How to manage projects and keep track of assignments

Freelance Writing Coach

Freelancing (AKA being your own boss) means being the master of your time. Effective project management is a big part of doing this well.

So, how do you keep track of your freelance writing projects without working beyond capacity? We’re breaking it down for you, sharing the tools and processes we use along the way.

Tools for freelance project management

There are more project management tools for freelance writers today than ever before. But…what’s the right one for YOU?

Simple to-do lists

A simple combination of to-do lists and calendars can be effective. Let's say the assignment is to write five blogs. You can create a task for each on your to-do list tool and set a deadline on your desktop calendar to manage them. This setup is no-frills, easy to use, and simple.

Basic tools

For more ongoing projects, creating a plan via a Google sheet template helps. To spare your inbox, it’s also wise to get into the client’s Slack channel for day-to-day project management if that’s on the table.

For freelance writers who frequently miss calls or get into deep work minutes before an important call, setting up alarms that go off five minutes before a meeting can solve this. The same goes for email: Email reminders are a great way to automate the process of following up. It flags emails you haven't responded to so you don't forget about them.

What are freelancers using for project management?

Many freelancers use software like monday.com, Trello, or Asana to monitor project progress. However, they are most useful for monitoring blog content rather than complex multi-stage projects like websites and case studies.

Trello is excellent for tracking assignments. If you're subcontracting, you can use this tool to assign a project manager to oversee projects to completion.

Even with the tools available, having a good old-fashioned steno pad in front of you is super handy to track what you need to do for the day—pay a bill, send an invoice, or follow up on a proposal. Note: You might want to maintain your to-do list and calendar for personal deadlines separately while using email, Slack, sheets, and docs for external collaborations with clients.

“It doesn't matter which software or tool you use. Simple or complicated, it's meant to help you manage your projects internally and appear professional externally.”

The case for workflow management

Consider using a workflow manager to identify when you're working to capacity. Using this, you can let clients book you for the future (so you have a steady workflow) while also ensuring you're not overworking to the point of burnout.

A workflow manager also helps you identify high-paying or repeat clients. Repeat clients signal an opportunity to move to a retainer package or price your offerings better. If you lock in a three-month deal, for instance, you can offer your client a small discount for the work guarantee.

“Freelancers are not great at looking at data and making informed decisions regarding their workload - that’s where a workflow manager can help.”

How to find a project management system that works for you

If you're looking to invest in project management software, choose a free or low-cost option first and scale up depending on how much you can afford.

When investing in a tool, your key considerations should be:

1. Does this tool best suit your workflow?
2. Does this tool help you stay on top of things?
3. Does this tool make you look professional?

Remember, project management is about doing the minimum you need to do to get things done. Monitor your workload, and don't just say yes to everything that comes your way.

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