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Ever have one of those days when you can’t seem to write anything?

This is especially disheartening to the freelancer, since no work done means no billable hours. Here’s a personal account of an approach that I started using about seven years ago that really helped with my writing productivity — though it’s adaptable to other types of cerebral freelance work.

It started in Jan 2002, after an offline contract ended. I took a vacation to pursue personal short fiction writing projects. My intent was to make the best of three months, before going out to look for more offline work. (Which didn’t actually happen, as I landed a non-fiction book contract, and then life happened and diverted all my plans.) The net result of three months of productivity was the outlining of 100 short stories and novelettes outlined and sixty completed — or about twenty per month.

The Approach

While this was fiction and was not paid work, I successfully adapted the approach to a non-fiction book, producing 400+ pages in about four months. Here is the ritual I used:

1. Plan.
   Before retiring for the night, outline on paper the work you’ll have to do the next day. Don’t overplan, just paint your tasks in broad strokes.
2. Start early.
   Try to start your writing day well before 11 am. I’ve found that writing 1,000+ words by 11 am or earlier resulted in 3-5,000 words of fiction daily - that’s the equivalent of about 6-10 pages of a paperback novel-sized book. On rarer days, the tally was 10-12,000 words, when I mixed fiction and non-fiction.
3. Leverage.
   Take advantage of your most productive and creative days. For me, even years after my last regular “day” job, Friday evenings through Sunday nights seem to be both my most productive and most creative days, though Wednesdays and Thursdays are sometimes good. Mondays are almost never productive writing-wise, often because a lot of online friends want social votes on Mondays.
4. Take a break.
   I tested a theory many times over the years, both intentionally and unwittingly: spending 12-16 straight hours in cerebral work, with minimal breaks, is usually less productive than spending a few initial hours in the morning, taking a break away from your work environment, then returning to work for a few more hours. So, eight hours of work sometimes produces more work than sixteen hours. However, until I could measure this in terms of daily word count, it was hard to understand the truth of this in any type of cerebral work, not just writing.

   During my intended three-month personal break, I sometimes made a weekday my weekend. For an afternoon break, I’d take in a movie or two, listen to conversations in public places, then return in the evening to complete some work. This was a productive approach provided that I completed some work in the morning. The change of environment, as well as actually enjoying the freedom you want from freelancing in the first place relaxes your mind, which is ideal for writing, design, coding and probably other types of freelancing. That you can take in a movie at mid-afternoon is like taking a mini-vacation.

For all those night owls like myself who are balking at #2, recent research says that you can reset your personal clock by not eating for the 12-16 hours before the time you want to wake on the next day. So if you want to wake at 9 am tomorrow, don’t eat after 9 pm today, maybe earlier.

I’m a chronic night owl of several decades, and I was surprised to find how accurately this seems to work. Though if you habitually sleep late and indulge in midnight snacks, forget about it.

What About Non-Fiction Work?

While the ritual above worked well for me when writing fiction, and sometimes for coding, I’ve also found it works well for non-fiction writing. I find that despite the mid-day breaks, I did not lose the flow of productivity. Quite the contrary.

Since rediscovering this approach to creative productivity, I’ve been attempting to apply it to freelance blogging. However, since theater-going is my preferred mini-vacation, and since the town I live in currently does not have mid-week afternoon shows, I’ve been searching for alternate break activities that relax my mind and don’t cost a lot. (As crazy as it sounds, building random structures with Magnetix 3D building blocks has been immensely therapeutic and creativity-inducing.)

The Productivity Tips

Now for the productivity tips to go with the above ritual (you’ll have to adapt them to your type of freelancing):

1. Seed ideas.
   When you start your work day, if you don’t wake with words (or code or designs) in your head — like I sometimes do — put them there. Review your day’s work tasks. Start with some favorite creativity exercises. For writing, I’ve used Jason Rekulak’s “The Writer’s Block,” which is shaped like a cube. I’ve also used Naomi Epel’s “The Observation Deck”, which includes an exercise book and a deck of cards with writing productivity exercises on them.)
2. Don’t read until after work.
   OK, that’s extreme. Don’t start your work day by reading or looking at other people’s work. (Leave research for later in the day. Your words are the focus.)
3. Write.
   Start the day by writing 500-1000 words about anything. It can be absolute gibberish, your private plans for the next three years, a recounting of a happy event, the dialog from an episode of your favorite TV cartoon, or even your very positive and glowing self-obituary about what a fantastic freelancer and humanitarian everyone thinks you are. Whatever you do, have fun. (If you write about angsty or negative topics, you set a bad mood for the rest of your work day.)
4. Get to work.
   When you’ve completed your writing exercises (hopefully before 11 am), your creative juices should be flowing. Tackle one of your day’s tasks. It doesn’t have to be the easiest — whichever you feel like doing first, unless you’re under deadline.
5. Take short breaks.
   Break-taking is repeated in this list because it’s so important to sustaining creativity and productivity. Short breaks throughout the workday are just as important as a big afternoon break.

