Author / caitlyncallahan14

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Posts by caitlyncallahan14

I’ve wanted to be a writer for my whole life. In kindergarten, I wrote my first short story about a horse and her five babies, one of which got lost and had to find her way back. I started journaling in second grade. I started writing poetry in third. I took my first journalism class during my freshman year of high school. I worked for a local newspaper covering high school sports during my junior and senior year. I graduated college in 2014 with my Bachelor’s degree in journalism and public relations, and 2015 with my Master’s degree in media management. I had spent the last five years studying journalism, communications, traditional and digital media. I’d held several internships, spent a year working for a local magazine, held reporter and editor positions for my college newspaper, and even spent time studying abroad in Italy, where I wrote for a local online newspaper. When I graduated, I began working for a mid-sized business as a member communications coordinator. Some of my job duties included developing a blog and wrote weekly articles, developed and executed a social media plan, coordinated the company Ambassador program with monthly newsletters and other forms of traditional communication, managed content and updates for web-based communications, reported weekly data analyses. A year and a half later, I moved to a different company as a marketing manager where I was in charge of the business line’s social media marketing, email marketing strategy, and publication content and advertising. Needless to say, I’ve spent almost my entire life immersed in the communication world. There’s nothing I want to do more than provide information to and help others through the power of the written word. After only three years at a desk job, I’ve found that it’s difficult to do what you love when what you do is determined by a greater need for meeting numbers, hitting profits, and reporting upwards. That’s why I’m taking my career, and my future, into my own hands. Working for myself, in my own home, on my own time. All the while providing support in the form of articles, copy writing, and development of social, content and email marketing strategies, and more for people and small business that need assistance.
by caitlyncallahan14

tips for staying organized

I live in a small house. I have a desk set up in our spare bedroom, but it’s used more for stacking and storing things than an actual working desk space. I also work a full-time job on top of freelancing. Within my business, I’m juggling anywhere from 2-6 clients, providing different deliverables (some I provide content, others I run their social media).

How do I stay on top of everything? How do I stay organized? How do I ensure no assignment, meeting, or email slips through the cracks?

While I’m definitely not perfect, I definitely pride myself on my organization. I’ve always been a paper planner user, list maker, and time scheduler. Though obsessive in my high school and college days, my organizational skills and attention to detail have definitely played into my professional success.

Now is more important than ever to stay organized while working from home since thousands of people are home, trying to balance work and life while in the same space.

Here are a few tips I’ve learned over the years that help me stay organized with my clients and workload.

  • Use a planner. I religiously, and probably somewhat obsessive compulsively, use my planner. Like an actual paper, bound planner. I enjoy the physical act of writing my assignments, meetings and appointments. I carry it with me in my laptop bag or purse, and every morning look to see what’s happening for me that day. Then, throughout the day, I check or cross items off as they get done. I also use stickers and highlighters for the important due dates and things I can’t miss.

    Whether you use a paper planner, the calendar on your phone other electronic device, or a planner app, do whatever works for you. Try and be sure to log everything, including assignments, deadlines, meetings, and other time-bound information so nothing gets lost in the shuffle of life.

  • Time block your day. Creating a routine is important if you’re working from home. I like to get up, shower, make a cup of coffee and check my emails and messages. Then I review my planner and lay out what I have to do for the day. I try to estimate how long each task will take, or dedicate the appropriate amount of time.

    Be sure to schedule breaks and lunch. By creating time blocks and focusing on one assignment at a time for a specific period of time, you’re more likely to be able to stay focused and get work done.

  • Color code. I color code with my planner. You may color code per client, by day, by task, etc. Do what works for you. I have different colors for different parts of my life – my full time job, my business, my personal life, etc. Each is a different color, so when I look at my planner each morning, I can see what needs to be done (or is scheduled) for each part of my life. It helps me easily determine if I need to move or bump things, reschedule, etc.
  • Make to-do lists. I love to-do lists. There is nothing more satisfying than being able to cross something off a list once you complete it. I’ve even been known to add something to a to-do list just so I can cross it off. Seriously, though, write a list each morning of everything you HAVE to get done that day. Then, create a separate list of things you COULD get done that day if you have time. Start at the top, and work your way down. Or, start with the easiest/quickest task and work up to the longer or more difficult ones.

