After Thanksgiving, you can pretty much count on everyone feeling the year coming to an end, energy is low, and so is productivity. Holiday parties, shopping, dinners, and wrapping up the year take priority over business deals.

What does this mean for the independent hustler…? TIME TO TAKE A BREAK!!!

All year long, we grind, and it’s OK to not work on a deadline based schedule for a few days or weeks. It’s time to re-energize, be lazy, and spend that much needed time with those important to you.

But I know some of us out there feel uneasy about not being busy 24/7, so the holidays are a perfect time to evaluate business strategies and begin mapping out the new year. Some things to think about to get you started:

• update your bio
• redesign your website
• organize your expense reports and plan your budget
• set attainable goals for the first 6 months of 2011
• create a social media strategy

Even just thinking about this stuff is a good first step. What will you be doing this holiday season to get ready for 2011?

Since starting my business last year, I’ve really made it a point to be disciplined with documenting my expenses and making sure all my financials are in order.  Although, I think there’s still room for improvement, my accountant tells me, I’m one of his best clients

So how did I get such praise? Although a few accounting and excel classes in college I’m sure helped, my experience as an admin assistant processing expense reports, reallly helped me in the long run.

One of the main things I feel have helped me stay on track is my “expense notebook”, a place to keep track of all my receipts!  It’s a bit time consuming, but I tape each receipt to the notebook in chronological order.

I also utilize my google calendar, by adding mileage, toll, and any expenses I incurred for a meeting or event, in the notes area. It’s an easy way to keep information organized. Last but not least, I created a spreadsheet that makes all the information easy to read and calculate come tax time.

Another best biz practice is to check in quarterly with your accountant to assess whether or not you need to file taxes. Breaking up the year into quarters to evaluate your financial statements, and pay taxes, definitely helps ease the stress of a cutting a big check to the IRS the following year. By filing quarterly you can break up the payments, and hopefully end up with a nice return instead.

If you don’t have an accountant, check out California Lawyers for the Arts (www.calawyersforthearts.org) as a resource, they offer workshops year round. You can also contact my accountant, Jotham Ty at jotham@tyacpa.com

How many of you send out newsletters, promotional emails, etc?

How many of you know if your emails are actually effective?

Do you have to scroll down the screen several times to read the entire message?

Did you spend over 2 hours crafting the message?

Do you email people that are going to consider your message spam?

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Yesterday I attended an “email marketing” workshop provided free of charge by the company Constant Contact (if you don’t know what service they provide, google them!).  It was very informative, and made me realize that not very many people know what they’re doing when they send out newsletters, and promotional emails.

A few things I learned:

• You should not spend more than 2 hrs crafting a message
• Reusing a template builds recognition
• Build readership habits by sending out email on same day/time
• In general, people take 3 seconds to read an email before deciding what to do with it (delete, archive, respond, etc)
• It’s illegal to send emails to people that have not subscribed to your newsletter

Although I would love to tell you errrything I learned at the workshop, I don’t have the time for all that, so I encourage all of you to attend when you get a chance.  Constant Contact offers workshops all across the United States, and are scheduled every month, so you have no excuses.  After the workshop, you walk away with a workbook, a copy of the presentation emailed to you, and the tools to confidently send emails to your contact list. Check this link for info on a workshop near you: http://www.constantcontact.com/local/index.jsp

Email marketing is one of the most effective ways to reach your customer, so DO take the time to make sure you’re doing it right… time is money.  Educating yourself on some basics in email marketing may be exactly what you need to increase the attendance at a show, or get better sales results.

Perhaps I’ll finally start a Papa Lo Down newsletter this year…

2010.

New year, new decade… I’ve decided that one of the areas of my life I’d like to put more energy into is my financial health.

The first step is to adjust my outlook on how I spend money.  Having a small business has made me realize I need to also approach my personal life like I would a small business.

income = revenue
spending = expenses
savings = profit
monthly bills (rent, phone, gas, insurance) = overhead

If you can begin managing your money like a small business, you might think twice about how and where you spend your money, and time.

There’s a lot more work involved in getting to a level of financial fitness that I feel good about, but having the intention, purpose, and setting goals, is exactly what needs to happen first.

First of the year, the decade, the beginning of financial success…!

UPDATE,  1/3/09 – I just came across this article from the LA Times, “Money Resolutions to make in 2010″, that has some very helpful advice about the topic of financial health.  Read it when you get a chance, it may save you $100 this year.

LINK: http://www.latimes.com/business/la-fi-cover3-2010jan03,0,7066429,full.story

A few weeks ago someone hit me up with questions surrounding her role and responsibilities as a manager to a new group.  Her main question:

“I feel like for the most part, they can manage themselves. But for them to be brought to another level, I believe that’s where I come in. For now, we’ve discussed my role as manager which includes taking up the tasks of: setting up a calendar of deadlines, gigs and what not; being their representative and liaison when someone wants to book them; and promoting them in any way I can (facebook, twitter, youtube, one-sheets, etc.). I think I’ve got that down, but here’s my question:

To what extent should I be there with them? Like is it necessary that I’m with them at all meetings they attend with other people and also, should I know EVERYTHING that is going on with them as a group? Say, if someone decides to make shirts for them, should I be there in the process of it all? Like really… to what extent should I be there for them? ‘Cause there goes that fine line. I don’t want to barge in or intrude if they don’t want me to be there, but at the same time, it feels like I should.”

