Freelance Interview Series – Protecting Your Mental Health with Momina Asif

Freelance Interview Series – Protecting Your Mental Health with Momina Asif

by | Jul 15, 2022 | Blog, Resources

Momina is a freelance copywriter and editor for marketing, eCommerce, and mental health companies. She speaks openly and honestly about her mental health journey and recently took a sabbatical from freelancing to prioritize her mental health.. She shared transparently about her struggles as a freelancer and how she combats anxiety and depression.

Protecting Your Mental Health

1. What were the signs that you needed to start focusing on your mental health?

I started struggling with mental health issues during my undergraduate studies. It was a stressful time, but I didn’t take it quite seriously.

There is a lot of stigma around mental health in Pakistan (where I am from), and it was a long journey to first identify and accept that there was something wrong with my health and then another huge process to seek help.

When I started freelancing, I was working from my home office and was confined to my room, hunched over a laptop all day long. I would just do a quick lunch and sometimes even forget dinner. A routine and/or balance was non-existent.

Then I started feeling irritated about my work, the same work I was absolutely loving before. I felt like every article was a mountain that I had to conquer. The process of writing and submitting my work — research, outlining, first draft, editing — all of it started to overwhelm me.

I was beyond stressed out. My GI issues were getting worse, and I was not sleeping properly. That’s when I decided to hit pause and take some time off to catch a break.

2. Are there any tools or books you turn to regularly to manage your mental health?

I journal almost daily in the mornings, and that helps me remain in tune with my emotions and feelings. Journaling is also a great way to write things down, process them, and let them go.

I am very new to meditation, and though I get distracted a lot, it helps me with the constant state of anxiety my brain is used to being in. Meditation helps me calm down, think positive thoughts, and focus on gratitude and positivity.

As an anxious person, I also rely on my to-do list to get me through the day. I write everything down, however small (like follow-up with someone or reply to an email from a client). It helps me keep organized, feel less panicky, and stay more goal-oriented throughout the day as I work towards checking things off my list.

The book I go back to the most is ‘The Comfort Book’ by Matt Haig. It feels like a warm hug and tells me that, yes, everything is going to be okay.

When I feel down or demotivated, I also revisit my “Kudos Folder,” where I have added all the good things my clients have said about me and the excellent reviews I have received because of my work. It feels fantastic to know I achieved all that, and it keeps me motivated toward what I will accomplish next.

3. Talk to us about the pros and cons of social media when it comes to your mental health.

Social media can be extremely overwhelming, and as a freelancer whose entire career depends on social media, it’s challenging to just delete my accounts and disappear (although sometimes I would love to).

A couple of years ago though, prior to freelancing, I did delete all my social media accounts. The constant flow of opinions around me, the updates from friends I was no longer talking to, and the “perfect lives” people showed on social media was all too much.

No Instagram, Facebook, or Twitter meant I wasn’t checking my phone first thing after waking up. It also meant less emphasis on the world around me and more time to spend with myself to do some soul-searching.

Now though, I rely on Twitter and LinkedIn to get clients, do outreach and build my personal brand. So, how do I make sure I don’t let it affect my mental health?

– I keep my notifications turned off.
– If things get overwhelming, I delete the apps from my phone.
– I try to have social media-free weekends.
– I try to be as real and authentic as possible and follow people who don’t make these platforms a toxic and negative experience for themselves and others.

4. What are your go-to activities when you’re fighting burn-out or other mental health issues?

I love reading, and finding an amazing new book I can devour is the ultimate happiness for me (apart from good food). I also love binge-watching TV– I make sure something is on my to-watch list at all times. It makes me happy to have something to look forward to after work or on the weekends.

Going for walks helps me a lot too. Not just the physical aspect of getting up and moving but walking also gives me time to organize my thoughts and calm myself down.

5. Any additional tips for freelancers who are looking to protect or work on their mental health?

Start with identifying your emotions. Add a journal entry daily of how you feel that day — happy, sad, energetic, motivated, lazy, tired, sluggish, mentally drained. It helps you keep track of your frame of mind and can help you identify when something isn’t right (and why).