Final Thoughts

The general principle is that you’re putting yourself into the mindset of being creative and productive, as well as rewarding yourself. The result is a very different type of workday than a straight 9-5, 8-4, 10-6, or whatever. It might not be for everyone, but if your personal life is conducive to it, a split work day with the break in the middle can be very productive for some types of freelancing work.

Do you follow an unusual work schedule? What do you do to get around those non-productive days?

Original post by FreelanceSwitch.com

It goes without saying that in the process of doing business, mistakes will be made — especially in the beginning. Small mistakes and stumbles happen, but there are a few that beginners make that can put a freelance career on the rocks before it has even started.

Although the items on this list may seem like common sense behaviors to avoid, they’re all things that people have done. Don’t do them!

Insulting or criticizing the potential client

Alright — this should be really obvious but let me relate a little story that demonstrates how common sense isn’t so common:

I actually got an e-mail a few months ago from a web designer who’d stumbled across my portfolio site. He introduced himself, then proceeded to mock the template used for the site before suggesting improvements.

Aside from mocking generally being a bad way to introduce oneself, there was a pretty big problem with his message. There was no template used to be mocked. My site was designed by a friend who thinks Dreamweaver is for sissies and does all her work in Notepad.

A more tactful approach would have been to merely offer some suggestions for improvements without the insults. Although I probably would’ve just forwarded those to the designer I already work with, this gentleman also killed any shot at referral business.

(’How NOT to Get Monk Work’ — Ed.)

Introducing yourself to clients without having anything to offer

While still in school, I frequently had the opportunity to pick the brains of magazine and newspaper editors about what they looked for in writers. The main thing they all said was “People who pitch good ideas.”

One told me his biggest frustration was the daily phone call he’d get that usually went something like: “Hi, I’m a freelance writer, do you have any stories that need writing?”

His standard response to that question would not be appropriate to print here…

The people who get assignments, he told me, are the ones who can come up with ideas he wouldn’t have thought of.

Similarly, if you were approaching a potential client about redesigning their web site, though they’re likely to dictate the changes they want, at least have some of your own ideas.

Not doing your homework

Always find out as much as possible about a potential client before approaching them for work. This saves the embarrassment of, say, pitching a national story idea to a magazine that only covers a small region.

Doing things like this shows that you’re lazy and that you don’t take the time to do a proper job (especially since finding a local angle to the story probably would’ve taken only a little more time.)

Clients are generally impressed with people who show how much they know about their business. Just make sure not to take it so far that you sound like you’ve been stalking them or come off as a condescending know-it-all (see my first point about not insulting the client.)

You only get one first impression

The first impression can make or break a working relationship. While it’s next to impossible to impress everyone, at the very least you can avoid behaviours like those listed above — all guaranteed to make a potential client think “What an idiot… NEXT!”

Original post by FreelanceSwitch.com

Employee Retention Tips for Your Small Business 

For your small business to run smoothly, it is essential that you retain your employees so that everyone, including your clients, feels that they are part of one big family.

Here are some employee retention tips that will benefit your small business.

Take Personal Interest

You should not forget about your employees once you have hired them. Instead, take a personal interest in each of them.

Monitor their progress and find out whether they are happy working for you. Disgruntled employees can lower the morale of other employees and spoil your business’ reputation.

Provide a Good Working Atmosphere

You should ensure that your employees are well-protected during work. Take out adequate insurance policies and ensure that they are satisfied in their work.

Motivate them and increase their skills and responsibilities so that they do not get bored.  

Be Accommodating

If you have employees with families, then make sure that you are in tune with their individual problems.

Show some flexibility regarding work hours so that they can balance out their work and home lives.

Also ensure that your employees are aware of your efforts, so that they do not take you for granted. 

Help Them Advance Their Careers

Help your outstanding employees by promoting them on a regular basis.  That way, they get ahead in their careers. This will increase their loyalty towards you and your small business.

Try some of these strategies and you will find that very few of your employees will desert you for greener pastures.

Original post by Buzz

As a creative professional, constant inspiration is vital to career success. Sure, home and agency studios can be stimulating, but regardless of how cool the fitout is, it’s still the same environment.

