How to Streamline Your Freelance Business with Kanban Approach


The COVID-19 pandemic noticed a major enhance within the progress of the freelance industry. Based on Web site Planet, there have been about 1.1 billion freelancers worldwide in 2021.

So, what’s driving these professionals to undertake freelancing?

Moreover higher monetary prospects, freedom and adaptability to decide on the kind of work are the primary the reason why professionals change to freelancing.

Nevertheless, freelancers face their very own share of challenges.

What Are the Challenges Freelancers Face?

Listed below are a couple of obstacles freelancers face when managing their work lives.

  1. Improper time administration – Freelancing requires an individual to put on a number of hats. They need to juggle numerous duties and features, from gross sales and advertising and marketing to accounting and venture administration. Juggling a number of tasks can eat loads of effort and time, offered they manage themselves. That’s the reason having wonderful time administration expertise is an important talent within the freelancing world.
  2. Lack of focus – The thought of multitasking numerous tasks concurrently is thrilling due to the publicity and expertise one will get. Nevertheless, the downside right here is that the freelancer finds it powerful to focus or delve deep right into a activity assigned. This finally impacts their high quality of labor.
  3. No motivation – In a office atmosphere, we regularly have colleagues and seniors to problem and push us to attain extra. Nevertheless, freelancers need to go on from one activity to a different by themselves. Due to this fact, they should encourage themselves to attain aims. Sadly, that’s not at all times potential. Most of the time, freelancers face a dip of their motivation ranges, inflicting their work to endure.

Moreover the factors talked about above, the absence of an organized workflow considerably impacts a freelancer’s motivation and productiveness.

However the gig economic system is right here to remain! Freelancers centered on enhancing their working type and boosting their productiveness have perennially relied on technologically advanced tools.

Instruments like buyer relationship administration (CRM) platforms, communication instruments, venture administration platforms, and time trackers have helped freelancers overcome numerous challenges they face.

As an illustration, expertise has introduced individuals throughout all places nearer. This implies freelancers can collaborate with prospects and different stakeholders anyplace across the globe and have simpler entry to alternatives than earlier than.

This globalization is triggered by digital transformation that has enabled freelancers to go for versatile engagement fashions at their comfort. In consequence, freelancers are getting a chance to select desired tasks primarily based on their experience and no matter the demographics.

Amongst all of the digital developments which have helped freelancers keep organized, the function of the Kanban method has been phenomenal.

Let’s perceive the Kanban method and the way it may help freelancers enhance their efficiency.

How Kanban Method Can Assist Streamline Your Freelance Enterprise

Kanban method is a workflow administration method for outlining, managing and enhancing your processes to ship the most effective to your purchasers. It helps you visualize your processes and your work to maximise its effectivity.

This method to venture administration helps you determine the potential bottlenecks in your workflow processes and repair them to yield desired outcomes quicker and cost-effectively.

Allow us to now perceive how the Kanban method may help you manage your online business processes successfully.

1. Monitor and Handle Shopper Tasks

Kanban is the most-used venture administration method for managing shopper tasks. Kanban board gives a superb overview of your tasks. It helps you create and handle duties, set deadlines, and preserve observe of the venture’s progress.

Along with managing duties, you may also set priorities and deadlines on your duties to make sure their well timed completion.

You may as well use Kanban boards to maintain tabs in your shopper conferences, telephone calls, and different particulars. Utilizing Kanban for shopper work eliminates the necessity for added software program apps as you may manage a number of tasks and plan out the supply of duties at your comfort.

With the Kanban method, you may invite your shopper to collaborate with you in your board. As well as, some venture administration boards like Jira provide role-based permissions to the customers for seamless venture administration.

Basecamp, a venture administration software, presents a superb chat characteristic (campfire) to talk with purchasers in real-time.

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Equally, the Jira-Slack integration permits customers to talk with their purchasers by way of Slack.

Jira and Slack

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Listed below are some suggestions you can comply with to expedite your processes.

  • Write a fast venture scope doc for each venture and share the identical together with your shopper.
  • Create e-mail templates for outreach, gross sales pitch, and different marketing-related duties.
  • Use invoicing software program like FreshBooks or Invoicely. Jira additionally comes with a module to create, save, and ship invoices to your purchasers in a couple of clicks.


