Project Management Software Guide for Freelancers

In the world of freelancing, every day is different. When you’re working on several projects with a number of clients at once, it can be easy to lose track of your notes and client information.

There are many responsibilities to juggle as a freelancer, such as client work and projects, contracts, invoices, emails, and other administrative tasks. How can you juggle all of these things (and more) without dropping a ball or two?

Project management tools can help you successfully manage your freelance business. With the right software in place, you can focus on the things that matter most, like staying organized and efficient, meeting deadlines, and delivering high-quality work for your clients.

Benefits of project management tools for freelancers

Why should you use project management tools as a freelancer? The right software offers a number of advantages, including:

Automated organization: Working with many clients is hard. You’ll quickly lose important information if you don't have a system for managing and storing it in a way that’s quickly accessible and makes sense to you.
Streamlined workflows: If you’ve ever walked through an overly complicated process, you know just how valuable streamlined workflows can be. Not only do they save you time, allow you to work more efficiently, and eliminate unnecessary work, developing solid processes can also make you look impressive to your clients.
More manageable workload: With freelance project management software, you don't miss the forest for the trees and can see everything you're working on, rather than individual projects for one client at a time. Having a bird’s-eye view of your workload can allow you to better forecast availability and will give you insight into whether you need to clear your plate.
Boosted earnings: Time is money, and project management software can save you time. Your earnings depend on your ability to get your work done and send high-quality deliverables to your clients. When you save time, you’re creating the opportunity to earn more.
More consistency: If you present your own processes and tools to your clients, it can prevent you from having to work in their tools. With your project management software in place, you can onboard clients the way you want to, often without having to learn the ins and outs of a brand new, unfamiliar system.

Features to look for in project management software for freelancers

Project management for freelancers can look different from more traditional team-centric project management. Your freelance project management software needs to work best for you as the primary user.

What should you look for in a project management software tool for your freelance business? Add these items to your must-have list:

Collaboration and client access capabilities. One of the main benefits of using a project management app for freelancers is that you can centralize information and avoid bouncing between your inbox and other tools. To maximize this benefit, look for a tool that allows you to grant access to your clients so they can quickly and easily access shared documents and information on their end.
Integrations with tools you’re already using in your business. What’s the second-best way to reduce the number of tools and software programs you’re using? Making sure they can integrate for ease of use across multiple products. Consider looking for a tool that will integrate with your email platform, instant messaging tools, and any other products you can’t live without.
Different views. Maybe you want to see your entire workload at once using a calendar view, or perhaps you’re diving into a project in greater detail and prefer to use a Gantt chart for this one. Having the ability to change your view based on your needs can allow you to work quicker and digest the information you need in a way that resonates with you best.
Time-tracking capabilities. If you aren’t integrating a time-tracking tool you’re already using, it’s beneficial to look for a tool that comes with a time tracker so you can keep an eye on how you’re spending your time. This tool will particularly come in handy if you’re charging hourly rates. But even if not, you need to get a handle on your time as a freelancer so you can get the best bang for your buck.

How to organize your freelance projects with Wrike

Wrike makes it easy to organize and manage all of your freelance projects and clients.

It’s as simple as creating projects for every client or assignment you take on and then adding necessary tasks and due dates to keep yourself on track. Once you have those building blocks, these other features can help you level up your freelance business:

Set up projects using client project templates and best practices. This pre-built professional services template allows you to plan projects from initiation through closeout, mapping tasks across an interactive timeline.
Integrate your current tools. Wrike integrates with 400+ tools which means you don’t have to leave the current apps you love in the dust. Instead, you can integrate your favorite tools with Wrike and boost your productivity at the same time.
Track and manage your time for each project. Increase visibility into how you’re spending your time so you can streamline your forecasting, communicate hours remaining to clients, or sync your tracked time to financial systems for easy invoicing purposes.
Use the “my to-do” smart folder to manage your daily to-do list. Centralize your to-dos in one place. This list will contain all tasks and subtasks assigned to you and tasks that you manually add. It’s the perfect place to capture those sudden midday thoughts when you remember you forgot to respond to an email or need to finalize a deliverable by the end of the week.

Why is Wrike the best project management tool for freelancers?

With a robust feature list to meet your business needs, time tracking functionality, and an unrivaled integration list, Wrike is the best project management software for freelancers who want to get more done in less time.

Time is money when you’re a freelancer, so don’t waste any more of it. Dive in and boost your productivity by signing up for a free trial of Wrike today.

