Note:  I was fortunate to have a support network in getting my business off the ground, and I’m happy to pass along the favor to others doing the same.  So, the posts in this series will be slightly longer than the promised four-minute read rather than mailing it in for the sake of a self-imposed character limit. 

Welcome back, budding freelancer.  You’ve got your government paperwork filed away, payment methods lined up, and rate card locked in (among several other things listed in Part 1, hopefully).  Now it’s time to consider how you’re going to interact with, you know, other people.

This piece runs through the various communications platforms and organizational tools you’ll want to look into as part of your new day job.  They may not all apply, but the shrewd shop owner at least gives them a glance.

11. Website

It should go without saying by the third decade of the 21^st century that your business really ought to have a website.  It’s one of, if not the, most important sales and marketing tools you can have in your box.  Your site’s the first place most people go to learn more about your business because, in all likelihood, the web’s the first place most people go to find a business that does what you do.

You’ll need to purchase a domain name (www.yourbiznamehere.com/.net/.co/.me/etc.) and choose a hosting platform.  The most popular is Bluehost, which you can also go through for your domain instead of hitting a third-party registrar like Namecheap first.  You then choose a content management system (CMS) to actually build out your site.  WordPress is the most well-known, but there are tons of CMS options out there, some of which are better for certain types of businesses (e.g., e-commerce) than others.

FYI, if you want to take a stab at building your own site on WordPress or another CMS, go for it.  I’ll tell you it’s not as easy for the non-tech-savvy as they make it out to be.  You may want to work with a web designer to whip it into truly-presentable shape.

12. Email

For you progressives out there that think email’s dead and you’ll be able to get by with only social media and collaboration platforms like Slack, think again.  Email’s not going away anytime soon.  In fact, it’s the closest thing to a universal expectation in business as it gets next to a first name, last name, and cell phone (and not necessarily in that order).

Personal and business emails are another good example of church/state separation.  Take that a step further and it’s also best for your biz version to not end with a Gmail, Yahoo, ProtonMail, etc. domain at all.  You already purchased your own domain with your website (see above), so make that your suffix.  You can still use Google for your business email account, for instance, but you’d configure the @ to be yourbiznamehere.com rather than gmail.com.

13. Mailing Address

While it does add a professional touch, this one’s really more about protection and practicality.  Especially if you’re constantly shipping and receiving, you should consider a business-specific mailing address to keep your home’s private.  Renting a UPS mailbox is a nice option because it offers an actual street address rather than a basic PO box (the street addy possibly being a requirement in certain situations).  But, it’s all about what you think you may need for your company, and there are various mailing options at your disposal.

14. Phone Number

An alternate number for your business isn’t a bad idea that you can chalk up to protection as well.  If you’re going to slap your contact info on your website, business cards, stationery, etc., this keeps the spammers and nut jobs away from your primary number (which would be a much bigger pain to change if you had to).  Google Voice offers free phone numbers and easily integrates into your phone as an app.  If you’re anti-Big Tech, there are other virtual phone options out there as well.

15. Audio / Video Conference Call Line

If a client asks you to send a dial-in, then be a pro and send a dial-in.  I realize I sound like a broken record, but you have plenty of options here that will meet your needs and budget.  Nearly all platforms these days offer both basic audio and video conferencing.  Just keep in mind that free or inexpensive plans often cap session length, don’t offer recording capabilities, or otherwise skimp on functionality.  So, make sure you know exactly what your type of account gets you.  Asking people to hop off and on every 30 minutes ain’t a great look.

16. Document Management

How much storage do you need for your content?  Are you a graphic wizard, architect, or engineer creating massive design files that rack up terabyte upon terabyte of data?  External hard drives offer expanded capacity and are still great ways to back up your files (which you absolutely 1000% should), but we’re floating on the cloud these days.  There are plenty of cloud storage services to pick from with various bells and whistles depending on your needs.  Some, like MEGA, offer a great deal of space for free and automatically sync to your desktop so you don’t have to manually back everything up.  Once again, do your research and choose what’s best for you.

17. FTP Site

Cloud storage services typically offer file-sharing capabilities.  That said, you may not like the idea of someone having any sort of access to your digital locker.  If you’re constantly sending enormous files back and forth, then email isn’t going to cut it.  As usual, plenty of free and paid options for file sharing exist.  Also keep in mind that all these things have apps that sync to your phone for easy access while you’re on the go.  Even app minimalists like me find that one useful when a panicked client calls as your flight’s boarding.

18. Client Collaboration Platforms

This takes passive file sharing to full-blown real-time interaction.  I’ve been asked to use Slack, Basecamp, and Trello at some point depending on the client or project.  Setting these up ahead of time isn’t mission-critical because many clients will just create an account for you and send you the link.  The point is, you may be asked to use various platforms, so it doesn’t hurt to be proactive if your line of work relies heavily on close day-to-day collaboration.

19. Social Media Accounts

If you’re going to use social media for your business, be strategic about it.  I guarantee your audience doesn’t live and die by every platform under the sun.  If your prospects don’t care about Twitter, don’t go gangbusters creating an account and tweeting every five minutes.  Determine which channels will accomplish your goals—e.g., awareness, engagement, driving people back to your site, etc.—and be organized and consistent in the way you post content.

20. Other Software / Platforms / Needs

Any or all of the above may satisfy your requirements at launch, if not in perpetuity.  For some, though, it may leave out key things.  If you know you’ll need other resources right away, then do your due diligence.  CRM, email marketing, SEO tools, transcription software, virtual assistants—these are just some of the things you might need for your business.  Some you’ll have to acquire and manage yourself, others you can go through freelance sites like Upwork to hire specialists on a project or long-term basis to take certain things off your plate.

Right on, we’re cookin’ now.  The final 10 items in Part 3 transition from function to form.  If you really want to come off as a polished pro, you ought to look the part.  Seeya there.

Go to Part 3.