Designer Admin - for Graphic & Web Designers

Have you been thinking about joining the Sort Ya Systems course?

I've had a bunch of questions about what's included, so let's break down what's in the box!

👀 SNEAK PEAK: IT'S OVER $5000 worth of value!

👉 TEMPLATES GALORE! Over 35 different templates I use in my biz (all available in InDesign, Affinity, Canva + Google Docs) PLUS 9 worksheets and cheatsheets PLUS over 30 email scripts to use throughout your process (Value $2249)

👉 7 MODULES OF CONTENT Pre-work module + 1 module per week to guide you through setting up systems and processes to run the business of your dreams! (Value: $550)

👉 GROUP MENTORING Weekly mentoring calls to help you nut out any issues, answer your questions and keep you accountable PLUS , we'll also have a bonus check-in a month after the course is complete (Value: $395)

👉 COMMUNITY SUPPORT Access to an exclusive Facebook community of other course participants PLUS an optional accountability partner to bounce ideas off throughout the course (Value: $349)

👉 INSIDER ACCESS You get insider access to the design and client management systems and processes I've used with big-ticket clients over the last 10 years (Value: $495)

👉 MASTERCLASSES 4 x masterclasses to take your tech and productivity to the next level (Value $595)

👉 COWORKING SESSIONS Coworking sessions with me throughout the course to help you focus and get s**t done! (Value $495)

👉 PLUS in just 7 weeks, you'll have ALL your systems and processes set up. Yep, you can go from feeling stressed, overwhelmed, time-poor and walked over by your clients to having the business of your dreams. What's that worth?

And there is currently $500 worth of bonuses if you join before midnight TONIGHT!

So what are you waiting for? https://designeradmin.com/sort-ya-systems-course/

**tdone

I want you to meet Torre DeRoche!

Torre was in the last round of Sort Ya Systems and it helped her massively level up her design biz!

In her words:

'The course has been really fantastic, so well organised, so well delivered, and incredibly helpful in my process of rebranding and launching a massively levelled up design biz! So thank you so much for that. I took on three courses at the same time, and yours was by far the most organised and transformative... You totally overdelivered on value’'

⚡Want to be more like Torre?

Sign up to Sort Ya Systems today and you can have all your systems and processes set up in less than 7 weeks!

PLUS until midnight tomorrow you can get $500 worth of bonuses in my epic presale!

https://designeradmin.com/sort-ya-systems-course/

Wahooo! I'm super excited to offer one lucky web or graphic designer the opportunity to do my Sort Ya Systems Course for FREE (valued at $695 USD).

In just six weeks, you can get ALL your systems and processes sorted from start to finish, PLUS you get my process and email templates to boot!

Keen? Sign up here 👉 https://landing.mailerlite.com/webforms/landing/n4z6g8

Are you ready to discover the transformative power of organisation in your design biz?

I’m holding a FREE live training to help you take your business from chaos to control!

In this presentation, I’ll share my top 5 tips for getting organised and on top of your workflow.

They’re all super-actionable steps broken into bite-sized chunks, allowing you to impact your productivity immediately!

Ready to get organised?

Sign up here: https://designeradmin.com/organisational-training/

Let's talk about inbox zero! 📬

It's a bit of a productivity 'wow' word and gets thrown about a lot. We often think it's about having an empty inbox, but that's not quite right… nor is it the goal we should necessarily be chasing.

Merlin Mann coined the term in 2006. According to Mann, the zero isn't a reference to the number of messages in an inbox but rather "the amount of time an employee's brain is in his inbox."

I LOVE this because the whole idea of decluttering and organisation is to give ourselves more headspace, time and freedom.

Mann's point is that our time and attention are finite, and productivity suffers when an inbox is confused with a to-do list.

So, rather than trying to have an inbox that is totally empty all the time (although this feels pretty bloody good), I focus on making it more like a productivity station, where things get sorted and actioned quickly. This means emails don't sit there long; they get shuffled along to where they need to go.

