Wearing Every Hat: My Organizational Structure as an Artist
By: Meelena Spikes – April 24, 2025
My Art Business Behind the Scenes
When you’re the only one running a business, it can feel chaotic trying to do everything at once — especially in a creative field. For a while, I didn’t realize just how many roles I was juggling until I sat down and organized it all.
So I created an organizational structure, just like a traditional company.
It’s helped me:
Understand what tasks fall under which “departments”
See how much I’m actually doing behind the scenes
Get clearer about what to prioritize, automate, or eventually outsource
Stay focused and aligned as I grow both Spikes Art Studio and Meela Mart
Even though I’m still doing all of this myself, breaking things up into departments makes my workload more manageable, and gives me a way to reflect on how my business works.
Below, I’m sharing what I do in each department so other artists can visualize their own structure, or even just feel less alone in wearing so many hats.
Admin
This is the role that holds everything together. Even though I’m the one filling every position, I still treat Admin as its own responsibility, the part of me that steps back, sees the big picture, and keeps the business aligned with my goals.
Here’s what I handle in this role:
Setting goals for short-term projects and long-term growth (creative, financial, and strategic)
Managing my time and workflow so I stay on track without burning out
Overseeing each department to make sure nothing is neglected — from customer service to inventory
Making all final decisions, from pricing to project timelines to platform changes
Coordinating capstone documentation and ensuring everything I do ties back to the purpose of this project
Even though it’s not directly creative, the Admin role is what helps me protect my creativity and make space for it to thrive.
Operations
This is the department that keeps the physical side of my business running smoothly, the behind-the-scenes work that brings each product to life and into someone’s hands.
Here’s what I handle in Operations:
Creating original art and commissions, from concept to final product
Organizing my production schedule so I know what needs to be made, finished, or restocked
Managing inventory for both physical products (like prints and stickers) and digital files
Coordinating print fulfillment with services like Luma Prints and Printify to ensure timely and quality results
Prepping packaging materials like thank-you cards, labels, and mailers so I’m always ready to ship
Operations is where vision turns into something tangible, it’s the work that makes the magic of creating feel real for both me and my customers.
Sales
Sales is where I turn interest into income. It’s not just about making money, it’s about making the experience of buying art smooth, clear, and aligned with the value I provide.
Here’s what I manage in this department:
Running my WooCommerce shop, keeping listings updated and products properly categorized
Processing orders and transactions, including customizations and follow-ups
Handling commission inquiries and quotas, making sure I don’t overbook myself while still welcoming personal requests
Tracking customer orders to ensure they’re fulfilled and shipped on time
Reviewing sales trends and performance to see what’s working, what needs restocking, and what can be improved
Sales helps me understand what people connect with and keeps the business side of my creativity sustainable.
Marketing
Marketing is how I share my work with the world and invite people into the story behind it. It’s not just about promotion, it’s about connection, consistency, and creativity outside the canvas.
In this department, I handle:
Creating social media content that reflects my brand and current projects
Designing story posts, reels, and graphics to share new work, behind-the-scenes moments, and announcements
Launching new products and drops with clear visuals, timing, and strategy
Promoting sales and discounts in a way that feels intentional and on-brand
Engaging with followers through DMs, comments, and reposts to build community and trust
Writing blog posts and captions that educate, connect, or tell the story behind my work
This department blends my voice, visuals, and values, and helps people feel like they’re part of the journey.
Finance/Accounting
This department is all about keeping the numbers in check so my art business can actually function like a business. It may not be the most glamorous work, but it’s essential for sustainability, clarity, and peace of mind.
Here’s what I do in this role:
Tracking revenue and expenses through regular bookkeeping (using simple spreadsheets and systems that work for me)
Managing my cost structure and pricing to make sure each product is both fair and profitable
Prepping for taxes and staying on top of self-employment obligations like quarterly payments and sales tax
Filing and organizing receipts and invoices, so everything is ready at tax time
Organizing discounts and sales to keep promotions intentional and financially viable
This department is where creative freedom meets financial responsibility, and I’ll be writing a separate post soon breaking down my systems and tools for artists who want to do the same.