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6 Tips for Becoming a Successful Freelance Project Manager

Freelancing has its perks: be your own boss, enjoy work flexibility, work in a private space with everything from the tilt of your desk to the room temperature and lighting exactly how you like it. What we can often overlook are the immense challenges that come with going it alone, especially as a freelance project manager. Finding work is only the beginning. There are numerous different types of project managers. How much do project managers make? How much does an IT project manager make? Or, for a more specific role, how much does a construction project manager make? There are so many other factors to consider: the ebb and flow of your income, managing multiple deadlines that don’t inform each other, and making a mistake means fully owning your actions. You alone are accountable. It can be both scary and liberating! If you’re thinking of stepping into the life of a freelance project manager, here are 6 things you need to know to succeed. 1. Keep Your Skills Sharp Even if you’ve been in the industry for years, you are now looking to re-enter on your own terms. The problem is, rapid advancements in technology, changes in company structure, and new management approaches make keeping up-to-date a constant battle. Staying attuned to new ideas (and ways of thinking) is absolutely crucial. This doesn’t mean you have to read a pile of academic journals every morning; it can be as simple as reading project management blogs or enrolling in a leadership and management course. Ongoing learning (and up-to-date certifications) is what will set you apart as a forward-thinking, innovative professional — the exact traits that companies look for in project management consultancy. 2. Get Your Name Out There A freelance professional with minimal experience and limited connections is unlikely to be a front-runner candidate in the eyes of an employer. This doesn’t mean your case is hopeless! Although it is always better to begin freelancing as an established professional, there are other ways to set yourself apart from the crowd. Expand your network by attending conferences, connecting with industry leaders on social media, and joining established online project management communities. Promote your name and work online, and most importantly, always take a confident stance — even if you don’t feel that way. Chances are someone will repost your social content, your LinkedIn request will be accepted, and that phone call could put you on the right track to a job. 3. Build Your Portfolio That being said, if you don’t have the work to back up your statements then you may not be taken seriously as a project management consultant. It is imperative in this field that you have proven experience in: leading both short- and long-term projects, risk and crisis points, team management, and effective communication skills. This is where case studies, personal references, and hard data are your best friends. Whether you’ve been in the industry for a year or a decade, you should be adding to your personal portfolio from the moment you’re hired on a new job, and should continue until you walk out the door. 4. Set Remote Work Hours Freelancers inevitably spend long periods of time working remotely; it is part and parcel of the job, and remote work has its own challenges. Set clear, consistent working hours from the get-go to save yourself from stressful, late-night sessions. Any experienced project manager will tell you that delays are probable, problems likely, and mistakes inevitable. Running yourself ragged by working long hours will not only make these roadblocks more likely, but diminish your ability to handle a situation deftly when the time comes. Be sure to keep track of the hours you are working, and compare them to the average billable hours for consultants in your field — and when the project becomes too large, communicate this to your contact. 5. Keep Communications Clear Good communication is the best tool a freelance project manager has. Making the effort to maintain an open dialogue with stakeholders across all aspects of a project is a must. Anything from a daily wrap-up email to a weekly status update meeting will save you headaches later on, and demonstrate your confidence and reliability as a freelancing professional. An extra tip; be upfront in sharing your challenges and setbacks. It will make your successes all the greater in the eyes of your stakeholders. 6. Understand Who You’re Working With The only way to understand what a project needs to deliver is to have a clear grasp of the organization's goals and principles. (It's also crucial in knowing whether the project is a good fit for your skills and freelance portfolio.) This means being able to identify whether their needs align with your own professional ambitions and values. A good working relationship is based on mutual trust and understanding, and freelancing is no different. If you don’t thoroughly understand your client, you’re putting yourself at a disadvantage before you even start. Set Yourself Up for Freelance Project Management Success It can be easy for freelance project managers to buckle under the pressure of working remotely, especially when the role is so closely tied to teamwork and communication. But with these steps on how to become a project manager and how to start a project management business, you can equip yourself to hit the ground running and build a successful consulting career that will take you places you never thought you'd go. Author Bio Helen Sabell works for the College for Adult Learning, and is passionate about lifelong learning. She has designed, developed, and authored many workplace leadership and training programs, both in Australia and overseas.

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Project Management Software Guide for Freelancers

Benefits of project management tools for freelancers

Features to look for in project management software for freelancers

How to organize your freelance projects with Wrike

Why is Wrike the best project management tool for freelancers?

Kat Boogaard

Related articles

3 Ways to Better Manage Freelance Creatives

How to Set Up a Freelance Agency

6 Tips for Becoming a Successful Freelance Project Manager

Project Management Software Guide for Freelancers

Benefits of project management tools for freelancers

Features to look for in project management software for freelancers

How to organize your freelance projects with Wrike

Why is Wrike the best project management tool for freelancers?

Kat Boogaard

Related articles

3 Ways to Better Manage Freelance Creatives

How to Set Up a Freelance Agency

6 Tips for Becoming a Successful Freelance Project Manager

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