This stops my email account from becoming like a junk drawer for my business, where I can't find anything or easily see what needs to be done. 🗂️

So, are you chasing inbox zero?

Ever had one of those weeks where everything goes off script?

Well, I’ve had a few of those in a row!

I’m in the US visiting my husband’s family for 5 weeks. Being able to pick up my biz and take it wherever I want is one of the biggest bonuses of running my own show. I’d carefully curated our trip: my plan was to work part-time (around 10-20 hours per week) while we’re here, leaving plenty of time for sunshine, play, and family. I’d lined up my clients and workload so this was more than achievable. Tick, tick, tick! ✅

But then, my father-in-law had a fall a few days after we arrived and ended up in hospital for a week, then went into rehab. This meant my carefully orchestrated work plan went down the drain, and we went into family support mode. Fortunately, he’s doing okay, and it’s been amazing being here to support our family.

But it also means my work hours have evaporated… time to flip my ‘super productivity’ switch. 💪

Here’s what I’m doing to stay on track:

✔️ Focusing on one thing at a time: So simple, but so hard in practice! When I get stressed, I tend to yo-yo between tasks, not really getting anything done. But, if I force myself to focus on one task and shut out all other distractions (like putting my phone out of sight and shutting down email), I can get heaps done in a small window. 📵

✔️ Prioritising: I made a list of what absolutely had to get done and started at the top. 📋

✔️ Communicating: Most clients are fine with pushing deadlines if you explain what’s going on. It’s when you go radio silent that they start to get agitated. 🗣️

✔️ Setting firm work/life boundaries: Putting my family and myself first. If I have to down tools, so be it. 🚧

I try to do the above all the time, but in times of stress, I have to be super strict with these boundaries to avoid total overwhelm and burnout! 😵

What do you do to stay productive in times of stress? Share your tips below! 👇

I recently ran a few polls to see how everyone feels about the state of their inbox, and over 68% of you said you struggled to keep your inbox organised. Eeek! 😅

Look, I get it - staying on top of your emails can be hard. And I’d be lying if I said mine didn’t slip occasionally. But, in my experience, it’s all about minimising the time spent in your inbox and setting some baseline systems up to make it easy to return to a zen inbox state.

So here are my top five tips to help you get your inbox organised and keep it that way:

1. Avoid using it as a to-do list: Any emails that don't need an immediate response but require an action (like updating a client’s design or renewing a subscription), put on a to-do list. My general rule of thumb is if it won't get actioned by the end of the following business day, put it on a to-do list rather than leave it clogging up my inbox. 📅

2. Filter your emails: I use email filters to automatically sort incoming messages into the appropriate folders. This reduces the time spent manually filing emails and helps keep my inbox streamlined! 📂

3. Unsubscribe, unsubscribe, unsubscribe! Find yourself just hitting delete on pesky marketing emails you never read? Stop and take the 5 seconds to actually unsubscribe - it’ll save you oodles of time in the long run! ✋❌

4. Separate out the non-crucial emails: One of the most effective ways to declutter your inbox is to separate out the essential client messages from the deluge of marketing spam. You can do this in a couple of different ways, including filtering them into a separate folder or having a separate email address, which you only check once every couple of days. 📤

5. Set aside time to stay on top of it! A well-organised inbox is only gonna stay organised with a little bit of maintenance. So, set aside time once a week to remove any emails that are hanging around and tweak anything that isn’t working. 🧹

How do you manage your inbox? Share your tips below! 👇

LET'S GET S**T DONE!

Every month, I'm here to nudge you along with a practical task to enhance your business organisation, systems and processes. So, let's dive in!

SPOTLIGHT ON: EMAILS📧🗂️
I don't know about you, but my inbox generally reflects how organised and on top of my projects I am!

Why?

A clean, well-organised inbox not only helps you keep track of important emails but also reduces stress and boosts productivity. When your digital workspace is tidy, you'll find it easier to focus on projects and creative work.