Well… It depends. How invested are both parties? Do you want to be involved in every detail?  As a manager, you should be at all meetings, and part of every decision making process.  And yes, even at rehearsals and recording sessions.  One of the reasons for this is so that you’re all on the same page.  This is also your research, you have to know your client inside and out, because this will help you make the best decisions for them in the long run. And make sure they’re getting work done, that other people involved are being productive.

BUT, if your gut feeling is saying you’re wasting your time, and your stressing yourself out, you can step back and become a “project manager” or maybe you’re the “booking manager” or “PR manager”.  Breaking up the responsibilities in smaller sections is easier to handle, and defines what it is you are supposed to do, so everyone is clear.

Here are my tips:

- define your role and responsibility like you would a job description. Leave no room for confusion.
- Schedule monthly meetings, to re-evaluate progress, etc.
- Write out a contract/agreement!! This is IMPORTANT!! I don’t care if they are your family or bff’s. Having a written and signed agreement, makes everything that much more real, and holds folks accountable.

As a manager, you are the leader, and you’re on call 24/7, 365/year. And your client needs to respect that, they need to feel confident in giving up some power to you, that you’re making decisions and giving feedback with their best interest in mind.  If they can’t respect you, if they give you grief, then move on, or don’t give yourself that title.

In conclusion, I think this particular manager needs to change her role to a booking manager, and keep it simple. She is still learning the ropes herself, and without any industry background, you will find it frustrating to take on the full role of manager. Take on small roles little by little. Research everything you can about booking, then licensing, and touring, and publicity, and publishing, and networking, etc. It’s a lot!!

Also, if you don’t see this line of work in your future, if you don’t see the entertainment industry as a long term career choice, you might want to reconsider all the time, money, and energy you have to invest.  Supporting your homies can still happen without managing them, and driving yourself crazy…

It’s difficult to keep pushing forward, when money is tight, and all these uncontrollable factors bombard you from staying focused on your goals, and it’s easy to burn out.

I’ve been there, I’m there every few weeks, lol!  It’s a constant checks and balances to keep yourself in a healthy space that will nurture a positive environment to stay focused and motivated.

some things I do, that may help you:

1. Eat Healthy – I cook as many meals as I can, or eat home cooked meals provided by family and friends.  Eating out is NOT healthy! even if it is organic.  The actual act of choosing ingredients, washing, prepping, cooking, AND cleaning up after, has become a soothing exercise to get out of the work space. Having time to reflect, and just clear your head, and fill your stomach with good energy, keeps me happy, and sane. (Plus, you save hella money making your own meals.)

2. Run/Walk – Spending time outside, breathing, heart beat racing, is necessary for your body to maintain itself. If you don’t like to run, at least go for a walk (preferably surrounded by nature).  Your body is connected to your brain (duh!), so don’t just focus on one area too much, find balance in physical activities, that gives your brain a rest from thinking about everything on your to do list. Sometimes clarity comes along after a good running session…

3. Dream Big! – Ruby and I constantly daydream about what our future will look, smell, taste, and feel like… ”Thoughts become reality!” (Ruby wanted me to tell you that), so think about what it is you’re going after, envision your ideal life.  From your career, how much money you make, your family life, where you plan on traveling, all the little details, and big ideas, matter.  Once you think about something, it can manifest to reality! Your thought process is the fuel that the universe needs to create those opportunities for you.

In all business situations, knowing about the laws surrounding the industry you’re involved in, is essential to the longevity of how successful the business becomes.  Contracts, agreements, and all other transactions, whether monetary or not, should be legally documented.  Why? Because, these are the rules, regulations, and expectations, of what the deal is… Once both parties agree on the terms, it leaves little room for someone to not follow through with their end of the deal.  Those who fail to come through, will have a weak argument to battle in, or outside of the courtroom.

The higher the stakes, the more you realize how important it is to invest time and money in the legal aspects of your business.  This is something entrepreneurs should do first, to protect your assets is a top priority.  So when I got an email about a music business seminar happening in the Bay from Kofi Acquaah-Arhin (Papa Lo Down’s attorney/legal advisor), I thought I should let you know as well.

The Volume 2009 – Music Business Seminar, an all-day educational event for the Bay Area music community, is the perfect place for independent artists to learn more about this element of their career.  I highly suggest attending, especially since the fees are WAY less than many music industry events.

Check below or go the website www.calawyersforthearts.org for more info:

The media and society often depict success as a combination of fame, money, and beauty.  Unfortunately, a majority of people believe this and buy into it, literally.

I’ve taken an interest in dissecting the fascination with fame and how that perceived status, dictated by corporations, media and the government (yes, the government), translates to success in mainstream society. The recent death of pop star Michael Jackson, and author Paulo Coelho’s novel “The Winner Stands Alone”, has further raised my concerns in this matter, especially since my career is based in Public Relations.

