Identifying Patterns in Freelance Writing

2011 was a very rough year for me emotionally. I was not at all sad to see it end. Ironically it was one my best years as a freelancer. I haven’t actually sat down to crunch any numbers yet, but I’m tempted to say it was my best.

What did I do differently this year from last year? I’ve been pondering this question since reading Lori Widmer’s post “Seeing Patterns.” I spent some time reflecting to see if I there were any patterns that jumped out at me. I spent a good part of the year traveling between two states to help care for my father. Then there was the stress of relocating, finding a house to rent and being forced to become a “reluctant landlord” and rent our own home. To say I spent the better part of 2011 in a state of stress is a serious understatement.

I did market, but not very consistently. I forced myself to continue working on some personal writing projects (which resulted in my extended absence here), and managed a steady flow of client projects while helping my family adjust to our new city. With my head and priorities so all over the place, how was it that I stayed busy through the end of the year, met all of my financial obligations and currently have work lined up through March 2012?

That’s when I recognized that there were two things I did repeatedly during this time:

• I turned down projects. My energy level was not in a very good place while my father was sick and especially after he died. As an only child, my husband and I are now responsible for the care and well-being now of my mother as well as our four children. Any shred of patience I had left was primarily reserved for them. I had zero patience for dealing with prospects who didn’t want to pay my rates, wanted to haggle over contract terms, or bring any other work-related drama into my world. If I so much as sensed that a project was going to turn complicated, or require too much effort on my end, I simply said no to the job and kept it moving. This helped keep my sanity intact.

• I followed up with clients I’d worked well with previously. I already knew how these clients worked and what they expected of me, and they trusted me and gave me the space I needed to complete their projects on time. Reconnecting with past clients resulted in more projects (a couple of long-term ones) than I would have expected. I’ll definitely continue doing this.

Even though this is what seemed to work for me in 2011, I know that I need to make so many more improvements in my business operations to meet my goals for 2012. I will commit to marketing consistently. This is usually my biggest challenge, but I can’t argue with facts: it’s what brings in business. I also need to get organized. I’m simultaneously working on various client projects as well as some personal projects. My personal projects are going well, I’m glad I stuck with them. I intend to commit time each week to working on them, so being organized is essential.

What patterns (good or bad) did you recognize in the way you operated your business in 2011?

Educating Difficult Clients

A writer friend of mine has been having trouble with a new client. She was hired to write web copy and supporting marketing material (brochures, etc). The client is ready to send over the down payment and signed agreement, but my friend is having trouble getting the client to focus on a target market.

The client doesn’t understand why it’s so important and is annoyed with the writer’s insistence that they focus on this detail first. The client wants her web copy and other materials yesterday. My writer friend is beyond frustrated. “She just doesn’t get it, Kim. I feel like we keep having the same discussion over and over. I can’t get her to understand how important it is to focus her marketing message.”

I think most of us have worked with this type of client before. In my experience this client doesn’t really understand marketing. They just want you to write something amazing that will result in more business. It just doesn’t occur to them that there is a process involved. They over simplify the services and value we provide.

In my experience, getting a client to understand the importance of something like focusing their marketing message on a target audience involves quite a bit of education. In the past the time I spent educating and convincing a client to provide me with necessary information was much more than the time I’d allotted for research and writing.

My friend, however, is much smarter than I am. She asks lots and lots of questions in the very beginning – before she sends out her agreement or accepts down payment. She sends interested prospective clients a questionnaire to complete first, and they discuss it in detail by phone – because one question often leads to another. This gives her a much better idea of what she’s dealing with and she adjusts her contract and payment accordingly.

Thankfully she saw the signs early on that this client would require more time to help her understand the basics of marketing. She very wisely included a certain amount of consultation time and included it in her rate. And just like that I’ve learned something new from this writer that I will apply to my own freelance writing business.

Even though we are writers, we may from time to time be called upon to provide professional consultation. The knowledge we possess is valuable. Do you give it away freely, or offer fee-based consultation in addition to the writing services you provide?

Keep Your Freelancing Skills Sharp

I’ve been thinking of learning a new specialized skill that could appeal to the market I serve. It has the potential to bring in more customers and revenue. I know there’s a demand because I’ve already had a few clients ask about it. The challenge for me: committing the time to learning everything I need to know. Notice I didn’t say “finding” time. I believe that no matter how busy you are, if you want to do something bad enough, you’ll MAKE time to do it.

