How to Be Organized as a Painter

Artists are often celebrated for their creativity, spontaneity, and passion—but behind every great painting lies a well-organized studio and a thoughtful process. Ok, not all of us are organized but our friend Julie is.

This week, we’re thrilled to welcome Julie Beck with a guest blog post, a professional painter known for her realist works and meticulous approach to her craft. Julie has learned that creativity flourishes best when chaos is kept in check, and today she’s sharing her personal strategies for bringing order to the colorful world of painting. From managing materials and maintaining a clean workspace to organizing ideas and project timelines, Julie’s insights will help artists of all levels find balance between inspiration and structure.

INTRODUCTION

Staying organized isn’t always a trait associated with artists — but I’ve never been one to fit that stereotype. I love organizing. For me, order and structure create the space I need to be creative and productive.

Below are my favorite tips for staying on top of everything: ideas, paintings, shows, and files. I like to keep my main organization area on the back of my studio door — where I can see everything at a glance.

I use super-strong sticky notes so they don’t fall off (this mega pack of Post-its has been perfect!) and a bold Sharpie so my notes are visible from across the room.

IDEAS THAT I WANT TO ENTERTAIN SOON

I use large, lined yellow Post-its for ideas I’m still mulling over. Ideas need time to marinate — but I like to keep them visible so they stay warm on the back burner rather than disappearing completely.

In addition to the wall system, I keep a few digital tools handy:

• A Google Doc for ideas I’m not currently exploring.

• A second Google Doc for “Orphan Titles” — like collecting potential band names. Whenever I hear a phrase I like, I jot it down until the right painting comes along.

PAINTINGS IN PROGRESS

For active projects, I use large, lined blue Post-its. Each painting has its own note and checklist.

Here’s what each one goes through:

1. Idea stage – confirm composition or setup.

2. Paint and finish.

3. Varnish.

4. Order the frame (custom frames take time).

5. Add hanging hardware.

6. Photograph or scan (for larger pieces).

7. Ship it!

Having this visual checklist helps me track what’s done and what still needs attention.

WHAT PAINTINGS ARE AVAILABLE, WHERE THEY ARE, AND WHERE THEY’RE GOING

Since I don’t have hundreds of paintings, sticky notes work perfectly for tracking my inventory and exhibitions.

Here’s how I color-code:

• Small yellow Post-it – the title of a completed painting (moves depending on where it’s located).

• Pink Post-it – represents each gallery.

• Blue Post-it – for a specific show within that gallery.

Each show note includes:

• Press deadline

• Delivery deadline

• Opening day

A good gallery should provide this information at least six months in advance — and if they don’t, it’s totally fine to request it.

📍 Example: Both RLS Gallery and Susan Powell Gallery are fantastic about communicating early and clearly.

If I’m considering a piece for a show but haven’t decided, I’ll tilt the Post-it or duplicate it — this visually cues me that it’s “pending.”

I also try to match each painting to the right gallery based on its collector base, ideally shipping it only once.

At the top of my board:

• Small yellow Post-its (left): Available paintings ready to go anywhere.

• Upper right: Paintings still at home but available for future shows.

DIGITAL ORGANIZATION

I’m a huge fan of Google Drive — it keeps my files accessible anytime, anywhere, even from my phone. This is where I keep all the most current versions of my materials.

My Google Drive setup:

Main folder: “Art Stuff”

Inside, I have subfolders like:

• Stuff for Submissions

  • Current Artist Statement

  • Current CV/Resume

• Commissions

  • Each client gets their own subfolder (invoices, descriptions, related files)

  • A general Commission Info Document for easy sharing

• Galleries

  • Folder for each gallery (great for sharing large files)

• Generic Stuff

  • Blank invoice

  • Letterhead

  • “Orphan Titles”

  • “Possible Ideas”

  • Catalogue of Work (includes every painting, title, size, price, and sale info)

• Classes

  • Each class gets its own subfolder for materials

COMPUTER BACKUP & FILE STRUCTURE

On my computer, I have a dedicated folder titled “I Am an Artist.” This is where I store larger files, backed up every couple of months with Time Machine. 

Inside that folder:

• Reference Images

  • Sorted by topic (people, animals, landscapes, textures, etc.)

  • Specific project ideas get their own folders.

• Images of Paintings

  • Organized by year.

  • Each painting has its own folder with:

    • High-res image

    • Medium-res image

    • Web-res image

    • RAW/Photoshop file

    • Scan file (if applicable)

• Stuff for Classes

  • Each class has its own folder with lesson files and student work.

• Online Content

  • Reels: Keep old videos worth reposting (an external drive is worth it!).

  • Promo Pics: Headshots, photos of me painting, teaching, or working in the studio.

FINAL THOUGHTS

Organization might not sound glamorous, but it’s the key to staying creative without feeling overwhelmed. A little structure means more room for inspiration — and fewer lost ideas or missed deadlines.