    However you decide to complete the tasks, check it off when you’re done, and at the end of each day, look at all you’ve accomplished. I find that creating lists, especially when you first sit down to work, can help you focus your day and what you have to accomplish.

  • Use a content calendar. When I’m working on items for my own business, I stick to my content calendar. Each month, I write out what I will blog and post on social media about each day. Then, every morning, I review what is being posted that day, or decide what I need to write next for publishing.

    By determining at the beginning of the month what will post, I’m able to keep myself more organized, avoid repeating topics or posts too close together, and help stay on track with blog creation. Content calendars are great tools for planning your blogs, social posts, email sends and other content production.

  • Don’t be a hoarder. This one is hard for me. I keep EVERYTHING. You should see what I have to go through when I move. However, it’s important to not be a hoarder when it comes to your business or freelancing, because that’s how things get lost and overlooked.

    Obviously keep the important things, like invoices, receipts, paperwork, contracts, etc. Organize it all by client in file folders or on your computer. But when it comes to other things, like edited drafts of blog posts, to-do lists from six months ago, notes on clients or other scraps, get rid of it! Do a daily, weekly, or at least monthly purge of your paperwork and desk to ensure you’re keeping and organizing what you need, and getting rid of all of the other clutter.

  • Turn off technology, including web browsers open simply for surfing. Obviously the laptop or phone you’re using for work doesn’t count, but avoid checking your phone messages, checking social media, scrolling through your personal email, playing Candy Crush, watching Netflix, and anything else that could be a distraction. If that means putting your phone on silent, or keeping it in another room, do it!

  • Avoid multi-tasking. It’s scientifically proven that there’s no such thing as multi-tasking. I still have a hard time believing it, because I feel like I’m good at it, but that’s what they say. While you’re working through your daily to-dos, don’t jump around from one to the next, because by the end of the day you’ll have done a little bit of a lot of things, and probably not ‘completed’ anything.

    Also, trying to do other things like watch videos, talk on the phone, and even listen to music (especially if it has words) can be so distracting. If you’re set out to work, do the task at hand and avoid anything else that can be a distraction. This will make it more likely you’ll get done what you need to be done.

  • Separate clients and assignments. In the past, I’ve had up to six clients at once. That’s six clients to work with, who are sending me emails and assignments, with different deadlines, and different means of communication (email, Upwork messages, text, etc.) Let me be the first to say it’s easy for clients or assignments to slip through the cracks, or deadlines to pass without submitting work.

    I’ve found it helpful to have a different folder for each client where I save all of the work, a separate email folder that automatically funnels emails in from that client, and client assignment lists with due dates. When I’m creating my to-do list, I go through and check who has assignments due first, who needs worked on, and what needs to get done before anything else. It’s helpful to do what you can to keep all clients and assignments separate so you don’t get confused and forgetful.

  • Don’t procrastinate. I’m the first to admit I’m the queen of procrastination. In high school and college, you’d find me writing papers, studying and completing assignments the night before, or even the day of, the due date. I used to say I “worked better under pressure.” While this is true, and I think a skill I’ve perfected because of my journalism and news background, it’s not necessary or conducive to a positive work from home environment.

    Procrastination causes stress, and things can more easily slip through the cracks. Especially as a freelancer, you can’t miss deadlines. Avoid waiting until the last minute so you don’t have to worry about getting things done, or worse, forgetting assignments. 

 

What are your favorite tips for staying organized and productive while working from home? Comment below!

by caitlyncallahan14

your brand through a logo

When I decided to formalize my business, one of the first things I wanted was a logo. My logo would be an important part of my business, and by extension a piece of me. Logos are meant to grab attention, be memorable, and represent your business and brand. A logo is more than just something to slap on business cards and web pages – it’s a way to show clients what you and your business are about, what you represent, and how they will remember you.

