Lessons from the Freelance Factory
I recently reviewed the new and very popular book, The Wealthy Freelancer: 12 Secrets to a Great Income and an Enviable Lifestyle, and was particularly struck by something my friend Pete Savage mentioned in Secret 1: Master the Mental Game. After discussing the many hats a freelance business owner must wear, Pete hones in on the concept of Production…you know, the typical process experienced by a freelance writer juggling lots of different projects at once.
Pete makes a rather revolutionary suggestion: view the production process like the floor of a factory. 
Put aside your high falutin’ notions about the ‘creative process’ for a sec and think about it from Pete’s point of view: “Even the most beautifully crafted…Rolls Royce cars…leverage production efficiencies. Improving your productivity lets you create in a more efficient and stress-free environment, which actually increases the quality of your output and the enjoyment you derive from practicing your craft.”
I’ve been doing this for years, and have been criticized for destroying creativity in the process. Au contraire. I now have Pete to back me up when I preach that organization, efficiency, scheduling, forms, tracking tools, task lists (and, might I add, accountability) actually increase production.
Thanks, Pete. I feel vindicated.
It reminds me of the Lean Six Sigma training I almost participated in about 5 years back. Lean Six Sigma, for those of you living under the proverbial rock, is a strategy for business management that attempts to improve processes by identifying and removing flaws in the system, improving production and profits based on a definitive set of steps and specific target goals. People actually get certified in this stuff! Enjoying Project Management as I do, it’s right up my alley but, alas, the training never came to be.
Anyway, I see a direct correlation between the freelancer’s production schedule and the principles of Lean Six Sigma. Think of your typical day: customers are emailing and calling to ask for help with various projects. There are vendor issues to manage. If you work with other writers, you’ve got people issues that need attention. Some projects have long deadlines. Some are short and must be attended to now. There is always that rush project you don’t want to say no to. Some clients are flexible; others, not so much. Then there is marketing, including social media marketing; no small feat for any online business today. And bookkeeping. And I’m pretty sure somewhere in there you’ve also got a personal life to live.
In the middle of it all sits you, trying to juggle all of these tasks, make a living, keep everyone happy, and meet every demand placed on you with grace and efficiency.
Whew.
Perhaps the issue is scheduling. If you’re like the typical freelance writer, your day happens to you, instead of you having control over your day. You’ve got great intentions, but you never seem to get to everything on your list. That means someone, somewhere, is not happy. It might be a child, a spouse, a prospect, a client… in any event, not a good thing.
“But there just aren’t enough hours in the day!” Yes there is. We all get the same 24 hours. It’s not what you’ve got. It’s how you use it.
“But she’s just so much better at multi-tasking than I am!” There is a lot more to this than simply being a good multi-tasker. Efficient multi-taskers aren’t born that way. They learn how to manage multiple objectives and goals, using scheduling and excellent time management. (My good buddy Jason Womack knows all about that. Watch for the announcement about our webinar taking place on April 23th.)
“But my clients just don’t understand!” They will if you make them. This is your business. You make the rules. You don’t work for a boss anymore. It’s a mindset shift you’ve got to make immediately if you want to survive.
Let me ask you:
• Are you overbooking projects?
• Are you underestimating your time?
• Do you frequently miss deadlines?
• Are you losing clients?
• Are you perpetually short on resources or having trouble keeping up with ever-changing developments?
• Have colleagues stopped being willing to help?
• Are you consistently stressed and on-edge?
• Is email running your life?
These are all warning signs something is amiss.
Do you find scheduling to be a problem? Would you like to conquer time issues and run your business more like a ‘freelance factory’? Tell me about the challenges you’re facing.
24 Responses to “Lessons from the Freelance Factory”
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Hi Victoria,
Great points. Good for you for sticking to your guns on productivity!
You are absolutely correct, IMO, about there being no correlation between productivity and creativity. Except maybe the opposite of what most want to admit: structuring your creative time may actually improve your output.
Some of the most prolific and creative people in history structured their work time very carefully. While this does not mean you have to follow suit, my own suggestion is you do what works for you. The key word here is “works”.
If you are not getting stuff done – try something else. Take a look at Victoria’s list – does it hurt to face facts? If so you need to take action.
Regards,
Andy
Hi Victoria,
It’s amazing that you posted this up because I’ve just been thinking about the same thing last night. Even Michael Gerber in his book E-myth talks about the efficiency of using methods to have more productivity. Anyone who disputes this is bound to question how well their business is doing. I think one huge key factor to scheduling is focus. As Pete have mentioned in Secret 8: Bring Focus to Your Freelance Business, one tends to be scattered and schedule unnecessary events in their calendar which causes an imbalanced lifestyle without focus. Who needs that?
My biggest challenge is trying to put all of the things I have been learning from these books and create a plan up to my first assignment. I feel a lot of times I’m too scattered and too scared to just narrow down my interest. That in itself can be pretty detrimental in my own success. I did finally categorize my 3 prime targets although I must only select 1 – to start with. It’s health, technology, and public speaking. With some marketing research, I’m hoping to pin down where I want to go.