Honestly, I don’t think the learning curve is too steep. It’s more a matter of me setting aside the time to do what I need to do. The services I provide are different from when I first started freelancing. As my business evolved I learned which projects I like to do, which ones I don’t, which services increase my bottom line best, etc. I’ve also learned that industries change, emerging technology changes the way things are done sometimes and that longevity as a freelancer means staying abreast of these types of changes.

Learning this new writing skill involves me investing in a home-study course. I’m investing financially in my business much more than I did when I first got started. Since this is the career path I’ve chosen to make my living, it’s worth every penny. I think freelancers should automatically set aside a percentage of their earnings to invest in their business, and that includes continuing education (thank goodness it’s tax deductible!). I make a habit of sharpening my skills by reading books, attending webinars, investing in ecourses, and I’m even seriously thinking of working with a coach this year.

If you’re just starting out, you probably aren’t able to spend much. I recommend researching the web, spending time on writer forums, freelance writing blogs, attending free teleseminars/webinars and checking out books in your library to get you going. As your business grows, you can make a point of setting aside a percentage of your earnings for the sake of continued learning and other business expenses.

What are some things you do to stay on top of your game? Do you make a habit of investing financially to improve your freelance writing skills?

Freelance Writing Ebook Review: The Worthy Writer's Guide

A couple of weeks ago I purchased Lori Widmer’s ebook, the “The Worthy Writer’s Guide." You should probably know that I’ve been on a self-imposed restriction from purchasing “how to” ebooks and other information products related to freelance writing for the past two years because the last product I purchased did not live up to its hype. At all. Since then I’ve chosen to focus on learning by doing, and conducting my own online research to learn what I need to about earning a living freelancing. So far so good.

Buying Lori’s book was a no brainer for me. First of all, I trust her advice. I’ve been following her blog for a while now and her advice is more often than not spot on. I’ve gotten so much good advice for free from her blog over the past three years, that I trust her. And at $11.95 it wasn’t exactly breaking the bank (believe me when I say I’d spent MUCH more than that on completely useless info products in the past).

Lori is a “tell you like it is” person (one of the reasons I so love her style). Her ebook is loosely based on advice you’ll find on her blog, but she does seem to dig deeper into topics like the importance and process of planning your freelance writing business, setting rates, defining your target clients, creating a marketing strategy and developing a simple script for cold calling and following up with potential clients. There’s a lot more good stuff in there newbies and experienced writers who need to step back and make changes in their operation. Her marketing tips have inspired me to design and order new brochures – something I haven’t done in over two years.

If you need a little guidance, but are ready to roll up your sleeves and do the work, you won’t be disappointed.

Friday Link Love

Did Friday just sneak up on you like it did me? I mean this week just flew by! Normally I work a half day on Friday’s, but I still have a few things left on my to-do list from yesterday that didn’t get done and client project due today. I’m working on some personal projects over the weekend and of course more packing…

If any of you are located in Alabama or Georgia and were affected by the tornadoes, my thoughts and prayers are with you. My mother and a few other family members live in North Alabama, and thankfully are they are all doing okay. Lots of residents are currently without power, and I know how inconvenient that can be. Please hang in there.

As always I enjoyed some really great blog entries this week. Hope you enjoy them too.

Is It Smart Or Dumb to Follow Your Freelance Writing Dreams in This Economy?
What Have You Sacrificed to Become a Freelance Writer?
Print vs.Web Writers: Is There a Great Divide?
Become a More Confident Freelancer
Short-Term Money Is Killing Me

Are You a Freelance Writer or Business Owner?

I’m so behind on administrative tasks that it’s scary. I thought about posting a picture of what my desk is looking like right now, but I’m just too embarrassed. I have a tendency to be a little messy (much to my much tidier better half’s chagrin), but the disorder going on over here has seriously reached another level.

Part of the problem is that in the midst of working on client projects, I’ve been traveling/working in another state two weeks out of every month for the past six months, and I’m also in charge of making sure my lovely family of six stays on schedule with packing up the house for the Big Move in June. Gah! Regardless of these challenges, I still have a business to run, and my clients expect a certain level of service.

I’ve notice that when I’m asked for advice about getting started with freelance writing for commercial clients, some inquirers seem surprised to find out just how much administrative tasks are a part of “living the dream.”

