Wendy Vazquez | PR & Content @wvazquez - Tumblr Blog

Get Your Freelance Clients to Extend Their Contract

You worked hard to get that contract signed and prove you’re worth handling that project. So now what? It’s time to renew!

Keep reading

thedeskside

Should you email a complete stranger?

Have you ever reached out to a complete stranger that you professionally admire? The better question is, should you?

No, I haven’t, but I definitely think one should! A couple of days ago a 19 year old UK aspiring-pr girl emailed me out of the blue. She had an interview at a university and was looking for advice on how to stand out.

Keep reading

thedeskside

PR Girls Do It Better: Restaurants

Let’s kick off the new series, “PR Girls Do It Better”, with an ode to our foodie PR girls out there. Let’s face it, PR girls are full blooded multitaskers set out to get shit done. We know our way around a lot of things that many people don’t. Having a friend in PR is a perk in itself.

Knowing the chef, owner, manager, etc.—it’s our job to know anyone and everyone. There’s a good chance we know just the right person to get the perfect table at the chicest new place in town.

Attending the opening night of the latest ‘it’ eatery—new food trucks, baking trends, you name it. It’s our job to stay up to date on EVERYTHING happening around us. When your favorite place moves or shuts down, we got your back.

Who’s going out of business, or who is just starting up—like above, we know business news gossip. What A-list celeb just invested in an H2O bar? We know what’s going on at all times.

Where the good parties are—chances are, we know exactly where the events are, and how to get in. Knowing someone who knows someone is a skill that we’re quite proud of. It also helps that our emails are constantly flooded with exclusive invites.

Image via Tumblr

thedeskside

Making It In PR As An Introvert

…yes, it’s possible!

For years I told my self that no matter what I did in the fashion industry, it would never, EVER be PR. Since birth I’ve been downright quiet, and in my own little world. I preferred reading on my own over playing with other kids.

Of course I didn’t know I had social anxiety then, but that’s a whole different story. I’ve never been out going, and I’ve lived my fair life as a wall flower. But eventually, all that changed. Even if you’re shy or an introvert like me, PR is much more than socializing and networking.

Keep reading

thedeskside

The Importance of Mastheads

Do you remember about 5 years ago, in the age of the iPad, Kindle and Nook, when we were all so sure that print magazine would be dead by this point? I have to say, I’m so happy this didn’t happen! Sure, magazine sales still aren’t what they used to be, but that’s only because we aren’t just getting all of our information from print anymore. Now we’re getting our daily doses of glamour from our phone apps, digital magazines, online versions, favorite websites, and so on. However, despite all these changes, the masthead has remained a go-to for the who’s who of publishing. The masthead provides you with the bones of your favorite glossies. You can see current editors, writers and contributors–and some also show their staff directory for digital versions. You just signed a new client with a gorgeous handbag line…now what? It’s time to pitch! Flip to the masthead and figure out who the associate accessories editor is. Read some of their latest work to be sure the brand and the editor align…and reach out!

Image via {this is glamorous}

thedeskside

Getting Back To Work After Long Holiday Weekends

Today is the first day back after a four day weekend…and I was overwhelmed with a ton of emails and tasks that came up overnight. I went crazy for about an hour until I remembered a few things that have helped me in similar situations. Did I want to roll back over and go to bed. Heck yeah! But working from home means having to push the hell out of myself. No one else is going to do it!

What did you skip out on the week before? I get it, I’m a big procrastinator because I tend to work best under pressure. I’m the girl trying to skip out the door while thinking ‘hey, I’ll do it on Saturday’. Saturday rolls around and I end up getting myself into last minute plans with friends, and I totally space out. Figure out all the things that needed to get done then and set out to do them first thing in the AM.

Get up an hour earlier. Yup, I hate mornings, but I know I have to get a head start since I like to take my time in between tasks. It’s definitely hard after getting to bed much later just nights before, but that why it helps to set up a bedtime for yourself and try to follow it no matter what.

Make a list and check it twice a la Santa. I make different lists per client/project that I need to work on. Then I start to combine them and go back and forth between projects. Most people would just stick to one client at a time, but I like to mix it up. It’s just a personal preference. Having a visual in front of me helps me keep on track. I love the feeling of checking off a task no matter how small it may be.

Check your email periodically. In PR you should be in your email like 24/7. I’m used to responding in minutes. But on days like this, I can’t keep getting distracted by incoming emails. I turn off my notifications, put on some podcasts on a loop and get to work. I’ll only check my emails and respond first thing in the morning, around 1pm, around 3:30pm, and then sign off my email around 5pm one last time so I can get any writing done that night.

Image via Design Sponge

thedeskside

3 Reasons to Rethink Your Relationship with Tracking Time

Time sucker, task stalker, that little timer sitting in the corner of your desktop that you constantly forget to turn on until you’re 40 minutes into a certain task…how do you refer to your time tracker? If you ask most PR professionals, they’ll tell you that tracking time (i.e. marking and assigning your day into 15 or 30-minute increments in order to keep track of hours spent against client retainer dollars) is one of the most laborious and irritating of all agency admin tasks. However, whether you are running your own PR agency, a freelancer or an employee, it is possible to feel differently – and even become a champion of – the value of time tracking for both you and your clients. After all, it’s crucial to be able to both quantify your time in order to ensure that current budgets are keeping efforts profitable (and that clients understand what you are doing on their behalf each day!). The truth is, as a freelancer, I would be terribly lost without my timesheets.