When I hired someone to develop my logo, I gave her some specific guidance. I actually didn’t have to spend a lot of time deciding what I want my logo to look like because it’s something that has represented me my entire life.

First, I knew I wanted a typewriter. When I was a child, like six or seven years old, my grandparents had an old typewriter they would let me use to play with. I would write poems and short stories and notes, loving the way the keys sounded as they clacked across the paper, and the pressure on my little fingers as I typed away. A typewriter is how I got started writing. And it also represents classic writing, strength, and timelessness. Now, it’s sitting on my desk in my office and to me represents the power of the written word.

Second, I knew I wanted to incorporate my business name. The name represents me (Callahan) and what I do (Communication), and seeing it would make it easy for someone to know what my business was all about. I also wanted the font to be clear and professional, but not stuffy.

Third, I knew I wanted to incorporate the color teal. Teal combines the calming colors of blue with the renewal qualities of green. It’s revitalizing and rejuvenating, and represents open communication and clarity of thought. It’s said that someone who’s favorite color is teal is friendly and approachable, easy to communicate with, compassionate, empathetic and caring, with a heightened sense of creativity. This all describes who I am and what I wanted my business to be, and how I wanted my clients to feel about working with me.

When the woman I hired sent me back her drafts of my new logo, I immediately had tears in my eyes. It was exactly as I had imagined. She sent me a variety of sizes and placements, and I couldn’t have been happier.

 

If you’re creating a logo for your new business, or even re-designing your logo, here are a few tips I found important to keep in mind. 

  • Express yourself. The colors, shapes, fonts, and imagery should represent who you and your brand are. They should attract and be attractive to your prospective audience.
  • Remember your audience. Your logo should speak to them, and represent who they are as customers. For example, a law office should have a different type of logo than a toy store.
  • Make a statement. Your logo should accurately represent your business without someone having to look up what you do. Be captivating and visually appealing. Don’t be afraid to be bold, but don’t go overboard with complicated.
  • Keep it simple. Be sure the imagery and words are legible at all sizes. Don’t make the logo too crowded, complicated or confusing. Think about everywhere you will be putting it (business card, website, letterhead, on a storefront sign, on apparel or other merchandise, etc.) and be sure it’s designed to work with different variables.
  • Don’t be afraid of color. Choose colors that go well together and represent your brand. Most of the time, your logo’s colors will represent your brand’s color scheme and colors you’ll focus on across the board. Consider how the logo will also look in black and white, and greyscale.
  • Test different fonts, but don’t use more than two. Try to avoid the common ones, and go with something a little different so you stand out from the competition.
by caitlyncallahan14

falling back in love

I’ve always excelled in reading and had a passion for writing. That’s why I do what I do today. Growing up, you’d often find me buried in a book, getting lost in another person’s fantasy. Reading then encouraged me to write. I wanted to be like those authors, enchanting my audience with words on page, taking them to another world to meet new people and live different lives.

As an adult, reading for pleasure and I have had an on again, off again relationship.

These days, I listen to audiobooks when I’m driving or exercising. Perhaps once a year I download a book to my Kindle. I haven’t been inspired in the way I am with books in years, and I haven’t written for pleasure in just as long.

Nearly two months ago, I was furloughed from my full-time job. The pandemic had taken its toll, and there was much uncertainty around when we would get to go back.

Since I had just moved only weeks before to a new house, I spent the first couple of weeks unpacking, cleaning, and organizing. I worked on content pieces for clients. I caught up on a couple of TV shows. I started working out every day. I enjoyed the unseasonably warm weather in my new back yard.

Then, I got stuck. I didn’t want to spend any money. Everything was closed. I wasn’t working, and the freelance business was slow. As a person who thrives on working and being busy, I started to struggle mentally.

And then, I picked up a book.

