Project Management and Editorial Calendars for Freelance Writers

Managing your freelance writing projects can be complicated and the needs can differ from writer to writer. Some freelancers have many small assignments that they have to manage. Others work on long assignments and need to provide updates to their clients along the way. Some writers face a combination of these assignments. They have some small projects and some large projects, and they need to make sure every assignment is getting the attention that its size, deadline, and priority demands.

Focusing on your projects and your days

When you track projects as a freelance writer, you need to keep your eye on both the big picture and the details. On one end you have to keep track of deadlines and milestones. You must be able to report your progress to a concerned client or editor, and you must feel comfortable with your own progress. On the other side, you need to set your tasks each day, making sure that you are setting aside the proper amounts of time per day to keep moving forward on those tasks.

Setting an Editorial Calendar

On the big picture end, you should set up an editorial calendar. Your editorial calendar tracks all of your projects, both for clients and for yourself, on a weekly/monthly/yearly basis. For smaller tasks such as short articles or brochures, you may only need to track the due date and put a reminder to work on it for a date that is somewhat ahead of that deadline. For long articles, books, reports or web sites, you may need to break up the editorial deadline with milestones on which you intend to accomplish certain tasks such as a draft, a section or a chapter. The editorial calendar isn’t meant to tell you what you should accomplish every day. It is simply there to keep you apprised of the big picture.

Setting Daily Goals

On a daily basis, you need to set your short-term goals. These short-term goals can be managed by time or by task. If you use a time management approach, you might set a goal to spend four hours on Project A, two hours on Project B and two hours on Project C. If you use a task management approach, you might set a goal of 1500 words on Project A, write draft of second chapter on Project B and finish article for Project C. Either method works. A task approach makes it easier to set specific goals, but an hourly approach might work best for projects that pay by the hour.

Setting Priorities

It is a good idea to start the day with your highest-priority item. Distractions can come up no matter how organized you are, so try to get the important things done before any distractions have time to present themselves. At the end of the day, assess your progress and make adjustments to your schedule. Some days are better than others and you may find yourself ahead or behind schedule on a particular project. Reviewing your editorial calendar daily is a good way to keep yourself on track.

Writers Should be Learners

Some freelance writers can write about the same subject forever. Others need to change gears every once in a while. It can be difficult taking on a new subject though, especially one that you haven’t studied or practiced in the past. The beauty of tackling a new writing topic is that it gives you a fresh challenge. Getting back on the learning curve keeps the mind fresh and helps you develop new skills.

Be an ardent learner

It is always easier to learn about subjects you are ardent about. If you hope to make a long-term living writing about a topic, it should really be one you look forward to learning about and writing about. It is a mistake to invest tremendous time and effort into learning about a subject that doesn’t interest you.

Move from the basic to the complex

When you do find the right topic to write about, you are going to need to get familiar with the basic concepts and practices, as well as learn about the latest trends. You are also going to need to get actively involved with that topic. Reading about something only gets you so far. In order to master a new subject, you need to put learning into action. You need to get involved with other people who care about the topic and are willing to share knowledge. In many cases these people can become sources for your future articles and books.

Create a learning library

Invest in the core literature you need to succeed. Find web sites about the topic, especially news sites and blogs by writers who share the same passions. These people can be the key to your future success and serve as great contacts and interview subjects. Go to the library and look for scientific or trade magazines about the topic you are researching. Subscribe to these magazines and consider contributing to them. Use the magazines to find out who the major players are. Keep track of the people who are writing for these magazines and see if you can track them down online or on the phone. Tap these people for relevant knowledge.

Go back to school

Another good idea is to take classes in the subject. Introductory classes at your local community college are an inexpensive way to make a formal effort to learn what you need to know. Once you have the basics down, get active. Learn the skills involved in the subject. Join online groups or local clubs. Find people who are interested and want to spend time sharing their knowledge.

Keep a learning journal

As you go through all of this, be sure to keep a learning journal. Write down as much as you can about what you learn. These notes will be the basis of your future articles, blog entries, scripts and books. Never stop writing, even long before you are ready to publish. Be an active and involved learner. It will serve you for years to come.

Organization Ideas for Freelance Writers

To Do

Create a workable to-do list. A good method is to start with a 3×5 card at the beginning of the day (or at the end of the day if you want to get things off your mind). Write down the three highest priority tasks first. After that, list any items that it would be nice to get done. Try to finish the priority tasks before you do anything else that day. As the day progresses, so does the number of distractions that can get you off task.

Notes

Always have a way of taking notes. Again, 3×5 cards are great because they are compact and portable. A notebook also works, as does a smartphone or PDA. Some people prefer an audio recorder so that they can just say what is on their mind. The device doesn’t matter. What is important is that you capture the important tasks and thoughts that come up during the day.

