It’s been four years since I gave my freelancing a makeover, transforming it into what is now 8px.studio. It’s been quite a journey, growing from a solo venture to a design studio with two full-time designers and a bunch of talented contractors.

When I embarked on this journey, I made a conscious decision to measure success differently. For me, it’s not just about the numbers in the bank account. It’s more about how this venture fits into my life. Does it make me happy? Does it give me time to breathe and live a life outside of work? These were my benchmarks.

But, I won’t deny that there’s this niggling thought at the back of my mind – the potential for growth is massive. Yet, I’ve held back. I haven’t gone all out in hunting for clients, my marketing efforts have been, let’s say, ‘relaxed’, and our portfolio could do with more regular updates. There’s definitely room for improvement.

The biggest puzzle for me has been finding that sweet spot between simplicity and customization. In a business where each project is as unique as the client behind it, automation isn’t straightforward. Yet, it’s these creative, one-of-a-kind projects that fuel my passion. So, I’m trying to find the right mix of efficiency and creativity.

In this article, I will guide you through some of the key aspects of how I have run my design studio for the past 4 years. Although I only added more people to my team about 1.5 years ago, nothing has really changed in the way I operate it.

So, you may find some ideas here on how to apply it to your own solo business, as well as a small studio with employees or contractors. Please note that my business is constantly evolving and changing. I will delve deeper into each aspect in the future and share what I have learned as we progress.

Project Management

Let’s begin with project management. It’s relatively straightforward since we don’t have a large number of people and projects to oversee.

We run our entire project management using Notion, and I’ve tailored a system that’s just right for us. It’s still a work in progress, but I’m pretty proud of it. I’m even thinking of packaging this Notion template into a product so that you can use it too.

Here’s a peek into how it works:

Notion: We operate with two main databases in Notion. The first is for projects and the second for contacts. This contact database is like our mini CRM – it’s got everything from client details, email addresses, testimonials, to notes from past projects. It’s super handy for quick lookups or when I want to reconnect with past clients. Check out this free simple Notion template that I created a while ago as my starting point.

Projects and Client Dashboards: The project database links to our contacts. It’s split into two parts: one for our internal tasks and the other for client interactions. We keep our internal discussions separate from what the client sees. This way, our team can freely communicate and brainstorm, while the client dashboard focuses on main tasks and milestones, keeping client updates streamlined and focused.

Client Communication: Despite our well-laid client dashboard in Notion, many clients prefer good old email communication. When this happens, we adapt. We carry on the conversation over email and make sure to log key updates in Notion. This way, we maintain a clear track of project progress.

Weekly Updates Rule: We’ve established a rhythm of sending weekly updates to clients. Sure, I’m always quick to respond to any immediate queries or comments, but for bigger project updates, we stick to a weekly schedule. It helps in setting the right expectations and keeps everyone on the same page. We send project updates either through a short video walkthrough or a written message (email or Notion update). The video provides a visual overview of the update, while the text provides a detailed explanation of the update and outlines our upcoming tasks.

Finance Management

Now, let’s talk about how I handle finance management.

Google Sheet FTW: Our entire financial management revolves around a single Google sheet. It’s my big-picture tool for the business – tracking everything from expenses to cash flow. I’ve made this sheet available for you to download. You can read more about how it works and grab your copy here: Free Finance Template.

Yearly Budgeting: At the start of each year, I sit down to budget out all predictable expenses, including salaries for myself and my team. This gives us a clear target for our minimum yearly earnings. I also ensure there’s enough cushion in our bank account to cover lean periods.

Expenses: I use a single credit card for business-related expenses. It’s a lifesaver, especially when it comes to year-end reports. With American Express, categorizing expenses for tax purposes is a breeze.

Invoicing with Harvest: Harvest is our go-to tool for invoicing. Each invoice gets linked back to the respective item in our Google sheet. Yes, there’s a bit of manual work involved – creating invoices, tracking payments, updating the sheet – but it’s manageable. With our volume of projects, this takes me less than an hour a month.