It gets boring.

You’ll need a change, and relocating to a park or co-working space for a fresh outlook is a great idea. Checking out art galleries and city architecture during a lunch break is even better.

Traveling and working from the road? It’s the best of all. After remote working for three months, here’s the story so far — from the coast of Costa Rica.

Preparation

Preparing to work from the road is about more than ensuring you have enough leads and contacts to ensure you’ll be busy enough. More importantly, it’s about switching your back-office processes into autopilot so you can afford to be as hands-off as possible. Skellie’s popular web worker series references some excellent resources to make this happen, but a business support network of trusted professionals, such as accountants, book keepers and tax advisors will be even more critical to your remote working success. Without such expertise on hand, making the correct financial decisions abroad can be difficult.

Tools

Other travellers have often made jokes about my mobile ‘office’, which consists solely of a laptop and iPhone. Most of us require laptops to work remotely, unless using remote access to a home-based machine via such web tools as GoToMyPC. Obviously my laptop is the tool that I use to generate my income, but having an iPhone or other wifi-enabled smartphone on hand is invaluable for quickly checking email and other updates on the go. The ability to easily check in and know where business is at without unpacking a laptop is not only efficient, but it provides a meaningful activity for the countless times I find myself stuck in transit without time to set up my laptop.

A valuable backup tool is a large USB drive with Firefox Portable installed — super handy when I’m near computers and need to use the Internet but don’t have my ‘office’ with me. Using Firefox Portable means that all of my personal browsing information and cache is stored on the USB drive rather than the local memory of the computer I’m using, which makes using public computers far more secure. Furthermore, it means I can have my bookmarks and saved passwords with me at all times, which results in less time spent in front of the screen and more time enjoying local cultures.

Management

Without getting too involved in the numerous online applications I use to run my business remotely, it’s worth mentioning that project management (Basecamp), invoicing (Blinksale), email (Gmail) and Internet banking are the cornerstones of the operation. Aspiring remote workers can take comfort in knowing that similar tools are also the cornerstones of typical businesses. Whilst I’m working remotely, none of my management processes have changed in the slightest. It’s only my physical location that differs. Now that you realize this, what are you waiting for?

Finding inspiration

Now on to the fun stuff. After three months away from my familiar environment, I’m convinced that traveling is the best activity for idea generation and creative thinking. My travels thus far have taken me through Thailand, the USA, Mexico and now Costa Rica, and countless cities and towns have exposed me to cultures, art, design, sustainable living, experiences, people and architecture that, when combined, form a rich personal library of inspiration and ideas. Not only is this exceptionally valuable for those of us in the consulting services industry, but also for product development, journalism, international studies, and too many other fields to mention.

A Healthy Change

I’m twittering less. I’m sweeping through RSS feeds fortnightly instead of daily. Most emails now abide by the five.sentenc.es rule. I have more time. I’m creating more. My newly discovered low information diet is one of the best career moves I’ve made, and is now in place simply because there are too many other amazing things to do whilst traveling. My work time is more focused, more inspired, and strangely I find less distractions. I’m simply ‘getting it done’ without a need for following GTD rules or using a series of trays and files. I’m just doing it, and doing it better than I’ve done before.

Enjoyment

I’m writing this just before my second surf for the day, which will conclude with the sun dipping low into the Pacific and palm trees becoming silhouettes against a darkening sky. Dinner will be enjoyed with new friends, and will probably consist of a traditional Costa Rican dinner and local cerveza. Being away from the rush of the city life has given me time to stop and smell the roses, and damn, they smell good. I’ve got a better appreciation of the most important things in life, which is helping me to develop not only as a consultant, but as a person. Remote working has not only improved my work life but my personal life, and, obviously, I highly recommended it.

Take the plunge and join the mobile workforce. You won’t regret it.

Original post by FreelanceSwitch.com

3 Simple Ways to Protect Your Vital Computer Data

While the falling cost of computers, software and peripherals has helped even small businesses to automate on a larger scale, they have also become vulnerable to attacks from within and from the outside.

Here are some simple tips to protect your vital computer data from falling into the wrong hands.

Use Passwords for Different Levels of Work

If your employees are working on the same computers or using common servers, then restrict them to their level by using different passwords. This will keep your data safe.

Remember to change your passwords frequently and keep your current password list secure.

Use Good Anti-Virus Software

If you are using the Internet or exchanging data between different storage media like CD’s and pen drives, then you need to install a good anti-virus software program. 

