What is a workflow?
The best way for me to describe a workflow, work map as you may have heard before, would be: it’s a checklist of everything you do. To elaborate, a workflow is the order of steps your work passes through from start to finish. It’s the method you set up for getting your stuff done.
You probably already have workflows you follow in your life. Your morning/night time routines, the recipes you know off by heart, and how you shop at the supermarket are all routine things we do all the time, without even thinking about the plan.
Why you need to develop a workflow
Save yourself stress and money by following the right work map
Simply put, when everything is laid out in front of you, you can’t miss anything. You don’t need to waste time thinking about the next step, saving you a lot of time and energy in the long-run.
I have established workflows for my professional life I tweak every so often. In a business setting, it allows others to complete a task in the same way at the same quality because everything they need to know is laid out in a specific order.
How to create a workflow
You need to start by sitting down and visualizing the task at hand. Think carefully through each step you take in your process and write all of it down. You especially want to include steps your usually forget or cut around.
I wanted to show you one of my processes as an example, hopefully as a blueprint to help you along.
What my shipping process looks like:
- Review order in Etsy app and put aside stock.
- Pin buttons and enamel pins to backing/business cards. I do this because A. It looks nice, and B. it keeps the pins from clumping together in the envelope, which makes shipping more difficult and expensive. I combined my backing cards and business cards to reduce waste in my packaging and to cut printing costs.
- Pull out shipping supplies. All I have for my packages is paper envelopes, custom (paper) return labels, and promotional materials I already have made for live events. I have tissue paper and twine for gift wrapping. I used to use hot pink bubble mailers, but since Canada stopped recycling opaque plastics I switched to paper manilla envelopes and decorate them with washi tape.
- Stuff orders; I always add a thank you note to my orders as well as a sticker (if I have extras on hand). Don’t try to make it too complicated. With a bit of washi tape you can easily individualize boring envelopes while keeping it eco-friendly.
- Write out addresses on labels, not envelopes. It’s so much easier for me to write out address labels rather than the envelopes themselves because I often have shaky hands. The higher contrast also makes it much easier for the postal service to read and you don’t have to recycle the entire envelope if you make a mistake! You could print them as well, but unless you’re shipping out three dozen orders at a time it wouldn’t be worth the hassle. I also consider the cost of ink and power for something I can easily write by hand.
- Apply address labels before closing the envelopes. I always double check my package contents before sealing them; I would sometimes mix up orders with the same contents, so I had to stop writing names in my letters. I also discontinued using names because many of my customers haven’t given me their preferred name. I would take this into consideration if you’re appealing to an LGBTQ+ market.
- Fill out customs forms and save them to Notes app. If you can’t do this you can print them, but again I consider the resources for something that takes me 30 seconds on my phone.
- Deliver packages to post office and mark complete in Etsy app. I mark my orders as sent before even leaving the post office parking lot. You don’t want overdue packages in your shop manager; they reflect poorly on your shop’s overall standing.
- Follow up on your orders! Use those comments, reviews, and photos (with permission) to your social media. You want people to know that you’re great at what you do and this is factual proof!
Creating workflows drastically reduced my administrative work time and further freed me from my desk. I know adapting this workflow will benefit your small business practice and make you feel like the badass boss you are!
I have been using Etsy as the marketplace to sell my handcrafted goods and artwork since October 2016. In the beginning, I was running everything from my phone and this was actually helping me make more money! The Etsy app is the perfect example of a workflow as it takes you through the process of posting a new listing.
You can go read more about running and Etsy shop and how I increased my shop performance just by switching to the Etsy Mobile App!
-Joey @ The A/J
Joey Dean is an illustrator and artist lifestyle blogger. Since starting his online art-based business in 2016, Joey has been writing educational articles to help other artists learn essential solo-preneur skills like time management and productivity and is best known for his ability to translate left-brained concepts for right-brained people. Share his passion for art business and creative lifestyle on his blog, The Artist Journal, and catch him at @_joeywrites on Twitter.