Tag / Time Management

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

full-time freelancing

Week 26

A few weeks ago, I wrote about the challenge of finding balance between working full time and freelancing the hours I’m contracted for, let alone adding additional clients. Recently I’ve been analyzing my goals for 2019, business goals and career goals and thinking about how I will be able to accomplish all of them – especially because one goal is to have the ability to freelance full time by the end of 2019.

Over the weekend I worked through a budgeting exercise to learn what I need to do to make this possible. Here are the steps I took.

First, I added together:

  1. Cost of my reoccurring monthly bills
  2. Estimated monthly cost for health insurance (since I would no longer have employer health insurance)
  3. Estimated monthly “set aside” dollars (money I’d set aside and not access, like a 401k)
  4. Estimated “other” charges

Once I added #1-4 together, I estimated how much salary I’d have to make to meet those needs.

Then, I added 43% for taxes, which is what I would have to pay in Kentucky as an LLC.

Once I had that total, I divided it by 52 to learn how much I would have to make weekly.

Finally, I divided by 25, 30 and 40 to learn how much I would have to charge hourly to make these ends meet.

Here’s an example*:

  1. Bills: $800/mo – $9,600/year
  2. Health insurance: $200/mo – $2,400/year
  3. Set aside: $500/mo – $6,000/year
  4. “Other”: $2,000 – $24,000/year

Total: $3,500 per month (about $1,175 per week)
Minimum annual salary before taxes: $42,000
Minimum annual salary plus taxes: around $61,000

  • To make $1,175 per week, working 40 hours per week, I’d charge a minimum of $29.38 per hour.
  • To work 30 hours per week, I’d have to charge $39.16 per hour.
  • To work 25 hours per week, I’d have to charge $47 per hour.

Currently, I have one client at $30 per hour (20 hours per week) and another at $35 per hour (5 hours per week). If I logged all 25, I’d currently clock in around $700 per week (subtracting Upwork fees). Using the above scenario, that leaves me with a gap of $475, which at $45 per hour, I’d have to tack on an additional 10.5 hours to my week. That’s 35 hours per week – 5 less than I’m currently working with my full-time job.

To make this a reality, I’d only have to work one more client at $45 per hour.

The goal would then be to secure higher-paying hourly jobs, end the lower-paying contracts, and be able to work less hours while also charging more money.

The other goal would be to charge on a per-project basis, where I’m charging closer to $100 per hour, and work even fewer hours while making more money.

It’s challenging to balance current clients while working full time. To build my business, I need either 1. More hours in the day or 2. To give up sleep and/or any/all free time. While I can’t grow without bringing on more clients, I also can’t bring on more clients with my current workload.

Sometimes I wonder if now is the time to take the chance. If I’m able to add on just one more client, is that a sign? In my head, worst case scenario, I can’t make ends meet, I have to tap into savings, and I have to get back into a full-time job.

But, it doesn’t seem so daunting once it’s broken down into smaller numbers!

So, questions for my readers:

  1. How did you know you were ready to take the jump and freelance full time?
  2. What mistakes did you make that you learned from?
  3. What advice do you have for someone looking to make the leap?
*Note: I am not a math whiz. Some of these calculations may be inaccurate or estimates. But it helps prove my point!
by caitlyncallahan14

guiding the guilt

Week 23

Last week I read an article on LinkedIn by a freelancer sharing the surprising feelings she’s experienced since becoming a freelancer. One feeling she talked about that really resonated with me, though I didn’t really recognize until then, was guilt.

There are a lot of emotions I’ve had since I started this freelance journey: excitement, pride, nerves, stress, motivated, determined. But one emotion I’ve consistently had, and feel almost every day, is guilt.

Guilt because on top of working 40 hours a week, I spend an additional 20+ hours working instead of spending time with my family. Guilt because there are times I should be writing, but instead I choose to read or watch Netflix. Guilt because when I spend an evening writing, I don’t have time to clean the house, do the laundry, or take care of the dog. Guilt because some weeks I don’t make enough time during the week to log my hours, so I have to spend the whole weekend catching up instead of doing fun things with my partner. Guilt because I haven’t done anything for my own website in weeks because I’ve been focusing on my Upwork clients.

Being a freelancer, especially in addition to working a full-time job, takes sacrifices that sometimes I don’t want to make. However, to build my portfolio, and make a paycheck, those sacrifices are necessary. So how do I get beyond feeling guilty?

