05/18/2024
Here's how you can manage multiple freelance projects and clients in the small business market.
Even if you love it. It's still work! I work 3 days a day, Do more in ⅓ of my day than most get done in a week. Prioritize: Don’t give anything more than 15 minutes unless you are being paid or spending time with those you love and love you. Getting paid or taking care of a customer is always first. You have a timing and organizational tool in your hand… your smartphone. Know and use the magic 6 questions in everything you do… others will love you for it. Change isn’t ‘A component’ it is THE constant. Meditate, pray and center about three times a day(meal times work) Sleep the way you need to and you don’t have to do anything the way they say you should! Don’t be so hard on yourself when you have so many others willing to do that for you.
Summary: Prioritize, Set Boundaries, Use Tools, Communicate Clearly, Review, RegularlyAdapt, Evolve, Here’s what else to consider.
Managing Multiple Freelance Projects and Clients in the Small Business Market
Freelancing in the small business market can be incredibly rewarding, but it also comes with its own set of challenges. Managing multiple projects and clients requires a balance of organization, discipline, and adaptability. Here’s a comprehensive guide on how to effectively juggle your freelance responsibilities while maintaining your sanity and delivering exceptional work.
Even if You Love It, It’s Still Work
Freelancing offers the freedom to choose your projects and work on what you’re passionate about. However, it's essential to remember that it is still work. It requires dedication, time management, and sometimes making tough decisions. Here’s how to manage it all efficiently:
Prioritize: Value Your Time
Your time is your most valuable asset. Here are key principles to help you prioritize effectively:
Work in Focused Bursts: Approach your work with the mindset that you’re working three days in one. This means maximizing productivity during your working hours. I divide my days into three parts; at the end of the first or second, I get up, go outside, lean against a wall or a tree, take a few deep breaths, and then start my next ‘day’ fresh.
15-Minute Rule: Don’t spend more than 15 minutes on any task unless it directly contributes to getting paid or involves spending quality time with loved ones. This helps in maintaining focus and ensuring that your time is used efficiently. A Super Bowl commercial is 15 seconds long, and look what they accomplish—focus and speak or do.
Customer First: Always prioritize tasks that involve getting paid or taking care of customers. This ensures that your income stream remains steady and your clients are satisfied. All other activities are a distant second.
Use Your Smartphone as an Organizational Tool
Your smartphone is more than just a communication device; it can be your primary tool for organization and productivity. Here’s how to make the most of it:
Calendar and Reminders: Use calendar apps to schedule your day, set reminders for deadlines, and block out time for focused work. I set 15 minutes on my phone before I get onto social media or I can get sucked into it and lose my day. Don’t let someone kill your day at the coffee shop or water cooler either.
Task Management Apps: Tools like Todoist, Trello, or Asana can help you keep track of tasks, set priorities, and manage multiple projects simultaneously. They are helpful to track your time for billables too, but don’t lose your day ‘playing’ with your apps.
Communication Apps: Keep in touch with clients and collaborators using apps like Slack, WhatsApp, or email clients. Efficient communication is crucial for managing expectations and staying on top of project requirements. But before reaching out, create or review your magic 6 questions and use that to tactfully communicate with your prospect or client.
The Magic 6 Questions: A Framework for Clarity
In every project, use the magic six questions: Who, What, When, Where, Why, and How. This framework ensures you cover all bases and have a clear understanding of the project scope and requirements. Take a piece of paper and fold it into six parts; no one that works for me will hand me an idea without the magic 6 done first. Then do this for every client. If you do this with a client, they feel heard and understood.
Who: Identify who is involved in the project. Know your clients, stakeholders, and any collaborators.
What: Define what the project entails. Understand the deliverables, objectives, and expectations.
When: Set clear deadlines and milestones. This helps in managing your time and ensuring timely delivery.
Where: Determine where the work will take place. This could be physical locations for meetings or virtual spaces like cloud storage for collaboration.
Why: Understand the purpose behind the project. Knowing the ‘why’ can provide motivation and clarity, especially during challenging times.
How: Outline how you will accomplish the project. This includes your approach, tools, and any methodologies you will use.
