In this episode, I'm pulling back the curtain on one of the biggest game-changers in my photography business: Standard Operating Procedures (SOPs). When I first started out, I was drowning in admin tasks and struggling to delegate even the simplest things because everything was stored in my head. Sound familiar?

I share my journey from being an overwhelmed solopreneur to confidently outsourcing tasks thanks to well-documented systems. You'll hear the exact moment I realized SOPs weren't just for big corporations, but essential for small businesses too—especially if you ever want to reclaim your time and creative energy.

I walk through how I created my first SOP for client communications, how tools like Folge and Loom revolutionized my documentation process, and the unexpected ways that having clear systems actually enhanced my creativity rather than stifling it. Plus, I share a real-life story of how my SOPs saved a wedding when I got sick at the last minute.

Whether you're ready to hire your first VA or simply want to create more structure in your one-person show, this episode will give you practical steps to start documenting your processes and freeing yourself from the constant plate-spinning of running a photography business. Because the truth is, you became a photographer to create beautiful images, not to spend hours on admin tasks that could easily be delegated with the right systems in place.

Resources & Links: 📌 Blog + Shownotes: http://focusedontime.com/sop 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

In this episode, I’m diving into how you can streamline your Google Business profile and boost your SEO by automating blog post updates. If you're like me, you’ve probably set up your Google Business profile but never really made the most of it beyond gathering reviews. I’m sharing the simple yet effective way I started using automation to post blog updates directly to my Google Business profile using tools like Zapier.

I’ll talk about why keeping your Google Business profile fresh with regular updates is essential for SEO, especially if you’ve recently moved or are looking to expand your reach. Plus, I’ll walk you through how easy it is to set up this automation, so you can spend less time updating and more time focusing on the things that matter most in your business.

By the end of this episode, you’ll have a clear understanding of how to leverage Google Business to your advantage and how automation can play a huge role in making this process effortless. So grab a coffee, hit play, and let’s dive into the world of automated Google Business updates!

Resources & Links:  📌 Blog + Shownotes: http://focusedontime.com/automating-google-business-updates 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

In this episode, I’m sharing how I went from having a firm “no texting” policy to fully embracing automated SMS in my photography business — and how it’s helped me communicate more clearly, save time, and still keep things feeling personal (even when I’m not the one behind the camera).

I’ll walk you through which messages I automate, the tools I use, and a real story that reminded me why this system matters. If you’ve ever felt like your client communication could use a little smoothing out, this one’s for you.

Resources & Links:  📌 Blog + Shownotes: http://focusedontime.com/auto-text  📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

Once upon a time, I hand-calligraphied every dog’s name, packed prints with garden sprigs and tissue paper, and included handwritten notes and treats in every single order. It was beautiful – but it wasn’t sustainable.

In this episode, I’m opening up about the moment I knew something had to change… and why I finally made the leap to dropshipping everything. We’ll chat about the trade-offs, the emotion behind the decision, and how to stay connected to your clients – even when you’re not the one packing their order.

If you’re feeling the pressure to do it all, this one’s a gentle reminder that it’s okay to let go.

Resources & Links: 📌 Blog + Shownotes: http://focusedontime.com/dropship 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

What happens after a client books their session? If your answer is “I send them a big info email and hope for the best,” this episode is for you.

In today’s chat, I’m pulling back the curtain on how I nurture my photography clients between the time they book and their actual session—especially during busy seasons when that wait can stretch to months. I’ll share how I turned a clunky, one-and-done session guide into a friendly, engaging email sequence that keeps excitement high and cancellations low. Plus, you’ll hear how I set it all up to run automatically behind the scenes.

If you’re looking for a way to create a smoother, more memorable client experience—without adding more to your plate—this one’s for you.

Resources & Links: 📌 Blog + Shownotes: http://focusedontime.com/client-nurture 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

Are you constantly jumping between tasks but never feel like you’re getting anything done? That’s where calendar blocking comes in. This simple but powerful scheduling method has helped me take control of my time, get more done, and stop my work from creeping into my personal life. In this episode, I’ll share how I use calendar blocking to manage my workload, why it works so well, and how you can start using it too. Plus, I’ll be doing this week’s focus assignment right alongside you!

Resources & Links:  📌 Blog + Shownotes: http://focusedontime.com/calendar-blocking 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime 📌 https://ragamuffin.myflodesk.com/google-calendar

How to Save Time Editing Photos: 3 Smart Tips for Photographers

Editing photos is a vital part of every photographer’s workflow, but let’s be honest—sometimes it feels like it takes forever. Whether you’re fine-tuning exposure, adjusting white balance, or perfecting every little detail, the hours can quickly slip away. The good news? There are ways to streamline your editing process without sacrificing quality.

