In this issue of Ask FreelanceSwitch, we look at milestones and getting started. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I’m a graphic designer, and I just started my freelance career.

I have trouble setting up milestones with my clients. I am always forced to make them as simple as possible, but in the end of the day they add extra tweaks which take more time and don’t fit into the deadlines.

Is there any milestones managing tool or FAQ with good tips to solve my problems?

It sounds like you may be looking for two separate answers here: how to get your clients to stick to the milestones you lay out and whether there are any tools that are particularly good for managing milestones. As far as tools go, I personally use Basecamp — which eliminated milestones in the new version. I’ve been making do with Google Calendar for setting out specific dates and I’ve found that, personally, that’s all I need. But if anyone else would like to make a recommendation as far as tools that can help with milestones, please add your comment below! Most project management software has some sort of milestone tool, but they aren’t all the same.

As far as managing clients’ expectations, you have to be prepared to tell a client who adds a new element to a project that each change lengthens the schedule and increases the cost. In any initial paperwork you do, such as an estimate or a proposal, you need to make it very clear that if any changes are made to the project’s scope, that you will notify them of new milestones and the higher price they can expect to pay. Then, if someone tweaks the project specs, you need to immediately inform them how that change will affect the project schedule and budget.

If you make these steps a process that you follow each time a similar situation comes up, it becomes a lot less nerve-wracking to try to tell clients that their changes are going to make it impossible to meet the established milestones or deadlines. Continue Reading

In this issue of Ask FreelanceSwitch, we look at incorporation and working with family. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

If you are just getting started, is it too early to incorporate your business? If yes, when is a good time to incorporate?

I actually incorporated fairly early for a freelancer — about two years after I started freelancing full-time. My reasons for incorporation were based on having a few other things going on than straight up freelancing (including bringing in subcontractors). For many freelancers, incorporation is something that can be put off indefinitely.

Incorporation means that you’re going to need to pay out money every year to maintain your corporate status, pay extra money to your tax preparer and spend time on extra paperwork.

I’d generally wait until a CPA or other business advisor says that you really need to incorporate: you do get benefits if you might otherwise be liable for a problem, but I’ve only heard of a handful of cases where freelancers faced such issues. Generally, we can get by without incorporation. Continue Reading

In this issue of Ask FreelanceSwitch, we look at workloads and portfolio pieces. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

In my current post, where I’ve been for a year and a half, the workload seems to be unfairly high. It’s a small company that specializes in print design, with only three of us working there, including the owner. The owner is known for working crazy hours, sometimes starting at 4am (no joke) and working right through to 11pm.

Trouble is, I and the other employee seem to be expected to put in extra hours all the time as well. Our contracted hours are 8am-5pm + unpaid overtime ‘as and when required’. I don’t think I’ve ever left at 5pm; it’s usually 5.30 at the earliest that I get out, but the real problem is that the unpaid overtime amounts to quite a lot. I was in the office til 11pm a couple of nights ago – and I haven’t been out before 6.30 this week. More often than not he ‘has to go home at 5pm because of x, y or z’.

When I speak to him about the hours, the boss insists that this is just ‘the nature of the business’. I understand that some jobs will require extra or late hours in order to meet deadlines and I have no problem with that, but I think he’s using the ‘as and when required’ clause as an excuse to take on more work than he should, effectively selling his employees’ free time.

He’s quite an aggressive person and isn’t really all that approachable. I’m far from lazy either, but I need to have a life outside of work (we’re often expected to cancel plans if there’s work needing done).

So I’m looking for your advice on whether every graphic design agency really requires this much overtime or if he’s clearly taking the piss, and what you think I could do about it. As I’ve said, talking to him about it doesn’t seem to work, as you’re seen as not pulling your weight, and short of quitting, I don’t see any other solution!

I’ve seen a lot of graphic design agencies where the various contractors wind up working more than 40 hours per week — but they’re paid for their time. You absolutely have the right to get extra payment for that time, if you’re routinely putting in more time than you’re contracted for.

As far as being expected to work the extra hours, that generally does come down to who you’re working with. Based on your brief description, it sounds like you’re going to have a hard time actually sticking to a set number of hours a week at this particular agency — it’s going to be a lot easier to negotiate a raise. Quitting may be the most practical option for changing your work schedule (although I’m sure there are other considerations). Continue Reading

In this issue of Ask FreelanceSwitch, we look at getting clients and taking the leap. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I’m so interested in freelancing and just don’t know how to find clients. I know about sites like Elance but it’s tough competition as well as getting noticed. What advice would you give to someone just starting out, needing to find clients and to stand out from the crowd.

My specialties include desktop publishing, social media, and internet research.

Getting clients is the most important part of freelancing: without them, we literally don’t make money. At the most basic level, a freelancer has to be able to show the value of her work in order to land clients. In my opinion, it’s very hard to do that on sites like Elance — not only are a lot of other freelancers trying to do the same thing, but there are a lot of inexperienced freelancers there.

