FREE and Vital Tools For Freelancers And Creative Entrepreneurs.
Vol. 009
FREE and Vital Tools For Freelance Graphic Designers And Creative Entrepreneurs.
Don’t get bogged down with busy work. Use these free tools to help you re-find your time doing the work that you love.
Note: The links below are truly my most used apps, extensions and programs. Some links below affiliate links and will give me a small commission at no extra cost for you.
I recently received an email from a newsletter subscriber (get signed up!), Greg, who is a freelance graphic designer in Denver.
Paraphrasing Greg’s question: “I need some tips on scheduling with clients and my own work/life balance...it seems like my client book dictates a non-stop flow of work, and there isn’t time for that.”
Paraphrasing my answer: “If the timeline they’re proposing or asking for is unreasonable or unfit for your schedule, simply say ‘no, that timeline isn’t possible.’ In my experience, oftentimes simply saying now and suggesting a new timeline is all you need to do. There is always the option to suggest that their timeline is possible for a rush fee (anywhere between 25–100% of the original project cost, based on how truly rushed it is). You could also suggest reducing the SOW to accommodate their quick turnaround time — knock out the important stuff first, and then come back and tackle the ancillary details.
My main point here is that whether you’re a graphic designer in Denver, a lettering artist in New York, or some other freelance creative entrepreneur somewhere else in the world, it is our collective responsibility to stop perpetuating the expectation and ability for unreasonably expedited work, one-day turn-arounds and unrealistic timelines.
Though, I’m not above it! For various reasons, I too fulfill unreasonable timelines; however, I am making a vehement effort to stop this. Doing so not only sets unhealthy expectations from our clients for our industry, but fulfilling these unreasonable timelines for creative work prevents us from actually living our lives. And, as I recently wrote, living your life and allowing yourself the time to do what you love is what inspires the creative work itself and helps keep burn out at bay!
Though, I do acknowledge that sometimes simply “saying no” isn’t always an option. Sometimes we need to be flexible to accommodate a new client, a dream client, an existing relationship, a fun opportunity, etc.
So, how do we ensure that we're getting the most out of our days so that we still have time for our actual lives?
Find below a bunch of FREE (or, very reasonably priced) resources that I use on a daily basis.
I would love to be revered as one of the best graphic designers in Denver and/or the best logo designer in Denver, and I know that in order to attain that goal, I sometimes need to focus more on the work itself, and less on the managing, business and networking. It’s a double edged sword.
I suggest the below list for creatives of all types: photographers, logo designers, copywriters, marketing directors, freelance graphic designers, freelance art directors — you name it. These resources are good for everyone.
Squarespace: Easily create a beautiful website from 100+ pre-designed templates with no coding experience needed (I built this site on Squarespace!). Whether you need just a simple one pager or a comprehensive agency website, Squarespace allows you to look professional, sell products and grow an audience.
How I use it: Not only do I use Squarespace for this website, but I also design all my clients’ websites on Squarespace as well.
Benefits: 100+ beautiful templates to choose from, no coding needed, easy to use, easy to edit, you can add multiple contributors to help manage the website.
HostGator: You can’t have a website unless you have hosting! While yes, Squarespace can host your site, I’ve used HostGator for years, and it’s been super easy.
How I use it: I host both of my websites on HostGator.
Benefits: Easy to navigate, great customer service.
Calendly: No more back ‘n forth emails trying to select a meeting or call time. Pre-determine when you are available for meetings/calls, send your customized link, and allow people to schedule your meeting or call within your availability..
How I use it: If I’m emailing with someone about potentially taking on a logo design project, I will send them my Calendly link (where I’ve pre-established various slots of time on days when I’m available) and allow the potential client to select when they are available within my availability. Correspondence goes from 4–6 emails down to 1. GOLD!
Benefits: Calendly syncs up with google calendar, you can ask questions via the sign up form, and it’s free!