1. Time Tracking Makes Invoicing and Reporting Easier (Which Means Getting Paid Faster)

By having a running log of all your efforts from any given month, providing clients with a record of efforts made on their behalf becomes a cinch. Even more so, if you are an independent contractor operating on an hourly rate, your time tracking becomes an instant invoice. Whether you choose a simple time tracker app or something like Harvest, which integrates with software like Freshbooks, a time tracker is a time saver when it comes time to getting paid.

2. Time Tracking Helps You Build a More Realistic Budget (Which Means Getting Paid More)

We all want to work with clients that we love, and especially in fashion & lifestyle PR, this can mean a bit of flexibility and compromise on budget. However, if you are repeatedly underselling and over-working, time tracking will reveal exactly what your hourly rate looks like at the end of the month. You may be surprised to note that your actual time spent is way above what was budgeted for. This awareness allows you to negotiate for higher retainers, as well as gives you a handle on what you should be realistically charging when new clients come a knocking.

3. Time Tracking Makes You More Efficient (Which Means Better Results)

Time tracking doesn’t have to revolve around money, it can also help you visually see where your time is going during a work day. I use Toggl to track every project and task, even on monthly retainer work. I like to have something to look back at to see how I spent the work week as well as knowing I have a backup when evaluating and reporting results back to clients. It’s easy to spend the day moving in and out of different client priorities, as well as getting sucked into the rabbit hole of research, or the robotics of pitching against your media list. By tracking your time, you’ll quickly find out if you’re spending too much time brainstorming or not enough on follow-up. When you have a clear sense of where your time is going, you can adjust your efforts according to client priorities and budget. As PR pros, each and every day on the job is different—and it’s one of the many reasons why we love what we do! And, in order to run successful, profitable businesses, it’s crucial that everyone – from CEO to Intern – track their time. With so many great programs to help automate this effort, there’s no need to feel like this is just another thing to add to your endless to-do list. Instead, look at time-tracking as an essential part of demonstrating your value and ensuring your best work.

This is an original piece I wrote for PR Couture.

Image via The Fashionista’s Diary

thedeskside

Bills Bills Bills: What PR Tools are Worth Paying For?

As new boutique PR agency owner or independent publicist, there are a multitude of startup costs to consider, not the least of which are the tools you use to run the back-end of your business. You may be a solo or small operation, but clients will expect a high-level, agency-type experience when it comes to protocol and deliverables. Below are the most common software considerations facing a new or freelance business owner operating in a communications field, and my recommendation on whether to choose a free or paid option.

1. Media Contact Lists

A huge part of the value you bring to a client is your established media relationships, so it’s likely that you have cobbled together a media list of your own. If you’re starting from scratch, check out the PR Couture Media List section for an inexpensive way to build your foundation. Our partner, Media Leads, is another inexpensive solution to get small business and consumer friendly editor requests easily. However, as client’s needs change, pitch angles evolve, and media publications themselves rise and fall, it’s helpful to have a resource that will save you time as you pull say, a list of fitness bloggers in Dallas, or a regional list of wedding publications. Access to a media database like this, whether you choose Cision, Fashion Monitor, or Celebrity Intelligence comes at a pretty penny for most small businesses. Most run on annual contracts that vary from hundreds to several thousands of dollars a year. One serious downside of these services is that media information can become quickly out of date and doesn’t often follow emerging influencer trends. for example.Your other option is to develop your lists manually through trial, Your final option is to develop your lists manually through trial, error and Google. Many professionals include their business emails on their LinkedIn profiles. You can also grab a magazine and take a look at the masthead. Search the editor’s name for results that may include their social media profiles, recent stories, personal websites/blogs, and so on. Verdict: When budgets are slim and you’re short on time, purchase a one-time media list in your more popular vertical. Then develop a manual process to ensure media lists are being continually updated.

2. Graphic Design Software

We’ve all been there: a media contact asks for hi-res images and your client sends everything but high quality jpgs. Remember: it’s your job to garner media coverage for them, but you also don’t want to provide your media contacts with images they can’t use. Now you have to crop, lighten, saturate, blur and so on to make the best out of the situation. However, unless you also do some heavy graphic design or branding for your clients, there’s no reason for you to spend $600+ on Adobe’s Creative Cloud Suite. You can use Canva to do some mock-ups and create some fun social media branding items for free. PicMonkey and Pixlr are also free photo editors you can use to crop photos, add filters and effects, and much more. PicMonkey has tutorials on its website so you’re not completely left in the dark when trying to make client images better. Verdict: If you really need the help of Photoshop for your work, then consider the $9.99 monthly package for Photoshop CS and Lightroom CS. Month-to-month payments work better for your budget when you have an unpredictable income.

3. Docs and Spreadsheets

One of the ways you keep costs down for your clients is by keeping your own costs down as well.If you are working remotely or have yet to expand into an office, working days probably consist of moving from the couch to the coffee shop. Freelancers depend on their laptops to be mobile and reliable so that they can work from wherever they are. Like Adobe, Microsoft offers various affordable packages for monthly or annual access to their Office 365 suite, which also includes cloud storage that lets you share and edit on various different devices. Let’s face it: Word, Power Point, and Excel have ruled our business needs for so long. But here comes Google Docs, Zoho Docs, and Open Office to change the game…for free! Verdict: It’s nice to have a reliable office suite to depend on — and you definitely have options out there. However, there really is no need to spend a ton to own a license to Microsoft Office when you have equally strong office suites out there at no cost.