Instead, you need to think about what type of clients you want to work with. You listed three fairly different skill sets, but you may find some clients who want all three. Who are those clients? What sort of projects do they need completed? Where do those type of clients spend their time? You need to get your name and portfolio in front of the right kind of prospective clients. If you know where they spend their time, you can contribute to the publications they read, meet them at the right networking events and even attend their industry conferences. Continue Reading

In this issue of Ask FreelanceSwitch, we look at an introduction to freelancing and contracts. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

Dear Freelance Switch,
I am writing to you to request advice and tips on the following below:

• How does a freelancer set up their business?
• What tools and systems are needed?
• How do you market your freelance business?
• How long do you spend each day on finding customers and how do you find customers?
• How do you stick to your goals and achieve them?
• How to meet deadlines?
• How to be an organized person?

Some of my questions might sound too basic or simple to answer. I have become disabled and I cannot do full office hours. My profession was Microsoft.net Developer.

This is a big block of questions, most of which have been answered over the years on this site. I know searching back through the archives is overwhelming, though, so this seems like a perfect opportunity to pull out some of the best posts on FreelanceSwitch for these questions:

• Setting up your business: A Comprehensive Guide to Starting Your Freelance Career
• Tools and systems: The ROI for Project Management Tools
• Marketing: Build a Better Freelance Business with Strategic Branding
• Finding clients: Go Forth and Sell and How to Leverage Inbound Marketing to Make Clients Claw At Your Door
• Goals: Starting a Freelance Business in 2012: Planning Ahead
  
• Deadlines: Dealing With Procrastination
• Organization: Getting Ready for Next Year–Now

Continue Reading

In this issue of Ask FreelanceSwitch, we look at client communication and incorporation. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I’m a regular reader of FreelanceSwitch which has become very valuable to me since I became a full-time freelancer. I’m currently facing a problem with a client I’d like your insight about it.

I was asked by this client to create their website last year. Since this client is not at all tech-savy, decisions took quite long to make, but we managed to get the project going. Last time I saw them – in June – the website was nearly ready to publish, but they asked me for more revisions on this project, not really being polite about it. I did make the revisions and asked them if they were okay with it. I was told that they would look at it and get back to me the following week.

I never received an answer, despite emailing and calling. I ended up sending them a letter two weeks ago, asking them if the project was still on their agenda or if we should break the contract. I had no answer. However, I learned while talking to a shared acquaintance, that they don’t want a website for their business anymore.

I’m torn between two solutions:

Should I wait for them to contact me, risking that they’ll come and ask for their website completed for the next day or that I refund the deposit they made (I made the mistake of not specifying that it was not refundable in my contract)?

Or should I send them a termination notice for our contract, risking that they ask for a refund (or worse, since the owner of this business is moody and can be aggressive and litigious)?

This project was one of my first as a freelancer and I made a big mistake, being not specific enough in my contract. I’m kind of stuck, here, and like to have an external point of view.

What I would suggest doing depends on whether you’re still owed money on this project. I try to avoid ever leaving an unpaid invoice on my records, even if it means spending more time on collections than the invoice might actually be worth. If you’re still owed money, I’d contact the client via certified mail with an invoice for work completed. Be polite about the whole thing, but be firm. If the invoice remains unpaid, you can choose whether it’s worthwhile to take it to small claims court or to turn over to a collections agency. Continue Reading

In this issue of Ask FreelanceSwitch, we look at a case of nerves and a question of file ownership. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I am newish to freelancing (have done small freelance gigs, but mostly work full time for corporations) and I have an opportunity that is coming through for a contract to hire job. I am a Front End Web Developer and confident in my abilities but not having worked contract before, I get nervous. I have a wife and young son that I need to provide for and having insurance is important, as is job security.

Should I be nervous? What can I do to calm my nerves? How can I leave the corporate rat race and push myself to the promised land of freelance/contract?

It’s normal to be nervous when you’re making major changes to how you earn your living. There is more risk associated with freelancing or working on a contractual basis, matched by an increase in opportunities. Nervousness is just a reminder that you need to take steps to address that risk. Continue Reading

In this issue of Ask FreelanceSwitch, we look at repeat clients and increasing your workload. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I often do ongoing design projects with repeat clients. With repeat clients is it best to have a contract for each project, or just a simple agreement with a list of deliverables?

Most of my clients are actually on-going projects, where I’ll come in and work on their blogs without a set end date. Asking them to sign a new contract every month just won’t work out particularly well. So I write the initial letter of agreement we use to set up a project to include my ongoing rates and to cover the long-term.