Quickbooks: No more excel spreadsheets! Your invoicing and bookkeeping all in one spot.
How I use it: For the first 1.5years as a freelance graphic designer in Denver, I managed my finances in Excel. I’m a creative guy, not a numbers guy — I was not only bad at keep on top of things, but I never felt confident that I was doing things correctly. Now, I use Quickbooks to manage all things business-finance, and it syncs directly with my bank for easy bookkeeping and invoicing.
Benefits: Once you get a CPA (literally one of the best, no-brainer investments I make on a yearly basis), you can give them access to your QB and allow them to manage your taxes and reconciliation effortlessly. Also, never lose sight of an outstanding invoice or payment again.
Email Templates: setup through Gmail, pre-write your most commonly sent emails so that you don’t need to waste time sending the same (or slightly different) email over and over again.
How I use it: I frequently get the same questions — “how much does a logo cost?”, “what do you offer besides graphic design?”, “what is the process for a mural?” etc. I now have a thoughtfully and personally written email that responds to each of those questions, and I can now auto-populate these emails with a single click.
Benefits: This saves me hours each day/week responding to emails. Also, it’s easy to auto populate the email and then customize a few small things if needed.
Boomerang: Gmail now offers a similar feature, but you can use Boomerang to send emails in the future: on specific dates/times, and you can do so with various conditions. i.e. “only send this email next Tuesday at 8am if the recipient hasn’t already responded.”
How I use it: If you’re reading this, you’re likely aware that running your own freelance design business or being a self employed artist is a lot of work. I recently noted how I use the pomodoro technique to stay on task, and with that, I only respond to my emails once or twice a day. Sometimes I don’t want to send my responses to clients immediately (I want the email to hit their inbox at the end of the day, as opposed to the beginning of the day). So, I’ll use Boomerang to write the email at 9 am, and I’ll schedule it to send out around 3 pm or 4 pm. This helps prevent the feeling of your freelance creative business constantly being on fire and always responding to emails.
Hunter App: Use this Google Chrome extension to find the personal email addresses of people, clients or businesses.
How I use this: When I’m doing cold outreach to a new business, I use this extension to find the email addresses for the art directors and creative directors I want to be in touch with. In case you didn’t already know, emailing info@xyz.com rarely leads to where you want to be.
Benefits: Emailing an info@xyz.com oftentimes leads nowhere. Hunter allows you to personally email your ideal point of contact, and thus be more likely to succeed.
Evernote: A cloud-based note taking app used for lists, reminders, and to-do’s.
How I use it: With an ever-changing list of needs, wants and deadlines for my business, I need to get things written down, otherwise I will forget. Getting your ideas and thoughts out of your brain is crucially important to allow space for creative thinking. I use Evernote to jot down quick ideas, and there, I am constantly reprioritizing my on going to-do list so that I never forget anything important.
Benefits: Being cloud-based, this app connects to all of your devices.
Toggl: Time tracking so that you always know how long a project is taking (you can no longer lie to yourself about how long that branding project is taking) and this allows you to better understand how much to charge in the future.
How I use it: I’m a huge proponent for tracking your time. Even if you don’t charge hourly, understanding how long something takes is massively important to help you position your rates. When someone asks you “how much is a logo”, you can use your past project hours to better position your price. Here’s an example for an entry level graphic designer using Toggl to figure out their project rate. So let’s say that as an entry level graphic designer you charge $20/hr. (~National average according to Payscale), and a logo normally takes you 20hrs (because you’ve tracked your time in Toggl on multiple projects and this is the average), you know that you need to charge at least a flat rate of $400 to make that $20/hr. (For the record, if this how you approach logo design and branding pricing, add at least 50% to account for things like unexpected circumstances, indecisive clients and also to give yourself some negotiating power.)
Benefits: When a “new” project pops up (let’s say, an editorial lettering project) but I’ve never done one in the past, I’m able to look back in Toggl at other similar projects (apparel design lettering project, lettering for packaging design, or campaign lettering project) and estimate my time, and thus desired rate for this project.