In today’s episode of Focused on Time, I share three simple yet effective strategies to help you save time while editing photos. These tips are designed to help you work smarter, not harder, so you can spend more time doing what truly matters in your photography business. Let’s dive in!

1. Cull Efficiently

Culling is one of the most time-consuming steps of editing. But it doesn’t have to be!

A quick way to speed up the culling process is to use tools like Photomechanic—a program that loads previews quickly, allowing you to zoom through images and select the best ones in record time. Try setting a timer to keep yourself on track, and avoid overthinking each image. The goal here is to pick the best shots and move on.

Here’s a little hack to make it even faster: reverse the order when you cull. Since you often stop shooting once you’ve got the perfect shot, starting from the end can help you find your best images faster and with less second-guessing.

2. Use Presets and AI Editing Tools

Another powerful tool in your editing arsenal is presets. These are a game-changer when it comes to speeding up your workflow, as they apply a specific look to your photos instantly.

But if you want to take it a step further, AI-powered editing tools can save you even more time. Aftershoot, for example, learns your unique editing style and can apply that style across your entire batch of photos automatically. This means less manual tweaking and more consistency across your images.

Personally, I’ve tried using AI for culling, but it wasn’t a perfect match for my style—especially when it came to photographing dogs. The AI didn’t always recognise when a dog’s eyes were in focus. But that’s just my experience—if you’re a human portrait photographer, you might have a different experience! I’m curious, though—have you found AI culling tools helpful in recognising human expressions?

3. Outsource When Possible

Now, let’s talk about outsourcing—one of the best ways to free up your time.

If you absolutely love editing your photos and find joy in the process, that’s fantastic! But if there’s an aspect of editing that feels like a time-suck—whether it’s the culling, batch edits, or retouching—outsourcing can make a world of difference.

I started outsourcing my editing years ago by hiring a retoucher to remove leads from my dog photos. It was a non-creative task but took up a lot of time. I found a freelancer who charged per image, and it was an instant time-saver.

A few years later, I tried working with a professional editing company, but the price was too high, and I often found myself thinking, "I’ll just do it myself to save money." Which, of course, missed the point of outsourcing!

Last year, I finally hired a virtual assistant to handle all my editing. At first, it felt like I was spending more time training them than doing it myself. But after that initial learning curve, I’m now able to fully outsource my editing—and it’s been a game-changer for my work-life balance.

Focus Assignment of the Week

This week, I challenge you to track your editing time. Whether you use a time-tracking app or just a stopwatch, get an accurate idea of how long you’re spending on editing a typical session. Once you have that number, aim to cut your editing time by at least 20% by implementing one of these tips.

I’d love to hear how it goes, so be sure to let me know how you’re tracking and cutting down on your editing time!

Final Thoughts

By following these three strategies—culling more efficiently, using presets and AI tools, and outsourcing—you can cut down on the time you spend editing, all while maintaining the quality that your clients love. Editing doesn’t have to be a never-ending task, and with a few simple changes to your workflow, you’ll be able to get back to doing the things you truly love about photography.

If you haven’t already, be sure to listen to this episode of Focused on Time, where I break down these tips in more detail and give you a helpful Focus Assignment to put them into action!

Remember—your time is valuable, and you deserve to spend it doing what truly matters to you.

The Busyness Myth: Why More Work ≠ More Success

Does being busy mean you’re being productive? Or is it just something we say to feel like we’re working hard? In this episode, we’re breaking down the busyness myth—why working long hours isn’t the key to success, how Parkinson’s Law is stealing your time, and the mindset shift that will help you work smarter, not harder.

What You’ll Learn in This Episode: ✔️ Why busyness doesn’t equal success ✔️ The hidden cost of always being busy (hello, burnout!) ✔️ How to set boundaries so work doesn’t take over your life ✔️ A simple exercise to help you spend more time on what truly matters

Your Focus Assignment: Track your time for three days. Write down everything you do during your work hours, then highlight the tasks that actually move your business forward. Once you see where your time is going, make a plan to cut back on low-value tasks and focus on the ones that truly make an impact.

Resources & Links: 📌 focusedontime.com/busyness-myth 📌 Newsletter: https://ragamuffin.myflodesk.com/focusedontime

Do you dread picking up the phone to talk to clients? Or feel like your beautifully written emails are getting lost in translation? In this episode of Focused on Time, I’m sharing how creating client scripts transformed my business—and my relationship with phone calls. Whether you're a seasoned pro or just starting out, client scripts can save you time, keep you on track, and help you connect with clients on a deeper level.

