Are you a systems gal (or guy)?
Even if you’re not, but you’re trying to grow your freelance writing business, this post is for you!
Systems exist to make your work easier. By having the right systems in place, you’re less likely to drop the ball and more likely to stay focused and on task.
I set out with the goal of leaving work behind when I launched my freelance blogging business in May of 2014. As the sole income earner for our family of four, I knew I needed to be successful with my side hustle if I ever hoped to take it full-time.
I’m happy to say that’s been the case. I’ve now quit my day job and I’m free – free to bust my butt and hustle to earn a living in order to feed the one big and two small mouths I have at home.
Here are the 3 most effective systems I’ve created and implemented to help me go from a brand new freelancer to one who earns more than $4,000 per month inside of six months.
1: Profit and loss statement
One of the best things that I did right away was to start tracking my income and expenses. I knew that as a self-employed person, I’d need accurate records come tax time, but I also wanted to know at a glance how healthy my business was at any given time.
So I started a Google spreadsheet with multiple pages. The front page is a rolling total of my business to date. Here’s what it actually looks like:
Then I have a projected income tab. This has been really helpful as I keep track of projects and the fee associated with each. I have a column for invoices I’ve sent, but haven’t collected on, so I can see my account receivables easily. Then I have a separate space for work that hasn’t been completed (or invoiced) for this month, as well as a forecast for next month.
This one page has been hugely helpful for me to know what my income projections are. If things are light, then I know I’ve got to hustle to get more projects in the pipeline!
The spreadsheet also includes a tab for each month. I track all income received, subtract any of the processing fees and keep track of expenses. I’ve got formulas already plugged in, so I know a rolling total of expenses and gross or net income at any given time.
This system lets me know at a glance where I’m at for the month. My profit and loss statement is also a huge source of motivation for me to try to beat my numbers each month. I’m realistic this won’t always be the case, but so far, so good!
2: Current posts list
My current posts list is a super simple Google document. I’ve got a list of work that needs to be completed before month end, a content calendar for my blog, and a list of work for the next month.
I have clients that contract me monthly, weekly, biweekly, etc. It can be hard to keep track of all of the various deadlines. My goal is to always be on time, but ideally early, in delivering my work. I want to build a reputation for not only writing great content, but also being reliable and super easy to work with.
By knowing when projects are due and finishing my work prior to the deadlines, I can leave a positive impression on both existing and new clients. Part of my job is to take their content needs off their hands and their minds!
This system isn’t overly complicated, but it is effective. When I get started working on any given day, I already have my priority list mapped out. As work gets completed, I just delete it from the list and move on to the next item. This also keeps me abreast of any invoices I need to send as work gets completed.
3: Publication checklist
Systems are great for many aspects of your freelance blogging business. I also have a system for social media promotion. What good is your work if no one knows it exists to read it, after all?
Here’s my checklist for social media promotion after publication:
- Pin it to Pinterest
- Post on Facebook (which then tweets)
- Post it to Google+
- If it’s a new website, add it to my Google+ about page and my website
- Add it to my newsletter template
Having this checklist is really helpful, so I don’t forget a step. Pinterest has been a great avenue for housing a second writing portfolio. I’ve got my suspicions about the actual effectiveness of my Facebook fan page, but I still continue to post there, as it’s a great way for my “natural market” (i.e. friends and family) to see my work.
I have my Facebook fan page linked to my Twitter account, so whenever I post on FB, it automatically tweets out content. I know many people aren’t a fan of this (each social media platform has its own unique style of interaction), but it works for me in the meantime. I’ll probably separate them in 2015, when I have more time to work each social media platform individually.
I have an (unproven) suspicion that Google+ will be much more effective over time than Facebook. The world seems to revolve around Google and its algorithms, so I figure that posting content and being active on this platform just makes sense. Plus, you can add a list of sites you’ve contributed to on your Google+ About page, which could be impressive to potential employers.
I update my website’s Hire Me page every so often, to make sure that my best clips are advertised. I also share my contributions on my monthly newsletter, but without being too self-promotional.
The short version
Systems are great. They can really make your job easier and ensure you don’t drop the ball when it comes to deadlines and client work.
Figure out which systems work best in your business by using a bit of trial and error. Don’t try to make too many changes at any given time, but review your business periodically to see what working and what’s not. Address what’s not — with a new system, perhaps?