For me, the most significant part of the healing journey was accepting there was something wrong with my health (not with me). It’s such a huge but difficult step, and once you accept it, you can actually feel a shift within yourself as you start focusing on ways to get better.

Create a support system of other freelancers. Talk to them about your struggles and reach out for help when you feel alone. Having friends you can reach out to, who are freelancers themselves and understand the stresses of being one, can help you a lot.

 

Follow along with Momina as she continues to share her journey in an endearingly vulnerable and transparent way.

How to Repackage Your Services and Sell the Value of Your Work

How to Repackage Your Services and Sell the Value of Your Work

by | Jul 14, 2022 | Blog, Resources

Pricing and packaging are hard to nail down as a freelancer. No way around that.

Often when you start out freelancing, you don’t have the confidence yet to charge what your work is truly worth. We often set our rates too low and sell ourselves short.

This was true for Samantha and me when we first started freelancing. We were charging hourly and quickly realized that the value we offered was being lost as the hours were tallied up.

The good news is that while pricing and packaging your work appropriately and accurately is challenging, you are your own boss. You run your own business and you can shift things whenever you want to!

So if you don’t feel properly compensated for your work and you want to start charging more, it’s time to make a change. We’re going to guide you through how to reposition your packaging, and raise your rates confidently so you can get paid more.

And, we’re living, breathing proof that these steps work.

If you don’t feel properly compensated for your work, it’s time to make a change.

Shift your mindset from selling services, to selling outcomes.

Repeat after me: the work that you do is important. You don’t simply complete tasks, you help push businesses forward. For example, you’re not selling 3 blog posts for $1,000. You’re selling an outcome: content that’s going to increase traffic to your client’s site and ultimately lead to more revenue.

If you read that and are having a hard time figuring out the outcome and value you’re selling, try this:

Look back on your last five clients. What was the outcome of your work together? What value did they get from that work? It can even be helpful to look through past emails to see what exact words and phrases they used to describe your work.

Use this to build your outcome-based elevator pitch. The goal is to be able to explain the value you provide, in 2-3 sentences. Use this as the basis for sales calls, proposals, your website, and more.

For example, your elevator pitch might be: “I’m a content marketing and SEO expert with more than 2 years of experience working with early-stage startups. I help you scale organic traffic and revenue through optimized on and off-site content.”

From there you can detail exactly what the actual tasks and processes are to fulfill that outcome.

Position yourself as an expert partner.

It’s important that you not only think of what you offer this way but that you communicate it clearly to your potential client as well. When you start communicating the outcome and the actual value of your work (I.E. more website traffic, HR processes that impact the bottom line), it’s easier for you to charge a higher price and get paid what you deserve. It’s all about positioning!

That’s all well and good, but you may be wondering: what do you even mean by “positioning”? Great question! We’re talking about the way you refer and speak to your skill set and the overall value you’re bringing.

When you’re speaking to a new client, or putting together your proposal, be cognizant of the language you’re using.

For example, you might use language in your proposal like:

  • Together we’ll build a paid marketing strategy to…
  • Your in-house designers and I will partner on the creation of assets…
  • As your social media strategist, I’ll work closely with your existing team…

Notice how this language alludes to you partnering, rather than simply doing.

Make the change from hourly to retainer- or project-based pricing.

While this isn’t the right move for everyone, for many freelancers retainer- or project-based pricing is a way to distance yourself from explaining what goes into every minute that you’re working. What you do is worth more than the hours you put into it.

As the popular saying goes, “I’m not charging for the 10 minutes it took me to do this, I’m charging for the 10 years of experience I brought to it!” This is another powerful shift that starts with you (knowing the value of your work!) so your clients can understand it too.

What’s more, clients may not understand how much work goes into something you’re creating (remember, they’re not the experts in this, you are!). Rather than justifying what you know to be a reasonable number of hours, you can wrap everything up into one lump sum. Don’t forget to still be detailed in documenting the work included in that retainer or project so they can still clearly see the magnitude of work being done.

Use your website, marketing, and proposals as a way to communicate value.