How did you pin down who your clients are and what specialty you want to do?
Have a wonderful day!
Jan
Hi Victoria, I’m loving the book -thanks! I also liked how Pete used the “factory” analogy and treating freelancing as a REAL business. I love how they tap into the business mindset. I haven’t gotten through the entire book yet but the sections on pricing and negotiating were spot-on. I already used some of their negotiation/pricing techniques this week and landed a new client.
The big “ah-hahhh!” moment I had was when I was reading the prospecting and leads section. As a former fundraiser, I have been using those techniques and tools (book of lists, etc.) for years! It really made me see that I do have great tools on my side already and didn’t even realize it.
I think we all have great skills from our “past lives” (whether we started in the copywriting/freelancing world or not) that we can bring into our freelancing career. Networking and drumming up prospects are probably one of my strongest assets and I know that’s where a lot of people shy away from – it’s easier to hide behind your laptop!
Fantastic book – realistic tips that EVERY freelancer can start implementing today. I’ve recommended the book to a lot of people already.
Thanks Victoria!
-Therese
Hi Victoria,
Thank you so much for the book! Great post, as always! I absolutely agree with you and Pete Savage– having a system will actually free you to be more creative. It give you back the time you may not currently enjoy to actually think and be creative. Remember, a confused mind says “NO!” If you have all kinds of tasks and to-do’s and should do’s swirling around in your brain — there’s no room to think creatively!
Pete put it best in The Wealthy Freelancer: Improving your productivity does give you the space to “create in a more efficient and stress-free environment and it actually increases the quality of your output and the enjoyment you derive from practicing your craft.”
An example you’ve probably all experienced is when you re-organize or clean your desk or office mess up. You can just feel the difference, the increased serenity as opposed to the chaos you felt before.
When I start a creative project, I often move to another space that is clear and tranquil, rather than my desk. When I worked in an office environment (for someone else), I would use an empty office or conference room. Now that I work from home, I often go to the living room or dining room table to create.
Here’s a tip I’ve used for many years:
I never have my In- Box placed in my view while I’m at my computer. It’s always behind me (just put yours way off to one side if there’s no place to put it behind you). When it’s in your view, if you’re like me, it’s always floating around somewhere in your mind, you feel plagued by all that is awaiting you. Let it go so you can really focus on the one thing you’re doing now!
Another way to explain it — most of us come up with our best creative ideas when we’re out for a walk or jog, at the gym, in the shower, drifting off to sleep or just waking up. Why do you think that is? It’s no coincidence. It’s because your mind is relaxed and free enough to allow space for those creative thoughts to come to you. Systems rock!
Hi Victoria,
I, too, think that Pete is dead-on (thanks for the book, by the way). This book has done more to change my mindset about my business in two days than anything else I’ve read, and like most writers, I read a lot.
For me, email is a horrible time-waster. One of my clients enjoys playing email volley–I send one, she sends one right back, and on and on. No more. I check email three times per day now–once around 10 (I start work at 9), once around lunchtime, and once around 4, right before the end of the day. Phone calls? If they’re not scheduled, forget it.
And, because I work at home, I often have to head to the patio of one of my local coffee shops to avoid housecleaning tasks (I close shop early on Fridays and handle all the laundry, cleaning, etc. so my weekends are free).
Now, I just have to outsource bookkeeping, and I’ll be okay!
Hi, V,
If stress is a factor that something is amiss, all freelance writers are off kilter. I’ve been freelancing for 36 years and I never feel relaxed. It just goes with the gig.
Thanks for the good suggestions.
Paul “Webwordslinger” Lalley
Paul, you and I both know you have to be a bit ‘off’ to do this for a living! But I know you love it, and so do I
I agree, Nichole! And by the way, I have a fantastic person for outsourced bookkeeping if you’d like to get her name and email. Contact me privately when you’re ready. So happy you enjoyed the book!
Beverly, I can always count on you for fantastic insights into how to do things better. You’ve got it together, girl! Thanks for sharing.
Therese, I’m thrilled to be able to pass something on to you that has already improved your business. Thanks for your insights. Always dead on!
Jan, this is a common issue. There is simply too much to do and not enough time to do it all, especially given that we all experience unexpected distactions each day. I always joke that I’m going to lock my office and have my meals slid under the door! Sometimes that’s exactly how I feel- if one more thing distracts me, I’m going to blow! Truthfully, though, the ringing phone and constant stream of emails means business is healthy, and who would complain about that? The trick is in prioritizing tasks and managing your time. I use a giant calendar, onto which I have written daily tasks in detail. Because I have many irons in the fire, I could never get it all done without being very specific with my schedule. If I schedule my newsletter to go out on the 8th of every month, then it’s got to go out no matter what! If I have agreed to provide coaching by phone, I can’t be a no show! If I schedule webinars every other Friday, I have GOT to be there. So, as you can see, there is not a lot of wiggle room, and it pays to be really precise with how you will fill your time.
Plotting it all out on a calendar helps you see where you are wasting time as well.