If you’re not tracking your income and expenses, start doing this ASAP! How else do you know how much money you have coming in? Or how much you have going out? You don’t have to use a profit and loss statement like I do, but you do need to use something!
Consider creating your own current posts list and social media promotion checklist. Over time, both of these things become second nature, but having a checklist or document help you create efficient new habits. It’s also a great way to check in on yourself from time to time in case you forget something.
Do you use any of the above systems, or see one you’re going to use in your freelance blogging business? Tell us about it!
Awesome post Gina! I never do income tracking in my business before and after reading your post I think it’s time for me to start working it out.
Thanks for this valuable post 🙂
Cheers,
Absolutely Mike! Get started, it’s really valuable:-)
Gina,
Great post!
I agree with your take on systems, they can make life much easier. I work to install systems in my work life so it’s easier to manage suprises and time.
I also am eager to start using more excel spread sheets. I know it sounds dorky, but once I figured out how to use formulas in excel, I was hooked. Then they put excel on the iPhone and that was a red letter day for me!
I’ll get to work on it right now.
That’s great Kyle! I’m kind of a numbers geek too, being that my former career was in finance. You’ve got to know the numbers of your business to know if you’re on the right track for sure!
Simple yet effective. My focus is on Elance. As my portfolio has built up in past couple of years, it become easy to land a challenging job which is, in the same time, paid. And same as you did, I left my 9 to 5 and become FREE.
As did Martin Luther said: “Thank Lord’o’mighty, free at last!”
Keep it up, and unlike the most I won’t say: good luck, because luck has nothing to do with it. Perseverance and devotion and discipline are what matters.
Thanks, Igor! We make our own luck, right? Keep on perservering!!
I don’t understand how all of you are making money at this when the samples I see of your writing aren’t good enough to pass a basic course in English. Most of the “Comments” for this article are actually better than much of what I read in the “Comments” section of other articles, but, for those who didn’t write well here, may I ask whether your writing here accurately reflects your writing ability.
For instance, Igor wrote things like: “As my portfolio has built up in past couple of years, it become easy to land a challenging job which is, in the same time, paid. And same as you did, I left my 9 to 5 and become FREE” and “… unlike the most I won’t say: good luck…” In addition,
Brittany wrote: “my current stage of needed to…”
Samar wrote: “…tracking my…expenses month wise…”
Anton wrote: “…to stay on track actually writing
Even Gina, the author, wrote: “…to live off of the net…” — For the record, it isn’t correct to say “off of.” It should be “…we have to live off the net profit.” Notice how much cleaner, smoother and easier to read that is.
And, I believe Martin Luther King said: “Thank God Almighty, free at last!” Maybe English is a second language for Igor, which would explain the absence of Martin’s last name and the use of ” Lord’o’mighty.”
The thing is, if clients’ are accepting writing like this, they aren’t going to recognize nor appreciate my superior writing, which is both disappointing and discouraging. Any thoughts about this unexpected phenomenon and the potential for earning money given its presence in the marketplace?
I’m going to make the charitable assumption that your unnecessary apostrophe and misuse of the word “nor” in the final paragraph do not accurately represent your superior writing skills. And I suggest you extend the same courtesy to everyone whose posts and comments you read, anywhere on the web. 😉
Excellent ideas, Gina!
Just created my spread sheets now and so excited about this to keep focused and see where I’m at each month. And the publication checklist…such a great idea.
All the best!
PS. I subscribe to your list and love that you’re going to do an RV trip with your family. I’m trying to convince hubby that we should do something similar. 🙂
Thanks, Charlotte! I’m sure they’ll both work really well for you. Thanks for subscribing; I’m excited for the trip and hope we can make all of the details work:-)
Great post, Gina! I love systems – I have systems for almost everything, not only work related 🙂 It’s great how systems can take the guess work out of something and let you focus on doing that something, whatever it is.
To your three systems, if I may add a fourth – blog post ideas file to help with your editorial calendar.
I get topic ideas from the most unexpected places sometimes. So I always make sure to write them down as they come – I have a file on my phone, my tablet, my laptop, even a notebook for when I’m offline. It can make it super easy for you to plan not only your editorial calendar but to fill the list with guest post ideas or even ideas to pitch (specific) clients.
