The allure of answering to no one (except ourselves) and being “free” from the invisible restraints placed on us by working for someone else is what drives many of us to fulfil our dreams of becoming a freelancer.
But while freelancing affords a lot of benefits for many of us, like getting to choose our own hours; working from home when we feel like it; and being able to select our clients, unless we manage our time effectively, our long-term business survival could be placed at risk.
That’s why as freelancers, entrepreneurs, solopreneurs, whatever you want to call us, we’ve had to learn to work in a way that allows us to utilise our time to its fullest.
How many of these freelancer time management habits do you use?
1. Remain Focussed on Social Media
As a Virtual Assistant, social media plays a huge role in what I do on a daily basis. Whether it’s posting updates on behalf of a client; creating a new profile/page; or responding to messages, I need to logon to the most popular social media sites regularly.
However, as you’ll probably already know, social networks, like Facebook, Twitter and Pinterest, contain A LOT of potential distractions. The urge to just quickly check your own feed can lead to huge portions of your time getting consumed, and that’s why you need to stay focussed on the task at hand.
2. Remove Distractions
Social media is a great example of a digital distraction, but what about all the ones that exist in your working environment? Kids, pets (dogs and a cat in my case), a TV, and many other things can chip away at your “work time” unless you take a conscious stand not to let them.
It’s absolutely possible to achieve a better work-life balance as a freelancer (I’ve done it), but you need to be regimented and make sure your day is definitively split into work and leisure times.
3. Italian Tomatoes
Yes, you read that correctly: “Italian tomatoes”. Who’s heard of the Pomodoro Method? The term is thought to have been coined in the late 1980s, and works on the premise that having a fixed amount of time to complete a task makes us work more efficiently.
For example, how many of you have accomplished five hours of work in a four-hour time frame before? And how many of you, when given 10 hours to complete the same amount of work, have used all 10 hours? That kind of sums up the Pomodoro Method, which sees us work faster when constraints are placed upon us.
Try working for 25 minutes straight at a time and then having a five minute break; a break completely from your work – far away from your desk if possible.
Ever seen those tomato-shaped kitchen timers? “Pomodoro” is the Italian word for tomato 🙂
4. Learn to Say “No”
Pleasing people is in all of our natures, but unfortunately we cannot do it 100% of the time. If we can’t say “no” when we really need to, our relationships with our clients and our families both stand to suffer.
Promising a client something at short notice, when you’ve got lots of other work on, will often lead to one of your clients being disappointed. Likewise, if you overcommit yourself and literally don’t have enough hours in the day – even with the Pomodoro Method – your precious family time could be sacrificed.
5. Remember, You’re the Boss
The only way to succeed as a freelancer is to establish a system that works for YOU and inform all of your clients about said system, so that they know exactly what to expect when entering into a working relationship with you. If you don’t do this, your clients will expect you to work how THEY like to work and that’s not going to do either of you any good in the long-term.
If you don’t work weekends, tell your clients that from the very start. Failure to do so could lead to them expecting a reply on a Sunday night that they’re never going to get.
If you don’t manage your time effectively, it will slip away in front of your eyes. You wouldn’t be so careless with your cash, so don’t do it with your time.
Being my own boss is great. It allows me to manage my time however I want, and that enables me to do a lot more of the things I enjoy in life. In fact, since I moved to France back in 2011, my work/life balance has been better than at any other point in my life.
However, being a professional virtual assistant isn’t without its challenges, and one area that I have had to give special consideration to is the need for client contracts.
Many freelancers – especially those just starting out – often overlook the importance of having some kind of contract with their clients. I know I did! Luckily, several of the virtual assistant training courses I completed highlighted that client contracts were nothing short of a necessity, and I’ve used them ever since.
It can be very tempting to overlook the paperwork when you’re in talks with a potential new client. Both of you are inevitably excited and singing from the same hymn sheet in terms of what you want to achieve, and there is a massive urge to want to jump in and get to work. This kind of enthusiasm is natural and definitely isn’t a bad thing, but you must make sure you get a few small formalities out of the way first.
