Table of Contents
- Smart business keeps you in business
- ⚙️ Operations
- #14. Learn about sales funnels and lead generation — Jeremy Miller
- #15. Make scaling more urgent — Philip Wallage
- #16. Always, always, always have a contract — Florian Boelter
- #17. Focus on the important stuff — Joseph Louis Tan
- #18. Double your estimated time. Then double it again — Stéphanie Walter
- 💬 Communication
- #19. Check-in when misaligned — Sera Tajima
- #20. Summarize and communicate potential impact of clients’ decisions — Tatjana Zavadja
- #21. Retain clients with communication and ownership — Darshan Gajara
- #22. Talk less and listen more — Yaddy Arroyo
- The real deal of freelancing
- TL;DR
- ⚙️ Operations
- 💬 Communication
Do not index
Do not index
Read time: under 9 minutes
Smart business keeps you in business
Alright, you’ve cracked the code on pricing and landing clients in design freelancing (missed it? Check out Part 1 here).
Yet, landing the gig is just the beginning. Now, you’ve got to run the business, keep clients happy, and most importantly, make sure you actually get paid.
Freelancing isn’t just about doing killer design work. It’s about juggling a million other things.
Let’s be honest—talent will get you clients, but solid business skills will keep them coming back.
Now, let’s dive into 9 lessons about operations and communication from the industry leaders!
⚙️ Operations
#14. Learn about sales funnels and lead generation — Jeremy Miller
“If I could go back in time, I'd tell young Jeremy to learn more about sales funnels and lead generation.” — Jeremy.
Design freelancers aren’t just designers—they're also salespeople, marketers, and accountants. The business side is the real challenge.
Here's how to get your life back:
- 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.
Schedule one day per month to work ON your business, not IN it—review processes, refine your funnel, and identify bottlenecks before they become emergencies.
Supercharge your UX career with Jeremy:
#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.
Scaling an agency means transitioning from hands-on work to sustainable growth. Most founders stay too long in the "doing everything yourself" phase, keeping them stuck earning just enough instead of building real wealth.
Escape the trap with these practical moves:
- 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.
Long-term success isn’t just about making enough, it’s about making more than enough so you can grow and invest.
How to productize yourself with Phillip:
#16. Always, always, always have a contract — Florian Boelter
Listen, if there’s one thing you should never skip—it’s the contract.
Think of it like a prenup for your business. Sure, it’s not glamorous, but it’ll save you a lot of heartache down the road.
A few points to consider:
- 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.
A solid contract keeps everyone on the same page—and gives you something to point to when things go sideways. Trust me, you’ll thank yourself later!
How to break into design in 2025 with Florian:
#17. Focus on the important stuff — Joseph Louis Tan
“Running the business. Finding clients. Getting paid.” — Joseph.
New design studio owners often chase distractions like perfecting business cards, portfolio sites, and office decor while their bank accounts steadily drain.
Focus on what actually moves the needle:
- 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.
Ask yourself before any task: "Will this directly lead to getting paid this month?" If not, it's probably a distraction.
How to get a UX job with Joseph:
#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.
New freelancers consistently underestimate projects by focusing only on the creative work while ignoring everything else that surrounds it.
Get your time estimates right with these approaches:
- 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.
Time is money. And in the freelancing world, being late is like wearing mismatched socks to a first date—it leaves a bad impression.
💬 Communication
#19. Check-in when misaligned — Sera Tajima
As a consultant, don’t assume the project manager knows what they’re doing (at least not in your area of expertise).
- 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.
You were hired for a reason. Speak up, check-in, and make sure the project stays on the right track.
How to consciously design technology with Sera:
#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.
Meetings are great. Until everyone forgets what was actually said.
- 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.
A simple email today can save you from a "This isn't what we wanted!" disaster later.
Cover yourself, stay professional, and keep that paper trail!
#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.
When freelancing, your hard skills get you hired: UI, UX, motion design, illustration. But if you want clients to stick around, you need to upgrade your soft skills, too.
- 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.
Clients forgive delays they're warned about in advance, but rarely forgive being surprised by missed deadlines.
#22. Talk less and listen more — Yaddy Arroyo
“Most of your clients end up hiring you because you make them feel good about themselves and they feel creative around you” — Yaddy.
Clients often care more about your attitude than your portfolio. Build relationships that keep them coming back:
- 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.
Clients who feel heard and important tend to stick around. Freelance smarter, not harder!
How to design the future with Yaddy:
The real deal of freelancing
Now we've officially wrapped up the 22-lesson freelancing journey!
Think of it like this: Part 1 was about getting your foot in the door and Part 2 was about making sure you don't trip and fall once you're inside!
We've learned from folks who've been in the trenches, from contracts that saved the day to communication that kept clients happy. So, you're not just winging it anymore, you've got a whole toolbox of tips and tricks!
Now, go out there and put those lessons into action!
Remember, it's okay to make mistakes – that's how we learn. Just keep your chin up, keep learning, and keep being your awesome self.
Go make some amazing stuff happen 🍀
TL;DR
22 things to know before starting freelancing — Part 2
⚙️ Operations
#14. Learn about sales funnels and lead generation — Jeremy Miller
#15. Make scaling more urgent — Philip Wallage
#16. Always, always, always have a contract — Florian Boelter
#17. Focus on the important stuff — Joseph Louis Tan
#18. Double your estimate. Then double it again — Stéphanie Walter
💬 Communication
#19. Check-in when misaligned — Sera Tajima
#20. Summarize & communicate potential impact of clients’ decisions — Tatjana Zavadja
#21. Retain clients with communication and ownership — Darshan Gajara
#22. Talk less and listen more — Yaddy Arroyo
Whenever you're ready, there are 4 ways I can help you:
1. Junior Designer Bundle: Transition into UX and craft an unforgettable portfolio & get hired.
2. Senior Designer Bundle: Become a design leader with systems to build healthier, happier teams.
3. UX Portfolio Critique: In less than 48 hours, get your 30-minute personalised video of brutally honest feedback.
4. Job Sprint Course: Stand out in an unpredictable job market by building a memorable personal brand and a killer job search strategy.