For those who think that all freelancers do is put up an “open for business” sign (or website), sit back and watch the projects/checks roll in, this is a bubble I must immediately burst. Whether you freelance for print publications, online publications, resume companies, or other private clients, it’s important to approach the services you provide as a business; and in any business administrative duties are part of the operation process. There are quite a few daily tasks that can negatively affect productivity and the quality of your work if you fail to stay on top of things. Every writer’s business operation is different so this is by no means a comprehensive list. I thought I’d share some common administrative tasks that typically require regular attention:

Email Management

I maintain four email accounts and I can’t allow my inboxes to become clogged with unread emails. Now, I’ve admitted to you about how unorganized I can be, so as you can imagine it’s really easy for me to let read and unread messages pile up.

I remain organized by creating folders in each of my accounts and dealing with emails immediately as they come in. I also utilize my smartphone to manage my email madness while I’m in the car waiting to pick my kids up from school or out running errands.

Marketing

If you’ve spent any time reading this or any other freelance writing blog, you already know that the best way to keep busy with projects is by constantly marketing your services. There are so many online and offline marketing methods to utilize that I couldn’t possibly name them all: email queries, cold calling, direct mail/post card mailings, attending networking events, blogging, participating on forums, etc. Make marketing a daily habit.

Following up with Clients and Project Inquiries

Sometimes communicating with clients while working on projects can be time consuming. Some projects are easier than others. I deal with clients who have preferred methods of maintaining communication: email, Skype messaging and phone calls are most common. I prefer email, but defer my own preferences to those of my clients. Sometimes communication via email and Skype is unclear and a phone call is the best way to cut through the confusion.

Communicating with clients is a necessity, but it can become dangerously time consuming if you don’t maintain control over the time you spend doing so. Depending on my work load, I may return non-urgent emails/calls in the morning, or I may wait and respond toward the end of the day. I work this around my writing schedule for the day. I respond to client emails as soon as I can within my designated work hours. On my website I state that I respond to all (new) email inquiries within 24 hours.

Social Media

Social media can fit into the marketing category of administrative tasks. I have gotten work from both Twitter and LinkedIn. These platforms provide writers with an excellent opportunity to form valuable networking relationships with other writers (the community is incredible), and make possible client contacts within a specific industry/niche. I haven’t been very consistent during the past few months, but I’m putting forth an effort now to show up at least once a day.

Maintaining Client Files

I’m transitioning from paper to electronic files for my clients. My goal is to eventually go paperless, and it’s a process…

It’s important to keep files up to date with vital information like contact information, contract agreements, NDAs, research information, etc. Client files make it easier to follow up periodically to remind them that you’re available for any projects that may come available.

Are there any administrative tasks you regularly tackle that weren’t included on my list?

Giving You the Good Stuff

Well, it’s the end of the week, and I’m feeling the need to spread some good ole’ link lovin’ around. I came across some really good entries this week. Hope you enjoy and find them useful.

Just a quick reminder: If you are a new freelance writer, or struggling to find good paying projects right now, you should check out The Confident Freelancer webinar (again, this is NOT an affiliate link). It’s only $79 (check out the link to see what you get) and tody is the last day to register – the webinar is tomorrow. Y’all have a fantastic weekend. 

How to Charge More than $10 Per Article, Part 3
Freelance Writing: Turning No Into Yes
4am Doesn't Suck
How to Make the Most of Google Alerts
Getting Started: The First Steps to Freelance Freedom

Get Your Freelance Writing Business on Track: Attend The Confident Freelancer Webinar

Let me just say upfront that I am NOT an affiliate for this webinar, so if you choose to sign up I don’t make one red cent. I’m just passing along what I sincerely believe to be invaluable information for new and struggling freelance writers.

Lori Widmer and Devon Ellington are successful freelance writers who are combining forces to bring newbie and struggling freelance writers an informative webinar called The Confident Freelancer.

I’m pretty confident that the $79 cost of this webinar will be well worth the investment in your professional development - especially if you are serious about making a living as a freelance writer. Participants will receive a boat load of valuable information in the form of nine course forums where you’ll benefit from interactive Q&A sessions, connections and networking opportunities with other freelancers, and an ebook detailing all of the course information covered during the webinar.

Both Lori and Devon regularly share their expertise and advice on their respective blogs. I’ve learned a lot from these ladies. If you are just getting started and need direction, or if you’re stuck in your freelance writing business and have no idea how to break out of a low paying rut, consider attending this webinar March 26, 2011.

