If you’re not currently using project management software in your freelance business, you might be making your work life significantly harder than it needs to be.
It’s safe to say that the ultimate goal of any freelancer is to work smarter, not harder.
After all, as an independent contractor, your time is money! The more efficiently you operate in your business, the less time you’ll need to spend on each client task – which translates to either having the ability to take on even more clients or to simply enjoy life outside of work.
I personally prefer the latter, but the beauty of the freedom economy is that you get to choose.
To help you maximize your time, I’ve outlined the do’s and don’ts of choosing a project management system for any sized business, from the solopreneur in their home office to small agencies with remote teams.
But first: why should you even care about streamlining your work?
Why Picking the Right Project Management Software Matters
Has this photo ever been you?
Saying that navigating the complexities of working as a freelancer can be challenging is an understatement.
You have multiple clients, multiple projects, invoices to send, proposals to finalize – and was that just the sound of your email notifications coming in?
I’ve been there. So has the rest of the team at Spera, which is why we’ve made it our mission to equip individuals and small businesses with everything they need to manage their work as seamlessly as possible. Your time should be spent busting out client work, coming up with strategies on how to grow your business, or doing whatever else it is you enjoy – not trying to figure out your business processes.
The reality is that most contractors end up piecemealing their business systems together via multiple apps and freelance portals.
Sound familiar?
The good news is that this doesn’t have to be the case! A great project management software will eliminate all those disparate logins you use each day and allow you to manage your tasks, communicate more professionally with your clients and even send customizable invoices – all from one place.
1. Choosing the Right Software if You’re a Solopreneur
Utilizing project management tools isn’t just for big companies anymore.
Whether your business is a one-person-machine or a small team, it’s vital that your client projects, invoices and other important documents are organized and in one place.
What to Look For:
- An all-in-one solution: Say no to managing multiple apps and various homemade Excel spreadsheets. It’s time to upgrade!
- A system that understands how freelancers work: As a small business owner, you’ll probably leverage the power of outsourcing, so having a platform to source and manage them is ideal.
- Payment Processing: The option to invoice clients for the time you track on ad hoc projects (or add a flat rate instead).
- File organization: Your files and important client info should be super accessible. Make your life easier by migrating to a platform that lets you upload, store and share everything easily.
What to Avoid:
- Systems that don’t let your business grow easily – and without extra fees.
Why sign up for a platform that punishes you for taking on more clients? Do your research to ensure the software tools you choose support your company – and help you go from where you are to where you want to be.
2. Project Management Software for the Small Business
We understand the needs of a small business, from keeping track of your ever-changing priorities to knocking out big projects on short deadlines with a small team. Picking the right project management tools can help you get more done, more easily.
What to Look For:
- A platform with task management tools: Your software should work for you, letting you easily assign projects and track tasks that you need to get done.
- A system that understands your team’s goals: Wouldn’t it be great to have a constant pulse on the goals and milestones your team is hitting each day? Opt for tools that let you clearly monitor your progress and this will be your reality.
- A better way to communicate with your clients: One-off phone calls won’t cut it anymore. Look for software that helps you collaborate with your clients, whether it’s on project deliverables or invoicing. Make it easy to share updates and let them see only what you want them to, whenever requested or desired.
- A way to get paid easier: It’s time to retire PayPal and start getting paid more professionally – and quicker. Your project management system should be customizable and dedicated, allowing you to send and receive payments without getting nailed with high fees.
What to Avoid:
- A platform that isn’t conducive to a small team, either because of cost or overly complicated features you don’t need.
Treat your business like the professional company it is and opt for a system that allows you to collaborate with other team members easily. It’s time to stop “making it work” with your current systems.
3. Systems that Work for Medium Sized Businesses and Beyond
Your client work can be complex, so your enterprise project management system should keep everything else simple.
Find a software solution that lets your team stop guessing what their priorities are, helps you keep up with your fast pace and provides end-to-end client and project management.
What to Look For:
- A way to clearly define your team’s deliverables: Look for a system that lets you break projects into manageable tasks and assign work deadlines with reminders.
- An efficient way to communicate with your team: Skip the inconvenience of logging into a separate messaging system to ping your teammates when you need them.
- A Gantt chart tool for managing collaboration: Little details make a big difference, and your team’s ability to visualize each part of a project will enhance collaboration.
- Better invoice customization: As an enterprise company, it’s a requirement that your invoices are clean, customized and sent on time. While you’re at it, why not choose something that gives your clients the choice of a PDF, email attachment, in-platform link, or a combination?
- A variety of team settings: Your system should allow you to customize the privacy settings of your work, keeping sensitive information hidden while easily sharing other documents.
What to Avoid:
- A tool that doesn’t allow you to integrate multiple logins, time tracking and invoicing.
As a growing business, you simply don’t have time for tools that can’t keep pace with your team.
Your business – no matter how big or small – deserves the best in class tools, reliable technology and end-to-end project management.
But before you dive into the latest project management software, it’s important to identify the features that will actually save your company and team valuable time. Then, remember to opt for a software platform that easily allows you to communicate with both your teammates and your clients. Last, ensure you’re presenting your business professionally by finding a system that lets you customize invoices and doesn’t let you miss important deadlines.
We built Spera’s project management software with all these things in mind. But we also want to help you make sure you find the tools you are looking for, which is why we also let you schedule a free demo to check it out.