TASK TIME:

👉 New to this, or your inbox is in chaos?

Get a kick start by doing a quick inbox detox! Start by creating a folder called '_Filing' in your email program. Review your inbox and clear it out:

1. Delete anything you won't need again.

2. Anything that doesn't need an immediate response but requires action (like paying a bill or updating a client design) should be put on a to-do list or set as a calendar reminder. My general rule of thumb is if it won't get actioned by the end of the following business day, move it on rather than leave it to clog up my inbox.

3. Move all emails from your inbox, except those that need urgent action (like a client email that requires a response), to the '_Filing' folder.

Now, I know this feels like a bit of a cheat to an empty inbox, but you'll feel the benefits of an empty inbox immediately. You can set aside time to clear this folder out if you want to—you'll be surprised how fast you'll get through them in just 10 minutes a day.

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👉 Already on top of your inbox?
Give your email filing system a once-over. Review and update your email filters and folders to ensure they still meet your needs.

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Make sure you follow along over the rest of July, as I'll be providing tips to keep your inbox clean, reduce junk, and shake up your email filing!

Are you in? Let us know your current inbox status below. 🚀📈

In 2003, Dave Brailsford became the Performance Director of British Cycling. Within five years, the British cycling team went from the back of the pack to dominating the world cycling scene. The philosophy that got them there was 'an aggregation of marginal gains'—essentially if you continually aim to improve yourself by 1% each day, as time passes and you continue to get 1% better, you will see massive improvement. What's more, there is a compound interest effect to this improvement. As James Clear wrote when he discussed British Cycling's remarkable improvement in Atomic Habits, "if you can get 1% better each day for one year, you'll end up 37 times better by the time you're done."

Now, I'm not suggesting you rub alcohol on your bike tyres or get more aerodynamic bike shorts like the British cycling team, but I love the idea of applying this philosophy to my work life and, in particular, to its organisation. What happens, for example, if you spend 5 minutes a day sorting out old emails, improving your filing system or setting up templates? The 5 minutes don't feel like much, but over time, you will gradually become more organised, save time, and create more headspace for yourself.

I've been applying this philosophy to small tasks at the end of the day. You know those little 5-minute tasks that hang around on your to-do list because something bigger or shinier always needs your attention? Instead of getting to the end of the day and putting off those jobs until the next day, I try to knock one small thing extra off— something that will only take 5-10 minutes. The accumulation of these small tasks is immense, helping me stay ahead of my to-do list and giving an entire day back every two months. RDO, anyone?

Do you have any small habits that save you big time in your biz?

**tdone

KEEN TO GRAB SOME LAST-MINUTE TAX DEDUCTIONS AND GIVE YOUR BIZ A MID-YEAR GLOW-UP?

Well, it's time for the Designer Admin end-of-financial-year sale. Everything in the Designer Admin store is 25% off until midnight Sunday 30 June!

You can:

👉 Get the Sort Ya System Course and start sorting your systems NOW or jump on the next live round in August! In just seven weeks, you can go from feeling stressed, overwhelmed, time-poor and walked over by your clients to having your systems and processes sorted!

👉 Want to get your brand project processes sorted from start to finish? The Big Brand Bundle or Web Wonder Bundle template packs include 14+ templates, 18+ email scripts and seven different training videos to kick-start your systems!

👉 The Ultimate Client Sign-off Bundle provides four different sign-off templates (for brand, web and print) specifically to help designers keep their clients accountable and ensure they
understand the repercussions of further 'tweaks' to their project.

👉 PLUS SO MUCH MORE (think proposal templates, brand guidelines templates and client feedback templates!)

Check it out: https://designeradmin.com/shop/

Streamline your proposal writing process and get your webby clients onboard faster with the Designer Admin Website Proposal template!

Your proposal is your chance to convince your potential client to sign on the dotted line. It can do this by showing:

👉 you understand their needs
👉 how you’ll lead them through the project process from start to finish
👉 the incredible value they’ll be getting by signing up with you.

