Image by Aileen Choi
You likely started your photography business based on your passion for creating images and connecting with people. Odds are it’s probably not because you love responding to emails, drafting spreadsheets, and other behind-the-scenes administrative tasks. But unfortunately, these admin tasks are a mandatory part of running a successful business. That’s where a virtual assistant comes in.
A VA can take the admin tasks off your plate, freeing up time to focus on the parts of your business (and your life!) that you love the most. But they can do so much more than just respond to emails. Sara Rogers and Aileen Choi—Vancouver photographers and co-owners of Together We Co, offering a range of business management and virtual assistant services—are sharing 10 tasks your VA could handle to help your business run smoother and grow faster.
Image by Sara Rogers
1. Client Relationship Management (CRM) Setup and Maintenance
Client relationship management is a process in which a business interacts with customers. For photographers specifically, it can include emails, managing appointments, tracking availability, etc. Well, no one ever looked at a CRM and thought, “Wow, that looks like a lot of fun to set up!” At least, no one we know!
If the idea of CRM setup and maintenance makes your head spin, offload it to your VA. Your virtual assistant can organize leads, set up automation, and follow up with potential clients. They can be responsible for the initial setup, ongoing maintenance, and any troubleshooting that comes up. Suddenly, your client list is organized, and you’re on top of your client relationships, all thanks to your helpful VA.
2. SEO-Friendly Blogging
Show us a group of photographers, and we’ll show you a group of people who understand the importance of blogging but are way behind on creating posts. With events to capture, photos to edit, and countless other tasks, we get it—life gets busy!
A virtual assistant can help dig you out of your blogging hole and ensure your blog stays current, showing off your work and expertise. From wedding stories and lifestyle shoots to tips for engaged couples and posts on the best venues in your city, your virtual assistant can create SEO-friendly content your potential clients will love.
Bonus tip: Once you have new blog posts written, your VA can also help with content repurposing. Share that wonderful blog content in your email newsletter, on social media, on a podcast episode, etc.
Image by Sara Rogers
3. Image Curation and Submission for Publications
In addition to curating images and sending them to your clients, you may also want to submit your work to wedding blogs and magazines (like Junebug Weddings!). This is an awesome opportunity to feature your work, meet new clients, and connect with other vendors.
Unfortunately, the task of curating and submitting can be very time-consuming. Once again, your trusty VA can step in and save the day. Leave it to them to select the best images, optimize them for the web, handle the submission process, and track your features.
4. Online Gallery Store Setup and Management
Creating an online gallery store where your clients can order prints and albums not only helps your clients get the most out of their images but also creates a great passive income stream for you. If this isn’t something you have set up yet, you’re missing out. When it’s set up and managed correctly, it’s a great passive income stream.
Your VA can help you design and create your store, integrate it with your chosen printing labs, manage orders and promotions, and even oversee shipping and handling. They’ll make the store experience seamless for your clients and for you!
5. Album Design and Proofing
A handcrafted wedding album is one of the best ways for your clients to relive their happy day over and over again and definitely beats only looking at their images on their phone screens. But designing an album can be a huge time suck.
Luckily, your virtual assistant can handle this one for you. From selecting images, creating layouts, and receiving feedback from your clients, they can help you deliver beautiful, well-crafted albums that don’t take up hours of your time.
6. Email Management and Template Creation
As a busy photography business owner, you’re used to an overflowing inbox. Getting down to Inbox Zero can take hours (or days!), and even when you do respond to everything, you’ll wake up to find a full inbox the very next day.
Instead of drowning in a sea of emails, hand over your business email account over to your VA and breathe a sigh of relief. They can stay on top of your inbox and ensure every potential client receives a prompt response. Your VA can even design email templates for common inquiries, making your whole email process more efficient.
7. Event Day Document Preparation
Whether you’re on set for a commercial shoot or capturing a wedding, preparing for a big photography event day can be tedious. Most of us would rather connect with our clients than spend hours getting organized.
Task your VA with keeping everything and everyone on track for event day. They can create timelines, put together photo lists, look into permits and licenses, and liaise with other vendors. Let them worry about the admin details while you focus on the photography.
Image by Sara Rogers
8. Social Media Management and Content Creation
Most photographers know that maintaining an active presence on social media is vital for marketing your business and connecting with potential clients. But with algorithm updates leaving you unmotivated and endless scrolls through TikTok sucking up all your time, it can be easy to get unfocused.
Give yourself that social media cleanse you deserve, and pass this task on to your VA. Your virtual assistant can manage your accounts, create and schedule posts, engage with your followers, and ensure you’re on top of any trends or new features.
9. Post-Production Coordination
It seems like non-photographers have no idea how much time and energy goes into post-production and editing images, right? But we know all about those late-night editing sessions. Luckily, a virtual assistant (and a little bit of AI) can help speed things up.
Your VA can coordinate with your post-production teams or AI software, manage the culling and editing process, and get the images ready for your final touch. By utilizing AI and the skills of your VA, you’ll save yourself lots of coffee-fueled late nights.
Image by Aileen Choi
10. Administrative Support for Photography Contests and Awards
Entering photography contests and awards is a great way to share your work with a broader audience and network with other photographers. Plus, if you win, it’s a big boost to your credibility, SEO, and your ego.
If you don’t know where to start with entering contests, let your VA demystify the process for you. They can research contest opportunities, keep track of deadlines and requirements, prepare and submit your entries, and (hopefully) let you know when you win.
Bonus tip: Don’t forget to share any contest wins and awards with your audience. Your VA can update your website and post on social media to share the happy news, proving to potential clients how awesome you are.
Image by Sara Rogers
If you’ve seen a rise in the number of email inquiries you’re getting and you notice your schedule filling up faster and faster, that’s a good sign. It means business is booming, and it’s time to recruit some help. And Vancouver photographers Sara Rogers and Aileen Choi might just have you convinced to hire a virtual assistant.
If you’re ready to reclaim your time and level up your photography business without sacrificing your income, check out Together We Co. They offer a range of business management and virtual assistant services designed specifically for photographers.
Image by Aileen Choi