You should be using your website, social media presence, and proposals as a way to communicate the value of your work clearly. This can be hard to do—even a humblebrag can feel uncomfy, we know!

But once you shift your mindset, lock down your elevator pitch and positioning, and tie in your pricing, it’s time to share that with the world!

Putting that message out there not only helps to get you in front of the right potential clients, but it allows you to sell value before you even touch base with a client for the first time.

Get a gut check from your community.

If you’re feeling unsure of your new positioning and pricing, run it by someone! Even if you’re running your business on your own, there’s an entire community out there who wants to help—and can provide insights you wouldn’t be able to get otherwise.

Find someone you admire and ask for their feedback. Don’t focus too much on whether you have competitive rates. Instead, get their opinion on whether they think a potential client could understand the value you’re trying to get across.

If you don’t have anyone in your back pocket to speak to already, start connecting with other freelancers through online and offline communities. Check out our list of freelance communities we love if you’re not sure where to get started!

You can also find either Samantha or me on social and run it by us, we’re here for you! Connect with us on Twitter: @SamanthaAnderl and @thelittlestflea.

When and How to Break Up With a Bad Client

When and How to Break Up With a Bad Client

by | Jul 14, 2022 | Blog, Resources

If you’ve never had to break up with a bad client, consider yourself lucky. This tweet from @Camieee, with dozens of comments, proves that many freelancers are all too familiar with the dreaded client breakup.

We all want our freelance projects to be smooth and easy, but the hard truth is that sometimes we take on clients who aren’t the right fit. Rather than try to bend and break to make the project work for both parties, in some cases, it’s better to part ways.

I remember the first time we had to break up with a client at Interimly. It was awkward and confusing and it felt bad. We didn’t have the right contract clauses in place to make it easy to part ways and we weren’t communicating well, which brought on even more unwanted stress and pressure.

Let my hard lesson be an opportunity to arm yourself with everything you need to do a better job than we did. Here are some contract tips, red flags, and even a “break-up template” so if you have to part ways with a bad client, you’re ready.

Let my hard lesson be an opportunity to arm yourself with everything you need to do a better job than we did.

Protect Yourself From the Get-Go

You never want to assume the worst, but putting the right verbiage in your contract ahead of time provides the coverage you need for a clean break. Adding a termination clause to your contract is what we like to call a failsafe. It should include how far in advance someone must let the other party know, how they have to let the other person know, and how any remaining payment will be handled.

Here’s an example, pulled right from Harlow’s contract proposal, which you get access to when you sign up for our free trial:

EX: The Parties may terminate this Agreement without cause, by [30] days’ prior written notice by either party. Client will be responsible for the remaining balance of any service package, due within 15 days of the final invoice.

While this might feel icky, I promise, your clients won’t bat an eye. It’s completely normal to include.

Why Breakup? Watch For These Red Flags

There are many reasons to break up with a bad client. You have to decide what’s worth bending for and what’s not. Here are just a few of the reasons why other freelancers in my community and I had to call it quits with clients in the past:

  • Payments are consistently late.
  • Consistent scope creep.
  • The client isn’t giving feedback in a timely manner.
  • The client isn’t communicating well, period.
  • The project is causing you unnecessary stress and becomes a time suck.
  • The project causes issues or interferes with other client work.
  • The client is disrespecting your time boundaries. I.E expecting responses when you’ve said you’ll be offline.
  • You’re feeling dread and bitterness more often than fulfillment and enjoyment.
  • You feel undervalued or overly criticized.
  • You and the client are no longer seeing eye to eye.
  • You’ve outgrown the work.
  • You raise your rates and they push back.

If any of this happens, first things first: don’t feel guilty! Not only is all of this common, but as freelancers, we need to make decisions that are right for our business and mental health. If you’re not being respected or paid on time—or you simply no longer align with the project—it’s better for you and the client to end the relationship.

I also want to be clear that I’m not suggesting you leave a client at the first sign of a challenge. It’s always best to start by trying to find a way to repair the issue and communicating your frustrations. If a solution can’t be reached, or the issue doesn’t change, that’s when it’s time to walk away.