4. Accounting and Billing Software

A huge part of running your own PR business is just that, the business. Accounting, invoicing, following up, and filing taxes can be done on a Sunday afternoon if you have the right tools and support in place. If you enjoy playing in the numbers, free accounting software does exist in the form. Wave Apps is great! You can easily link your financial accounts — business and personal — to organize your expenses and incomes. You can also send invoices to your clients with just a few clicks. This is a great program for those who are good at staying on top of their business finances. However, there are those of us out there who are complete messes when it comes to managing the accounting for our businesses. If you work with many clients and have a hard time deciding what can be expensed, then working with an accountant may be your best bet. An accountant will likely prefer that you use accounting and bookkeeping software like Quickbooks to keep everything in one place. Many software programs also have monthly plans, as well as the option to purchase complete desktop software. Depending on your plan choice, you can pay bills, track inventory, income and expenses for tax prep, and more. Verdict: Your choice should depend on what you can handle when it comes to bookkeeping for your business. Bookkeeping can take up a lot of your time (and that’s time spent away from getting new clients). No matter what, free trials and lite versions of tools are a great way to familiarize yourself with certain software before making a big money commitment. Also, before making any kind of commitment be sure your client doesn’t already have their own access or subscription. You’ll definitely save yourself some headaches and cash by asking this important question. If a client does require you to have access to certain programs, don’t be shy to ask them to foot the bill either, or at least split payments on a subscription.

This is an original story that I wrote for PR Couture.

Featured image via Waiting On Martha

thedeskside

Do These 5 Things to Grow Your Freelance PR Business

So you went freelance…now what? If you thought the hardest part would be quitting your day job or trying to balance freelance clients as well as a full-time job then you’ve got another thing coming.Think about it: agencies usually have a business development department — or at least an individual — whose job it is to identify, connect with and nurture prospective clients. As a freelance PR specialist, you are your own sales team. But there’s no need to freak out. You’ve got this.The best route to success is preparation; Louis Pasteur said it best, “chance favors a prepared mind.”

Define a clear list of services

What do you enjoy most about working in PR? This is one of the first questions you should ask yourself before even going freelance — answering this in the beginning will save you from many future headaches. As a freelancer, it’s simply impossibly for you to offer the breadth of agency specializations. But this is actually a good thing. Before you start to reach out to prospects, define what type of work you want to be doing within the communications wheelhouse, and build out materials, case studies and pricing that support your new focus. If you want to use your PR experience to guide digital communication strategy, focusing on tactics that grow a brand’s online presence – like social media management, then position yourself as an expert in that area. If you love training clients to stay on message and totally rock broadcast interviews and segments, you’re a media training coach. You are always welcome to take the fun odd job here or there (this will actually keep you fresh and inspired), but choosing projects you’re truly passionate about will not only feed your bank account, but also your soul. It’s also a useful way to begin a pointed exchange with a potential client about the very specific ways you see yourself supporting their efforts.

Stay on top of industry changes

Thanks to the trusty Internet, it’s never been easier to see what’s going on with your favorite brands. One PR rep may have cut ties with a long-time client, and another snagged an account you were gunning for. Stay on top of industry news so you don’t waste your time pitching a brand that just secured new representation. Look to go-to publications like PR Couture, Daily Front Row, and Fashion Monitor to stay in the know.

Develop (and work) a dream client list

Everyone has a dream brand they’d like to work with (or five!). It’s time for you to develop a dream client list and start prioritizing your efforts toward the brands you love. As you start to evaluate your list, consider what it is that you love about them. Look beyond the products or services the company offers and look into their core values and culture. Do you love their involvement in charities? Is it their consistently youthful take on a legendary brand name? The outspoken boss lady running the brand? Really figure out what you adore and respect about each business on your list. This insight will come in handy when you start to do outreach. It’s important to not only think about your outside perspective of the brand but to also understand the people behind the scenes, the business model and financial health of the organization.

Don’t be limited by location

The great thing about freelancing is that you can do it from just about anywhere. Most freelancers think they have to stick to jobs in their cities and states, and this is just not true, plus totally limiting. Some tasks may require you to be present at a client’s location, however, many tasks also can be done remotely. Writing, cold calling, pitching, emailing, and so on can all be done from the comfort of your own home. As long as you have a track record of success, strong contacts and your own clear process for running your own business, you can take what you learned from your previous agency or in-house experience and put it to use from anywhere. Companies are often open to remote worker positions as long as you are able to put them at ease and to feel confident that you will be available, committed and consistently updating them on the latest news. While giving an afar client a sales pitch, be sure to point this out and let them know that you also are willing to travel if need be for certain situations like a launch event or an important partnership meeting. Be willing to put on some frequent flyer miles to meet in person during the proposal process to ensure a positive rapport and to get a lay of the land before you both commit to a project or retainer.

Do a virtual background check

Most freelancers have at least one horror story of a client who turned out to be a real challenge. Sometimes, business owners see PR as a last resort before closing down shop, other times they are waiting on a collection sell-out in order to be able to pay their vendors. They always say that if it’s too good to be true, it probably is. Be optimistic but also smart, you have to protect your own business interests as well; there is no top notch legal team on call like at large agencies. Google reviews on the company to catch a glimpse of what you’re getting yourself into. Also look at sites like Glassdoor, which provides anonymous employee feedback and salary reports. Even if no one from their previous PR agency has reviewed the company, it’s important to get a well-rounded review of a business you think you want to work with. Looking at reviews from other employees can be useful in predicting how you will be treated as a freelancer as well. As a freelance PR professional, it’s important to have a defined new business outreach process and to dedicate yourself weekly to growing potential new relationships while exceeding expectations among your existing roster. It’s a balancing act for sure, but you’re totally up for the challenge!