Single Task

Avoid multitasking. Try to accomplish one task or at least one step to completion before you move on to anything else. Multitasking results in accomplishing several things adequately or not at all. Do one thing well instead. Focused work is better work.

Eliminate

Keep a constant eye out for what you can eliminate or simplify. Always ask yourself if this is something you can throw away / recycle. The cleaner and more straightforward your environment is, the more focused your thinking will be. Don’t make work for work’s sake. Do what matters.

Say No

Don’t add on tasks when you can’t handle the ones you have. Learn to use the word no and mean it. Taking on too many tasks results in bad decisions, multitasking and poor organization. Say no.

Label

Use a labeler to identify where you need to put things. Knowing where your equipment is without thinking about it will save you an enormous amount of time and avoid the frustration of trying to track down something you misplaced. Put things away as soon as you are done with them. Sort items as soon as you receive them.

Do the little things

Your priority tasks should always come first, but your second consideration should be tasks that can be accomplished quickly. Either do short tasks right away, or keep a list of tasks that can be accomplished quickly and try to end your day with those.

See Also

• The Power of Less: The Fine Art of Limiting Yourself to the Essential…in Business and in Life
• Freelance Writing and Organization
• Task Organization

Freelance Writing Opportunities — 02/17/2010

• Freelance Writers – Break Studios
• Freelance Health & Fitness Writers — livestrong.com
• Freelance Writer – Cars for Girls
• Freelance Personal Finance Writer – Genesis Personal Finance
• Freelance Writer – Advancement Project
• Freelance Academic Writer – ProficientWriters.com
• Freelance Writer – Firehow
• Freelance Business Writer – SmartCEO Magazine
• Freelance Writer – Kaufmann Mercantile – Los Angeles, CA
• Freelance Editors – Conjecture
• Freelance Sr. Copywriter – Digitas Health – New York, NY
• Freelance Content Writer – World History – Cengage Learning – Belmont, CA
• Freelance Technical Writing
• Freelance web content writer – Miami, FL
• Online Content (Blog) Writer – Stratos Jet Charters, Inc
• Freelance Writers – Elm Street Publishing Services
• Freelance Editor with Law Degree – Employer Resource Institute
• Freelance Copywriters for Prestigious International Tour Operator – Rosemont, IL
• Freelance Medical Writer – Connexion Healthcare
• Freelance Writer/Blogger – Small Business Community Destination
• Freelance Writers – EBSCO Publishing – Ipswich, MA
• Math Writer – Freelance – Lakeshore Learning
• Freelance Writer – Consumer Electionics – Steves-Digicams.com
• Freelance Financial Copywriter – Corporate Brokers, LLC – Pennington, NJ
• Freelance Editor – GlobalSpec
• Freelance editor/proofreader – Nativespeaker.com
• Freelance Editors – conjecture.com
• Freelance Editor with Law Degree – Employer Resource Institute
• Freelance Editor – Friedman Billings Ramsey – Arlington, VA
• Freelance Copywriter Children’s Books – HarperCollins

Successful Freelance Writers are Running a Business

Successful freelance writers realize that they are running a business. Freelance writing is like any other small business. It requires a set of business management skills that cannot be ignored. Successful freelance writers handle tasks such as bookkeeping, billing, collections, marketing, public relations, sales and secretarial work. More importantly, they accept that they are the owner and operator of the business. The decisions the make and their consequences are entirely their responsibility.

You don’t have to do everything to run everything

The good news is that you don’t have to be good at every single task in order to freelance; you just have to be good at making sure that they get done. If bookkeeping and accounting are not your strong suits (or you prefer to concentrate on the writing) then you can hire someone to do that work for you. If you need secretarial work such as transcription, typing or filing, all of that work can be contracted for as well. In most cases, once your freelancing business gets rolling, it is a good idea to off-load these tasks and concentrate on the activities that generate income. Whether you do all the work yourself or pay to have it done for you, however, you are still the boss and it is still a business.

The more you learn, the more you earn

If you want to improve your business skills, take a class in small-business management or marketing or whatever other skill you lack. Even better, try writing a series of articles about the tasks that you most want to understand. That way the time you spend on learning these skills will be both instructional and profitable. After all, finding multiple ways to benefit from a single task is good business.

Would I work for me?

Having the right attitude is one of the keys to treating your freelance writing as a business. Ask yourself, if this were a company that I was hired to work for, would I approve of the way they operate? Is this company capable or reaching its goals or is this company dangerously inefficient and poorly run. If the answer is the latter, you have some work to do.

For more information

• Running Your Business
• Microsoft Small Business Center
• The Realities of Running a Small Business
• Sample Invoice for Your Freelance Writing Clients
• Guide to Writing Collection Letters for Your Freelance Writing Business

Successful Freelance Writers Avoid Soul Sucking Meetings

Successful freelance writers avoid most meetings, but they go out of their way to avoid soul sucking meetings. There is nothing more draining to a person’s energy, whether they be a freelancer or a poor working stiff, than attending a meeting that wasn’t needed, wasn’t wanted, and didn’t accomplish anything. The sad part is, that describes most meeting. Here are some signs that you are in an evil, soul sucking meeting.