Sounds like a lot of work, right?

It doesn’t have to be complicated or time-consuming. This template is designed to fast-track the web proposal writing process so you can get approval immediately and start on your project quick-smart! It even includes a project timeline generator which allows you to quickly produce project timelines by plugging in a start date.

Available in Canva, InDesign & Affinity Publisher and includes email templates to send the proposal off to your clients (and follow up on them if needed!)

OH... and it's a whopping 80% off for a limited time! Snap it up now 👉 https://designeradmin.com/product/web-proposal-template/

**tdone

My kiddo was sick for a whole week recently.

Which (of course) meant I was sick the following week.

Which meant work mostly ground to a halt for two weeks. Sigh.

One of the greatest benefits of running your own biz show is being able to take time when you need it. But it can be tricky to manage, particularly when it's last minute.

So here's my tips for taking personal time as a solo operator:

1. Communication is key. Transparency with clients is crucial. While it's okay to keep personal details private, letting clients know you're temporarily out of the loop helps manage expectations and maintain trust. A simple heads-up can go a long way in fostering understanding and patience.

2. Automate your absence. If you know your mind (or body) will be elsewhere, put an out-of-office on to save yourself the headache of stressing about unanswered emails.

3. Build your networks. Having trusted colleagues to reach out to when the going gets tough is an absolute lifesaver. I managed to get through the last few weeks without asking for a helping hand, but I had the peace of mind that if a client website went down or I had an urgent deadline I needed to hit, there were people I could reach out to.

4. Give yourself the space you need. Pushing through is okay sometimes, but if your friends or family needs you or your body needs to rest, give yourself permission to prioritise what's important. Work can wait.

5. Hit reset. Finally, once you're back on board, take some time to clear your inbox, create a to-do list and connect with your clients. It'll help you hit the ground running and regain focus faster.

How do you deal with personal leave? Share below.

I've been thinking of dabbling in design days for a while as I have a lot of long-term clients paying me either hourly or in time blocks for little bits and bobs, and I've found my income (and my headspace) has taken a dive as a result.

I hadn't gotten around to figuring out my offer, but then a new client pinged me, in desperate need of the whole shebang—branding, website, copy, you name it—pronto. My usual MO is to politely decline and suggest a more realistic timeline.

But with a clear (or at least flexible) calendar, I thought, why not? Let's give this design day intensive thing a whirl!

If you haven't heard of a Design Day Intensive (also called a VIP day) it's essentially a dedicated, accelerated collaboration where you focus exclusively on a client's project for a full day, producing professional and efficient results.

I pitched the client 3-4 days for the following week at $1500+GST a pop, and they signed off.

Fast forward a week, the client's over the moon, and I've hit half my monthly income target in a week.

Needless to say, I'm a total convert.

But I've learnt a few things along the way:

1. Pace yourself: Four design days in a week is WAY too much. I recommend a maximum of two to three days to maintain sanity and creativity.

2. It's not great for branding: I won't be offering branding in design days as standard. I need time to let branding concepts mature and percolate. But, like with this client, design days can provide a swift, professional stopgap for tight deadlines, with the proviso that full branding is undertaken at a later date.

4. Value your time: The key to successful design days is charging appropriately, and that means a premium. No hourly rates here! The client gets undivided attention and focus and I was AMAZED at how much I got done when I wasn't jumping between tasks. I plan to up my day rate price once I have a few more under my belt.

5. It's great for clients on a budget or who have a long list of tasks: It's a great way to get a lot of stuff done a day, or a brochure website up and running, all while saving the client money. For context, for everything I did in four days, I would have charged $12000+ at project rates, so they essentially got a 50% discount. On the flip side, I got a nice pay packet for a few days of work and don't have the project hanging over my head for months on end. Win-win!

6. Use the power of AI: Leveraging AI tools, like ChatGPT, for content creation and brainstorming significantly boosted my efficiency and innovation. I used it to draft the initial website copy, bounce concept ideas off... it was essentially my project sidekick whenever I hit a roadblock.