This is an original post that I wrote for PR Couture. Featured image via VSCO.

thedeskside

Handle Tiny PR Budgets with Smart Small Business Marketing

As PR professionals, we’ve all had our fair share of clients with incredible projects but with a serious lack of budget wiggle room. Yet, we take them on because we truly believe in them, and because as PR mavens we’re used to making even the impossible happen!However, it’s still important to keep in mind that there’s a difference between a client with a small budget, and a client who is simply just unwilling to expand their budget. The latter usually never works out, and often times—after much back and forth—they either give in or disappear. For those clients you love, but that come with a barely-there budget, follow these creative tips to help you do more, with less.

1. Be realistic with your client from the start

You may expect a client’s expectations to be realistic, given the tiny retainer/budget they have to work with. Unfortunately, I’ve found that often its the clients with smallest budgets that come with the highest expectations. Nip this potential problem in the bud right away by setting clear expectations. Most often, clients need to hear assurances that their brand is important to you as their publicist, and that you’re committed to brainstorming all kinds of possibilities for them and their project. At the same time, it’s important for you to be clear about what type of results are realistic. So have an honest conversation with your client, letting them know the pros and cons of different PR or marketing strategies within their budget. Explain your capabilities (and any prospective limitations), based on the amount of hours you can dedicate to their brand, based on your rate.

2. Prioritize organic PR over paid opportunities

When you don’t have any extra money to spare, social sponsorships and paid influencer campaigns are out. Instead, focus on traditional PR outreach possibilities and what you can offer beyond a free sample and a check. Think about what your client has to offer that you can use to their advantage to attract the right attention; editorial samples, a free product trial, private tour, exclusive interview or event invite can help to establish goodwill toward your client. Can you organize a press event, or book desk side appointments to give editors a personalized experience of the brand? Or perhaps there’s a way to fit your client into a real time marketing campaign. Paid sponsorships are such a small part of PR (and such a recent development in the grand scheme of things), so show off your bootstraps and bring new opportunities to the table.

3. Make timing your ally

It’s difficult to jump from brainstorm sessions to pitching, to closing placements, and back again. Before you start the proposal phase, take the time to mine through campaign ideas and story angles so that you have a general sense of where to begin, before you start tracking hours. Consider whether you can realistically do your best work on such a project. Mapping out your approach from the start will not only save you time, but also help you from hitting any surprise barriers. Chance favors the prepared, after all. What are the PR opportunities you can take advantage of immediately? Does the client’s product or service that play well with the current calendar, or is it likely going to be months before the media timing is a fit? For a highly giftable client coming to you for help in June, for example, those holiday gift guides are going to be huge. If they are coming to you in January, however, you won’t be able to take advantage of that gifting angle. What will be your approach as a result?

4. Focuses on quality coverage rather than quantity

What is it exactly that your client wants to achieve and what kind of results are they looking for? When you’re limited money-wise, quality always triumphs and sometimes even this fact has to be explained to your client. One great placement in a top tier magazine beats three mediocre mentions of the brand in three different publications that may or may not be read by your target customers. You want your client to be seen and recognized by their target consumers. This may take a bit more time, but it’s well worth it, and in the end will really pay off for both you and your client. Prioritize your efforts on ensuring the ensuring the coverage in publications that can truly move the needle, and on securing on-message coverage that the company can parlay into new opportunities. Small PR budgets are workable, if the client has a compelling story to tell, and if you have the relationships and know-how to make the most of your time spent on the account. However, without smart planning, clear expectations and creativity, your ultimate success hangs in the balance.

This is an original story that I originally wrote for PR Couture. Featured image via Habitat and Beyond.

thedeskside

5 Tips to Take on Freelance PR Work (When you already have a job)

Don’t be fooled, freelancing with a full-time job is the same thing as working two jobs. Sure, your second job is more flexible and can mostly be done in your pjs, but you’re still working.

A full-time job may be enough to get you by financially, but sometimes we need to pursue our own passion projects: in comes your side hustle. You’re getting some experience and working on something you love, so what could go wrong?

There’s nothing simple about a juggling act. And more often than not, you may find yourself overwhelmed with your newfound professional bounty. With a few guidelines to help you out, you won’t have to worry about your sanity getting lost in the shuffle.

1. Create home “office hours” for your freelance projects

Great, you leave the office by 5pm and get home by 5:30pm, now what? Map out your time. Maybe you get off early on Fridays, so they’re optimal to get freelance tasks done. Or you can squeeze in two hours to finalize a press release before you begin your Netflix binge.

It’s important to know the amount of time you can block out for your freelance work so that you don’t end up using your weekends to catch up on a project rather than catch up on your sleep. I block out certain hours after work in my calendar for the week, and give my client the total before the weekend so that they know exactly how much time I’m able to devote to their brand. The more you keep a client in the loop, the less emails and calls they’ll send your way, trust me.

2. Beware of over booking yourself

So you clocked in the full 40 hours in the office, and your freelance client has an upcoming event that same weekend, that may keep you up late a few nights. No need to panic; one or two hectic weeks here and there is just a normal part of having a career. However, finishing a crazy full-time workweek, staying up until 1am every night writing some marketing content, and having to down three coffees and Red Bulls a day just to get by is not normal—and completely unhealthy.

Burnout is the last thing you need when you want to make your side hustle work out in your favor. Remember why you’re doing this! Freelancing isn’t just a way to get some more money in the bank, but it’s also a way to unleash your creativity while doing something you love.

Do not let your love for something fade because you’ve been over working yourself. Get your control back by limiting the projects you work on, and getting real about the amount of time you are able to commit to your bonus endeavors.