The program should not only detect viruses and Trojans, but also remove them without damaging your files.

Don’t try to save money by installing free anti-virus software that can only detect a limited number of viruses.

Restrict the type of websites that your employees can visit to lower the chances of an infection.

Perform Multiple Backups and Store Them in a Secure Place

Do not allow your employees to use pen drives or mobile data storage devices with USB ports.

Perform multiple backups of your data and store them at different places that are under lock and key. Your accounting and inventory package should have a password- enabled backup and restore program so that only you can take the backup of data.

Even though computers have made your life so much easier, overlooking these cautions will open the door for misuse of your vital data.

Original post by Buzz

Your international freelancing dream just came true.

Your Dublin underground music blog vibrated with Rolling Stone and now they want to send you on tour with U2 in Japan. Your underwater photographs of Sweetpea the alligator excited National Geographic and now you’re on your way to Easter Island for a month. Your Bollywood gossip column has Entertainment Tonight calling to arrange an on-air interview in Hollywood tomorrow!

You may be good at what you do as a freelancer, but how good are you at international traveling?

Voyaging ever since I was a glint in my father’s eye, I’m here to tell you some career-saving international travel tips.

1. It’s a job. International travel is part of your job as a freelancer; you need to arrive on time with all your gear, ready to work, looking and acting professional.

2. Wear appropriate clothing. Professional attire for a freelancer is not business-casual; professional is looking like the kind of person who knows how to do your job. If you write about fashion, you need to look fabulously hip. If you are a business writer, wear a suit. If you are a safari photographer, wear protective clothing with lots of pockets for your gear. First impressions are everything. This isn’t a vacation; it is work. Travel in character wearing comfortable and appropriate clothes. After all, they may be sticking to your body for a few days.

3. Whoa, she’s got baggage! Lighten your load. You may need to change your regular routine for this trip and leave your baggage behind. When it comes to impressing whoever greets you at the other end, you don’t want to look like a tourist. More importantly, you don’t want to be faced by an unpleasant surprise: an airport could be under construction, public transportation on strike, broken escalators, and long distances to walk without assistance. If you can’t carry your stuff for two miles, don’t bring it. If you are a musician or other type of freelancer with large heavy equipment, try to rent locally. You will benefit mentally and physically by bringing less.

4. Bring carry-on bags only. For travel guidance, look to the professionals who travel daily: flight attendants and pilots. They carry one small rolling suitcase and/or a bag. Checked-in luggage is at great risk to theft, loss, damage, and it forces you to wait in long lines at customs. As a freelancer, you must arrive ready to work with your essentials and equipment on hand. No one wants to hear your sob stories.

5. The packing challenge. Consider cultural expectations, job specific requirements, and the climate of your destination. Take highly collapsible clothing that is not bulky or puffy. On your trip, you will end up wearing one favorite outfit, so don’t bring your entire closet. You can hand-wash items as needed, and hang them over a chair to dry at night.

Good travel basics are: a pair of jeans, a week’s worth of underwear, socks and t-shirts, a pair of sneakers, something semi-formal (just in-case), and a pair of nice closed-toe shoes. Knee-length man-shorts shout tourist; try to fit in with the locals. For your nature trips, safari shoots, and hot days, bring light comfortable pants (or a long skirt) that protects your legs from insects, plants, and the sun. You can trim weight out of your baggage by wearing your heaviest items during travel.

6. Fresh as a summer breeze. Having good breath and body odor is important for freelancers, just as much as it is for any employee or interviewee. Remember to bring your toothbrush, toothpaste, floss, comb, bar of soap, deodorant, sunscreen, razor, and makeup. Avoid fluid products that may be confiscated at the airport.

7. Passport to success. What if a big newspaper or magazine wants to fly you out tomorrow? Are you ready to go? Not having a passport can kill your opportunity, while also making you look inexperienced. Get a passport now!

8. Let me see your papers. Copy your passport, identification, travel tickets, front and back of all your credit and bankcards. Keep one copy with you separate from your wallet and give another copy to someone you trust at home. If your documents get stolen, this will expedite the process of a stop and reissue.

9. Receipts are money. Bring a plastic slip file for receipts. Either you or your employer will need receipts for reimbursement and tax filing. Make backup copies for yourself.

10. Water… I need water. There are many times during your journey where you will have no access to food or water. Delays. Holding periods. Waiting. Breakdowns. Catastrophes. Bring dried fruits, nuts, and jerky (there’s tofu, turkey, or beef). Buy water inside the terminal where liquids are permissible. Only take from your stash when no other food or water is available. While everyone else is ranting and raving, losing their minds, you will be calm and collected because your blood sugar levels will be balanced. As with any job, you cannot arrive to work dehydrated and hungry, even if you did have a 66-hour commute.