Everyone I’ve had the pleasure of working with so far as a virtual assistant has been honest. Let’s face it, in an ideal world we’d never need contracts for anything. The reality, though, is that we don’t live in an ideal world, which is why contracts are used throughout our daily lives.
Here are a few reasons why contracts are so important for freelancers today:
Contracts protect you
As I mentioned earlier, I’ve been extremely lucky with all my clients, but not everyone is. Non-payment is the biggest issue faced by many freelancers and without a watertight contract there’s little recourse for them.
Late payments are also a problem, especially when you are living on a carefully-calculated budget and have bills to pay on specific dates. Your service providers expect you to pay them as per your contract and that’s why you should expect the same from your clients.
Some freelancers also find that when they eventually do get paid the amount isn’t what they were expecting. Their clients have seemingly made adjustments, and the lack of a binding contract has enabled them to do so.
Contracts protect your clients
It would be wrong to think that contracts should only be put in place to protect the freelancer. All of our business relationships are two-way affairs, and that’s exactly how contracts work.
I’ve heard many stories where a client hired the services of a freelancer and ended up high and dry because the project was left unfinished, or the end result was completely different from what they expected and ultimately served no purpose for them.
The whole situation is made even worse if the client also loses money in the process. It could mean they are unable to hire someone else to complete the project and it leaves a bad taste in their mouths about working with freelancers.
Contracts boost your credibility
We all like to think of ourselves as consummate professionals. So why would you even consider entering into a new client relationship without a contract?
By starting every new project off on the right foot with a contract in place, you are automatically showing your client that you take your responsibilities seriously and that you mean business. It affords a sense of reassurance and sets a professional tone for your relationship going forward.
While a contract might not be able to prevent bad things from happening or relationships going sour, it will stand you in a stronger position should the worst happen.
As a final point, it’s always best practise to get any contracts that you are considering using checked over by a legal professional to ensure they cover every aspect you need them to. As contracts get edited to suit different purposes, they sometimes lose their enforceability, which is something that can’t be fixed after the event.
Have you ever had any problems with clients, which may have been okay if you’d have had a contract in place? I’d love to hear about your experiences…
When new business owners are first starting out, there’s a massive tendency for them to try and do everything themselves. After all, their fledgling companies haven’t yet found their feet and any tasks they can do personally ultimately helps them keep costs down.
But it’s usually not long before these solopreneurs, or small business owners, realise that they need to let go; outsource the day-to-day tasks that are consuming their time; and focus on what they do best: driving their business forward.
So when a new client approaches me, I know it’s because they’ve reached the point where they know they need some help with their workload. Accepting the fact that they need to outsource some work is actually a crucial stage to reach.
However, while they know they need to take advantage of a virtual assistant’s services, they often find themselves in a catch-22 situation. That’s because they’re often too busy to take the time to explain exactly what they want their new VA to do. This is especially true if they’re new to outsourcing.
The bottom line is they’re busy and that’s exactly why they’re looking to hire a VA.
Obviously, there are certain tasks which are pretty standard across the board and don’t require much explaining. The majority of clients, though, have particular ways that they like things done; certain systems and methods which have become engrained in their routines.
Just because they’re going to outsource some of their tasks doesn’t mean they want them completed any differently. This is why it’s so crucial that they spend some time handing the tasks over properly.
If they don’t take the time to explain things properly, they often end up completing the tasks themselves (as they’ve always done). This defeats the object of having a VA in the first place and this is the outsourcing vicious circle I was referring to in the title of this post.
By taking some time to fully handover tasks, clients can break the outsourcing vicious circle and really make the most of their new VA.
It’s so satisfying for me to be able to help a client alleviate their workload and concentrate on their core business activities.
Even though I’m Jo Harrison, Virtual Assistant, I want all my clients to think of me in the same way they would a conventional assistant sat in the same office as them. My virtual desk is always ready for them to drop things on and having explained something once, they can turn their attention elsewhere safe in the knowledge that their tasks are being done just how they want them to be.