3. Prioritize your 9-5

Never, ever attempt to get way with doing freelance work at your day job. The two should always be kept separate. Feel free to use your commute and lunch hour wisely, but other than that you’re asking for trouble if you’re working on an outside project during your nine-to-five.

You should also check your job at the door. Meaning, leave work at work and get into freelance mode when you get to your home office desk. When I get home, I turn off all notifications for my regular job, as well as personal pings. I want to ensure that the time I spend on my freelance projects is devoted to those clients alone. Don’t forget, your freelance clients deserve your full-time style focus.

4. Find a support network

Freelancing is similar to being an entrepreneur—you’re your own boss, and you have your own skill set that you’re sharing with others in exchange for money and/or experience. Entrepreneurs are urged to invest in themselves, and you should too!

Skillshare is a super-affordable way to learn new creative skills, or strengthen your current ones. For a small monthly fee, you get full-access to classes like ‘Introduction to HTML’, and ‘the Golden Secrets to Hand Lettering’. There are also tons of books as well that you could bite into for some help like PR Couture’s very own ‘Ready to Launch: The PR Couture Guide To Breaking Into Fashion PR’, or Tara Gentile’s ‘Quiet Power Strategy’ to help keep the creative juices flowing.

Want something to feed off on for free? I’m a total podcast junky! Tons of well-known experts have their own podcasts, and interview other industry pros that are constantly dishing out tips and tricks we could all use. I get some of my best ideas and business hacks from podcasts. Smart Creative Women with Monica Lee, She Percolates, and Soulful PR Podcast with Janet Murray are just a few incredible podcasts to add to your queue. I love having them on in the background while I catch up on my emails in the morning.

5. Know your end game

Working two jobs at full throttle is only sustainable in the short term. Have an action plan with a clear outcome in place. Is your goal to eventually turn your after-hours work into full-time income? What numbers either financial or in terms of clients/projects do you need to hit to make that realistic. If you plan on staying full-time and only taking on extra projects when you feel like it – how can you best support yourself during the busy times – and take advantage of project-free months. Having a clear vision and outcome will help you keep your bearings when the going gets especially tough.

This is an original story that I wrote for PR Couture. Featured image via Harper’s Bazaar.

thedeskside

The Dos and Don’ts of Working From Home

There are countless pros and cons of working from home, but it really all comes down to personal preference. Hey, not all of us were meant to work in an office, and there’s nothing wrong with that! If you’re anything like me, then a little isolation is necessary to get down to business. Why are you working from home? Is your home your office? Or did you just not want to take an official sick day and decided working remotely for a few hours was better than lying in bed all day? Whatever the reason, these dos and don’ts are essential for any PR expert to successfully tackle those task lists.

Do prep your desk and work area the night before

I’m not lucky enough to have a designated work room, but I carved out a little area in my home where I get all of my work done. I currently work remotely full-time, but even when I was worked from home part-time it was crucial to have an area strictly for business and keeping it neat. There’s nothing less motivating than a desk scattered with scribbled notes and files. Sure, some people can work like this, but we PR mavens need some kind of sanity in our lives! Jotting down a quick to-do list for the next morning, and tidying up your desk the night before will save you time in the morning, as well as help you quickly get into work-mode.

Don’t think of working from home as a day off

When I first started working out of my home, I made the mistake of telling my friends of my new ‘flexible schedule’. It can be hard for people to understand what it takes to work remotely, so sometimes they see you working from home as a break from work—which couldn’t be further from the truth! I constantly got calls from my friends wanting to gossip, lunch invitations, FaceTimes from my mother—things that interrupted my work and really distracted me. Turn off your notifications and sign off of social media, or at least go invisible online. If you don’t use a project management platform to communicate with your co-workers, then create a Google Hangouts account JUST for work. Sharing your personal account with work will be confusing to keep track of, and trap you into those time sucking conversations with your girlfriends—save that for after 5pm.

Do carve out a lunch break for yourself

Meal prep the night before so you can pop something in the microwave, or just quickly combine ingredients for a nice lunch. DON’T start on cooking some three-course lunch meal just because you’re craving it. This is another time sucking situation. Unless it’s something you can quickly warm up, don’t bother. The point of a lunch break is just that…a break. Leave your desk for twenty minutes, enjoy your lunch and catch up on your Instagram feed. I get a lot of mid-day inspiration from my feed from inspiring motivational quotes to ideas for client campaigns, so lunch is the perfect time to refresh your mind.

Don’t let your office presence disappear

If you only work from home part-time or every now and then, be sure to maintain your office presence. How can you do this? Check in with your boss in the morning, or send them a summary of what you worked on and where you left off at the end of the day. Also, don’t be afraid to reach out to your coworkers for files and docs you may need for a client account. Be sure to let the team know you can also take on conference calls and virtual meetings from home as well. It’s like you’re actually in the office…just not at your cubicle.

Do get out of bed

No judgement if you’re still working in your PJs or if you haven’t put a brush through your hair all morning, but getting out of bed is important. Get up, stretch, drink some coffee. Treat working from home as close to a standard 9 to 5 office job as possible. Getting on your feet will help rid you of the urge to roll over and ignore your alarm. Sleeping-in can be such a temptation, but save it for the weekend.