In the past two weeks, I’ve plowed through six non-fiction novels. Danielle Steel (a long standing favorite) took me through whirlwind romances and Mary Higgins Clark led me through intense mysteries and murder. And I fell back in love.

I forgot how it felt to simply sit, even for hours. I forgot how it felt to not be able to put a book down, to feel like I have no other choice but to keep turning the pages. There’s something about holding a physical book that can’t be matched. Something about finding a spot in the house or on my patio, sipping coffee or a glass of wine, and simply reading.

It’s also helped me fall back in love with writing. And while I write regularly for my clients, it’s not the same as writing for pleasure. Feeling a poem run from the tip of my pen. The sound of the laptop keyboard as I click out a short story. The comfort of my journal in my hands.

I believe in order to be a strong writer, you have to write. Not just for business, but to enjoy words flowing from your fingers. I also believe you have to read. And while I love reading books about successful entrepreneurs or industry topics, sometimes you have to give in to that romance or murder mystery.

It’s so important to love what you do, and believe in why you’re doing it. To be inspired. To feel passionate. I believe that’s what makes you different from others, and it’s why I started this business. And while these times are tough, they’ve reminded me to go back to the basics and remember why I do what I do.

I hope if you find yourself with more time these days, or even if you don’t, you make time to fall back in love with what you love. To remember why you love it, and get lost in yourself, even if just for a few minutes.

by caitlyncallahan14

establishing rapport

Rapport. It’s the key to positive communications and interactions with your clients. Who doesn’t agree that it’s easier to work with someone you get along with, you can connect personally and professionally with, and you enjoy talking to or being around?

Having a positive rapport with your clients can make the difference in your relationship. It can mean continuing or ending a contract. It can mean an increase in rate or workflow, or decrease in assignments. For you, it can mean enjoying working for a client, or dreading having to log hours with them.

When you are freelancing, client relationships are critical for your reputation and career. However, it can be difficult to establish rapport and a positive relationship when you’re primarily working through email, text or even over the phone. Through my interactions with clients, I’ve gathered some tips to help me along the way.

  • Be personable. After all, you both are people. While remaining professional, take time to get to know them. Find common ground. Is this their full time job or a side gig? What do they like to do in their spare time? Do they have a family? What is their passion or hobby? Share with them why you’re passionate about what you do, and try to connect on any common interests or information. Talk to them like they are a person, because even though they are giving you a paycheck, they are ultimately the client.

    Being personable and building a relationship beyond simply sending assignments back and forth can help establish a solid, trusting and long-term relationship.

  • Be honest. If you’re going to miss a deadline, tell them. If you aren’t sure what exactly the assignment is, or what their expectations are, ask questions to clarify. If you have too much on your plate and have to pass on an assignment, or terminate your relationship with them, do so.
    Don’t let the client suffer if you have too much on your plate, or don’t waste their time with a project they aren’t happy with because you didn’t understand expectations. Honestly is always the best policy, and nine times out of 10 they will appreciate it, and you can likely continue your relationship in the future.

  • Be respectful. Your client is trusting you with a part of their business. Whether you’re creating content, emails, social media, videos, graphic design elements, or something else, you hold a piece of business – and likely even profit – in your hands. Be respectful of their time and dollars, and their trust in you. Make sure you provide what they are expecting, meet deadlines, and deliver nothing but you’re best. Communicate openly and honestly, and speak respectfully. You are each other’s clients – they have chosen to hire you, but they are a client of your business. Make sure the relationship is mutually beneficial.
  • Record all conversations. This is to protect both of you. By recording all phone or in-person conversations, and keeping all written record via email, text or messenger, you can help ensure each party understands exactly what you are providing. This should include record of any and all assignments, deadlines, expectations and budget.

    It’s also helpful to save any information they send you, such as brand guidelines. Having these to reference throughout your relationships will ensure you continue to meet expectations.

  • Start the relationship with a kick off call. While face-to-face is ideal, in many freelance cases it’s not possible. Even if most (or all) of your business will be conducted digitally, it’s important to talk to your client via a kick off phone call. This give you an opportunity to interact with your client, introduce yourself, and show some of your personality.