My decision to move to rural France back in 2011 was not one that I took lightly. It involved a huge amount of courage, but was made infinitely easier by the support I received from friends and family. I’m now enjoying a much better work/life balance than I ever have before and a lot of stress has been removed from my life.
But (there’s always a “but”, right?), while working remotely from home obviously has many advantages and perks, there’s also a side to it that many people don’t see or perhaps don’t consider. And that’s that it can sometimes get rather lonely. Couple this with the uncertainty that often comes with running your own micro-business and you can find yourself in desperate need of someone to talk to/vent at/bounce ideas off of.
The bottom line is that it’s bloody hard work to cope with all the pressures of being self-employed. I’ve got to manage my time effectively; handle peaks and troughs in work (and, therefore, cashflow); and deal with a degree of isolation. This is in addition to knowing that I have foregone the basic employment rights that regular employees enjoy, such as sick pay, holiday pay and access to a workplace pension scheme.
So, with all this in mind, here are my top three tips for overcoming the loneliness and uncertainty that working remotely can bring:
Make the most of video calls
Don’t just hide behind your inbox and fire off emails all day long. Skype, Facebook’s own built-in chat and Blab all offer a way for you to see your colleagues and clients, as well as talking to them.
It might not seem that big a deal, but it makes such a difference when you can see the facial expressions of the person you’re talking with. It’s often the closest you’ll get to experiencing that being in an office feeling.
Take regular breaks
Regular breaks are needed throughout the working day to give your mind and body a rest. In modern office environments, conscientious employers insist their employees take regular breaks, but when you work from home there is tendency to neglect them.
Even if you just get away from your computer for a cup of tea or coffee in the mornings and afternoons, and treat yourself to a proper lunch break, it will make you feel a lot more relaxed.
Customise your environment
The beauty of working remotely/from home is that you have total control over your working environment. If you’ve got photos of things that make you smile, make sure they are nearby while you’re working. The same goes for other creature comforts that make you feel contented.
My two dogs never fail to put a smile on my face throughout the day. Although we don’t all always agree when I’m bouncing ideas off them. Funny that…
So here I am, it’s 2016 and already February and I feel that I should write a blog post. I am a little out of practice but I do have so much to tell you that I really need to get this written before something else stops me from doing so.
Top on my list is, I have a new website, and new branding… My old company name has disappeared along with 2015, and I can’t say I’m missing it. I wanted something simple which I can use for years to come, my name isn’t going to change anytime soon, well no plans for it to anyway. What do you think?
The lovely Gaynor at The Smart Station did my new logo and banners, and I’m really pleased with how they’ve turned out. I met Gaynor at #MicroBizMattersDay in January, which is the next piece of news I want to share…
My very first non-virtual event as a virtual assistant was #MicroBizMattersDay on Friday 8th January. I left for London the day before, and had a really great couple of days in London. It was certainly not what I was used to, I was in the thick of people, traffic, noise and general UK chaos, nothing like my rural life here in France, but I enjoyed it.
The day was a massive success and I feel privileged to have been part of the whole thing, even if I did try and hide in the corner of The Green Room. This year I didn’t take part in the live streaming (which suited me fine), but I did get nabbed by Ed Goodman of The Cambridge Business Lounge while he was whizzing around the place on Periscope. Tina Fotherby of Famous Publicity also caught me on camera a couple of times too. I also did a quick interview with Nick Peters of Share Radio, certainly not used to all the attention!
You may have heard of some of these business celebs, I didn’t really get a chance to speak to many of them as they were busy doing interviews… Tim Campbell MBE (winner of The Apprentice), Emma Jones MBE (Enterprise Nation), Charlie Mullins OBE, Chris Percival, Penny Power OBE and the rapper Sway.
I did meet some great people on the day, difficult to name them all… Tina and Tony did a fabulous job of organising the day, and I am really made up that they have invited me back next year when the day will be held on Friday 13 January 2017. You can watch all of the live streaming from the day, behind the scenes footage and some radio interviews on the #MicroBizMattersDay website.