Don’t Give Away the Milk for Free

I work with a lot of small businesses. Every now and then a start-up, or existing business that’s just starting to create a presence online, will contact me about my services. It’s been a tricky balancing act for me learning to give enough information to get them interested without giving away all the goods.

I used to talk too much. I’d get so excited about sharing what I knew. I was pretty much an open book for anyone looking to pick my brain for ideas.

Maybe you’ve experienced this too. Most client inquiries are legitimate, but every so often a client supposedly looking for help will consider you a free consultant. Don’t fall for it – the information and experience you’ve acquired is valuable. Give just enough information so that your clients understand the objectives and feel confident in your ability.

Have you ever had a client contact you just to pick your brain for information? How did you handle it?

The Power of Good Customer Service

This morning was unseasonably cold for an early December morning in the southeast. Although I work from home, I still had to brave the freezing temps to get my little ones off to school. I absolutely abhor the cold so when I noticed my neighborhood Krispy Kreme sign alight with promises of hot coffee and hot, freshly baked doughnuts, I could think of no place I’d rather be in that moment.

The drive through line was long, but I had my heart (and taste buds) set on enjoying a steaming cup of coffee with a hot, sugary, melt-in-my-mouth doughnut. When I finally got to the window, the young lady working the window was so pleasant and effervescent, it blew me away. She seemed genuinely happy making sure each drive through customer was happily satisfied and I left the window happy and completely impressed with her friendly service.

As I drove back home I got to wondering why I was so affected by something as simple as receiving good customer service. Isn’t that something I should automatically expect when I spend good money on a product or service? Maybe so, but the fact is that’s seldom what you get these days. The phrase “customer service is dead” gets tossed around a lot, but I’m happy to say that it’s not and hopefully will never completely die away. There are certain businesses I am completely loyal to simply because of the service I receive. I’ve been fortunate enough to have clients complement the service I provide saying that they've had experiences working with writers who do not prioritize friendly, reliable service (Really? In THIS economy??).

Customer service is one area of your business that allows you to tip the scales in your favor. Statistics reveal that repeat customers spend 33% more than new customers, so clearly building solid relationships with existing clients is essential. Businesses that ignore the customer’s need to feel appreciated pay in the end.

Do you place emphasis on customer service when working with your clients?

5 Ways to Prescreen Clients

Inevitably every freelance writer comes to realize the importance of prescreening new clients to avoid winding up with nightmare projects. Prescreening can help separate the tire kickers from those clients who are seriously ready to get down to business. Early in my business, before I understood the importance of separating serious clients from bargain hunters, saving me frustration, headaches and precious time.

Of course there are exceptions to every rule. Some of my best clients sat on projects from months while checking me out, asking lots of important questions and comparing my skills with other writers before deciding to use my services. I am respectful and kind to anyone inquiring about my services, but I’ve learned how to recognize serious inquiries from the “not-so-serious” ones.

Discussions begin with “We’re on a Budget”

Honestly I assume that anyone who approaches me to handle a project is working with a budget of some sort; but when a prospect starts the conversation explaining budget limits, or keeps bring up the budget subject in conversation, nine times out of 10 I’m dealing with someone looking to get something for nothing.

Reluctant to Provide Needed Information

It’s very simple really – in order to provide a client with a final project that meets his/her expectations, the client has to supply the writer with information. As cut and dry as this may sound, there are many businesses out there that don’t see it that way.

I was hired to work on a project for a local mid0size business this past summer. During my initial phone conversations with my contact I explained how I work and the information I would need in order to complete the project. In the end I was unable to get the information I needed so we parted ways amicably. Although he said supplying the information wouldn’t be a problem, I found myself sending several unanswered emails requesting this important information. In the end I removed myself from the project.

Frequently Pulls Disappearing Acts

Hopefully you’ve never had the displeasure of dealing with this client. He/she is eager to get started on the project, but as soon as things get rolling you can never get in touch with them. For example, they take two weeks with not attempt at contact to return your agreement, make the down payment, or respond to a simple question about the project.

Expects You to Drop Everything When They Call

I’ve only dealt with this type of client once and believe me when I say once was enough! This type of client acts as if his/her projects are more important than anyone else’s. My one time experience involved a client who called at all hours of the night, on weekends and demanded instantaneous responses to emails (and I’m very diligent about responding to emails throughout the day). Trust me it’s no worth working your last nerve.

