Freelancing 101 (Part 2): 9 Lessons on Operations and Communication

Smart business keeps you in business

⚙️ Operations 

#14. Learn about sales funnels and lead generation

“If I could go back in time, I'd tell young Jeremy to learn more about sales funnels and lead generation.” — Jeremy.

• Learn business basics early: Sales, marketing, and accounting aren’t optional—learn them before you're forced to.

• Set up a client pipeline: Don’t just hope for referrals; build a system to attract work consistently.

• Automate the boring stuff: Use tools for invoices, expenses, and project management so you can focus on getting paid.

• Outsource your weaknesses: Figure out which business tasks you hate most and hire someone else to do them instead of torturing yourself.

#15. Make scaling more urgent (Philip Wallage)

“The one best practice I wish I had known earlier when starting an agency is the urgency of scaling.” — Philip.

• Set minimum project rates: Calculate your costs plus profit margin and stick to them, even when tempted by "exposure" opportunities.

• Create repeatable processes: Document every workflow in a simple system, then train team members to follow them without your constant input.

• Package your services: Transform custom work into defined offerings with set deliverables that your team can execute independently.

• Build a client pipeline: Dedicate 5 hours weekly to outreach regardless of current workload.

#16. Always, always, always have a contract (Florian Boelter)

• Set clear payment terms: Nothing says “professional” like knowing exactly when and how you’re getting paid. If you’re not on the same page about money from the start, you’re basically asking for trouble.

• Define the scope of work: Be crystal clear on what’s included and what’s not. Otherwise, you’ll find yourself working for free, doing things like "just a few small tweaks" that somehow become an entire redesign.

• Rules for feedback: Get those feedback guidelines in writing! Define how many rounds of revisions are included, and what happens if the client wants more. Spoiler: You should charge for that. A lot.

#17. Focus on the important stuff

“Running the business. Finding clients. Getting paid.” — Joseph.

• Talk to potential clients directly: Skip the perfect portfolio and reach out to 5 prospects daily through email, LinkedIn or local meetups.

• Create a simple service offering: Define exactly what you do and for how much in a one-page document you can send immediately.

• Get testimonials fast: Offer discounted work to first clients in exchange for detailed testimonials and referrals.

• Set up streamlined payments: Create templates for proposals, contracts and invoices to close deals quickly.

#18. Double your estimated time. Then double it again (Stéphanie Walter)

“If you are afraid it's too big, it's not, trust me.” — Stéphanie.

• Use the 4x rule: Calculate your initial design time estimate, then multiply it by four to account for client communication, revisions, and admin work.

• Track everything: Log all project hours including emails, meetings, and research to build accurate data for future estimates.

• Create buffer zones: Add dedicated time blocks between project phases to absorb unexpected client feedback or technical issues.

• Set proper expectations: Clearly communicate timeline breakdowns to clients so they understand the full scope of work involved.

💬 Communication

#19. Check-in when misaligned (Sera Tajima)

• Avoid the “trust me, bro” trap: Ever had a project manager tell you how to do your job—even though they’ve never done it themselves? Yeah… don’t just nod along.

• Know when to push back: If their plan feels off, it probably is. That’s why you were hired—to bring the expertise they don’t have.

• Check with the right people: Before making changes you know won’t work, run it by the actual decision-makers—like the design manager or VP of Design. They’ll appreciate the sanity check.

#20. Summarize and communicate potential impact of clients’ decisions (Tatjana Zavadja)

“Make sure they understand and accept responsibility for results of design choices they insisted on despite your suggestions.” — Tajana.

• Keep it crystal clear: After each meeting, send a short recap email. Just a few lines to confirm what was agreed on and what’s next. Saves you from a lot of confusion later.

• Cover your bases: If you and the client don’t see eye to eye on the direction, lay it out plainly—what you recommend, why, and what could go wrong if they ignore your advice.

• Make them own it: If they insist on a bad choice, make sure they acknowledge the risk. That way, if things go sideways, you won’t be the one taking the blame.

#21. Retain clients with communication and ownership (Darshan Gajara)

“Keep them informed and communicate honestly, they'll appreciate that. People hire people they can trust.” — Darshan.

• Set communication rules: Some clients love daily check-ins; others just want a weekly “we’re good” email. Figure it out early.

• Present like a pro: If you can’t explain your design decisions clearly, clients won’t trust them. Record yourself. Improve. Repeat.

• Make things easy: Use simple templates for status updates so clients actually understand your progress.

• Handle problems head-on: If something’s going south, flag it early. Nobody likes last-minute surprises.

#22. Talk less and listen more (Yaddy A.)

“Most of your clients end up hiring you because you make them feel good about themselves and they feel creative around you” — Yaddy.

• Actually listen: Not just “uh-huh” and nod. Pay attention instead of planning your next clever response.

• Make them feel smart: Even when you’re fixing their terrible ideas, frame it like teamwork.

• Keep it collaborative: Meetings should feel like a conversation, not a one-man show.

The real deal of freelancing

TL;DR

⚙️ Operations

💬 Communication