    Use this time to learn about the client, understand how they work and their personality, and outline specifically what they are looking for and how you will be working together. Talk about what you will charge for deliverables. Talk about what specific deliverables are, and timeline expectations. Make sure to also clarify when and how you will communicate throughout the relationship.

  • Provide as many ways to communicate as you feel comfortable. Open lines of communication make client relationships easier. The easier you make it to contact and communicate with you, the better for both of you.

    Personally, I work via Upwork messenger, email (designated to clients), and I give my cell phone number to clients who I feel comfortable doing so, though I prefer to communicate via text if they are going to reach out that way. You may want to consider getting a business cell phone and number to text and call with clients on a non-personal number.

  • Be competent and provide exceptional work. Unfortunately, most freelancers are expendable. There is always another freelancer or consultant who will charge less money or have more “experience.” Spend time thinking about what sets you apart from those people. What makes you different? Why should clients hire you, especially when they can hire someone else to do the same thing at a cheaper price?
    Once you get the contract, providing exceptional work will prove they made the right decision in hiring you, and they will hopefully continue providing you with work. Once you’ve worked for them for a time and have impressed them with your skills, ask them for a referral or review on your website or social media. Perhaps they can write a testimonial for you to post on your website. Prove your worth, and continue proving it!

    Thant being said…

    Go above and beyond expectations.     The best way to build trust with your client and keep them coming back for more is to go above and beyond their expectations. If they want a project in 7 days, finish it in 5. If they want a blog article, ask if they’d like a preliminary out line to ensure you’re on the right track. If they want one month planned of social media posts, do so as quickly as possible (while still providing exceptional work!).

What tips do you have for building rapport with clients? How do you establish the relationships, get hired, and maintain the contract? How do you make yourself stand out and keep them coming back for more? Let me know in the comments!

by caitlyncallahan14

taking pride in your work

I’ve always been a perfectionist.

No matter what I’m working on, whether a big or small project, assignment from a client, campaign recommendation for work or something for myself, I put forth 100% effort and make sure the outcome is of the highest quality.

My parents always instilled this work ethic in me, and it’s something I’m proud of.

The pride I take in my work is one of the reasons I’m successful today with my business, career and even my personal life. I fully believe that being proud of every article I write, social media post I create, email I send to a client, or blog post I publish on my website is what helps me be successful and continue to grow my business.

Over the past year as I’ve been pursuing Callahan Communication and working with more clients, I’ve realized how important it is not just to provide high-quality, exceptional work, but to also take pride in it. It’s not enough to complete a well-written and researched article, but I must also feel proud of what I’ve accomplished and excited to show it off.

Towards the middle of last year, I think I lost my pride. I cared more about creating perfect articles, and I stopped enjoying the process of researching, writing and editing. When I sent a piece back to a client, I was more excited to cross it off my to-do list than I was to share it with others. It ultimately hurt me because I stopped enjoying the work, and therefore didn’t want to do any. I didn’t turn as much product for my clients, and I think it hurt some of the relationships I had worked so hard to build.

Whether you’re a student, full-time employed, part time consultant or a business owner, I can’t stress enough to take a few minutes to think about what you’re doing. What are you providing? What is the final outcome? Are you just turning assignments to be done with them, or are you enjoying what you’re doing? Are you happy because the article was well-written and what the client asked for, or are you excited because you’re proud of it?

I like to do the portfolio test: is this piece something I’m going to be happy to put in my portfolio? Will I be proud to link to this, or share it with prospective clients? Or will it be something I leave off of my list because you can tell there’s no passion or pride behind it?

You have to be proud of what you do, what you accomplish, and how you get there. It’s what will continue to push you to be the best, grow your business, get the promotion, add clients, and remain passionate about what you’re doing. 

Plus, when you have pride in what you provide your clients, they will be even more happy to work with you. Win, win!