I decided to do a quick Google search to see if anyone had any tips out there to help. Turns out, there are more than 1.3 million results to “Feeling guilty as a freelancer.” Apparently, this is very common! So if you’re resonating with this post, don’t feel bad – you’re not alone!

Here are some tips I gathered from a variety of sources to ditch the guilt and make the most of your freelance career:

  1. Establish your own routine. If you work a full-time job – like me – you are probably only working nights and weekends for your clients. But as long as you are getting the work done, whether it’s by working two nights or seven, that’s what matters. Don’t miss deadlines and always produce quality work, and your clients have nothing to complain or worry about. It doesn’t matter when or how you’re getting it done.
  2. Improve your time management. If you’re sitting at your desk multi-tasking for five hours a night, that’s not being productive. Put your phone away, close your browsers (except ones you need for research), shut the door and turn off any other distractions. You can probably get more done in two hours than you had been in five. It’s a proven fact that multi-tasking is not possible or productive. So instead, spend time focusing on your actual work and you’ll spend less time doing it.
  3. Know your self-worth. If a client is constantly emailing, texting or calling you, being unreasonable, or making demands beyond what you’re getting paid to do, drop them! Not every client is right for you, and have confidence in yourself that you don’t have to put up with the wrong ones. The beauty of freelancing is choosing your clients and work, so if you don’t like one, move on to the next! This may take additional time and energy at first, especially if you don’t have clients lined up on a waiting list, but it will be worth it in the end.
  4. Up your rates. If you’re earning more money, you can work less hours. If you’re just starting out you may not be at that point yet. But if you’re working on a platform like Upwork, experiment with different applications for clients. Try increasing your rates for a couple applications and see if you can get a bite. It will take time to figure out your sweet spot, but the more money you make the better for you and your time.
  5. Know when to say no. If you’re already feeling overwhelmed, don’t take on additional clients. While a greater paycheck and one more client on your portfolio list is tempting, it might be what sets you over the edge. Learn to balance the clients you do have, and once you get that down, then consider taking on another one. Or, if a client that you’re really interested in or pays well contacts you, consider taking them on and dropping off one of your current ones. Only you know the relationship you have with current clients, and the benefits bringing a new one on would bring. But don’t be afraid to say no!
  6. Figure out what works for you. Don’t compare yourself to other freelancers. Maybe they freelance full-time and don’t have to worry about 40 hours of their week being spent at a corporate desk. Or perhaps they’ve been doing this for 20 years while you’re just starting out. There will always be someone out there doing better and making more money than you. You won’t be there in the beginning – it took them years to get to where they are now. You’ll get there eventually!
  7. Find your support team. Mine is my parents and partner. Yours could be family or friends. Maybe you just have a dog. Whoever or whatever it is, make sure you surround yourself with at least one person who will cheer you on and support your efforts. Find your person to cry to when you’re overwhelmed, celebrate your wins, and talk you down from the ledge when you’re feeling guilty. It’s difficult to do this alone, and having someone to talk to can help you work through your feelings – good and bad.
  8. Find a mentor. While you shouldn’t compare yourself to other freelancers, finding one to talk to can be helpful. If they are farther than you on their journey, they can give you tips for how to build clients, balance your work and life, and get through the guilt hump. They can give you advice and guide you through challenges and feelings. They can also help you be accountable. Share with them your goals, and explain how or why you did or did not accomplish them. They can help you through roadblocks or be your cheerleader.
  9. Keep a journal. By writing down your thoughts and feelings, even just to yourself, you may be able to talk yourself off your own ledge. Writing can help you work through your priorities, give yourself advice, or provide enough distance from yourself to have clarity. Write like you’re writing to a friend. Give yourself the advice you’d give to someone else in your shoes. By writing about and thinking through your emotions, you can find the cause of them and tackle the issues at the root.
  10. Put yourself first. If you don’t put yourself first sometimes, you’re going to burn out quickly. Finding a work-life balance is critical to avoid stress – and then you’ll be no use to anyone. If you burn yourself out, you’ll struggle with continuing to build your business, which will hurt both you and your clients.

Freelancing is challenging, but no one said it would be easy. Working through the different emotions, understanding them, and recognizing ways around or through them is part of the process.