It’s Time: How to Handle the Break-Up

If you’ve expressed your concerns and there’s been no progress, it’s time to make that clean break. This shouldn’t come as a surprise to the client, nor should it be the first time they are hearing about the issues. Still, this can be awkward and challenging, but hopefully, these tips make it a little easier for you to break it off.

  • Be transparent and honest with the reasons you’re parting ways. This will help them be a better partner to the next freelancer they hire. Remember to have tact, but be honest.
  • Reference your termination clause.
  • Make it very clear that your partnership is ending, and in particular, when it will end.
  • Outline what work you will complete and attach deadlines so expectations are aligned.

If you break up with a client on a video or phone call, make a list of things you want to say so you don’t forget anything, especially if you’re feeling nervous or anxious. The client will likely have questions and a set of reminders written down can ensure you get all the essential points across no matter how the conversation goes.

If you want to do this via email (which I would recommend) here’s an example template you can use:

Hi Client 1,

As we have discussed in the past few weeks, [REFERENCE ISSUES]. It’s become difficult to [INCLUDE YOUR CHALLENGE]. While I wish you the best of luck on this project, I no longer feel as though I’m the right partner for you and will need to transition off the project.

In accordance with our contract, I will provide support for this project for the next 2 weeks and help you transition as best I can. At the end of the 2-week period, I will send over a final invoice so we can close out the project.

In the next 2 weeks, I will be completing:

Task
Task
Task

Please don’t hesitate to reach out with questions. I’m happy to hop on a call to discuss further.

I appreciate your understanding and hope to stay connected,
NAME

Breaking Up is Hard, But Sometimes, Necessary

In the end, however, the sense of relief you feel can make it all worth it. All you can do is be prepared ahead of time and know when enough is enough. Your goal is to build a business you enjoy running with clients you love to work for and sometimes that means doing the hard things. If you’re stressed about breaking up with a client, know that we’ve all been there and we’re cheering you on! If you need extra motivation or need to phone a friend, you can always reach me on social.

How and When to Create a New Freelance Website

How and When to Create a New Freelance Website

by | Jul 13, 2022 | Blog, Resources

If you don’t have a website yet, but you’ve already started your business and are working with clients, don’t fret—that’s usually how it goes. But once you’ve figured out your offering and elevator pitch, played around with pricing, and have an idea of the type of client you want to serve, it’s time to add “create freelance website” to your to-do list.

If you’re not sure where to start, I’m glad that you’re here. We’re here to help guide you along and give you all the advice you need to get your freelance website up and running.

A great freelance website makes you look professional and polished.

Hold up, why do I need a website?

Okay, okay—do you need to create a website? Of course not. It’s your business. You don’t have to do anything you don’t want to do! We at Harlow, however, believe a website can benefit your business in a number of ways:

  • Makes you look more professional and polished. Most of your potential clients will be doing a quick google or looking you up on social media to get more information. Having a presence makes you look like the real deal.
  • Helps your potential clients get to know you better. This establishes trust and also helps them understand what you do and why you’re so good at it.
  • Gives your potential clients an overview of your services so they can establish whether you’ll be a good fit for them. Let’s be honest, we all have a limited amount of time, so let those who are interested use your website to pre-qualify and avoid unnecessary discovery calls.
  • Provides space for you to share social proof and testimonials from previous projects and clients. A recommendation from a previous client can go a long way.
  • Is a platform where you can share thought leadership and your expertise through blog posts, videos, and case studies. You’re an expert at your craft, create a space where you can showcase that.

What Makes a Great Website?

Here’s the good news: a simple website, with a few key elements that show who you are, what you do, and what you have to offer, is all you need. (What a relief, right?!) Here’s a breakdown of the most important parts:

Stand-Out Value Prop

The header of your website is the perfect place to make a clear and concise statement about what you offer. This is likely the first thing visitors see and it can help you make an impact right away. Use your header to state what you uniquely do in a simple but powerful way.

For example, freelance writer Grace Clamann’s value proposition is loud and clear: “Write copy for your website that makes people go… Damn, that’s good!”