Embrace Change: Adapt and Evolve
Change is not just a component of freelancing; it’s the constant. Being adaptable and open to change is crucial for long-term success. Here are some strategies to use (not during your work day if unless you can avoid the distraction):
Stay Updated: Keep up with industry trends, new tools, and best practices. This helps you stay competitive and deliver the best possible work to your clients.
Continuous Learning: Invest in your skills through courses, workshops, and reading. The more you learn, the more value you can offer. (I do workshops)
Feedback Loop: Regularly seek feedback from clients and peers. Use this feedback to improve your processes and deliverables. (Join one of our masterminds or accountability groups)
Mind Your Well-being: Meditate, Pray, and Center
Taking care of your mental and physical well-being is essential. Here’s how to integrate mindfulness into your routine:
Meditate: Set aside time for meditation to clear your mind and reduce stress. This can be as simple as a few minutes of deep breathing exercises.
Pray or Reflect: If you have a spiritual practice, incorporate it into your daily routine. This can provide a sense of peace and grounding.
Center Yourself: Take moments throughout the day to center yourself. Meal times are a natural fit for this practice.
Sleep According to Your Needs
Quality sleep is crucial for productivity and overall health. Listen to your body and sleep in a way that suits you best, rather than adhering to rigid norms. I will sometimes take a 20 or 30 minute power nap or meditation after a difficult morning or siesta because I feel like it.
Be Kind to Yourself
Freelancing can be demanding, and it’s easy to be hard on yourself. Remember:
Self-Compassion: Treat yourself with the same kindness you would offer a friend. Recognize that mistakes and setbacks are part of the journey.
Boundaries: Set boundaries to protect your personal time and energy. It’s okay to say no to projects or clients that don’t align with your goals or values.
Celebrate Wins: Take time to acknowledge and celebrate your achievements, no matter how small they may seem.
Summary
In summary, managing multiple freelance projects and clients requires prioritizing tasks, setting clear boundaries, using organizational tools effectively, and maintaining clear communication. Regularly review your processes and be ready to adapt and evolve. Above all, prioritize your well-being and be kind to yourself. Embrace these strategies, and you’ll be well on your way to a successful and fulfilling freelance career.
Additional Tips and Considerations
Networking: Build and maintain a network of fellow freelancers and clients. Networking can provide support, referrals, and collaboration opportunities. This isn’t ‘friends’ or ‘subscribers” on your social media (I have those also); these are bonded professional relationships. (I teach workshops on this too)
Financial Management: Keep track of your income and expenses meticulously. Use accounting software to manage invoices, taxes, and budgets. This is SOOO EASY if you get in the habit of keeping all receipts or scanning all purchases into your phone. (If your bookkeeper or accountant expects you to sort that … get a new one)
Contract Clarity: Always have clear contracts that outline the scope of work, deadlines, payment terms, and other important details. This protects both you and your clients.
Professional Development: Attend industry conferences, webinars, and local meetups. Continuous professional development keeps you informed and connected.
Work-Life Balance: Establish a healthy work-life balance by setting specific work hours and sticking to them. Make time for hobbies, family, and relaxation. (How many hours do you need to work in order to make your monthly income? Don’t work more than that unless they are willing to pay you, at least, double your normal rate)
Client Management: Use customer relationship management (CRM) software to keep track of client interactions, project histories, and follow-ups. Unless you have a mind that is perfect… I don’t, so I use a CRM (we have workshops on that too).
Final Thoughts
Freelancing offers unparalleled freedom and flexibility, but it also demands a high level of self-management and discipline. By following these guidelines, you can navigate the complexities of multiple projects and clients while maintaining a healthy work-life balance. Remember, your success is not just about hard work, but also about smart work and self-care. 80% - 90% of all freelancers go broke and have to get a REAL JOB because they fail to ‘go to work’.
Conclusion
Managing multiple freelance projects and clients in the small business market is a challenging yet rewarding endeavor. By prioritizing tasks, using effective tools, communicating clearly, and taking care of your well-being, you can thrive in this dynamic environment. Embrace change, continuously learn, and build strong relationships with your clients and peers. With the right approach, you can achieve success and fulfillment in your freelance career.