However, I also want to say– for all of you who eat lunch a your desk….Don’t do it! It is all too easy to burn out. Get up, walk around, eat in a different location, sit in the sun for a few minutes…ENJOY the fruits of your labors as a business owner. Give yourself a break, and your body and mind will thank you for it!
Andy, well said! I can’t think of a thing to add. Thanks for the plug, too!
Good morning Victoria,
Thank you for continuing to bring to light relevant issues facing writers; and for being so supportive. That, in itself, is totally refreshing and invigorating!
Having worked in the business world for over 30 years before getting serious about writing/copywriting, I wholeheartedly agree with you and Peter that there are benefits about getting organized and working to improve your business (support) processes. That effort and approach is important no matter what business you run or work to make successful.
That said, however, I also believe that to be successful (at anything) requires inner strength, commitment, and a true passion for your work. For me, that manifests itself in a genuine desire to help others by sharing my gifts and having a burning desire to express myself and my ideas… call it sincerity.
My point; all the operationally focused efforts, programs and methods to take care of the ‘infrastructure’ of your business, require and assume that you already have that passion and desire to make your business succeed. A very large part of that is self-awareness and authenticity, i.e., knowing who you really are and then living your life in balance or harmony with that ‘fingerprint’.
I’ve seen many organized people fail (and that term is certainly relative) because they lacked that ’spark’ to ignite their passion and/or didn’t know what that passion was. Being organized is important and most assuredly a skill, however, the true ‘table-stakes’ of success are self-awareness and authenticity.
It all comes down to how you define ’success’. There are multiple planes of it; personal, financial, community, spiritual and recognition. There is synergy to be obtained from being able to excel at each (more than one) plane. Lastly, success (IMHO) must be defined and pursued internally vs using someone else’s definition. You must live up to your own expectations before you can meet/exceed anyone else’s.
Firstly, let me say thanks for the book (Contest on the Business Copywriters Network)! Then I have to tuck my tail under and say I’m guilty of many of the questions you pose at the end of your post.
I haven’t had a chance to read much of the book yet. But I’m very much looking forward to it. (There’s that not enough hours in the day thing) It really looks like it will be a wonderful book and a lot of help.
The incredible comments about systems I love. I find that systems are the best and can help structure what you are doing and want to do. It is almost like a red flag to some people IMO that systems relate to communication which relates to success in either personal; financial; community; spiritual and recognition (thanks Michael). Funnily enough business associates can become defensive when structures are set in place; I have finally learnt that this can be a sign that anyone who tries or attempts to interrupt a flowing working ’system’ is best added to the ‘distraction list’ and once that occurs it is time to move away from such negative and potentially destructive vibes.
I have become to realise that such ‘distractions’ can mess with one’s state of mind and ability to remember to eat away from your desk; go for a walk; compartmentalise areas of life that all running smoothly makes for a happier, organised and therefore the ability to achieve what is on your list and this includes your personal ambition which is fundamental in happiness and fulfilling your expectations of life and then the ability to enjoy your journey in life.
Thanks Victoria for the blog and the interesting comments.
This is an area where I definitely improve. But, if I don’t have a specific deadline, I tend to put off projects. However, I also wish the people that think I have all the free time in the world would walk a mile in a freelancer’s shoes!
So true, Tina. But that responsibility really rests with the freelancer and how one allows others to suck up the workday. Put your foot down, set a schedule, don’t accept personal calls during work hours…all strategies that will help you get more control over your day.
Michele, I once worked in an office where a sign hung on the wall, “Poor planning on your part does not constitute an emergency on my part.” A great little slogan to live by!
Veronica, I hope as you work your way through The Wealthy Freelancer: 12 Secrets to a Great Income and an Enviable Lifestyle, you’ll come back and share with us what you are learning. And thanks for joining the Copywriters Business Network! We’re looking forward to growing and adding more valuable resources over the next few months.
Very well said, Michael! I don’t think I can add anything that will make it better. Thanks for your intelligent contribution.
Great article. Another side benefit to being well-organized is that sometimes it becomes very obvious to a client that you’re more organized than they are. When you can help them with that, insofar as managing the content project, you make a friend (and client) for life.
Excellent post, Victoria! And thanks for the kind words on the book.
I agree completely! If you don’t take charge of your production capacity — of your day and your week — you’ll be at the mercy of incoming calls, emails, and every other “interruption.”
There is NOTHING wrong with taking a more production-oriented approach to your freelance business. You’re right in that it will NOT hamper creativity. If anything, it will improve it. Why? Because you’ll have more time to focus on what matters. You’ll get more done and put out better-quality work.
Ed, thank you very much for stopping by to comment. All of my readers love The Wealthy Freelancer book. You, Pete Savage, and Steve Slaunwhite are doing a truly stellar job of cutting through the hype. I’ve seen a change in the industry in just the last year, with The Wealthy Freelancer leading the way. I want to be just like you when I grow up!
Good point, Brian! Organization is good for the writer, and good for your clients. You’ve got to stay one step ahead. If they can do it themselves as well as you do, why hire you?