What You'll Learn in This Episode:

• My journey from severe phone anxiety to confidently connecting with clients.

• Why responding to client enquiries over the phone is more impactful than email.

• The benefits of client scripts: consistency, time savings, and a confidence boost.

• Step-by-step tips for creating your own client script.

• How to use scripts naturally without sounding robotic.

Why Phone Calls Matter:

Responding to enquiries over the phone instead of email is a simple but powerful way to stand out. In today’s world of endless emails and texts, a personal phone call makes a lasting impression. It shows clients that you value them enough to make the effort to connect as humans. Plus, it builds trust and rapport right from the start, which is essential for a strong client relationship.

Free Download:

Ready to get started with client scripts? Download my free Enquiry Call Template at focusedousedontime.com/phone-scripts.. This resource will help you structure your calls with confidence and clarity.

Focus Assignment of the Week:

This week’s Focus Assignment is all about getting started with client scripts:

1. Download the free template at focusedontime.com/phone-scripts.

2. Outline the key points you need to cover in your client calls, such as your greeting, the info to gather, and answers to common questions.

3. Draft your script in your own voice. Make it conversational and easy to follow.

4. Practice it out loud. Record yourself or role-play with a friend to get comfortable.

Your script doesn’t have to be perfect—just get started! Over time, you can tweak and refine it as you gain experience.

Welcome to Focused on Time, the podcast that’s all about helping photographers spend less time in the busy work and more time doing what truly matters. I’m Caitlin J. McColl – professional photographer, productivity geek, and firm believer in building a business that works for your lifestyle.

Whether you’re looking to streamline your workflows, master time management, or learn how to outsource with confidence, this podcast is here to give you the tools and strategies to reclaim your time. Let’s help you get back to what's important – whether that’s being creative, growing your business, connecting with clients, or simply enjoying life with your loved ones.

I am so excited to kick things off with this very first episode! Today, I want to introduce myself, share the “why” behind this podcast, and give you a glimpse of what you can expect in the episodes to come.

 

Who I Am

Let me start by sharing a bit about myself. I’ve been a professional pet photographer for over 15 years, specializing in outdoor, natural-style portraits of dogs. Over that time, I’ve built a business I truly love – but I also know how easy it is to get bogged down in the day-to-day tasks that can suck the joy out of what we do.

For years, I struggled with balancing all the hats we wear as photographers – shooting, editing, marketing, bookkeeping, client communication… the list goes on. But over time, I started diving deep into systems, automation, and productivity strategies, and it was a game-changer.

Now, my business is not only successful but also efficient, giving me more freedom to spend time with my family – including my two little boys, my husband Ben, and of course, our rescue dog Maple and our bearded dragon Puff.

That’s why I’m so passionate about helping other photographers take back their time.

The “Why” Behind the Podcast

I created Focused on Time because I believe that time is the most valuable resource we have. We can always make more money, but we can’t make more time.

I’ve seen so many photographers overwhelmed by their to-do lists, feeling like they’re chained to their computers instead of being out in the world doing what they love. And it doesn’t have to be that way.

Through this podcast, I want to share the lessons I’ve learned, the tools I’ve discovered, and the strategies that have helped me – and many others – find more time, more balance, and more joy in their work.

What to Expect

So, what can you expect from Focused on Time?

In each episode, I’ll cover topics like:

• How to streamline your workflows and cut down on repetitive tasks.
• Practical tips for mastering time management, even when life gets hectic.
• How to confidently outsource the things you don’t have to do yourself – like editing, admin, or social media.
• The tools, apps, and systems that can make your business run smoother.
• And ways to create a business that supports your life, not the other way around.

Here’s the best part – most episodes will be short and sweet. I know your time is valuable, so I keep the chitty chat to a minimum and focus on packing each episode with actionable advice you can start using right away.

Some episodes will dive deep into one specific topic, while others might feature guest experts who can share their own tips and experiences. But no matter what, every episode is designed to save you time and make your life a little easier.

Each you'll get your Weekly Focus Assignment. A small, actionable task to try out in the next week to make your business just a little more streamlined.

These assignments are designed to be simple but effective, helping you take small steps toward big productivity gains. Whether it’s tweaking a workflow, automating a process, or carving out time for something important, the goal is to help you make real progress without feeling overwhelmed.

This Week's Focus Assignment

Is simply to subscribe to the podcast!