This is an original post that I wrote for PR Couture. Image via Genuine People.

thedeskside

How to Fix 6 Common Client Problems Faced by Freelance PR Pros

As a freelance public relations professional you are your own boss and employee, which is probably part of why you started freelancing in the first place. While it’s nice to be in charge, as a solopreneur you’re also responsible for making all the big decisions and having the tough conversations. There is no boss can’t step in, no coworkers to help support a difficult situation. Without the backing of an agency, the relationship you establish with your clients is paramount to your ability to maintain a positive working relationship. However, despite your best intentions, it’s possible to end up with a challenging client and feel feel locked into a bad professional relationship you just can’t shake off. Here are six common problems that move clients from the “joy to work with” category to the “this cannot stand” levels of frustration. Here’s how to deal: freelancers face when dealing with diffs how to deal with a difficult client:

Problem #1: Client doesn’t understand PR

As a communication maven, you know the difference between PR, marketing and advertising. You know what falls under your wheelhouse as a publicist, and what is out of scope. However, clients regularly misunderstand what exactly PR is, how it works, and the different effects it can have on their business. This can lead to frustration on both sides. What to do: Expectations and facts are two very different things. Develop a new client welcome process where you explicitly discuss your process, skills, and capabilities. Be sure your contract/terms clearly state what work you are responsible for executing, as well as a section that clarifies what is not included as part of your agreement.

Problem #2: Nonstop client communication

As a freelancer, you get the freedom to create your own rules. Email, phone, text, Skype—the communication options are endless. However it’s up to you to create appropriate boundaries when it comes to how and when it is appropriate to share an account update. A client who is texting at all hours of the night or interrupting your workflow to find out the latest news will quickly derail your ability to do your best work. What to do instead: Some clients are hands-on and want to know what’s going on most of the time, while others will ask you to simply email weekly updates. Long emails can get a little out of hand, so try setting up a weekly call, or bi-weekly Skype video conference instead. Hearing you and having a visual helps everyone keep their humanity, realizing there is actually another person on the other end.

Problem #4: Endless rounds of review

So you have a client who can’t get enough of the red pen? Constant corrections, multiple edits, long conversations about this word or that – it’s enough to drive you mad. If edits are slowing down approvals, and limiting what you’re able to accomplish, it’s time to have a conversation about the approval process. What to do instead: Allow for two rounds of review on individual items. Remind them that you are the PR expert and you were hired for your expertise. Discuss how a long approval process actually puts successful media coverage at risk.

Problem #5: Your reputation is at risk

Even before choosing to work with the client, Difficult clients don’t typically set out to be challenging. Creating a clause in your contract will ensure that you protect yourself and your reputation in the long run. What to do instead: Outline a behavioral clause in your contract. Everyone has their bad moments, but when someone is constantly nasty, or makes it hard for you to do your job then at least you have a backup plan. A behavioral clause in a contract, also known as a moral clause, is a statement explaining a freelancer’s expectation of a client’s behavior and conduct. This clause should briefly outline your ability to end your professional relationship based on rude or disrespectful behavior. Try these behavioral clause templates from Eric Goldman, a Professor at Santa Clara University School of Law for a sense of what to include.

Problem #6: Despite everything, It’s time to walk away

No matter how hard you try to patch things up, sometimes you just can’t make a professional relationship work. And that’s okay. If you have repeatedly tried to speak with your client and things have yet to change, then it may be time to let them go. What to do instead: As a freelancer, there is no HR department to have your back. You have to make these kind of decisions for yourself, and for your sanity. Finish the last project you are working on to the best of your ability. Have a frank conversation about ongoing work, or the need to end the project early. You might offer a partial refund the work you won’t be completing. Explain calmly that due to your professional disagreements, you too aren’t a good fit. Working as a freelance publicist has pros and cons like any job. However, the more you think through and protect yourself ahead of time for common client issues, the better you are able to set expectations and kickstart positive ongoing relationships with clients.

This is an original story that I wrote for PR Couture. Featured image via Preppy Post Grad. Other image in content via Be Still Clothing Company.

thedeskside

5 Things I Learned in My First Year as a Freelance Publicist

Last year I was let go from my job and living in an area where no one was hiring—especially in the PR field. Considering my passion and experience was in public relations, I chose to take it upon myself to create my very own career path as a freelance publicist. Some make a brave, planned jump into consulting, while others are more forced into it due to circumstance. My foray into freelance work started without any clients and no experience in the business aspects of independent contracting. Happily, a year later I have successfully built a freelance career. I have four consistent clients, and have had to turn down projects I can’t fit into my schedule. Making the shift into solopreneurship has been one of the most terrifying and rewarding experiences of my life. I’m definitely looking forward, but every now and then it helps to look back on everything I’ve learned.

1. I BECAME COMFORTABLE WITH PITCHING MYSELF

As a business professional, and especially when you run your own business, it’s so important to keep track of – and stay in touch with – your contacts. For freelancer work, these existing relationships are often the lead to your next client referral. As a natural introvert, the idea of having to sell myself to potential clients used to give me anxiety. But I had to force myself out of my comfort zone and become comfortable with networking and asking for work in order to grow my business, So how did I start to build my business? Thanks to Google and LinkedIn I was able to get the contact information of businesses and individuals I wanted to work with. Then, I wrote an email explaining how I believed I could help, as well as highlighting previous experience, including my contact details and resume. I also reached out to former contacts and let them know about my new circumstances and latest areas of expertise.

2. I FIGURED OUT MY PERSONAL BRAND

Before my freelance career, I didn’t fully understand the idea of personal branding. To be honest, I would roll my eyes whenever someone would say, “you are your brand.” Now I understand that when you work for yourself, this statement couldn’t be more accurate. Starting a freelance business really makes you realize what it means to be your own brand. Over the past year, I cleaned up my social media presence by separating my personal and professional accounts. On my business profiles, I only share professional articles. I also branded my website, and learned to talk about my experience and services in a consistent way. I used Tumblr to share my portfolio, including press clippings, and Canva to create my logo and other fun, fun digital brand assets, which made a huge difference in my professional brand for very little cost.