Thanks again for a great post, Gina, and as usual – thank you, Sophie, for hosting this guest author 🙂
Awesome Diana! Yes, having a post ideas list (or several) is a great idea. I’ve got a couple going right now too;-)
Great post. I found the same when I started measuring my profit and loss. Makes improving it much easier.
I also found it liberating to be brutally honest about expenses, time spent on admin etc.
It makes the monthly profit lower, but forces you to work harder and makes the increased profit margins feel that much better.
For sure Mark! Keeping income reports is really helpful in analyzing my PNL statement too. And we have to live off of the net profit, so that makes it extra important:-)
Awesome post Gina. 🙂
I’m a big fan of systems and regularly track my income – though separate excel sheets. I agree with being active on Google+ instead of fb. I’ve started exploring it more these days. I’m mostly a twitter fan.
I second Diana’s idea to keep an idea file for blog posts. I do keep one and it’s helpful indeed.
Looks like a lot of learning for me.
Thanks for the great post!
Thanks for your comment Sabita! Twitter is a great platform and something I’m trying to get better at this year.
Hi Gina,
Very practical. I love it! This year I’ve been really working to have systems for everything I do. The profit and loss spreadsheet that you listed above is exactly what I’m going to implement this week.
Awesome Geniece! It’s been huge for keeping my business financially organized:-)
Gina – If there’s one aspect of my business I struggle with, it’s creating systems to keep track of everything. And if there’s one thing I hate – it’s spreadsheets.
I recently started tracking my income and expenses month wise and it has been a love-hate relationship.
For keeping track of my the writing/word I need to do, I use the Google Tasks app in my Gmail inbox.
Your post has made me realize I need to sit down and come up with a system I can stick to and keep track of how my business is doing at the same time.
Thanks for sharing Samar! Good luck as you look for the right system for you/your business:-)
Awesome post, Gina.
I love me a good process and have started making a social media checklist.
Something I’d add is to be brutally honest when you’re looking at your profit and loss statements.
It might not look so attractive on your monthly profits, but if you don’t take into consideration every last expense and hour spent on admin tasks, the figures aren’t realistic.
It just makes the profit that much more satisfying, too =)
For sure, thanks Mark!
Hi Gina,
Thanks for sharing such simple but powerful systems.
It is a great idea and will help you see clearly how you are doing in your business at a glance. It will also make one keep marketing when you realize that the total income seems not to outweigh total expenses.
I love spreadsheets, like the word itself it spreads out details for easy comprehension.
Definitely going to create a system of my own and I think I should encourage my clients to create one too.
Great idea Aisha! Hope it works well for you:-)
Hi Gina,
Loved the article! When I started out I found that I was spending most of my time just reading other writers’ articles. After reading Linda, from Renegade Writer’s “50 ways to build your freelance business” I realized I had to implement a system for how I spend my time every day. So now I have a set amount of websites I visit every day, articles I read and comment on and how often I check my social media and email. This allows me to stay on track actually writing.
It’s not perfect yet, but so far it’s working great.
It might never be perfect Anton;-) I also need to limit myself from reading too much – it’s never-ending!
Wonderful article. The tips you provided are very helpful.
Thanks
Thanks Cami! Glad you found it valuable:-)
I’ve been trying to figure out a system for all of the tasks that I have, especially since in the last week or two alone I’ve received the biggest influx of work I’ve seen up to this point of my new career. I find your suggestions for Social Media promotion most helpful, but I plan to try out all of your suggestions just to see if its a good system for me. Loved this post very helpful at my current stage of needed to get organized.
Awesome Brittany! Good for you having that influx of work. Take a breath and start completing one piece at a time. You’ve got this:-)
Thanks for the idea about the current posts lists.
One other thing about after the blog and promotion – (i.e. your pin, facebook, tweets, etc.)
Depending upon the topic – I have looked at using short links and working with others who have “liked” the blog. I am hoping to build on the portfolio aspect.
Glad you found it helpful. It’s extremely gratifying to see the list shrink as the month goes on:-).
Hi Gina,
I was reading this blog until I saw this post. And all I can say is it’s truly amazing how you can go from $0 to $4000 in just under 6 months! Keep up the good work!
Iqbal