11. The early freelancer gets the gig. If you leave a celebrity waiting, or miss the single hour that a particular comet passes over the mountain for the first time in 30,000 years, your employers will be very angry. Do not miss an airplane, bus, train, or other transportation connection. You will never get a second chance to avoid failing your client. Arriving early is the best thing you can do to limit complications and costs. There will always be surprises that delay you.

12. It was right here a second ago. When you travel on planes, trains, buses, metro, or walk the street, you are at risk of being pick-pocketed. You need to put your most valuable items in a place that is not reachable by grabbing hands. Safeguard your money and passport in a secret travel pouch under your clothes. Put a few bucks in your front pocket for your needs of the day or to appease an attacker.

Research and know the crime risks at your destination. Your camera and computer equipment are always at risk. A doctor I know, traveling in Spain, rested his laptop upright between his feet on the floor while standing at a cafe counter buying coffee; someone ran up, grabbed the computer, and ran out the door. Watch your things at all times. These are your tools to do your job; you must have them.

13. Hiiiiieee-yah, take that! You can’t do a very good job if your equipment is stolen or you’ve been injured. Since weapons are not allowed when you travel a course in self-defense is a good idea. Attackers want easy targets, so make like a cat that doesn’t want to get washed and freak out, claw, scratch, bite, stomp, knee, scream, and run! When you are alone, keep your distance from people on the street, keep an eye on your drink, and make sure someone knows where you are and with whom. Cute impoverished little children rob you too; be careful!

14. Romancing the stone. If you are a freelancer in a relationship and your partner is back home, a photo and small candle are pleasant for bedtime. Regular contact via email, post cards, telephone, and small gifts are nice ways to keep the love alive. If you are traveling with a companion, keep tensions at a minimum by eating well, sleeping well and being open to compromise. If you are single, don’t do anything stupid and don’t even think about dating your subject until after that article is published.

15. Sick days for freelancers? Yeah, right! Prepare for your work abroad by getting any shots or pills required to combat local diseases. Purchase travel health insurance; your life depends on it. It takes only a few minutes online and costs less than your regular coverage. Many countries do not have the medical facilities to take care of you, and without travel health insurance, you could be left in a tight spot.

16. Uh, what? No comp-re-hen-day. Bring a pocket dictionary for the language of your destination.

17) Zzzzzzzz. Sleep on the plane to help combat jetlag and get the rest you need to do a good job.

18. All aboard! Traveling to a destination on the other side of the planet could turn out to be 72-hour day. You need to look good and feel comfortable, be open to opportunities and prepared for the worst-case scenario. Wear walking shoes, pants with pockets (jeans are good to hide your sweat!), a comfortable attractive shirt, and a fashionable or classy jacket that you can use as a pillow. Keep your toothbrush, toothpaste, deodorant, snacks, change and notebook easily accessible.

Each international freelance gig is a one-time opportunity to prove yourself and have memorable experiences. Look good. Smell fresh. Have your equipment. Be on time, ready to work, with a positive attitude.

Being an international freelancer is a dream job; those who prepare for the worst will be the best.

Original post by FreelanceSwitch.com

How to Determine When it’s Time to Redo Your Office

If you have conducted your business from your office or your retail store for quite some time, then there could be a time when change will not be just an option but a necessity.

Here are some ways to determine if it is time to redo your office.

When Things Begin To Peel Off

If you have wallpaper peeling off the walls or if the vinyl flooring and desktops start to warp, then it’s time to take some action to spruce up your office.

If you delay it any longer, then you might have clients tripping over the floor (a legal liability), or small children pulling at the remaining wallpaper on the walls.

When Your Needs Change

After a few years in business, you may notice that you require your computer, fax machine or other materials in different locations.

If you had not made these arrangements previously, then you can now redo your office and place critical items correctly.

When Space Falls Short

If you feel that your growing business requires more space for to handle your ever-increasing client base, then you will need to make the necessary changes.

When You Have Redesigned Other Aspects of the Business

If you have re-designed your logo or if you have changed your business identity, then you will need to incorporate these changes into your office to reflect the new look.

When You Just Get Bored

If you have the money, and if you are just plain bored with the look of your office, then you can make a few changes to rekindle the passion. Just remember to make it better than it was before instead of just going for an artistic change.

Keep these hints in mind and redo your office according to your existing budget when the time is right.

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