Insists on Face-to Face Meetings or Phone Conferences

I’ve talked with other writers about in person meetings and many of them prefer them so this might just be my own personal pet peeve. But many times when I’ve met with clients that insist on face-to-face or phone meetings nothing comes of it. This is why I began charging for my time (when meeting in person).

I don’t experience problems as much with clients who like to discuss everything over the phone, although phone conversations can become time sucks if you don’t control the call.

What red flags you watch out for when prescreening new clients?

Freelancing While Traveling

As I write this I’m preparing to make an unexpected trip out of town. I’ll be working on a couple of projects while I’m away which means advance preparation is essential to making sure this trip doesn’t negatively effect my bottom line. My lovely children broke my laptop this summer (thanks again, kids…), but a relative was kind enough to donate her older model. It will do nicely until I buy the one of my dreams - hopefully within a couple of months. My main objectives when working while traveling:

• Accessing the Internet for emailing and online research
• Mobility
• Easy access to files via Mozy.com

Having Internet access through a laptop or smart phone has certainly made freelancing on the go easier; but there are still ways to maintain momentum and connectivity with online clients:

Give Them Fair Warning

I contacted all of my regular clients to let them know I’d be out of town and not as available via email as usual. Clients can then decide whether or not to hold off on sending projects until you return from traveling. You may want to set an alert on your email that informs anyone sending email while you’re away.

Maintain Your Online Connection

How can you do this without a laptop? Easy. Find a public library for free Internet access (you may have to wait in line or be subjected to time limits depending on the library and demand for computer time). Take advantage of your hotel’s business center, or visit an Internet café (prices vary). You can use either of these places to quickly check and respond to emails or send shout outs to friends on Facebook and Twitter.

Let It Go

I’m sure you know that you don’t have to slip work in to every trip out of town. Believe me – I only do so when it absolutely can’t be avoided which thankfully is quite rare. Don’t be afraid to disconnect temporarily from your clients and the online world and enjoy real life uninterrupted.

If You Need Help Marketing Your Freelance Writing Services Look No Further…

I know this post is late, but I couldn’t just sit on it – I had to share! Anne Wayman and Carol Tice are two very successful freelance writers who are collaborating to provide a marketing class just for writers: 40 Ways to Market Your Writing.

These ladies really do know their stuff. The interactive webinar is scheduled for December 7 at 9 a.m PST and they have kindly set a very affordable rate of $19.99 until November 24, 2010 (after that the cost will be $24.99). Participants can also receive other great gifts including a discount on Carol Tice’s latest ebook, Make a Living Writing: The 21st Century Guide, so jump on it while you still can! Enjoy your weekend everyone. :~)

Are You Really Committed to Working for Yourself?

I received a surprise phone call Saturday from someone who approached me six months ago for advice about getting started as a freelance writer. I haven’t heard from this person since six months ago when I gave her some very basic steps to take. Long story short: she not only refused to take action, but also argued with me about whether or not the steps were necessary. FYI: the steps she questioned involved specific directions that a client I’ve been working with for two years requires of all inquiring, new writers interested in writing for his business so it wasn’t like I was just making this stuff up.

I immediately recognized the situation for what it was, wished her well and went on my merry way. Six months later she’s calling again to tell me she never heard back from said client about the writing opportunity (hmm…) and was wondering whether or not I thought it might be too late for her to try contacting him again. I quickly reminded her once more of the client’s application requirements suggesting she try contacting him again, following his instructions, to see whether or not an opportunity still exists. Although she wasn’t as vocal about not wanting to put forth the effort to make that move, her hesitation spoke volumes. She’s not really committed to putting forth the time and effort it takes to be self-employed. I suspected as much.

One thing I’ve learned in my four years of freelancing – as much as clients want a cracker jack writer that can bang out perfect copy every time, they appreciate good writers committed to their business and the job at hand even more. I’m just going to say it: there are a lot of people who get sucked into the “idea” of what it is to be a freelance writer without considering the work it takes to build (and maintain) a steady client base and income. Nine times out of 10, those guys either never get around to starting or completely give up too soon. My message to anyone getting started or struggling to hang in there is to remain committed if self-employment as a freelance writer is really what you really want. Commit to consistently spreading the word about your services. Commit to continuing to learn all about your niche, the latest marketing trends and improving your grammar and writing skills. Commit to being professional at all times, meeting established deadlines as promised and over-delivering on projects. Anything worth doing involves some form of commitment.

