5 ways to look more professional than 90% of freelancers in 5 minutes or less

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Want to look more professional as a freelancer? Want to get an edge in your freelance career in 5 minutes or less?

Freelancing is a bit like being a runner in a long-distance race. The good ones are grouped up at the front keeping a steady pace, but over time there are a few that begin to pull ahead from the pack. Through small increments they extend their lead over the others.

Going from good to great in your freelance career means dedicating yourself to making those small increments that separate you from the others by focusing on the details.

Because we all love quick freelance wins, here are 5 things you can do in 5 minutes or less to look more professional than 90% of other freelancers.

1. Look more professional as a freelancer by writing your files names properly

On most projects, several rounds of editing and review mean that files between you and the client are pinging back and forth faster than the volleys of the Chinese table tennis team. Your downloads folder is filling up with file after file of similarly-named-but-not-quite-exactly-the-same documents.

Look more professional as a freelancer by writing file names correctly.

Image credit: Chaz Hutton via @instachaaz

Naming your files properly is going to save you a lot of time and sanity. Just imagine how much time you waste searching, opening, checking if a document is the latest version – even if it’s 10 seconds each time, extrapolate that over 100s of incorrectly named files and it adds up!

And, creating a naming system for your files not only makes you look more professional but it avoids the client getting confused and providing feedback on the wrong version, or worse, pushing the incorrect version live.

So, create a freelance naming system that works for you. Here’s mine to inspire your own:

<Job Number> <Client> <Project> <Version>

Example: P063_CompanyX_InstagramSocialMediaOctober_V1

2. Get a logo

First impressions count. Investing in a logo is a fast, relatively cheap and easy way to make you memorable and help you look more professional as a freelancer. 

Getting a logo is an easy way freelancers can look more professional.

I used Fiverr.com to get someone to do my logo for The Freelancer Newsletter. Is it going to win any awards? No. But it creates a visual link between the reader and what I'm doing – and I spent US $50. 

Shameless plug but if you want weekly tips on freelancing to up your game, sign up to The Freelancer Newsletter!)

You might not be able to go all out with a brand visual strategy right away but a logo is arguably the most versatile and useful piece of the puzzle. Slap it on business cards, social media handles, websites, proposals, pitches, T-shirts – whatever! – and up that professionalism.

3. Create a proposal document for every job

When I first started freelancing, I had no idea what I was doing. I had a chat with a potential client then sent the project price over in an email. That was it. The price... in an email.

Now, for every job, big or small, I send a proposal document. The document includes an overview of the project, the scope of work and deliverables, the quotation and T&Cs. It details all the important information the client needs to consider working with me. 

My freelance proposal document is simple but looks super sleek and professional (if I do say so myself), and you bet it’s got my logo slapped at the top. Sending a polished and professional-looking proposal for every job not only makes things crystal clear but makes you look like you know exactly what you’re doing.

4. Be on time and timely

It’s easy to be on your best behaviour when trying to win new clients. Don’t let things slip once you’re awarded the work by letting tardiness creep it. Missed deadlines, delays and extended timelines can make even the most experienced and sought-after freelancer look unprofessional.

Being professional is all about doing the job with the least amount of friction. Be rocket-fast in your responses, show the client they are your top priority and be on time for meetings to indicate you respect their time. Do so and clients will come back time and again. 

5. “No” is not an answer. Be solution-driven

Each day more people quit the rat race to join our freelance marathon. Your ability to consistently create a memorable and outstanding freelance client experience is more important than ever before. 

Go from good to great by always helping your client find solutions. “No” is not an answer. Well, say no, but do so by offering a solution - an additional fee, recommend someone else who’s right for the job, change the scope of the project to meet their needs.

The best freelancers keep an open mind about the challenges their client is facing and help them solve it. Even if a client is difficult, being a professional freelancer means having the ability to diplomatically and empathically handle the situation. As you go along, you’ll get better at anticipating problems before projects kick-off so you’re in fewer positions to have to find alternative solutions.

I hope you can put these 5 quick freelance wins to good use. Remember that the details matter and give them due attention. Do you have any other tips for how to look more professional as a freelancer? I’d love to hear them!

About Kim Hobson
Kim is a Freelance Creative Copywriter based in Hong Kong. She helps brands communicate more effectively with words that hook minds and persuade people to take action. She also runs The Freelancer Newsletter, a weekly email helping freelancers to up their careers and grow their businesses.