Dropbox: Cloud-based location to keep all of your files synced on all of yours (and your collaborators’) devices.
How I use it: I use Dropbox in 3 main ways. 1) Dropbox functions as a backup of all my design and artwork files. 2) I use Dropbox to collaborate with my contractors. I have folders setup for each contractor whom I work with, and we have a folder for each client project that we collaborate on. 3) I use Dropbox to handover files to clients so that I don’t bog down emails with large files. With Dropbox I can also track when they’ve been opened or downloaded.
Stock images: Free, quality stock imagery that oftentimes doesn’t feel super boring like traditional stock imagery.
How I use it: Running a small design agency in Colorado, I do a lot of work that falls more under the umbrella of art direction. With that, I often need to flex on my photo (selection/aesthetic-taste) skills. I use the two resources below for free stock imagery that both works and looks great!
Benefits: It’s free. It’s quality. It’s easy!
Asana: Quick, easy, and intuitive project management to keep you organized and productive.
How I use it: For years I’ve wanted to utilize something to help me manage my freelance design business. With so many varying types, amounts and stages of projects and processes, I was feeling extremely bogged down and exhausted by trying to keep track of everything in my head. I now utilize Asana together with my main contractor to manage all of our projects and keep visibility over everything that’s happening.
Benefits: Free up mental space and get those thoughts/plans/needs out of your brain and into the app. Never lose sight of a project, always have visibility on progress, and take notes and give feedback directly in the app.
Slack: Constant communication has never been easier — but, with phone, email, text, etc., it can get lost. Keep it all in one place with Slack.
How I use it: Think of Slack as texting/emailing/pdfs combined, but it’s easier. I also try to use Slack as the primary source for work communication, and then that allows texting to remain personal. Slack helps me set boundaries.
Benefits: Quick, easy, and you can of course send files/updates within the app. Additionally, you can set up various “channels” for various projects, tasks and/or clients. And again, the boundaries thing.
Upwork: Easy-to-find, easy-to-source freelance work for the stuff that doesn’t need to be done by you. If I’ve learned anything about business growth it is this: delegate, delegate, delegate.
How I use it: I haven’t used Upwork a ton yet, but I sometimes use it for animations, list building or general VA work that I don’t have a large budget or time for.
Benefits: It’s quick, easy, and because it’s a large and renowned platform, you can trust that things will run smoothly. There are SO many people on Upwork doing amazing work, extremely quickly and for a very reasonable price.
Timer: Free timer on Google.
How I use it: I use the pomodoro technique every day. This is my timer.
Benefits: Easy and free.
Font Spring: Don’t be that person who uses the same 3 typefaces for every project (I see you Bebas, Proxima Nova, and Brandon Grotesque). There is a wealth of font-resources out there, use them!
How I use it: I’m constantly trying to push the boundaries with typography and lettering. Type resources like Font Spring help inspire, support or dictate much of my graphic design work, and new typefaces are constantly being added.
Benefits: Font Spring offers free trials so that you can try before you buy. Use free versions of the typefaces for branding projects or graphic design work to verify that they work and your clients like them. IF they do, you can then go back and purchase the appropriate license.
To recap Greg’s question from earlier: “How do I manage my work better so that I can make more time for myself?”
Aside from saying “no”, acknowledging that most people/businesses don’t actually need ‘that thing’ immediately, I highly recommend each of the resources above. They have not only been essential for the survival of my graphic design studio, but they have helped my find more time for normal life!
If you use any of them I’d be curious to know which you’re using and loving the most!
Cheers
- Adam
WHAT'S ON THE PLATE FOR NEXT WEEK:
Limiting beliefs, how I overcame some of mine, and how that led to a new partnership with Lululemon, one of the top lifestyle and fitness brands in the world! I’m REAL stoked about his one—you don’t wanna miss it! More insight on this next week.