Soul sucking meetings have no clear goal

If you don’t know why you are at the meeting and if you don’t have a clear idea of what you will accomplish by attending the meeting, then you are in a soul sucking meeting. Along with the stray pen or odd piece of paper, you are going to leave behind some of your enthusiasm and energy. Getting those things back is never easy.

Soul sucking meetings have no clear agenda/path/schedule

It is better to go into a meeting with a goal than without one, but if no one has a clear idea of how the meeting is going to reach that goal, you are still in trouble. I once sat through eight months of meetings designed to “improve the department’s documentation quality”. Obviously the goal was not very specific, but at least there was a goal. The problem was that we had no clear path to reach that goal, which meant that every two weeks we got together to complain about how poorly the department was performing and point fingers.

Soul sucking meetings don’t result in action

If you walk away from a meeting without knowing what action the meeting resulted in, then you can be sure you were part of a soul sucking meeting. Even if you are having a “series of meetings” (which is a warning sign in itself) every meeting should result in one or more people performing a specific task. Scheduling the next meeting does not count as a task.

Soul sucking meetings are about avoiding or placing blame

When a project is going badly, people like to avoid being blamed for it. Most times, they do this by trying to find someone else to blame. These are the sorts of meetings that not only waste time, they create distrust and anger. Getting caught in one of these meetings is dangerous, because you are more likely to say something that will haunt you later. Remember that, as a freelancer, placing the blame on you is desirable for everyone else because you don’t work there. Your ability to point fingers, which is a bad practice anyway, is very limited because they are your client and your job is to meet their needs. As dangerous as these meetings are for employees, they are twice as dangerous for freelancers.

Soul sucking meetings have people who aren’t paying attention

One of the biggest problem with meetings, especially large ones, is that most of the people don’t want to be there and won’t be paying attention. They aren’t involved and aren’t going to be helpful. For the most part it is hard to blame them but it will suck the energy out of the room. Try not to be one of these people.

Be choosy about the meetings you attend

As a freelance writer, meetings are something you want to avoid as a general rule. Because you do not work at the client’s site, attending meetings can be a hassle and a bigger drain on your time and energy than the other attendees. That is why you need to be very careful about what meetings you attend and especially careful to avoid meetings that sound like soul sucking meetings.

Whenever possible, charge separately for meetings

Even if you aren’t charging your client an hourly rate, make sure that meetings are an exception to that rule. Make it clear that your hourly rate includes your travel time. Explain to your client that meetings generally require you to make changes to your schedule that can create conflicts with other projects and that travel takes away from your time and your ability to complete projects. Make sure the hourly charge is large enough to scare them away from holding too many meetings or at least enough to make it worth the amount of time and energy you have to spend on the meetings.

Try to find reasons why you can’t attend

Never agree to a meeting the first time the client asks. Tell them you have a deadline to meet, a sick grandmother, a flat tire or whatever other excuse comes to mind. If you are the honest and blunt type, tell them that it doesn’t sound like a good use of your time. Whatever your method, make sure that the client is put into the position of talking you into attending. This will give you the clout to tell them that the goals need to be clarified or the agenda is unclear. Be sure to remind them about your meeting fee. Make sure that the client can justify the meeting before you agree to attend.

If you have to be a part of a meeting, try to attend by phone

One of the big problems with meetings is that they generally separate people from their workspaces, where they can actually accomplish something. If you attend by phone then you can be at your computer, where you can access information if needed, take better notes if changes are requested and begin working immediately after (or even during) the meeting. If you travel to a client’s site, not only will you be separated from your workspace, but in the time it takes to return to your workspace, a thousand distraction can make you forget what your goals were and how you intended to reach those goals. In most cases a freelancer should have some sort of calling plan that includes cheap long distance, but if you don’t then make it clear that any calling charges will also be a part of your bill.

Ask for clarification

When you do have to have a meeting, make sure it is to accomplish a specific goal or a small list of goals. Make sure that there is an agenda and that the agenda makes sense. Ask them what role they wish you to take as part of the meeting. Do they want you to lead, contribute or just listen? If you know the meeting goal, the path they intend to take to that goal and your role in reaching that goal, you might just have a productive meeting.

For more information

There is plenty of advice on the web about meetings and meeting avoidance. Here are a few good articles.

• Kill Meetings to Get More Done
• Meetings Are Toxic
• Avoid Meetings
• 7 Ways to Avoid Pointless Meetings
• Boost Your Productivity by Staying Out of Meetings
• How to create an agenda
• How to Run a Meeting Like Google
• How to Stay Awake in Boring Meetings
• Productivity in Meetings
• Make Your Meetings Better