It’s been a really busy time for me, in December I was asked to format two books, Shadow Tag and The End Game for New York Times Bestselling Authors, Raymond Khoury and Steve Berry. I was really pleased they came to me, and hope to work with them more in the future.
One of my favourite client’s *they’re all my favourites* Positive Sparks are now doing a weekly podcast, and after the event in London I took part in one with Phil talking about #MicroBizMattersDay and also my favourite apps of 2015. This will be a monthly thing for me, so do subscribe if you’d like keep up to date!
As well as taking on a number of new clients in January, and being snowed under with work… I did have a little time to do some dating (I know, not work related, but some of you like to keep up with me on a more personal level), and pleased to say I am now officially in a couple. So you can see, not a lot of time for blogging! 🙂
So it’s February, my new website is live, a few tweaks here and there, but pretty much finished. I have a few big website projects coming up this month, and lots of exciting things to look forward to in the months to come.
If you are in contact with me by email, then please do update your records with my new email address which you can see at the very top of this page.
…And do check out #MicroBizMattersDay if you’re a small business owner, next year we have so many exciting things happening, with live streaming from around the world… I can’t wait!
I regularly speak to small business owners, on both a personal and professional level, and if there’s one thing they all tell me it’s that when they first started out they tried to wear too many hats. In other words, they bogged themselves down with tasks that they really shouldn’t have been doing and ultimately lost focus on what they should be doing: building their businesses.
Unfortunately, this is one of the pitfalls of running a small business. It’s only when the owners realise that by trying to do everything themselves they’re actually hindering their businesses that things start to change.
But as we all know, hindsight is a wonderful thing and we can all learn a lot from it. That’s why I wanted to share with you some of the tasks that I carry out for my clients. While you will undoubtedly know about most of them, there are a few that may surprise you.
What I want to do is get you thinking about which of the tasks you’re currently doing yourself that could be delegated to someone else. Even if you manage to reclaim just five minutes of your time each day by delegating or outsourcing a task or two, I’ll feel as though I’ve done my job.
Here are just some of the duties I perform for my clients:
Project management – most business owners have got lots of nice little projects they want to undertake, but overseeing them all personally is often a time-consuming nightmare and something that detracts from the overall value of the project.
Newsletters – this newsletter didn’t write itself and yours won’t either. That means you’ve got to spend time thinking about what you want to include and then even more time compiling it. Time that could perhaps be spent doing something more constructive.
Social media management – we keep being told that our businesses need an online presence and one of the easiest and most cost effective ways to achieve this is via social media. But unless your business pages are updated regularly and your audience kept engaged, your social media efforts will fall by the wayside.
Blogging – Like social media and newsletters, blog posts are another necessity for most businesses today. And, like social media and newsletters, blogs are at their most effective when they are regularly updated with fresh content. Can you give your blog the time and attention it deserves?
PA services – general admin duties need to be done, but it doesn’t have to be you who does them, right? Even if they’re mundane, there’s someone out there who would willingly help you with them.
Email management – how many emails do you receive each day that warrant a reply, but not necessarily require a personal response from you? Responding to emails consumes a lot of time and unless those replies produce leads or sales, your time may be better focused elsewhere.
Calendar management – okay, so it’s similar to email management in its nature, but nevertheless it’s still a crucial part of running a business. Much better you concentrate on preparing for client meetings than organising them.
Research – conducting research is something that every small business does from time-to-time. And while the Internet has given us an overload of information at our fingertips, wading through the sea of resources to get to the stuff that matters can take hours.
WordPress management/maintenance – WordPress updates seem to be released on an almost weekly basis nowadays. Couple this with the constant plugin changes that also occur and maintaining even a basic WordPress site can be time consuming. That’s before you’ve even thought about making any content updates.
Data management – as your business grows, so too will all its data. Nothing is more frustrating than not having the information you need to hand. The technology exists to make it so, but all those documents and files still need to be put in the right places.
Did I give you any ideas? I really hope so…
Need a bit more inspiration? Drop me a line and we can talk about it in a bit more depth.