Where will I go from here? Day rates won't replace my existing project packages, but I will definitely be offering it to clients who have a long list of small tasks and want projects done fast or on a tight budget.

Have you dabbled in design days? I'd love to hear your experiences below!

READY TO SAVE TIME DURING THE ONBOARDING PROCESS AND GENERATE POWERFUL LEADS?

Say hello to this easy-to-implement graphic and web design pricelist template!

Pricelists are an important part of your onboarding process as they allow you to w**d out people who aren’t in your price range or target market. It can also be used as a lead magnet to collect potential client’s details so you can follow up with them!

This template includes:

- Welcome page, 3 brand package variations, 2 website package variations, client testimonial pages, an al a carte pricelist and a prompt to book a call.
- Indesign template
- Affinity template
- Canva template
- PDF version of template
- Template copy in a Google Swipe file so you can plug and play it in your desired format
- Email templates you can use to send your Pricelist to potential clients
- A copy of my 2024 business pricelist
- Video training showing you how easy it is to edit the templates to your branding in just 5 minutes!
+ BONUS training videos showing how I use Pricelists in my biz to save me oodles of time and energy!

AND it's 50% off until this Sunday!

https://designeradmin.com/product/pricelist-template/

Since we've been talking a bit about pricelists this last week, I bet you're curious about what I put in mine... and maybe what you should include in yours?
I include:

👉 A 'Nice to meet you' section because first impressions count! Start with a warm, personal intro that connects with your ideal client. Show them why you're the one they need. It's not just about prices; it's about starting a relationship.

👉 My prices and packages: Lay out your services in an easy-to-understand format. Give your clients options, but keep it straightforward. Remember, confusion is the enemy of commitment!
👉 A pricelist of add-ons: List those extra services or 'a la carte' options. It's a perfect opportunity for an upsell and lets clients know the full range of your capabilities.

👉 Client testimonials and examples of my work: Use your pricelist to highlight your expertise and past successes. Client testimonials, case studies, or a snapshot of your portfolio can turn a rather dry document into a compelling story.

👉 Call to action: Don't leave them hanging! Include a clear next step, like booking a discovery call. It’s about making that journey from a potential client to a paying one as seamless as possible.

Pssst!!! To help you **tdone, I've just launched my web and graphic design price list template on my website. And until this Sunday it's 50% off! Check it out: https://designeradmin.com/product/pricelist-template/

Let's open a can of worms...

What does everyone think about Peach Fuzz, the Pantone colour for 2024? 🍑

If you know me, you'll know I'm a huge fan of colour, especially bold and bright patterns. While I find Peach Fuzz pretty, ethereal, and indicative of the general trend towards embracing femininity (which I'm all for... hello, Barbie!), it just ain't my jam.

What are your thoughts?

As the end of the year comes hurtling at us, letting clients know about time off can end up at the bottom of the to-do list.

To make life easier, I'm giving you insider access to my holiday email script AND my festive out-of-office autoresponder.

Grab the scripts now 👉 https://docs.google.com/document/d/1g33QJAL4SmT-IIFdT8I17YWQyw_ps2MhsPJYGPNw6Vw/edit?usp=sharing

Whether you're letting clients know about your upcoming leave or letting them know you're away from your desk, these scripts have got your back.

Here are a few pro tips to make your holiday comms work hard for you:

👉 For a smoother return in the new year, tack on a few extra days at the end of your break. Trust me, it's like a mini-transition period to ease back into the work groove without the immediate client hustle.

👉Personalise your out-of-office. This is a nice reminder to your clients that you're a person taking a well-earned break, not sitting there waiting for their last-minute requests!

You got this. Remember, communication is key!

Boy, oh boy... the Designer Admin Black Friday sale officially starts today!

Here's the dealio:

👉 Until Monday, 28 November, there is 30% off EVERYTHING. Yep, templates and courses galore!

