal is $50,000 (to cover their salary, cost of goods sold, other overhead expenses, etc.). They calculate that their average piece takes about 4 weeks to produce while painting for 20 hours a week (that’s 80 hours per piece). They need to sell about 13 “average pieces” at $3850 to meet the artist’s revenue goal of $50,000. At 80 hours per piece, the artist calculates their HRT is about $50. Now, they can use this $50 HRT, to evaluate the progress of each unique piece. 

They just sold a commission for $2000. To meet their $50 HRT, they need to complete this piece in about 40 hours. 10 hours in, they estimate the piece is more than halfway completed. In this case, they’re exceeding their hourly revenue target. The artist plans to put a portion of the projected profits into framing expenses as a gift to their client.

They are also working on another large piece that does not yet have a buyer. Previous pieces at a similar size sold for $7000. At this price they need to complete it in 140 hours to meet their $50 HRT. They are 100 hours in and not yet halfway. Assuming that rushing to finish isn’t an option, they must anticipate demanding a higher price to satisfy their hourly revenue target (and ultimately their annual goal). Can the piece be sold for $10,000? Is there other work meeting hourly revenue targets that should take production priority over this one?

Your dashboard should display the right metrics to easily view the most important aspects of your business on the fly. It will also help maintain positive cash flow. Identify these categories, then break down quarterly or yearly goals into actionable steps that can be tracked on a weekly or bi-weekly level.

The Power of Weekly Check-ins

Dashboards for creative entrepreneurs tell how this week’s work moves you toward this year’s goals.  Ask, “What can be done today to move toward the business goals?” Create space for weekly check-ins focused on assessing how the progress of tasks aligns with distant targets. In the example above, the artist used their hourly revenue target to check-in on production progress. The weekly metrics empowered small decision-making to achieve larger goals. Explore different structures for this. Some may prefer the beginning of the week, others may prefer the end.

Each weekly check-in should include an evaluation of the personal dashboard and the business dashboard.

Record how personal goals are being met. Take note of trends and reflect on them. The same goes for the business dashboards. If trends are negative, how can the work adapt? If they are positive, how can the same thing be achieved next week?

Ultimately, regular check-ins are the only way to know whether the business is moving in the right direction at the proper speed. Otherwise, there is no way to reorient work over time (especially considering the complexity of creative entrepreneurship). Instead, problems will only become clear long after you could have avoided them; and moreover, you’ll miss opportunities for growth.

Your dashboards should change over time. Dashboards help the work evolve and will evolve alongside the work.

Tools for Enhanced Productivity

The tool that works best is the one you will use. Whether this is a simple spreadsheet or a custom note-taking solution. Develop a cluster of instruments to make up your dashboard. It should be easily accessible and simple to update during the course of work without interfering with production.

Take advantage of outside tools that already offer useful reports.

  • Financials: Most bookkeeping software produces weekly or monthly cash flow reports. Even basic online banking dashboards have tools to create financial reports and categories.
  • Production: Inexpensive hours tracking software offers the opportunity to better code and analyze how time is being spent week to week. Many of these run customized reports and queries that would benefit the production section of a business dashboard.
  • Sales: Email marketing platforms and social media are built to offer valuable analytic insights for existing content. Familiarize yourself with the analytics that matter most to your business: opens, messages, click-throughs, etc.

Even if a business dashboard pulls information from multiple sources, design something to consolidate and track everything in the same place week to week. A corporate board meeting pulls tons of data from all different sectors of a business, but it’s consolidated in a way that each part of the business can be analyzed in tandem.

You are your employee, manager, and board. Invest in a method that curates your dashboard for the benefit of the whole business.

Be Patient

Great data analysis opportunities require data. The more of it, the better. This takes time. If you have never set goals or just started collecting regular data on your own work, be patient. At first, it may not appear to provide many insights. However, after a few months or even weeks of tracking your productivity and accounts, patterns will emerge.

These patterns are the power of weekly check-ins. Next year’s round of goal-setting can be based on data rather than speculation. The production requirements required to reach revenue goals can be approached with reason and sensitivity to work-life balance. Ultimately, this practice of regular self-check-ins and structured goal-setting helps small business owners who must wear many hats sustain their work with better clarity.

If you’ve never engaged a group of creative entrepreneurs who juggle responsibilities in this way, attend a co-working session. Our free, monthly sessions give creatives a collaborative opportunity to share in others’ successes, learn from failures, and build external accountability of their work. Work on your business with others while facing the challenges of creative entrepreneurship together.

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