Refocusing My Efforts

It’s hard to believe that there are only about 60 days left in 2010. Where did the year go?? This year has been an especially challenging one for me. I’ve been dealing with my father’s battle with cancer, and then last month my family buried our very dearly beloved matriarch – my 96 year old grandmother. The pressures of my real life have done a lot to stir up my recent bout of burnout. Although I’ve been very busy marketing my services and catering to new and existing clients, I’ve been very distracted and sometimes have difficulty concentrating on certain tasks (leftover remnants of said burnout no doubt).

I’m recovering slowly but surely, but my down time has caused me to reassess my business. I do this at the end of the year anyway, but recently I’ve become clearer about certain changes I’d like to make regarding the services I provide – renovation if you will. My goal: to spend less time working, but earn a comfortable living. As the pieces to this puzzle come together, I’ll be sharing this journey with you. Some of the changes I’m considering will affect the way I market new services so I need to revamp my business plan and establish a strategy that will help me get from point A to point B.

How about you - are you sticking to your current business model or are you planning to make changes (adding or removing a service(s)) in 2011?

How to Avoid Burnout

I’m slowly but surely recovering from a nasty case of burnout. Challenges in my real life are the true catalyst. Unfortunately the effects have spilled over into the business side of things affecting my productivity. Although I have managed to stay pretty busy with current client projects, and even acquire a few new ones, staying focused hasn't been so easy. Operating my business in the midst of personal challenges has resulted in my dropping the ball in other areas of what I do for a living (i.e. personal writing projects). This blog and my social media networking relationships have suffered as a result of these distractions.

Whether burnout is the result of an overwhelming work schedule filled to the brim with client projects, or trying desperately to balance real life, personal challenges with non-stop business obligations, the results end up being pretty much the same: you feel like you’ve reached your limit and can’t possibly do one more thing. Burnout affects productivity which of course affects your bottom line. Prevention is most definitely the best cure in this case:

Try Setting Regular Office Hours

Before I decided to set regular office hours and established a daily work schedule, I felt like I was practically tethered to my computer 24/7 and quickly began resenting working from home. It was my own fault – since I wasn’t regulating my time, I spent a lot of it socializing on forums, and surfing the net while working here and there – it only FELT like I was working around the clock. Not very productive at all.

Everyone is different of course; but what works for me is setting aside a certain amount of time each day that’s strictly for work and setting aside specific times during the day for things like participating in social networking/commenting on blogs/forums and updates with my accountability partner. Personal errands and personal phone calls/visits occur at the end of my designated work day. I’m very easily distracted so I need these parameters in order to get the most out of my day, and these limits help keep me from feeling overwhelmed and becoming burned out.

Take at least One Day Off a Week

I highly suggest taking at least two days off away from work each week, but I know that when you first start building a business, long hours come with the territory. Still, you need to take time to do something you enjoy that’s completely unrelated to your work. Balance will keep you sane and help you avoid burn out. It’s important to have something fun to look forward to when you work hard.

Variety is the Spice of Life

It’s cliché, but true. I enjoy working on various projects – everything from web content, ebooks, resumes, professional bios, magazine articles, print marketing material, etc. The variety keeps things interesting and it’s much easier to come up with fresh ideas.

Don’t Spend Time on Clients/Projects You Don’t Enjoy

Yes, I’m advocating turning down work. Every job won’t be right for you; some clients aren’t on the up and up; as you become more experienced, you’ll find that some clients will no longer be able to afford your services. When I first started freelancing I took any and every job offer that came my way. That wasn’t always a smart move and there have been quite a few instances when the shrewdest business move would have been to politely and confidently decline the offer. When you work for yourself, you have the freedom and the right to work on what you want and work with who you want. Don’t feel guilty about it – I’d say it’s a fair trade for the work you put into becoming profitable.

Who's Afraid of the Client?

Last week I was contacted by a freelance writer who is just getting started. She’s been providing commercial writing services on a part-time basis for about six months now. Her problem: she’s extremely intimidated by the clients she works with. I can definitely relate.

About four years ago, when I first started freelancing, the idea that someone was willing to pay me and trust me to write for their business, let alone pay me well to do so, was unreal, terrifying, unbelievable and utterly exciting. Hammering out mutually agreeable terms and explaining my services in a way that made me sound like a professional, confident writer who knew what she was talking about was a challenge.