It’s light, it’s playful and it helps her stand out. You immediately get a sense of what she does and who she is.

Offer Overview

This is where you outline exactly what you provide for your clients. You can create a single page to include packages and a la carte offerings, or separate the various categories into separate pages. You get to decide how to best showcase your offer, the only important thing is that they’re easy to find and understand.

Contact Page

If a potential client wants to get in touch, make it easy by including a contact page with a simple form they can submit. You can also include your phone number, email address, and social profiles, but don’t forget the contact form. The goal is to create as little friction as possible between them and you.

About Me Section

Your “About me” section (write and own that bio!) achieves two key goals:

  • Creates an emotional connection. Potential clients may feel called to work with you because they connect with some element of your story.
  • Provides professional legitimacy. Certifications and relevant past experience show that you don’t just talk the talk, you walk the walk.

To make the most of this section or page, include:

  • A headshot. Make sure it’s a clear photo of only you. It shouldn’t be pixelated or too small, which makes it hard to see. Don’t have one? It’s easy to snap a solo shot using the camera on your phone and a timer. Or give a friend a call and have a photoshoot!
  • Your bio. This can be multiple paragraphs long, or brief, with just a few sentences. If you choose a longer bio, it may be wise to also include a shorter intro that outlines the highlights for potential clients who want to get to know you quickly. This isn’t a place to regurgitate your resume, but to tell a story about your experience and how it’s brought you here.
  • Any relevant certifications. Including this shows you take your work seriously and bring specialist expertise to the table. You did the work, now own it!

Social Proof

Use the words of past clients to show that you do great work and provide results. When a new client is considering your services, they’re likely wondering: “But can she really do what she says on her website?” Social proof answers that question.

The main types of social proof include testimonials (video or text), case studies, and reviews. All of these are valuable as your business grows.

The easiest way to start collecting testimonials is to ask at the end or during projects that are going well. You can even make this easier for your client—and less awkward for you—by creating a Google Form with just a few questions for clients to answer about their experience working with you. Pro tip: make sure you ask for permission to use their responses in your marketing materials.

Note that you don’t need to have an entire page dedicated to social proof. You can include them on your home page like freelance designer, Krisa Canvender, does.

Portfolio Page

This isn’t necessary for every freelancer. But for writers, designers, or any creative freelancer, we think it’s smart. This is where you showcase the work that you do. Paired with testimonials, you’re not just telling clients what you can do, you’re showing them—and that’s so much more powerful!

Blog

If you enjoy writing or want to build more thought leadership and credibility, a blog is worth considering. This is a chance to share your experience and unique point of view, which can help you stand out.

If you’re not sure where to start, here are three simple steps:

  • Dig through past projects and clients and create a list of problems you’ve helped solve. Make note of common questions asked or issues that came up.
  • Ask your clients what they were searching for when they found you.
  • See if there are trending topics and conversations happening on social media in your field.

The topics you find through this research are likely great topics for you to write about for your blog.

So, How Do I Actually Create It?

I’ll start with the good news: you don’t need to be a designer or developer to build a website. There are plenty of platforms out there that help you spin up a site quickly. Many of them were built to make web design easy and simple, which makes them perfect for freelancers like us.

Most of the platforms now offer drag-and-drop features and made-for-you templates. In other words, all you have to do is pick what you like, add your branding, and voila! Here are a few options that make it shockingly easy to build a site from scratch:

The key to finding the best platform for you is to know what you want in a website and what support you need in building it. Then you can compare your options.

What Does a Great Website Look Like?

It’s one thing to know what goes into a great freelance website, but if you’re like me, you need a visual to really understand how all the pieces fit together. Here are a few shining examples:

Mini Media Marketing

Freelance Marketing Consultant

I love Codi Johnson’s website for so many reasons! A few noteworthy mentions:

  • Easy to use and clean navigation right at the top of the website.
  • A blog that showcases her social media expertise
  • A “see my work” page, which is the portfolio that shows she can do what she outlines in her services.

