Tag / small business

by caitlyncallahan14

when it’s not a good fit

When you have a small business, your customers or clients are your lifeblood. They are how you keep your business alive, and ideally, the more you have, the more you thrive.

When you run a freelance or consulting business, developing great relationships with your clients is critical. It’s something that’s personally incredibly important. I do everything I can to have and maintain positive working relationships with my clients:

  • I give them several ways to get a hold of me, including messenger, email and my cell phone number for calling or texting.
  • I never miss a deadline. In fact, I try to go above and beyond deadlines and get the pieces in earlier than asked for.
  • I spend the time it takes on my assignments, making sure they are exceptionally written, edited and formatted to their expectations.
  • I always ask for and embrace feedback, and offer one round of edits on all of my work to make sure it’s exactly what they need.
  • If I haven’t heard from a client in a few days, I reach out. Make sure they saw my assignment submission, check in, ask about any other assignments they may need, etc.

But sometimes, even through all of that, a client just isn’t a good fit. They might even just be a prospective client who after having conversations with, you aren’t sure they are the best for you or you for them.

Spoiler alert – that’s ok.

It’s taken me my whole life to come to this conclusion, and three years of freelancing to really embrace it. In my opinion, what it comes down to is your value for yourself, your time, and your business.

Recently I’ve ended a few contracts with clients because they were unresponsive, had unrealistic expectations or requests, communicated poorly, or no longer pay what I believe my work is worth. I also turned down work from a new client because I didn’t feel like having the “client count” or money from the assignments would be worth what I knew would be a tough, struggling and even frustrating relationship.

Doing these things, and saying no when I wasn’t comfortable, was incredibly freeing. I’ve learned to value myself and my work more than accepting poorly paying jobs just so I have something. I run my own business and I am a professional, and I want to work with clients who treat me and my work with the respect I believe I deserve.

I’m going to assume that if you’re a freelancer, consultant, or other small business owner, you’ve encountered something like this in your career. It’s not fun. But, having to deal with customers or clients who are not a good fit is how we learn who is a good fit and grow in our professions. We are able to recognize the value of ourselves and our work, appreciate clients and our work on another level, and have a greater respect for ourselves and the business we’ve worked so hard to build.

It’s hard to turn down work that could add to your portfolio. Or payment for an assignment that you really could do. Something is better than nothing, right? Perhaps, and if you’re in the situation where that’s the reality, then you may have to take that job or work for that client until you can get back on your feet. (I’ve been there, too.) But the more you stand up for yourself and your business, and continue to work and build relationships with clients who matter, the more value you will get out of what you do – both professionally, and personally.

by caitlyncallahan14

the importance of patience

I started back at work this week (FINALLY), and though working from home, I’ve now had to switch my focus to checking emails, joining meetings, and catching up on projects and things I missed during furlough.

Even though I’m back working full time, I’ve also been busier than ever with business clients. In the past three months, I’ve brought on four new clients, in addition to the three consistent clients I already had. I have a new organization system that’s really working for me and I could not be more excited to be continuing to grow my business, but it’s keeping me busy on top of my 7 a.m. – 4 p.m. regular job.

We also brought home a new puppy this past Sunday.

He’s a six-ish month old boxer/shepherd mix who has basically lived in a shelter or bounced from foster to foster all of his life. He’s the sweetest, most loving and friendly little guy, but he’s had essentially zero training. He’s not fully house trained, his manners need work, and he’s still a puppy with a lot of puppy energy.

Let me just say – I’ve really had my patience tested this week.

I’m learning a “new normal” being back to work (though working from home) and balancing my client load. Sometimes it’s tough to log into the meeting when last week I would have been sipping a glass of wine and reading my book on the patio.

And I’m also trying to train a puppy.

I knew what we were getting into with a puppy, but let’s just say I’ve never been the most patient person in the world. I’ve said “off,” “quiet,” and “potty” more times this week than I have probably in my whole life combined. I had to buy a baby gate to block off rooms in the house because he must be watched constantly. And our other dog is still getting used to him, so she needs to get extra attention!

I’ve found myself getting so frustrated. Either I’m on a conference call and the puppy is going crazy jumping on things and barking, or I’m trying to write a content piece and have to take him out 6 times before he goes potty. Or I really want to work on a client piece, but instead am focusing on a work project.

BUT THIS IS LIFE.

There’s always something to distract you. Something to drag you down or discourage you. Something that must take priority, even if you don’t want it to. When you’re building a business, especially if you’re also working full time, things won’t always go your way.

And that’s why patience is so important.

You won’t be a huge success overnight. Your client list won’t boom in one week or even one month. You won’t have as much savings as you’d like to quit your job. Your website traffic may take months to be where you want it. But part of building a business and being a freelancer is remembering these things even when it’s hard and life seems to get in the way or even knock you down. Trust me, it took me a long time to understand and embrace this.

It’s so important to have patience because that’s what will keep you going, knowing that one day you will be a huge success, and your client list will be nearly more than you can handle, and you’ll have enough savings to be able to quit your job and do what you love full-time instead.

I’m more motivated than ever to continue to provide excellence to my clients and grow my business, portfolio and profits. And, I have more work than ever to prove it. I’ve had to be patient with myself while I figure out how to juggle my time and work and normal life after three months of having endless time to do whatever I wanted. I’ve had to be patient with the puppy, because after all, he’s just a puppy. (One day, he will be an amazing dog and these puppy months will be a distant memory.)

I’ve found that the more patient you are with yourself in life, the more you will be able to get out of life. And yes, this is much easier for me to say than do. But if you give yourself time to become who you want to be, and build what you’ve always dreamed, getting there is so much sweeter. And, you get to enjoy the path along the way.

They say to live for the journey, not just the destination. It’s easier to do so once you understand the importance of patience ✌️

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

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!