Fear of interacting directly with clients is what makes some writers choose writing for content mills over finding clients on their own. They want to avoid stress and uncertainty at all costs.

As I told the writer who emailed me, take a deep breath and fake it. Some people are able to project confidence right out of the gate; but the rest of us had to fake it for a while before it seeped in that we are in fact capable and qualified to do this thing and do it well. Hear are some of the most stressful freelancer client scenarios, and tips on how to deal:

Fear of Talking with the Client

In the beginning, just the idea of interacting with clients can intimidate some writers. The good news is that today’s technology makes it easier than ever to avoid direct communication via in person meetings and phone calls. Email, IM, Skype and texting allow you to get the information you need easily. Some writers never interact with clients directly. It’s certainly possible. In some cases, however, you will need to have some direct contact with a client at some point.

Solution: Write out your presentation – even if you’ll only be discussing it over the phone – so that you’ll be prepared. Preparation will increase your confidence. Also, attend networking events when you can. It’s a great opportunity to flex your in-person communication skills so that you become more comfortable expressing your thoughts and ideas verbally.



Fear of Pitching Your Ideas

Freelancing for newspapers and magazines helped me overcome this fear. I mainly do commercial writing so most of my assignments are to carry out the specific instructions of my clients. However, from time to time I am asked for my professional input and I feel that familiar stage fright slide into place. It’s a simple case of fearing rejection (nothing simple about that though…).

Solution: If you’re asked to pitch ideas for a client, preparation is key.
Learn as much as you can about the company, the client’s objectives, the market, competition, etc. This type of strategic preparation will help ease anxiety.



Fear of Negotiating Terms of Service

This was always a big one for me. I have clearly detailed terms of service. Every so often I’d come across a client that wanted to negotiate whether or not to pay a down payment, when to make the final payment, etc. I’m open to negotiation. Unfortunately, I allowed fear of losing a client to cause me to accept terms I wasn’t too crazy about on more than one occasion. Naturally it came back to bite me on the arse. I much prefer that all negotiations be mutually acceptable.

Solution: Don’t automatically become defensive when a client brooches the idea of negotiating certain terms. Try putting yourself in your client’s shoes to see if there is any merit to the request. For instance, is it an issue of trying to avoid internal politics? Are weekly in person meetings preferred over phone conferences because of upper management directions? Don’t be afraid to say no to negotiations. It’s business, so if you don’t benefit from the terms in the end, the project will end up being more trouble than it’s worth. Trust me.

Fear of Making Changes to the Project Schedule

Being able to meet deadlines is crucial to your success as a freelance writer. I’ve had more than one conversation with a client who declared they would rather work with an average writer that religiously meets deadlines and follows through on promises than the most talented commercial writer that consistently misses deadlines here and there. Time is money after all.

That said, sometimes life happens and anyone can suffer an unexpected setback. Most clients operate in the real world so they understand about rescheduling deadlines as long as you approach the situation professionally.

Solution: Let the client know about the situation right away. Don’t waste time hoping that everything will work out in the end. Be careful not to over apologize – confidently explain what happened and offer a solution. The goal is to maintain your client’s trust and confidence in you that the project will be completed.

Fear of Requesting More Research Information

Delivering a project that’s complete, meets the needs of your client’s target market depends on you getting the information you need. In some cases your client will need to provide information (e.g. past marketing materials, whitepapers, reports, statistical information, company bio, graphics, etc.). Most of the time you’ll get this information with no problems; but in some cases clients may not feel as urgent about getting you the information you need. The situation can become even more complicated if the client hires other contractors to work on the same project and you need

Solution: Compile a detailed list of all the information you need along with an explanation of how important getting the information you need is to the success of the project.

Good Bye Summertime...

I haven’t spent much time online this summer for several reasons. I’ve been dealing with my father’s illness (he’s in another state), the month of August getting the kids back into school (if I have to fill out more stacks of school forms for all four kids this week I’ll scream!), and participating in the month of Ramadan praying, fasting and celebrating with family and friends. Honestly, it’s all I can do to keep up with client projects right now.

Hopefully, this month I’ll be getting back into the swing of things providing consistent blog postings, and setting aside some time each day for conversing with and becoming reacquainted with fellow writers on social sites like Twitter as well as some of my favorite, long neglected writer forums and blogs.