Angela Garcia

Freelance Brand and Web Designer

Angela Garcia’s unique style stands out right away—and her website has all the key pieces! Here are some stand-out qualities:

  • Simple and clear value proposition right in the header.
  • A simple portfolio page that links to a deeper dive into each design/client.
  • An about page that speaks to the reader while sharing her unique expertise.

Kat Boogaard

Freelance Writer

You totally understand Kat’s vibe and brand right away when you land on her homepage, and that makes it stand out. She uses excellent storytelling to draw visitors in. Other honorable mentions:

  • Casual header and photo of herself that welcome you into her world.
  • A unique and on-brand form on her contact page.
  • An entire section dedicated to highlighting her newsletter, course and more!

Okay, What’s Next?

Once that website is up and running, it’s time to get it in front of people! Make sure you add it to your social media profiles, include it in your email signature, and put it on any print materials you might have!

Your website is your digital summary, so you want to make sure it can be found quickly and easily from any profile, platform, or touch-point where a client might find you.

Remember, you can start small and build as you grow. A clean and simple website that shares who you are, what you do, and how you’ve helped previous clients is a great place to start!

Freelance Interview Series – Juggling Work, Passions and Community with Kimber London

Freelance Interview Series – Juggling Work, Passions and Community with Kimber London

by | Jun 30, 2022 | Blog, Resources

Kimber London is a freelance writer, model, and active member and supporter of the LGBTQ+ community. They wear many hats and inspire us to get involved in and make time for the activities that are dear to us – no matter how busy we are.

Despite their full schedule, Kimber manages to prioritize what’s most important to them. They shared their perspective on making time for hobbies and passions on top of a busy schedule, along with ways to get involved with and show support for LGBTQ+ communities.

Juggling Work, Passions and Community

1. You’ve been a freelancer, worked a 9-5, and modeled. Can you tell us a little bit about the pros and cons of each working style and which role you enjoy most?

When it comes to a career, I certainly have worked in many. I graduated on the Dean’s list at the University of Washington from their competitive Creative Writing program. At the time, I had just shaved my head and discovered that modeling was my passion, so I took on freelance writing clients to support my modeling. I paid to travel to photo shoots and runways all over the world and, today, I teach models what I learned along the way. I save my students a ton of time and money that’s for sure!

Modeling, like other industry arts, is a job that usually pays about 90 days out. So you may have made a decent day rate, but you’re not gonna see it for three months. You literally have to work another job to pay the bills. I remember days where I’d clock out of my bartending shift the night before shooting with Post Malone. My most recent gig pulled in over $20,000 and I’m so proud. It didn’t happen overnight and I’ll keep working at it always. I started off solo and at this point in my career I’m currently represented by a print agency, a commercial agency, a theatrical agent, AND a manager. So my advice to talent in the field is: get a team to represent you – but that applies to most things.

So I definitely lean towards a freelance lifestyle, just because being an entrepreneur has always been important to me. I want to be my own boss. I wanna have my own hours, however, I got into my apartment because of my steady 9-to-5 job. I have healthcare and other benefits. But it’s a trade-off… A trade-off of time, which is the most valuable asset in my opinion.

So, how do I justify it? Well, the times in my life when I’ve worked on a schedule, whether in food service or full-time or side gigs, it always had to be teaching me something. If I learned a new skill that I thought was important, it was worth the initial endeavor. Now, as you might imagine I’m not really one to keep a job for many many years because ultimately I do want to build my own dream. Not someone else’s. And that’s what you have to think about at the end of the day.

2. You started working remotely when the pandemic hit. Can you talk to us about that transition and any struggles you experienced?

During the nationwide pause, work in Los Angeles was on lockdown. In a city run by the entertainment industry, working actors, models, directors and crew were not considered essential. So, after two months in LA and not seeing things improve, I moved back to the Pacific Northwest, to Coeur D’Alene, ID, for a change of scenery. I had fallen for it while visiting and took advantage of the cost of living. Like I said, I’m still represented in Los Angeles so I can travel for work and get direct bookings as a result, meaning less auditions, more work.