👉 You can even score the Sort Ya Systems course for the last time at the early bird price offered for last round... the price has just gone up, so it will NEVER be this cheap again.

Enter code BF2023 at checkout

The cart just opened... what are you waiting for? Link in bio

**tdone

If you want to get on top of your emails, this is the week to NOT hit delete.

Sounds counterintuitive, but hear me out...

Every list you're on will likely email you this week with their Black Friday and Cyber Monday offers. This provides you with the PERFECT opportunity to do a mass unsubscribe from all those marketing emails you don't really engage with. ✨✉️

Trust me, your future self will thank you! 🎉👏📩

Psssst... If there are any emails that you're on the fence about unsubscribing from, a sneaky hack is to follow them on socials instead. That way, they stay on your radar but don't clog up your inbox. Win-win! 🤩

**tdone

When you start working on systems and processes for your design biz, it can be tempting to just jump right in and start creating. The sooner you start, the faster you'll get to the finish line, right?

WRONG.

Your first step needs to be planning. Why? Because it allows you to work out your overall project flow, your client experience, and see how all the pieces of your project puzzle interconnect. It gives you clear direction and keeps you accountable. You wouldn't start renovating your house without a plan... think of setting up your systems and processes as a reno for your business!

Before you pull out the metaphorical hammer and nails, you should map out:
👉 your project phases
👉 the steps in each phase
👉 all the templates in your project
👉 all your client touch points

THEN you can start building.

If you want some guidance on figuring out your 'Big Picture', check out my free 'Sort Ya Systems' webinar. In this 25-minute workshop, we’ll run through the initial steps to setting up your design biz systems and processes. By the end of the workshop, you’ll have a plan of action and a clear path forward. BOOM!

https://designeradmin.com/sort-ya-systems-free-webinar/

I just wanted to put out a reminder to rest when you need to. After all, if you don't have your health, you don't have much.

Give yourself permission to rest when you're sick, exhausted, or just overwhelmed. It's okay to miss a deadline, as long as you communicate with your client about it. When we learned we all had COVID earlier this week, I reached out to all my clients, letting them know we were unwell. While I would still try to meet their deadlines, my week was looking unpredictable. Everyone was super supportive, understanding, and flexible. Communication was key and has drastically reduced my stress levels, giving me the space I needed to take couch time when necessary, look after my kid, and prioritize our health.

My buddy and WooCommerce boss Haley Brown has just opened the doors to her Woo Wizardry course!

If you're a designer looking to level up your skills with WooCommerce, look no further! This course is a game-changer for designers like us. It's a step-by-step guide that will transform you into a WooCommerce wizard. Whether you're a total beginner or have some experience, you'll find valuable insights, tips, and tricks to help you master WooCommerce and take your design business to the next level.

How do I know?

Because I've worked with Haley on tricky website builds for the last four years, and I can hand-on-heart say she's my go-to for techy e-commerce questions. PLUS, I'm also a Woo Wizardry alumni myself, so I know the course has the goods!
So... Why Choose Woo Wizardry?

🌟 Woo Wizardry covers everything from the basics to advanced techniques, so it's perfect for all skill levels.

🎓 Step-by-step guidance so you can follow along with clear, easy-to-understand lessons that build your skills from the ground up.

🤑 The business know-how on creating your own processes and action plans for future eCommerce client projects

👊 The confidence to deliver super attractive, conversion-optimised eCommerce websites without the mind-numbing code-phobia

Ready to dive in and become a WooCommerce expert? Just click the link below to access the Woo Wizardry Course and begin your journey to e-commerce greatness:

https://haleybrown.co/woocommerce-course/ref/4/

And remember, when you use the discount code SARAH50, you'll get $50 off!

'The more you focus on the results, the less you will focus on the process. The more you focus on the process, the better the results will be.'

- James Clear

Do you need to focus on your processes? Doors to the Sort Ya Systems and Processes course close on Sunday. Get focused now: https://designeradmin.com/sort-ya-systems-course/