Running a photography business while raising kids and holding down a day job?

Yeah, it sounds like chaos.

But it can work—if you have the right systems in place.

Let’s go behind the scenes of how I keep my business humming, my home life (mostly) on track, and hold down a day job all with my sanity intact. These are the exact systems that allow me to thrive in all three areas—not perfectly, but sustainably.

Before I dive in though…

Don’t read it, listen to it!

I was a guest on the Called to Both Podcast with Joy Michelle, where I expanded on everything in this post. Check it out!

Systems to run my photo biz like a boss 🧠

Let’s start with the tech stack:

• HoneyBook: My CRM ride-or-die. I manage everything here—workflows, emails, contracts, scheduling, even invoices. Their mobile app? A+ for bedtime inbox zero.
• Airtable: This is where all my data comes together. I use it to pull in info from HoneyBook, ShootProof (gallery delivery), and my expense tracking. It’s my master system of record.
• Zapier: The duct tape of my business. It connects everything, automates the handoffs, and keeps the whole thing humming without me babysitting every tool.

My favorite automations

• Inquiry Workflow: Auto-reply emails let clients know they’re not screaming into the void. Immediate response = instant trust.
• Smart Booking Files: Clients can choose a package, sign a contract, and pay—all in one place. Takes me 2.5 minutes to send, because yes, I timed it.
• Onboarding + Offboarding: Session reminders, prep guides, thank-you emails, satisfaction surveys—it’s all automated.

What deserves a system?

I have two rules:

1. If I’ve done it more than twice, it’s time for a template.
2. If it’s rare but complicated (like my annual daycare photo sessions), I document the heck out of it.

📌 Takeaway Tip: Choose one repetitive task this week—maybe a client email or a reminder—and build a simple system around it. Automate it, template it, document it—just don’t keep doing it from scratch.

---

Systems that support my home life 🏡

Let’s be honest—feeding a family, coordinating schedules, and keeping your house from turning into a disaster zone is a full-time job on its own.

Here’s how I make it manageable:

Meals

We use Home Chef. It’s not the cheapest, but it saves hours of mental load. Bonus: my picky eaters tolerate it, and that’s basically a miracle.

Marriage = Teamwork

My husband and I share our Google calendars so we both know what’s happening and when. Whoever books something first gets dibs on that time. The other person either finds childcare or declines the gig. Zero drama. Just clarity.

House cleaning

I hired a cleaning service. She’s local, amazing, and I feel good supporting another woman-owned business. If cleaning isn’t your jam, outsource it. Period.

📌 Takeaway Tip: Pick one stressor at home—meals, cleaning, schedule chaos—and ask yourself: Can I outsource this? Automate it? Simplify it? Then do it.

---

Systems for prioritization, time management & boundaries

This is where the rubber meets the road. Here’s what actually helps me protect my time:

My favorite phrase: “That’s outside my zone of genius.”

It’s polite. It’s powerful. It helps you say no without guilt.

Example: I said no to a request for engagement photos. That’s not my thing. I stayed in my lane and referred them to someone amazing.

Idea capture on-the-go

I use Letterly, a voice-dictation app that uses AI to turn my rambles into polished blog posts, emails, or social captions. I once dictated three full blog posts on a single drive. Highly recommend.

Boundaries that actually stick

I have some non-negotiable boundaries that I use for ALL of my client sessions.

• No photo sessions on Friday or Saturday nights.
• Sunday mornings are for pickleball. Non-negotiable.
• Every year, I review how busy each month felt and cap sessions accordingly.

📌 Takeaway Tip: Write down your non-negotiables and your capacity limits. Don’t just think them—actually put them in writing so you can hold yourself accountable (and say “Sorry, I’m full!” without [much] hesitation).

---

TL;DR: Start small, stick with it

No, I didn’t build all these systems overnight. It was a slow and steady layering of better processes. But the payoff? More sleep, less stress, and a business that doesn’t run me into the ground.

So if you’re drowning in to-dos, start with one system. Tackle one task this week and build a better way to handle it.

Want a shortcut? Download my free guide: 3 Client-Pleasing Emails You’re Not Sending (But Should Be). They’ll instantly level-up your client experience.

Note: Some of the links in this post are affiliate links and I may earn a small commission if you make a purchase using them (at no cost to you). I only refer products that I personally love and use!