But coming to Coeur d’Alene, ID did have its challenges. This town isn’t known for its gay friendly neighborhoods and programs. However, I was recently elected to the North Idaho Pride Alliance board and have enjoyed volunteering in a community that needs the support. Because I work remotely, it’s important for me to volunteer in the community, which is what I do with my LGBTQIA+ involvements.

3. You’re actively involved in your local community and LGBTQ+ organizations. How do you make time for passions and hobbies on top of your work?

I’ve always wanted to be asked this question. Because when someone asks you this question, it means that they see all the places that you stretch your schedule. Gary V inspires me daily and much like he does, I’ll look at my schedule to decide what’s truly important for the week and if it’s not crucial to my end goal, I open up my book for different plans. In other words, if it’s not a hell yes – it’s a hell no. I just happen to say hell yes to a lot of things like: learning valuable skills at my 9-5, writing freelance nights and weekends, drag show performances twice a month, PRIDE meetings twice a month, and time with friends on the boat or in the water.

4. How would you recommend other members of the LGBTQ+ community get involved and seek out their local organizations?

If you’re interested in local LGBTQ resources, the easiest thing to do is go online to lgbtcenters.org/LGBTCenters and you can search local community centers. You can always email NIPalliance@gmail.com and we can help you get the answers you’re looking for. Sometimes all it takes is a simple Google search for LGBTQ friendly businesses in your area. The best is word-of-mouth. If it’s a small town, it won’t be too hard to find.

5. What advice would you give to those who are striving to become better allies?

If you’re striving to become a better ally, we love you already! My friends who try with my pronouns and sometimes get it wrong, are working on it. That means so much to me. So it’s really all about growth. And understanding what being an ally means, that it’s someone we can depend on when people try to bully us. It’s parents who love their children no matter how they identify. It’s somebody who checks their bigoted friend’s behavior. It’s someone who will hold our hand, and shield us from the attacks of others who hate our very existence. So, give us a hug basically! Shit’s heavy out here. We can all use some help carrying the weight of what’s happening in this country right now. For women, for gays next, and segregation and on and on until we all say enough is enough. So being an ally is amazing and we need more of you!

 

Follow along with Kimber on Instagram to learn out more about them and stay in touch!

5 Simple Ways to Streamline Freelance Project Management

5 Simple Ways to Streamline Freelance Project Management

by | Jun 21, 2022 | Blog, Resources

Freelance project management is often an afterthought, and if this hasn’t been an area of focus for you yet, that’s totally okay! In the first few months and years, all you’re focused on is getting clients and doing the work. As your roster of clients grows, it’s important that you start thinking about how to efficiently manage your clients and work.

When we say project management, we’re referring to the organization and management of your schedule, timelines, and resources. I know, I know, you don’t want one more thing to think about, but this is an important one!

If you’ve been feeling frantic or chaotic, this might be why. Without the right tools, processes, workflows, and time and communication boundaries, this feeling won’t go away.

The good news is, I’ve been there (oh, have I been there, check out mine and Samantha’s lessons learned), and I have a few tips to help you streamline your project management so you can run your business without your head spinning.

With the right systems and tools, you can run your business with ease.

Set Client Boundaries

Boundaries around time and communication are critical, both for your mental health and to streamline your freelance project management. If you set the precedent that you’re able to answer every message within minutes or are available for calls at any time, it can be hard to manage your schedule and get real work done—and if you’re not charging for that time, it adds up!

This issue can also affect your other client relationships and work, which doesn’t bode well for a long-lasting business. If you’re spending too much with one client, what happens to the others?

While there are many ways to set boundaries around time and communication, I have a few suggestions based on my own personal experience:

  • Document expectations around time and communication upfront. Specify when you’re available and how you prefer to communicate. Managing Slack pings all day long can be an exhausting and inefficient use of your time. Bonus: you can also reference this information later if there are questions or issues about your availability.
  • Choose one or two days a week for meetings. This totally changed the game for Samantha (my Harlow co-founder) and me. We scheduled all of our meetings on Tuesday so we could spend the rest of the week getting work done and focusing on our personal lives.
  • Stick to your boundaries. Bending once or twice for emergencies is fine, but letting it slide regularly means you’re back at square one. You’re telling the client that they can communicate when and how they prefer, which is not what you want.