Customer Service
Customer Service is where I get to show appreciation, build trust, and make sure every interaction reflects the care I put into my work. Whether someone’s ordering a print or just saying they love a piece, I want them to feel seen and valued.
Here’s what I handle in this department:
Responding to messages and questions across email, DMs, and my site
Handling order issues or returns with empathy and clarity
Sending thank-you messages and handwritten notes to add a personal touch to every order
Managing local pickup or delivery communication, making sure timing and handoffs are smooth
Reposting and thanking customers who tag my work, share photos, or leave kind words
Customer service is one of the most human parts of the business, and it’s where small gestures go a long way.
Brand/Product Development
This is where vision meets design, the department that gives my business its personality and shapes the way people experience my work, whether it’s through a sticker sheet or a full collection.
In this role, I’m responsible for:
Designing sticker sheets, prints, and packaging visuals that align with the aesthetic of each brand
Developing the look and feel of both Spikes Art Studio and Meela Mart, keeping them distinct but cohesive
Planning themed collections, like my bird series, that tell a story across multiple pieces
Creating logos, color palettes, and visual standards that reflect my brand values and stay consistent across platforms
Brainstorming new products and series, constantly thinking about what’s next and how to evolve
This department is where I get to blend creativity, strategy, and storytelling, and where I lay the groundwork for everything my customers will see and feel.
IT / Web & Tech
This is the technical backbone of my business, the systems, platforms, and digital tools that keep everything running smoothly behind the scenes. It’s not always glamorous, but it’s essential.
Here’s what I manage in this department:
Maintaining my website, including design, structure, and mobile responsiveness
Updating WooCommerce listings, adjusting product info, stock status, and images as needed
Troubleshooting issues with Elementor, WPForms, and other plugins to keep the user experience clean and functional
Maintaining my Linktree page, ensuring all important links are current and easy to access
Setting up and maintaining my financial books, from spreadsheets to receipt folders, to make sure the business side stays organized and accessible
This department is what keeps my online presence alive, and lets everything from blog posts to product sales run smoothly for both me and my customers.
Legal
The Legal department is what protects my work, my rights, and my customers. It’s where I do the research and write the rules that make my business more professional and secure.
Here’s what I handle:
Creating my Terms of Service, Return Policy, and Privacy Policy for my website to ensure clarity and compliance
Researching sole proprietorship vs. LLC, weighing options for structure, liability, and future growth
Staying informed about tax laws and requirements, especially for small art businesses and self-employed artists
Researching and following copyright rules for both commissions and print reproduction, so I’m respecting others’ rights while protecting my own
This department makes sure my creative work has a solid, responsible foundation, and that I can grow with confidence.
Strategy & Research
This is the department where I step back, evaluate, and plan. It’s about learning from what’s working, experimenting with new ideas, and staying connected to the bigger picture, both for my business and for my capstone.
Here’s what I focus on:
Doing market research through event attendance, observing trends, pricing, and audience behavior
Talking with other artists to gather insights, strategies, and inspiration from people further along in their journeys
Analyzing what works in the market, both in terms of visuals and business models
Testing pricing strategies and packaging appeal to see what resonates and where I can improve
Tracking which products, styles, or collections sell best, using that data to shape future decisions
Documenting everything for my capstone, making sure I capture the growth, decisions, and reflections along the way
Strategy & Research helps me build a business that evolves with purpose, not just reacting, but learning and leading as I go.
Wrapping Up
Seeing everything laid out like this reminds me just how much goes into running a creative business, and that it’s okay to take it one piece at a time. Every “department” I listed started messy, unclear, and evolving, and it still is. But now, I have a structure to grow within.
If you’re an artist, small business owner, or solo creative, I hope this gave you a clearer picture of what it actually looks like behind the scenes. You might be running an entire company on your own, and that deserves to be recognized and respected.
Disclaimer: I am not a tax advisor or business consultant. All content is based on my personal experience as a small business owner and is for informational purposes only. Please consult a licensed professional for tax or legal advice.
This post is part of my Honors Capstone project at Texas State University, where I’ve been documenting the process of building and managing a small art business from the ground up.