AS A NATURAL INTROVERT, THE IDEA OF HAVING TO SELL MYSELF TO POTENTIAL CLIENTS USED TO GIVE ME ANXIETY. BUT I HAD TO FORCE MYSELF OUT OF MY COMFORT ZONE AND BECOME COMFORTABLE WITH NETWORKING AND ASKING FOR WORK IN ORDER TO GROW MY BUSINESS,

At my previous PR firm, I never worried about my social media presence being a direct means to grow client work; we weren’t allowed to add clients on Facebook, Twitter or Instagram. But as an independent consultant, your online and social media efforts must help prospective clients to discover you and desire to contact you.

3. I LEARNED HOW TO SAVE AND SPEND MORE WISELY

The whole “feast or famine” myth for contract workers is absolutely true. Sometimes I had a full roster of clients, to the point where I was overextended, and other times my workload was minimal. The natural pendulum of project work means that income can be unpredictable, which makes budgeting (and a backup plan should work run out) imperative. Once you make over $400 from freelancing gigs, you are required to report your income and pay quarterly estimated taxes. These are typically anywhere from 20-30% of your annual earnings so I made sure to factor that in when charging clients, and automatically tucked away 20% of all of my earnings for tax time. I quickly paid outstanding credit card balances; the fees and APR charges really add up in the long run. I also looked for easy places where I could save with a bit more effort. I stopped eating out all of the time and switched to a cheaper internet provider.

Day Designer, Image: Polka Dot Whimsy

4. I STARTED TO TRACK…EVERYTHING

Setting income and saving goals, and tracking spending is essential to running a successful business. But there is so much more data and planning that is valuable to me as a freelancer. These days, I use both physical and digital tools to stay on top of my work.a day designer to map out my days, weeks and months. Having a visual layout of tasks helps me stay on top of everything from invoicing to project plans. I use a day designer to map out my days, weeks and months. Having a visual layout of tasks helps me stay on top of everything from invoicing to project plans. And, I use Toggl, a free task timer tool that lets me easily track the work I am providing, organized by projects and clients. Toggle provides various time summary reports that make it easy to prepare accurate invoices, and provide a detailed recording of time spent, should there be any client questions come billing time!

5. I LEARNED TO TAKE CONTROL OF MY SCHEDULE

The reality is that I work more now as a freelancer than I ever did at a 9 to 5. My days tend to be longer, and I have larger workloads. However, I can honestly say I would never go back to an office job. There’s no better feeling than being able to make your own rules. I never thought I would be running my own business, but freelancing has helped me realize how much I appreciate my freedom to be able to create my own schedule, and work on projects and clients of my choice. Next year I plan to commit to a content calendar for my blog, continue to work on securing ideal, consistent clients on retainer and take a work-free vacation!

This is an original piece that I wrote for PR Couture. Featured image via Pinterest.

thedeskside

Keep Your Morning Routines Away From Me

I’m so tired of reading and skimming through articles like “5 Ways to Ace your Morning Routine”, or “Do This Every AM to Be Successful”.

Okay, how about NO!

I am not a morning person. If I’m up before 9am I’m nauseous for the rest of the day, and rendered completely useless. I am a floormat of a person in the morning. I’m a cranky, walking blob if I’m up at 10am and haven’t had a coffee.

Morning routines are great, for morning people. I will never EVER be someone who willingly wakes up at 5am and raves about it. And frankly, I find it annoying when people do. Good for you for getting most of your work done before 1pm. That’s fantastic!

But guess what? People are not like you! I am most productive between 1pm and 7pm. I get most of my writing assignments done between 3pm and 8pm. I brainstorm some fabulous new ideas around 9 or 10pm. I jot down floating thoughts at 12 or 1am. I will probably get to bed by 2am on a decent night. However, I NEED 10 hours of sleep. I’m not a decent human being with only 8 hours under my belt. My body needs more, that’s just how I have always been.

Go ahead, label me lazy if you want. But the truth is even if I go to bed at 9pm, I’m not waking up until about 8:30am. My body will not naturally awaken before then. And if I am up at 8:30 am or even 9am, then you can bet your ass that I am taking my sweet time finding coffee, reading emails, sorting through the hundreds of daily articles that are roaming my Google alerts, and so on.

I probably won’t even start hashing out “real” work until 11am. And even then, this rarely involve writing which is my main source of income. I really can’t work my brain into writing mode until 1pm–the earliest!

I’m more of a night owl. That’s just how I work best. I’m so sick and tired of reading what billionaires and millionaires recommend doing every morning. Guess what, we all have 24 hours in a day. That has never changed, and will always stay the same. As long as you use your time in a way that works for you, why should it matter whether you’re up at 6am every day or casually wake up before 12pm?

As someone who has never been a fan of mornings, I have to say that I loathe running into such articles. They’re lies. Certain things work for certain people. You need to be comfortable with leading yourself, and working your day the way you need to.

Even as a child in elementary school, getting up at 7am was really hard for me. Now, as an adult, I’ve come to realize that working remotely is my best option. I am loner, and I love it. If a client can only do a call at 9:30am, then I make it a point to accommodate them…but I will surely be taking a nap after.