Monthly Retainers: For our monthly retainers, invoices are automatically generated and sent. This means less manual work for us. Looking ahead, I’m excited about moving more towards productized services. This shift should help us automate our processes even further.

Services

We essentially offer two main types of services to our clients: custom projects and monthly retainers. Each has its unique structure and benefits.

Custom Projects: This is where we dive into fixed-cost, custom work. Our offerings range from branding and UI/UX design to development in Webflow and WordPress. The process typically starts with me working closely with the client to define the project scope, followed by sending a proposal and scheduling the project. For payment, we usually go with a 50% upfront model for smaller projects. For larger ones, we break it down into three or four payments. It’s a straightforward and clear approach both for us and the client.

Monthly Retainers: These are perfect for ongoing work without a specific project scope. Think along the lines of regular marketing design needs or landing page optimization. Retainers are often based on a set number of hours. However, with long-term clients, it becomes more about a mutual understanding and setting clear expectations rather than counting every hour. It’s a trust-based relationship where our focus is on delivering value.

Experimenting with Pricing Models: In the past, I’ve dabbled with value-based pricing, but we’ve found that fixed project costs are generally easier for both us and the clients to handle. Monthly retainers, while great for income predictability, can sometimes involve more routine, less creative tasks, which can be a bit mundane for the team and me.

Productized Services – The Next Experiment: This year, I’m planning to experiment more with productized services. The idea is to reduce time spent on project scoping, communication, proposal writing, and invoicing. With productized services, we’ll have a set scope and fixed price, which I believe could strike the perfect balance between maintaining our creativity and reducing administrative workload.

My role

My journey at 8px.studio has been an evolving one, especially in terms of my role within the team.

The Early Days – A One-Man Show: For the first three years, it was mostly just me. I was the designer, project manager, proposal writer, and the one sending out invoices. It was a lot, but it was also a period of immense learning and growth.

Streamlining Processes: Initially, the amount of administration was overwhelming, even for a one-person operation. Over time, I developed efficient processes, created a repository of snippets and templates, and streamlined my workflow. This helped reduce the time spent on repetitive tasks, allowing me to focus more on the creative aspects.

Optimization Over Outsourcing: Rather than outsourcing administrative tasks or hiring a manager, I chose to optimize processes to the max. This approach not only saved time but also kept me in full control of every aspect of the business. I enjoy this hands-on approach and the clarity it brings.

My Role Today – Designer and Creative Director: Nowadays, my role is a blend of being a designer for some projects and a creative director for others. I like to initiate the first 10% of a project, oversee and guide my team through the middle 80%, and then add my final touch in the last 10%. This final touch usually involves providing feedback and ensuring that we always deliver a polished product to the client.

Looking Ahead: What does the future hold for my role? I love designing and can’t imagine stepping away from it completely. However, I am increasingly comfortable delegating tasks and trusting my team. This delegation not only helps prevent burnout but also allows me to choose projects that I’m more passionate about and want to be deeply involved in.

Wrapping up

As we wrap up this deep dive into how 8px.studio operates, here’s the gist of our business model:

Focus on Great Service and Relationships: At the heart of our studio is a commitment to providing top-notch services and maintaining strong client relationships. We believe in having fun while being creative and, of course, ensuring the bills are paid.

Starting Simple is Key: For those pondering over starting their own design business, remember, it doesn’t have to be overly complex or groundbreaking to succeed. Begin with a straightforward approach, then optimize and experiment. I’ve tried various methods with our services and products, often finding that the best results come from the basics – fixed-cost projects and effective client communication.

Build a Model That Works for You: It’s crucial to remember that a model that works wonders for one might not suit another. The key is to start with something you understand well and then tailor it to fit your unique style and needs. It’s not about copying someone else’s success formula; it’s about creating your own.

In summary, 8px.studio thrives on a simple yet effective business model centered around excellent service, creativity, and adaptability. It’s about finding joy in what we do, keeping our clients happy, and continuously evolving our strategies to align with our goals and values.