2. Collect Content material Concepts

The Kanban method generally is a excellent medium to brainstorm, verify, and plan your content material earlier than they’re despatched to your editorial calendar. Gather content material concepts on your freelance enterprise by conducting devoted brainstorming periods, doing market analysis, and conserving observe of content material requests out of your viewers.

You need to use a Kanban board to avoid wasting all concepts for future blogs, articles, eBooks, and different kinds of content material items with out disturbing your ongoing work. By following this method, you’ll by no means lose out on content material concepts in your head.

RescueTime, a productiveness and time monitoring app, makes use of the Kanban method for managing content material concepts for his or her weblog. This concept board is a centralized repository of content material concepts for his or her future weblog posts.

Rescue Time

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3. Construct and Handle Your Editorial Calendar

Take out the struggles of content material publishing by having a devoted editorial calendar on your freelance enterprise. From matter concepts and drafts to completed content material, you may observe the complete lifecycle of your content material items and handle every thing seamlessly with the assistance of the Kanban method.

With the assistance of Kanban playing cards, you may retailer content material particulars just like the key phrases, useful resource hyperlinks, reference hyperlinks, and different particulars in your activity instantly. You may as well create customized checklists on your content material items to make sure you don’t miss any step of the content material creation course of.

Buffer, a social media submit scheduling software, makes use of Trello to handle their editorial calendar.


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Their easy workflow consists of six phases – Content material Concepts, Pipeline, In Progress, Enhancing, Able to Ship, and Shipped. The Buffer group tracks the duty standing as they transfer throughout this workflow.

4. Handle a Social Media Calendar

Maintain a pulse in your social media advertising and marketing initiatives by following a Kanban method. Strategize, manage, and submit branded content material in your social media pages with out breaking a sweat.

You’ll be able to plan out your social media technique in small actionable steps. You’ll be able to create duties for –

  • Brainstorming submit concepts
  • Creating content material for the posts
  • Designing property for the posts
  • Put up scheduling
  • Monitoring the efficiency of the posts
  • Partaking together with your viewers

Listed below are some fast suggestions for managing your social content material higher.

  • Leverage design instruments like Canva for designing your social posts. Canva presents over 400K+ design templates for numerous social media channels.
  • Use on-line cloud storage, similar to Google Drive, OneDrive, or DropBox, to retailer media recordsdata, specifically photos, movies, and infographics.
  • Join a social media scheduling app like Hootsuite or Later and take away the pains of manually posting content material on each social web page.

Kanban for social media advertising and marketing can manage your social campaigns and guarantee posting on social accounts is completed promptly.

5. Monitor Outsourced Work

Managing and monitoring outsourced work is a problem for many freelance companies. There may be typically a spot in collaboration, communication, and knowledge sharing. A Kanban method to such conditions can cut back this hole considerably.

A easy Kanban board may help you observe the duties and preserve a whole maintain over the venture progress. Share duties with a well-written description explaining the work expectations, set a precedence and deadline, and different data, if wanted. This may make sure the outsourced group will probably be in sync with you.

It is possible for you to to see who’s doing what and determine the challenges you possibly can face. Kanban board additionally eliminates the necessity for a number of software program apps because it presents you every thing you should handle your outsourced work.

Listed below are efficient ways that can make it easier to with outsourced group administration.

  • Signal your contracts, proposals, invoices, and paperwork utilizing a digital signature. This may considerably quicken the signing course of and assist save each time and value.
  • Talk with the outsourced group often. Conduct common standups and weekly conferences to debate the progress of your tasks.
  • Share the required property – writing pointers, design pointers, venture scope, and different details about your organization and the tasks with the group earlier than beginning the work.

6. Share a Public Roadmap

Listening to your audiences and offering an answer to their ache factors contributes considerably to strengthening your model picture. Likewise, viewers suggestions can also be a powerful issue that shouldn’t be ignored.

Having a Kanban board to seize your buyer’s suggestions and requests is essentially the most useful method. You’ll be able to additional make this board public and provides your prospects entry to allow them to drop of their feedback or ideas seamlessly.

Trello, the well-known venture administration software program, has a dedicated board for managing characteristic requests from its prospects.



To enhance productiveness and streamline their processes, freelancers ought to concentrate on making their workflow seamless. A method of reaching that is by utilizing the Kanban method.

In case you are a freelancer seeking to streamline your business, this method will make it easier to pace up your work supply. It should set the precise stability between precedence and deliverables at hand. So, go forward and use the Kanban method to remain organized and enhance your productiveness and income. Comfortable freelancing!

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