If we’re talking about a whole new project on top of what I’ve already agreed to do, I write out another letter of agreement. Letters of agreement work the same way as contracts and legally function as such. I do think it’s crucial to get each project in writing with the client’s signature on it. Having to sign something seems to remind most clients that they’re dealing with a professional. Of course, on top of that, if the worst happens and you need to go to court over non-payment, you have an agreement in writing — which counts for a lot. Continue Reading

In this issue of Ask FreelanceSwitch, we look at project management tools and finding clients. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I’ve been freelancing for a while now and I’ve been getting more and more into the nitty gritty of lead generation, conversion of customers, etc. the business side of things; however, there are two things that always stump me: Project Management and Customer Relation Management.

Project Management is easy for a single project but when running four/five projects in parallel, it becomes a hassle. Do you know of a good (and cheap) project management suite? I’ve been using Podio but it seems a tad bit complicated and I find Basecamp a bit dumbed down.

When it comes to CRM, I can’t find any good software for that either. I’ve been using Mingly, but that’s more for personal contacts than business, and keeping clients’ names in my head and try to remember to call them/email them is a hassle. I’ve heard good things about Zoho but the interface just kills me. Again, any suggestions?

There are a huge number of project management tools out there and, to a certain extent, it’s a question of your work flow — what tool is going to work best for you is going to depend on your personal preferences. Personally, I use Basecamp. I’ve used a whole slew of different software from spreadsheets to web apps that I had to install on my own server and configure. I like that Basecamp is easy and that I can manage a lot of what I need to do from anywhere. Most of my work revolves around writing, though, and I’ve heard some horror stories from freelancers who got in the habit of sharing video or other large files through their project management tools. Continue Reading

In this issue of Ask FreelanceSwitch, we look at getting new clients and bookkeeping software. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I currently don’t have any kind of financial safety net, and freelancing is currently the only way I can earn a decent income while staying flexible with my time, schedule and commitments.

The one thing that I feel concerned about setting myself up in business as a freelance front end developer is not knowing how to ensure a supply of good quality, reliable, paying clients right from the start.

There’s inherently a little more risk in freelancing than in working for an employer: you’re guaranteed to get a regular stream of work from an employer, but there’s no way to absolutely guarantee that you’re always going to have clients coming to you as a freelancer.

But there are quite a few different ways that you can bring in clients, which can let you build up a full-time income if you’re going to devote some time to it. Unfortunately, it’s rare that someone can go from zero to sixty — or have enough work to cover freelancing full-time the first day he starts out. Anyone who tells you that is going to try to sell you something immediately afterwards, like prime beachfront property in Kansas. Continue Reading

In this issue of Ask FreelanceSwitch, we look at boycotting hosts with automated design services and how skilled you need to be to start freelancing. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I notice more and more web hosting providers offering services that compete (or at least purport to compete) with the services I offer.

Recently a host I’ve been using, and recommending for my clients, has started offering “free website designing” and super cheap identity design services. I’m torn, because I like this host; They’re tools work well, their support is good etc. But I feel like I’m supporting a company that is a competitor and that fosters low-ball pricing, antithetical to the health of the freelancer’s business.

So should we freelancers boycott web hosting companies that offer these low-ball services; services that devalue what we do. I’d love to see some discussion on this subject.

Also, what host should we support? Who is good and focused one serving freelancers not undermining us?

Personally, I don’t boycott hosts (or other business service providers) because they offer bad design tools. I know a lot of folks out there feel that a boycott is appropriate, but my sense is that a boycott isn’t going to send the right impression to the people we care about — prospective clients. Someone who is searching for a way to get a website up for their business (preferably quickly) isn’t going to ever notice an individual freelancer’s boycott.

The solution has to be two-fold. First, I would suggest contacting the host you’ve been using and laying out your concerns. There are a lot of ways that you can explain that it’s not in the host’s interest to offer these sorts of tools. After all, these sorts of tools can build a reputation for a particular host of hosting primarily badly put together websites. You can also offer to create a package deal of your services (maybe in conjunction with a few other freelancers) to provide good web design for the host’s customers at a special rate. You don’t have to offer a major discount or anything like that, but it’s important to offer something that’s specific to the host. Continue Reading

In this issue of Ask FreelanceSwitch, we look at growing into an agency and freelancing internationally. Ask FreelanceSwitch is a regular column here that allows us to help beginners get a grip on freelancing. If you have a question about freelancing that you want answered, send an email to [email protected]

Question 1

I have been a successful freelancer for many years now, and I had such a successful year last year that I’ve realized it’s time for me to start hiring and building my own team. I am looking to start my own agency, but could use some advice on funding to help cover the initial hiring and marketing expenses to boost up from a freelancer to a full-blown agency.

Believe it or not, I am having a hard time finding any type of information on this subject online or in forums. How does one take your successful freelance business and officially move it forward to the “cooler” side of the creative corporate world?

The funding options available to a freelancer looking to grow her business are extremely varied, and you’re going to have to decide what really works for you. That said, here are a few ways to get started. Continue Reading