Yes, summer is officially over for me which means it’s time to ramp up the marketing to fill my work schedule with plenty of projects to carry me through the to the new year. Yes you heard right - I'm already thinking about my November/December work schedule. Now is the perfect time to think ahead to the holidays – after all there are only three more months left in 2010! Thankfully, work generally picks up for freelance writers after a summer lull during September, so now's the time to start planning your marketing strategy to keep busy through the end of the year now.

As usual, Yuwanda Black has generously provided helpful marketing resources; and since I’m not one to reinvent the wheel, I’m happy to share her Fall Marketing Tutorial. It covers a variety of solutions ranging from price negotiation to avoiding writer burn out (something I’m sooo intimately familiar with…) so be sure to check it out.

Know When to Stick to Your Guns

Recently I made a big mistake with a new client. It’s one I used to make a lot when I first started freelancing and I’m sharing my experience hoping that you’ll be able to avoid making the same mistake with your own clients. I compromised one of my business policies even thought I knew in my gut I was making a mistake and of course I paid for it in the end.

It all started when a local company contacted me about doing some freelance writing for them. We spoke over the phone a couple of times, I sent them a proposal and a couple of weeks later they asked me to draw up a contract for the project. Things were going great until we started talking payment terms (big surprise).

My terms require full payment upfront for projects under a certain dollar amount, and a 50% down payment for projects over that rate plus scheduled payments thereafter depending on the duration of the project. Naturally that was going to be a problem for this client because they only invoice monthly. I’ve dealt with mid-size businesses that invoice monthly before and that wasn’t a problem per se. I told him that he could pay the down payment and I’d be happy to invoice the remaining balance at the end of the month. Another problem: since the company invoices monthly, they are unable to make an advance payment (Yes, it just kept getting better).

I honestly didn’t feel comfortable with the arrangement, but stupidly agreed to it anyway. The next day the situation still didn’t sit right with me so I discussed it with my accountability partner. She gave it to me straight with her most charming, lilting, Irish accent saying, “Oh, you shouldn’t have done that. You’ve worked in a corporate environment before. You know as well as I do that if a company needs to cut a check for something important they can do so the same day. You should not compromise your own policies so easily assuming that they wouldn’t want to do business with you." (The Irish are so wise)

I ended up getting paid, but it took much longer than the 30 days outlined in the signed agreement. In the past I’ve offered discounts and made special payment arrangements with returning customers; but it sets a bad precedence to dismiss your own policies too often, too easily or too soon. Policies are put in place for a reason – usually to protect you and your business, and anyone who’s hiring your services will respect that if you insist. Clients will test your resolve, but you don’t have to automatically give in, especially when it’s not in your best interest. That’s just business.

Jennifer Mattern approached a similar issue and discussed it on her blog recently. I agree with her stance on this topic and encourage you to check it out for yourself.

Finding a Freelance Writing Mentor

I’ve been making a living as a freelance writer for four years now. It’s taken a lot of tenacity

If you’re just getting started as a freelance writer and your goal is to earn enough to cover your living expenses, consider finding an experienced writer to serve as your mentor. Finding someone who is already successfully doing what you aspire to do provides guidance, inspires you and pushes you to persevere - even during the inevitable tough times.

Here’s the thing though – most writers making a living doing what they do work hard at it. Time is a valuable commodity when working for yourself, and they don’t have time to waste. They are often approached by people asking advice about how to get started freelancing. The problem is the majority of inquiries are from people unwilling to consider all of the work freelance writing involves. Unfortunately many inquiring minds aren’t willing to expend enough energy to conduct to research to get an idea of how to get started. It can make these writers much less receptive to helping someone just getting started which is unfortunate because a mentor can cut the learning curve significantly.

You’re sure to come across helpful, experienced writers via freelance writer blogs, social networking sites (Twitter, Facebook, LinkedIn, etc.) and writer forums. These are great places to get to not only get valuable information that can help you kick off your business; it’s also an opportunity to get to know these writers on a more personal level while exchanging ideas and engaging in conversation. Another bonus: they get to see that you are serious about the business of freelancing so if you approach them for help they are more likely to oblige.

When you find someone willing to serve as your freelancing mentor, don’t blow the opportunity. Take advantage of their willingness to show you the ropes and show your appreciation of the time they are investing by doing the following:

• Participate in the process - put forth some effort
• Be willing to take action
• Provide updates on your progress
• Be committed