When Admin Becomes the Art: Lessons from Behind the Scenes

When people picture an artist’s life, they usually imagine long hours in the studio, paint on sleeves, and bursts of inspiration that transform into finished works. Few imagine the invisible backbone of administration that holds everything together~ emails, contracts, website maintenance, taxes, policies, and troubleshooting digital storefronts at midnight.

Recently at Art Collective International (ACI), we had a hard reminder of how fragile that backbone can be. Our main PoD unexpectedly wiped several product pages, removing listings that represented weeks of work and cutting into our ability to show up for our community. Instead of painting or sketching, hours were spent troubleshooting, rebuilding listings, and reevaluating what products we could sustainably offer.

It was frustrating, exhausting~ but also a revealing experience.

Shifting Practices Through Admin Chaos

The disruption forced us to pause and ask: how much of our creative practice is tied to the systems that hold it? And what happens when those systems fail?

• Rolling with it: Honestly, I was angry when the listings disappeared. But I didn’t have time to sit in that anger. I had to roll with it so I wouldn’t get rolled over, and we wouldn't get screwed over. 

• Q4 logistics: With the year’s busiest quarter coming up, admin and logistics are heavy. I'm hitting about 14-hour days, working on not just my art but helping my business partners with their art and products as well. That doesnt even include planning, restructuring, and still creating at the same time is no small feat. I made the choice to forgo my fall releases in order to have a stronger, unified winter release~ while also managing launches for several other releases already in motion.

• Refocusing trust: For us, it came down to trust. P broke that trust by removing curated items without explanation. Those pieces were chosen for a reason, and it felt wrong to have that decision taken from us. While POD has always been secondary to our in-house work, digital pieces in particular rely on POD to exist beyond pixels and data.

The Invisible Artwork

At ACI, we often say art isn’t just what you see on the wall. It’s the care in the process, the choices in materials, and the community that sustains it. Long before this disruption, I’d add that administration is also part of the artwork.

Behind every painting or sticker or zine lies:

• A contract that protects both artist and collector.

• A spreadsheet balancing costs so art remains accessible.

• Emails answered, policies written, and digital storefronts constantly rebuilt.

These are brushstrokes too, just hidden ones.

The Decision Process Behind Every Item

So much goes into what we do (and don’t) choose as products~ especially when it comes to PoD. Each piece has to move through a careful checklist before it’s ready to share with the world. Generally, the steps look something like this:

1. Create the Artwork
   Draw, design, or make the piece.

2. Document & Edit
   Photograph, scan, or digitize, followed by editing if needed.

3. Curate the Product Line
   Decide what formats best honor the work: materials, sizes, types, and product options.

   At this stage, we ask:

   • Does this piece succeed on the chosen items?

   • Is the image quality good, or do we need to reshoot?

   • Do edits or adjustments need to be made for sizing?

   • Is the color true to the original piece?

   • Should this be a limited release?

   • What’s the turnaround time?

   • Will we stock this item in-house? If so, what are the MOQ requirements?

   • Which manufacturer best matches the vision for each item?

4. Sampling
   Order samples to confirm quality and accuracy.

5. Launch
   Post, list, and share the finalized items.

And these are just some of the considerations. The grand step-by-step checklist is far longer, but this gives a glimpse into the invisible labor behind every single item you see in our store.

Why Learning Admin Matters

If there’s one message I’d give to newer artists, it’s this: learn the admin side early. The earlier you do, the smoother your art practice will flow. You’ll be better prepared for hidden challenges, unexpected disruptions, and the realities of sustaining a business.

Admin might not feel creative, but it protects your creativity and will save you time in the long run. 

Moving Forward with Gratitude

This experience reminded me that sustainability isn’t just about materials or themes~ it’s about systems. The “art” of administration is what allows ACI to weather storms, shift when needed, pivot when necessary, and keep our doors open to community and collectors alike.

And most importantly: Thank You. We’re incredibly grateful for everyone who has stayed in touch and supported us while we traverse these challenges. While some items will remain with P, we’re also bringing in other providers of better quality and caliber~ because our community deserves that. Your patience and encouragement mean the world as we navigate and mitigate these changes.

Thank you for standing by us~ we’re stronger because of you.