Forget a morning routine, and adopt a “Work Day Routine” instead. Ever since making the jump to becoming a full-time freelancer, I honestly haven’t looked back. Sure, the security of my 9-to-5 was nice, but it didn’t make me happy.

thedeskside

Working: 10 Days Abroad

I’ve been working remotely for over a year now, and I’m a freelancer. Yes, you can do both, and I have been since the beginning. You can read more about my journey here. As a first generation Latina, I was born and raised in the Atlantic City, NJ area. I was raised speaking spanish as well as eating some traditional dishes, but it doesn’t compare to being in the actual country of your parents. As a family we decided to go to Puerto Rico to visit my grandmother on my dad’s side. It had been 14 years since my last visit. Frankly, I only speak spanish with my parents to my language is limited as well. And this is where I decided to put my remote life to the test. Yup, I took my work with me on vacation. There have definitely been more downs than ups, and being in a foreign area–for me at least–has it’s proven challenges that I’m not sure I’m willing to go through again. However, I can say that I know how to prepare better for next time. Many things were out of my control. But this is how I spent ten days putting my remote work life to the test. Monday It’s leaving day! I prepped my work week last night and made sure I got whatever I need done before today. We get to the airport with a little over an hor to spare. We head to the bar, and thank God there is wifi! I decide to whip out my HP and answer some emails, and look over last minute documents that were sent to me. Whoop, it’s time to hop on my flight. We get to my aunt’s house pretty late and I check to make sure my wifi device has service. It does, yay! But VERY little. It’s the best I can hope for in this terrain. Tuesday This is road trip day. We are taking a car ride in a nice rental from my aunt’s house to my grandmother’s which is over two hours away. I magically can get some stuff done on my HP since there’s some clear signals for my Netgear Air Card. However, I’m also exhausted from flying still. Then…the shit show begins. We end up in Guanica, a southern part of the island where I find none of my family has wifi, and my Netgear Air Card barely gets a signal. This same song and dance continues for a few more days.

Wednesday, Thursday, Friday, Saturday, Sunday The cycle of getting a tiny bit of wifi and then none at all is in full effect. I want to be dramatic, but there’s nothing I can do. My countless family members don’t understand remote work, and just use their phone data plans for everything. So I am stuck praying for my wifi device to work. I do manage to edit a few articles, write a few pieces, and get some emails done. But definitely NOT as much as I could have had I had a reliable connection, even if just for a few hours. Monday We are back up North to civilization…aka wifi. My family is exhausted so I convince my parents to drop me off at the nearest Starbucks, 27 minutes away, for some sanity and distinct wifi connection. I spend hours at the Starbucks in Rio Honda, Bayamon. HOURS. However, I got a lot of things done. More than I had gotten done all last week. I’m pretty happy considering I had my first reliable connection since the entire trip. So, wifi…you do exist?! Tuesday Considering the fact that I got some work done Monday, I would have love to had more done today. However, we want to take a trip to Old San Juan. I check my emails, take care of a few items and we head out with my HP in my backpack just in case. I respond to some emails and messages from clients through out the day. Luckily, I got away with not doing much work besides the few messages. I get back to my aunt’s place…and of course my Netgear Air Card doesn’t want to work ANYWHERE through out the house. I. Am. Screwed.

Wednesday My last real day in Puerto Rico. It is also my dad’s birthday. Magically, my wifi is limited but actually works. I use it to catch up on some messages and emails that needed my attention. I spend most of the day writing, as my connection is all over the place, and unpredictable. I miss out on the shopping festivities that my parents and family went on earlier today so that I could stay back and work. Thursday I am heading back home to reliable wifi, thank God. Something tells me that tomorrow I will be playing catch up all day and night on assignments that I should have finished earlier this week.

I did not get a chance to truly enjoy my trip. I spent so much time worrying about work and wifi that I really couldn’t go out as much as I wanted to, and do family stuff.I’m happy to have been able to come here after such a long time and get to know some of my dad’s childhood. But I totally regret taking work with me, and now doing more research on how and when I could get actual work done on my computer. Perhaps I was just unlucky in a place like Puerto Rico. Could I have done better in somewhere like Spain or Tokyo? Maybe. Maybe not. Being a digital nomad is not impossible, but you definitely have to your research. I learned this hard way. When you are taking your work with you, maybe reach out to your clients/manager beforehand and let them know you can’t work on your usual schedule. I didn’t do this either. I figured why mention it when I planned on doing work the entire time? Well I was stupid. Don’t do this! I messed up. I didn’t prepare right, and I defintiely over estimated my capabilities in another area. I will never take another vacation and assume I can work at the same time. A vacation is for relaxing, not stressing over wifi.

thedeskside

The Key to a Great Monday is Prepping Sunday!

Photo by yoppy

Yes, that’s right. My secret to a productive Monday is just that simple. Sunday Funday is cool and all, but it’s not really my thing. My Sundays are for catching up on TV, and looking at the future…aka just a day in advance really.

Think about what is so bad about Mondays. If you don’t love your job, then there’s your real problem. But if you find yourself bombarded from linger emails that came in Friday after 5pm, or you left some stuff up in the air for the next week, then your problem is quite easy to solve.

Did you know that getting paid for doing something you like can you feel less creative? After a whole week of getting paid for what you like, you can definitely feel drained. So, it’s no wonder Fridays are practically useless to us. Sure you get some stuff done, but not as much as you would earlier in the week.

Monday is your refresh.

Who wants to start a Monday flustered? Do yourself a favor and begin your prep work on Sunday. Even jotting down a to do list the night before can really change your morning for the better.

Trending Blogs

Recently Viewed Blogs

Wendy Vazquez | PR & Content