Functional Planning for Photographers and Creatives

As a photographer or creative professional, managing your workload involves more than just keeping track of shoot dates and deadlines. Between client meetings, creative projects, and all the details in between, having a functional planning system that keeps you organized and productive is crucial. But with so many options available, it’s easy to wonder: should you go all-in on digital tools like Honeybook and Dubsado, or embrace the tactile joy of a pen-and-paper system?

In my own experience, I’ve found I’m actually far more productive with pen and paper for tracking to-dos, processing braindumps, outlining projects, taking meeting notes, and leaving space for my mind to wander. My A5 Moterm rings planner is my ultimate go-to, fully customized with inserts for annual, monthly, and daily planning, along with sections to track recent phone calls, save ideas, manage home life, and so much more. There’s something about writing things down by hand that brings a sense of calm and clarity to my busy days.

Let’s dive into the pros and cons of digital vs. analog planning, and even some simpler digital alternatives, to help you find a functional system that suits your style—and your business size.

Digital Planning with Honeybook & Dubsado: Efficient, Accessible, and Client-Friendly

Platforms like Honeybook and Dubsado are specifically designed for photographers and creatives. They bring a high level of organization and automation that can make day-to-day business management feel streamlined and stress-free.

Pros of Using Digital Planning Systems:

• All-in-One Hub for Business Needs
  With Honeybook or Dubsado, everything—from scheduling and invoicing to contracts and client communication—is organized in one accessible place. This setup can be especially helpful if you’re managing a high client volume or frequently need to refer to client details on the go.
• Automated Workflow
  Want to send a thank-you email two days after a shoot? Need to automate follow-ups? Digital systems let you set these actions up once and forget about them, saving you precious time for creativity.
• Accessible Anywhere
  If you’re working remotely or constantly on the move, the ability to access your information from any device can be a huge plus. No matter where you are, you can review details, update tasks, or check in on a project’s status. And, can be shared with your virtual studio manager or virtual assistant.
• Professional, Polished Client Experience
  Client portals and automated reminders make your business look polished and keep clients in the loop. You can offer clients a secure place to view their invoices, check deadlines, and stay updated on the project’s progress.

Cons of Using Digital Planning Systems:

• Reliant on Internet Connection
  Digital systems are great when you’re online, but when you’re working on location without service, that seamless access can disappear. And if you rely on GPS for directions to shoots, losing signal can throw off your plans. It’s also tricky if you need client details in real time but can’t load the app.
• Learning Curve
  While user-friendly, both Honeybook and Dubsado require setup time and a bit of a learning curve. Getting everything running smoothly can take time, which can feel like an extra task when you’re already busy.
• Subscription Costs
  With convenience comes cost. Monthly or yearly subscription fees can add up, so if you’re on a budget, it’s worth evaluating if the investment fits your business’s current needs.

Google Docs and Sheets: A Simplified Digital Alternative

If Honeybook or Dubsado feel like more than you need, don’t overlook Google Docs and Sheets as effective, flexible options for tracking to-dos, logging project details, and even client management. They offer:

• Accessibility Across Devices: Google Docs and Sheets are accessible from any device with an internet connection, making it easy to track notes and plans no matter where you are.
• Simple, Shareable Options: You can easily share documents with clients, team members, or collaborators, making it a streamlined way to keep everyone on the same page.
• Low or No Cost: If you’re looking to stay on budget, Google’s suite is free and still provides robust planning options.

While they may not offer the automation of Honeybook or Dubsado, Docs and Sheets work perfectly for smaller businesses or for anyone who doesn’t need all the bells and whistles.

Analog Planning: The Beauty of Pen and Paper

For those of us who crave a break from screens, pen and paper offer a unique blend of creativity and calm. Personally, my A5 Moterm rings planner has become an essential part of my productivity toolkit. Here’s what I love about it:

• Tracking To-Dos and Project Outlines: Writing down my tasks by hand helps me stay organized and keeps my mind focused on what needs to get done.
• Processing Braindumps: With a dedicated space for jotting down all the ideas swirling in my head, I can process my thoughts without feeling overwhelmed.
• Meeting Notes and Blank Space: My planner gives me plenty of room for taking detailed meeting notes and also offers blank pages for brainstorming and letting my mind wander freely.
• Custom Sections: I’ve tailored my planner with inserts for annual, monthly, and daily planning, as well as sections to track phone calls, organize ideas and resources in a “commonplace” section, and manage my home life.

Pros of Using Pen and Paper Planning:

• Offline Freedom
  With a paper planner, you don’t need internet or a charged device to stay on top of things. Whether I’m in a no-service area or need to quickly access directions without relying on a glitchy GPS, it’s all there at my fingertips.
• Personalized Creative Space
  There’s something creatively freeing about writing by hand, sketching out ideas, or just having a dedicated space to let my thoughts flow. Analog planning offers that sense of grounding and can spark inspiration in a way that screens just can’t match.
• Immediate Tangibility
  Unlike digital systems, my planner is always physically accessible. Having everything in one place that I can flip through and adjust brings a sense of order and flexibility to my day-to-day life.
• Customizable Planner Inserts
  Unlike digital systems, my planner inserts are designed specifically to me, my business, and how I work with my clients. It makes the planning and organizing process incredible intutitve and in alignment with how you work and work with your clients.

Cons of Using Pen and Paper Planning:

• No Automation
  Unlike Honeybook or Dubsado, there’s no “set it and forget it” with pen and paper. Reminders, follow-ups, and tracking are all manual, so it takes consistent upkeep to stay on track.
• No Search Function
  If you’re keeping multiple notebooks or planners, it can take time to find specific details or notes. Unlike a digital system with a search bar, you’ll need to rely on organization (and memory!) to locate things.
• Bulk and Portability
  While I love my Moterm planner, it can be a bit bulky to carry around, especially when I’m on location for shoots. Digital options can feel more streamlined for those constantly on the go.

Streamlining Based on Your Business Needs

Sometimes, a more streamlined approach works best, especially when you factor in the size of your business. If you’re running a high-volume photography studio with multiple clients and events each month, a robust system with automation and client management features is probably essential to keep things running smoothly. However, if you’re a boutique photographer working with just a few clients per month, you might not need as many bells and whistles, and a simpler system could work just as well.

Also, watch out for shiny object syndrome. There are countless digital tools and systems out there, each promising to make your business life easier, but it’s easy to overcommit and end up with a ton of software you don’t really need. At the same time, don’t fall into the trap of trying to DIY every little part of your business. Spending hours trying to make a system “work” can take away from the time you could be using for creative work or client sessions.

Finding Your Best Fit: Hybrid Planning

For me, combining analog with digital is the best of both worlds. Digital tools like Honeybook or Dubsado handle my client-facing needs, while my A5 planner keeps me organized and creatively engaged in a way that feels uniquely mine. This hybrid approach gives me the efficiency of digital with the personal touch of analog.

Finally, remember: Find the system that works for you and keep refining it. This doesn’t mean signing up for every new platform just because it looks cooler or releases a new feature. Sometimes, if it isn’t broken, it simply doesn’t need fixing.

Whether you go fully digital, stick with pen and paper, or create a blend of both, the key is finding a system that supports your creativity, keeps you on track, and allows you to bring your best to every project.

More blogs and resouces about planning

The Power of Weekly Audits and Analog Planning