Studio Manager Responsibilities

Studio Manager Responsibilities
DAILY

• AM meeting for 10 minutes and PM meeting for 20-30mins to recap and structure the next day.
• Update To Do list
• Update Calendar – Post to Wall
• Answer Phones – log all calls
• Supervise Projects
• Maintain and keep client area supplie
• \Receive portfolio requests, prep portfolios, arrange/deliver & track portfolio(s)

SHOOT PREP

• Schedule and Produce Shoots
• Book Freelancers
• Organize Castings
• Liaison to clients and vendors via phone, e-mail, fax
• Prepare Invoices and Estimates
• Package final art for delivery to client
• Lightly prep images in photoshop and send jpegs via e-mail – clean up minor dust.

WEEKLY

• Maintain office and record keeping
• Organize Archive
• Data Entry Contacts and Quicken

MONTHLY

• Update Client List
• Research potential clients

QUARTERLY

• Research Competitors
• Organize tear sheets, libraries, archives

BI-YEARLY

• Fact check contact/client database

MARKETING/SALES

• Sales Calls: Never on a Monday or Friday, this also includes promo pieces, which should be scheduled to be rec’d on Tuesday, Wednesday or Thursday. Mondays in-boxes are full from the weekend and Fridays no one will remember the info the next week.
• Calls should be made T-Th starting at 10am – 11:30a – you stand the most chance of catching someone in the office before the day gets too into motion.
• Marketing Plan should be followed and scheduled accordingly. Allow time for preparation of data, design, contact update, printing, postage, etc.

AGENDA ORGANIZATION

• Keep a running list of items to be completed along with an “accomplish by” date. I prefer the term accomplish by as it has a positive connotation.
• List must be prioritized in conjunction with photographer/producer.
• Prioritize via color: Red – Hot
• Yellow – due in 24 hrs
• Blue – due by weeks end
• Green – due by next month
• No Color – accomplish in the quarter/keep on radar

• As tasks are completed – strike thru or check off.
• List must be updated at the end of every day.

CALL LOG

• Must be kept, all calls – incoming and outgoing combined, with date, time, conversation notes.
• When on a project deadline or shooting – calls should only be returned “rolled” from 3pm – 4pm, or when completed.

E-MAIL

• Personal e-mail may be checked in the morning, at lunch and end of day.
• Company e-mail
• Checked on the following schedule:
• First thing in the AM
• 11am – to catch people before lunch
• 3pm – to catch people before they leave for the day
• 5pm – end of the day