How to Successfully Work with a Virtual Studio Manager

Hiring a Virtual Studio Manager (VSM) can transform your photography business, but to reap the full benefits, it’s imperative to establish a successful working relationship. Keep in mind there is a difference between an employee and a freelancer who is acting as your virtual studio manager.

Here are some tips I’ve used over the years to effectively work with my clients:

Clearly Define Roles and Responsibilities

Typically, this is outlined and discussed during a discovery call and within the proposal and working agreement. Though sometimes we get excited and bring on support without clearly defining roles, responsibilities, expectations, and boundaries.

Define the following:

• Tasks and Responsibilities: Outline what the VSM will handle, such as scheduling, client communication, invoicing, and social media management.
• Boundaries: Clarify what tasks are outside their scope to avoid misunderstandings.

A detailed job description can help prevent overlap and ensure all necessary tasks are covered.

Set Clear Goals and Objectives

Set specific, measurable goals for your virtual studio manager. Whether the objective is to reduce your administrative workload to focus on revenue-generating opportunities, improve client response times, or increase social media engagement, clear goals help focus efforts and measure success.

Use Effective Communication Tools

Choose tools that facilitate smooth communication and pick no more than two. Some popular options include:

• Email: For formal communication and detailed instructions.
• Messaging Apps: Slack or WhatsApp for quick, informal communication.
• Video Calls: Zoom or Google Meet for regular check-ins and detailed discussions.
• Project Management Tools: ClickUp, Asana, Trello, or Monday.com to track tasks and progress.

Regular communication ensures everyone stays on the same page and can address issues promptly. My general rule of thumb: email for general communication, Slack (messaging) for in-the-moment support and collaboration, and phone calls to my personal cell in an emergency.

Establish Regular Check-Ins

Schedule regular meetings to review progress, address concerns, and adjust priorities. These can be weekly or bi-weekly, depending on your workflow. Regular check-ins help maintain alignment and foster a collaborative working relationship.

Provide Access to Necessary Resources

Give your virtual studio manager access to all the tools and information they need to perform their job effectively:

• Software and Platforms: Give them access to scheduling tools, client management systems, and financial software.
• Documentation: Provide clear guidelines, templates, and SOPs (Standard Operating Procedures) for recurring tasks.
• Brand Assets: Share logos, templates, and other brand materials to ensure consistency in client communication and marketing efforts.

It’s completely up to you how much free rein you give to your virtual studio manager regarding bank accounts, credit cards, payment processors, and invoicing. Some clients have no issues with this, while others may be more cautious. Find the right balance for you and your business.

Foster a Collaborative Relationship

Treat your virtual studio manager as a partner, not just as a subcontractor. Encourage them to share their insights and ideas. Their fresh perspective can offer valuable improvements to your business processes.

It’s also important to note that if you are working with a freelancer, they are NOT your employee. This can become a major gray area, and it’s essential to keep this in mind:

When comparing an in-house studio manager to a freelancer acting as your virtual studio manager, there are several key differences to consider.

• An in-house employee is an integral part of your team, working set hours and attending regular meetings.
• They are on your payroll, meaning you’re responsible for their benefits, vacation time, and holidays.
• They need to request time off and are typically bound by your business’s schedule and location.
• You are also responsible for payroll, payroll taxes, worker’s compensation, etc. (Please speak with your accountant if this is the direction you choose for in)

In contrast, a freelancer working as your virtual studio manager operates with a different level of flexibility and independence.

• They set their own hours, invoice you directly for their services, and handle their own taxes and benefits.
• There’s no need for them to request time off or coordinate holiday schedules with you.
• Freelancers manage their workload and availability, often providing support on-demand and adjusting to your needs without the constraints of a traditional employee.
• This arrangement can offer cost savings and the convenience of accessing skilled assistance from anywhere, making it an attractive option for busy photography studios looking to streamline operations and reduce overhead.

Provide Constructive Feedback

Feedback is crucial for growth. Offer constructive criticism and positive reinforcement to help your virtual studio manager improve and stay motivated.

Be specific about what’s working and what needs adjustment.

Trust and Empower Your VSM

Micromanaging can hinder productivity and damage morale.

Trust your virtual studio manager to do their job and make decisions within their scope. Empowering them fosters a sense of ownership and accountability.

Be Open to Adaptation

Every working relationship involves some level of adjustment.

Be open to feedback from your virtual studio manager about what’s working and what could be improved. Flexibility and willingness to adapt will enhance your collaboration.

Celebrate Successes Together

Acknowledge and celebrate the successes, big or small. Whether it’s hitting a milestone, successfully launching a new service, or receiving positive client feedback, recognizing achievements boosts morale and reinforces the value of your partnership.

Successfully working with a virtual studio manager requires clear communication, mutual respect, and a collaborative spirit. By defining roles, setting goals, using effective communication tools, and fostering a positive working relationship, you can create a productive partnership that helps your photography business thrive.

Embrace the support of your virtual studio manager and focus on what you love most—capturing stunning images and growing your creative business.