Set Up Your Own “Freelancer Production System”
One thing I’ve struggled with for years is how to “squeeze” more time out of my day.
I tried everything from reading productivity books to studying other writers to see if I could glean their “secret” to productivity.
Nothing changed — until I read the book, How Toyota Became #1 by David Magee and learned about the company’s vaunted TPS, or Toyota Production System.
In a nutshell, TPS is all about constant improvement to systems and processes — not just on the production floor, but across the entire company.
Suddenly, I saw my business through new eyes. Instead of asking, “How can I squeeze more hours out of my day?” I realized I needed to ask, “How can I become ruthlessly efficient?”
I began keeping track of every minute of my day to see where bottlenecks happened —and realized right away that I was spending HOURS on proposals. When I broke down my process, here is what I saw:
- When a prospect called, I grabbed my notebook and started taking notes.
- Once the call ended, I went back to work and would “forget” that I had promised to send work samples or a proposal.
- My notes were usually cryptic and incomplete — I would usually forget to ask for the person’s full contact info.
- I was spending a good hour putting together each proposal.
In short, my process was quite inefficient and it was costing me money.
Here’s how I changed it:
- Revised my “New Prospect Questionnaire” form I had developed a few years ago (but which I never used consistently). This form includes everything I need to ask the prospect, including name, rank, and serial number, and key questions about the project. It also includes a mini-checklist to ensure I’ve entered the prospect’s name into ACT! so that I can easily find it.
- Clearly labeled a file folder to hold these forms within easy reach. Folder is *always* full of blank forms.
- Trained myself to pull out a blank form — and fill it out (this is key!) — any time someone calls or emails about a new project.
- Had my virtual assistant create proposal templates for each of my project types and services.
- Trained myself to attach all emails, notes, and the proposal to the form. This step saves me from having to hunt for supporting info in Outlook, my notebook, a pile, etc.
- Figured out how to use ACT!’s “Opportunities” feature, so now I know to the dollar amount how many inquiries and proposals I have in the pipeline.
Refining this process cut my proposal development time in half — and I’m still looking for ways to improve it.
More important, I’m now able to track my prospects through initial inquiry through proposal to signed contract / deposit received stage with zero effort.
Even better, prospects that do not become clients are now in ACT! to be nurtured for future projects. In fact, I recently sent out a direct mail package to these prospects and had two call me about potential projects!
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Dianna Huff is the Principal of DH Communications, Inc., a B2Bmarketing communications consulting firm. Dianna publishes the MarCom Writer Blog (www.marcom-writer-blog.com) and the MarCom Strategist newsletter. To receive her free Web Marketing Toolkit, visit: http://www.dhcommunications.com/free/index.htm.
Pete Savage, Editor says:
August 11th, 2008 at 8:47 am
Dianna,
Great tips! Question, you say: “Trained myself to attach all emails, notes, and the proposal to the form. This step saves me from having to hunt for supporting info in Outlook, my notebook, a pile, etc.”
By this do you mean you’re printing out emails and filing them in a paper folder?
Dianna Huff says:
August 11th, 2008 at 10:50 am
Pete,
Yes, I print everything out and attach email messages, attachments, etc. to my form.
I have three files in my desk drawer: a file folder full of blank forms, a folder holding completed forms from those people who have inquired about my services and need a next step (i.e. proposal, work samples, etc.), and a file folder holding those prospects to whom I’ve submitted a proposal.
Once I receive a signed check / contract, I then make a new folder for that project / client.
Everything is filed in my drawer alphabetically. Everything is easily found!
I learned the file folder system from David Allen in his book, Getting Things Done. He says to buy a label maker, so I did. What a difference that makes!
I could write a whole post about filing things so that you can find them again.
Victoria Ipri says:
September 7th, 2008 at 2:39 pm
Hi Pete and Dianna,
Nowhere in any industry is the axiom more true, “The shoemaker’s children go barefoot.” As my freelance company has grown and thrived, I find more and more that I have no time for administrative tasks like filing. Virtual assistants are great, but they aren’t sitting right next to you! Not only that, but many freelancers probably can’t afford an assistant, virtual or otherwise. There is simply no way around it…you’re pretty much stuck doing everything yourself. So there’s no time like the present to learn how to do it right.
That’s why I truly appreciate your suggestions. I had to really laugh out loud as I read your description of what typically happens when a prospect calls. That’s exactly what I’ve been experiencing. It’s quite frustrating. In our dedication to serve customers, we do a disservice to ourselves.
Even though this post is almost a month old, I just read it today and I had to tell you it was extremely timely for me, since I was just complaining today that I was drowning in bits and pieces of paperwork and notes I made two weeks ago that I couldn’t make out today.
So thank you very much!