Invest in the Right Software and Automate Where Possible

The right tools will make your life and business so much better—but notice how I said, the “right” tools. Having too many products onboard can be a distraction and add to that my-head-is-spinning feeling.

Once you have the right tools, consider how you can automate tasks. This speeds up your processes and keeps you on track, no matter how many clients you have. The idea is simple: less hands-on time equals more work getting done.

To streamline your freelance project management, consider all the ways you can use tools to automate your processes, including:

  • All-in-one management software: Harlow is obviously our go-to for managing everything from creating proposals and sending invoices to organizing tasks and tracking time in one easy-to-access place. We built Harlow to help you feel less stressed and more organized—a win-win! Bonus perk: you can schedule your invoices in advance so they get into your client’s inbox on the first of the month without having to remember to send them!
  • Meeting booking: Don’t play the back and forth game of When can you meet? Oh, that doesn’t work. What about this time? Okay, I can do that date but not that time. Those emails take precious minutes from your workday and you don’t always have minutes to give! Use a booking tool, like Calendly or YouCanBookMe, so all you have to do is send a link and let someone choose the time that works for them. So simple, yet so brilliant. And no, we don’t think this approach is impersonal, it’s efficient.
  • Client onboarding: Automate your client onboarding processes by creating templated checklists that you can use at the start of every engagement. For example, you may need to explain repeatable details like how you work, the tools you use, or the timeline you typically follow or get certain information from your client up-front. Document this all once so you can include it all in your proposal or send in a kick-off email at the start of every engagement.

Create a Clearly-Defined Scope of Work

This is one of the most important things I did when I was a freelancer. A clearly defined Scope of Work (SOW) sets everyone up for success because it outlines exactly what needs to be done and when.

The key to getting the most out of your SOW is the “clearly defined” part. A loose plan will make project management more difficult because the client doesn’t know what to expect and you don’t have deadlines. When this is defined, you can easily plan out the timeframe, assets needed, tools required, and more.

Here are some things that go into a well-defined SOW:

  • Clear project outline
  • Specific items/tasks/projects listed out
  • Timeframes and deadlines for each item listed
  • Specific details about communication and delivery of assets
  • Breakdown of pricing
  • Next steps to get started

If you want to build those long-term freelance relationships and keep your business humming, this can’t be overlooked.

Develop Standard Operating Procedures

An SOP is a checklist that you set once and then use again and again. In other words, it makes your life so much easier. For example, you can create a process for onboarding a new client, which might look like this:

  • Create and send the contract and proposal from Harlow
  • Create and send the first invoice from Harlow
  • Add tasks and project timelines to Harlow
  • Schedule kick-off call using Calendly

The key to making your SOP shine is including specifics. For example, reference the tool used for invoicing and link to your booking calendar for the kick-off meeting.

I know it seems simple, but as you grow, documenting these processes helps you get work done faster. And at some point, if your business is growing, you may need to bring on help, like a virtual assistant. Having this all documented and being able to simply hand over your checklist allows both of you to be more efficient and successful.

Ultimately, making a process repeatable is more efficient than making it up every time—and we’re all about efficiency here at Harlow!

Pro-tip: You can create these SOPs as task lists inside of Harlow so you can just clone them for each new client.

Collect Client feedback and Revisit Processes as You Grow

It’s great to get all of these pieces into place, but don’t pressure yourself into perfection. The processes you set up will be ever-evolving as you and your business grow and you figure out what works and doesn’t work for you.

Make the time regularly to reflect, so you can optimize as you go. Revisit your processes quarterly or every six months to make sure they’re still working for you.

And lastly, project management not only affects you, but your clients too. So it doesn’t hurt to check in with your clients as you’re reflecting. Are they having a good experience? Where do the processes you share with them need to be revised?

Alright, enough reading, it’s time to streamline your freelance project management.

We know you have a lot on your plate. It can feel daunting to start creating your processes, but a lack of organization can slow you down, make your head spin, and keep you from doing your best work. Use these freelance project management tips so you can do the work you love while thriving and growing your business.