I wonder how many artists believe that their success is measured by album sales, how many autographs they sign, how big their diamonds are, what designer gown they get to wear, the list goes on and on… And then I wonder if they realize that these are images that can be fabricated by corporations, media, the government (yes, the government), to control your spending and lifestyle as a consumer.  (Did you know that Public Relations was founded on the basis of controlling consumer spending?! Google Edward Bernays “The father of Public Relations”, and you’ll be amazed at how the concept of PR has affected almost every aspect of our lives and deeply intertwined in politics.)

The point I’m trying to make is that fame does not equal success! Yes, it can be used as a measuring tool. No, not all fame is bad. But, do not dictate your career on what the media has set as a standard.  There is a lot you will compromise to be the next pop star, if that’s what you’re striving for.  Don’t get blinded by the bling, privacy will become a luxury you can no longer enjoy, and your ego, a helium balloon left to deflate once the party has ended.

Perhaps I shouldn’t be sharing these thoughts with you (as a Publicist), but I question the role I play in people’s lives, and recognize the responsibility that comes along with advising or representing an artists’ public appearances and interaction.  The lifestyle you want to enjoy, your ethics, and comfort level with attention, are questions you should ask yourself as an artist when you decide what defines your success.

How will you measure your success?  Is pop stardom your goal? If it is what are you willing to give up for that?

I am very organized (ask Ruby). I can’t even start writing new emails until I’ve replied, or tagged and filed the ones already in my inbox.  When I cook, I need the kitchen to be clean with all my ingredients and utensils ready to use.  Everything has its place, and it’s one part of my life that I can control without outside factors interfering.

Organization can increase your productivity, and help you achieve your goals.  Once you have a rhythm and flow in your work schedule and organize your tasks, life becomes less stressful.  You can concentrate on the bigger picture, and make time for other things in life that should be important to you like, family, personal time, your health, laundry, cooking, etc. (the simple things that can get taken for granted).  When I am organized, I feel in control, and there is power in that alone to achieve your goals.

Organization is a constant work in progress, it’s trial and error, and hopefully along the way you pick up new tools to implement.  One of the tools I use is my weekly calendar, a dry erase board from Target for $10. Without getting into too much detail, I basically schedule my week on Sunday night, and write in deadlines, meetings, people to call, running, etc.  I recently added a post it system, inspired by Kiwi, which helps me manage my time and plan what days are set aside for focusing on a specific project.  It looks a lil something like this:

*Although using a “digital” calendar system or task list is helpful, I highly recommend using a “physical” tool that requires you to practice your handwriting skills, in addition to the google calendar and notes app.

What tools do you use to stay organized?

I just got a tweet from the homie Bendrix about an article on “Making YouTube A Brand Builder”. It’s a good read, and really useful.  I know I need to update my channel and re-brand it for PapaLoDown PR after reading this!

Here are the main points to take note of:

Use YouTube Channels
On YouTube, channels are also known as “user profiles” and basically comprise the place where you will upload all of your videos to. The first time out, YouTube will automatically create a channel for you, and will then add all subsequent videos to the same place. On it, you can control the way videos are featured and presented to viewers. “Channels are a great tool because anyone who likes your videos can subscribe to your channel and receive notifications when new videos are posted,” says Miller. “Think of it as your home page, and treat it as such by creating a unifying message that your loyal customers will return to again and again.”

Personalize Your Channel
A YouTube channel page is actually a profile page, which means you’ll want to customize the page to reflect your business’ image and brand. It can be personalized from your My Account page, where you can edit channel info (such as a new title and description for your channel page); channel design (the overall look and feel of your channel page); personal profile (business name, description, link to your company Web site, and so forth) and location information (city, state and zip code). “Don’t forget to put up a logo,” says Miller, “and to always use text that reinforces your marketing message.”

Use a Video Log:
YouTube offers companies the unique opportunity to post video blogs online in a way that doesn’t scream “Hey, we want your business!” Depending on what type of business you’re in, a video log that features a CEO, manager or other person discussing a topic of interest to viewers (an event marketing firm, for example, might produce a 5-minute video previewing an upcoming marathon) can be an effective way to spread your message. “It allows you to put a human face on your products and services,” says Miller, “in a cheap, quick way that doesn’t require a studio, lights or makeup artist.”

Get Viewers Involved
Miller says some of the biggest corporate YouTube success stories involve firms that used contests to attract attention to their YouTube channels. Product marketers, for example, might run a contest that entices viewers to submit their own video commercials for one of their newest products. Or, a firm could provide the necessary video components and allow viewers to “mash up” those elements into their own video. “It’s about moving viewers from simply being observers,” says Miller, “to truly getting them involved with your products and services.”

Manage Viewers and Comments
By default, all YouTube videos allow comments unless the feature is disabled, which in turn reduces viewer interactivity. “Many companies don’t even think about how to manage this aspect of the campaign until they hear something nasty,” says Miller. “The best strategy is to accept that there will be negative comments, and devise a plan for dealing with them.”  – Timothy R. Hawthorne via www.adage.com

www.twitter.com/bendrix