Being a WordPress freelancer means wearing many hats. Success requires organization skills and an ability to multitask.

Think about it: We work with clients, write code, create pretty graphics, test, troubleshoot, and keep track of finances. We also find time to learn new skills and keep up with WordPress.

Perhaps that sounds like a lot. However, we’re only scratching the surface of what freelancers do every day. It’s a full-time job and then some.

So, how do we effectively manage all of this? I’ve been a freelance web designer for over a quarter century – and I’m still learning. It’s not an exact science.

But I have figured out a thing or two over the years. If you’re feeling disorganized and stressed – I hear you!

With that in mind, here’s my advice for wrangling various aspects of your business and workflow.

Streamline the Business Side of Things

Business tasks take precious time away from the fun stuff. It’s still a necessity, however. Creating invoices, paying bills, marketing, and client communication keep the lights on. We must do them, but it doesn’t mean we have to like them.

That’s even more reason to streamline each process when possible. It’s an area where the right technology and techniques can make all the difference.

Track Finances with an Accounting App

We’re midway through the 2020s and no one should still be using a spreadsheet for accounting. OK, it’s fine if your business is super small. But it can also get overwhelming as you grow.

This is why accounting apps exist. They provide a centralized place to track your earnings and expenses. Many include handy features like automated invoicing and integrated payment gateways.

I’m still using an old version of QuickBooks Desktop (despite their pleas for me to upgrade). I know there are more advanced offerings out there. But it does everything I need and helps me stay organized.

The point is to find an app that covers your needs. Thankfully, there are plenty of options to choose from.

Use a Project Management Tool to Mark Progress

We often work on multiple projects – each with different requirements and deadlines. Keeping track of progress is a challenge. Without help, tasks can slip through the cracks.

A project management app keeps everything in front of you. You’ll see each project’s status, what needs doing, and any potential obstacles. It also means never having to dig through a massive email thread again.

There are several tools on the market – some are incredibly robust. But unless you work with a team, you probably won’t need anything fancy.

I’ve found that Trello handles the job quite well. It lets me create Kanban boards where I can add project details. Each project has a corresponding card and I update it as progress is made. I can even invite clients to join in the discussion.

Even better is that you can tie in Trello with WordPress. Services like Zapier can help you mark progress based on tasks completed within your website. You’ll find similar possibilities with other project management tools.

The goal is always to know where you stand in each project. The right tool can help.

Seek Professional Help

Freelancers are used to managing every aspect of their business. But sometimes, trying to do it yourself doesn’t work. The task may be too complicated or you simply don’t have the time to do it. That’s when it’s time to seek professional help.

Outsourcing tasks that you can’t (or don’t want to) do increases efficiency. And in some cases, it’s the safer way to do business.

Tax, privacy, and accessibility requirements are complicated. Professionals like accountants and lawyers are there to protect your interests. They have the expertise to guide you on the right path to compliance.

In other cases, it may be about convenience. Maybe you aren’t an expert coder or could use a hand in finishing a project. Bringing in another freelancer allows you to focus on other things.

Doing it all yourself isn’t always feasible. Don’t be afraid to enlist others to help.

Use Technology to Improve Your Workflow

Working with WordPress has become more complicated. That’s partly because the software has more capabilities than ever. But increased client expectations also play a role. The sites we build often require enterprise functionality on a shoestring budget.

The good news is that technology can ease the burden. Here are a few ways we can use it to improve our workflows.

Implement AI Where It Makes Sense

Artificial intelligence (AI) has had a profound impact on web design and development in a short time. Tools like ChatGPT, Claude, and GitHub Copilot bring powerful features to the table – most notably, the ability to write code.

I’ve found myself referencing ChatGPT quite a bit when coding. For better or worse, the tool has made quick work of complex tasks.

Its ability to troubleshoot a snippet of code is worth its weight in gold. Instead of spending minutes (or hours) searching for solutions, a simple cut-and-paste shared with the tool can identify issues in seconds.

These large language models (LLM) also do wonders with WordPress. They can guide you to the right functions and syntax. You can even build a plugin from scratch.

AI can also help with more menial tasks like generating SEO snippets, data analysis, and automating site support. That’s just scratching the surface.

You don’t have to shift every part of your business toward AI. However, implement it as a helper wherever it makes sense. You’ll save time and get things done more efficiently.

Invest in Trusted Themes and Plugins

Choosing the right theme and plugins for your projects is vital. You don’t want to get stuck with an item that doesn’t work or (worse yet) won’t be around in a few years. Security is also a prime concern.

These decisions shouldn’t be made without careful thought. Research a product’s reputation, support policy, and longevity before you hit the install button. A quick search can help you weigh the options.

When you find a product you love, invest in it. Recommend it to clients or buy a developer license for use in multiple projects.

Doing so brings continuity to your work. For example, using the same forms plugin across the sites you build allows for easier maintenance. If something breaks, you’ll know who to contact. In time you’ll gain a better sense of how things work. That’s better than scouring the support forums of a half-dozen similar plugins.

The other benefit is that you’re supporting the product’s developer. That helps them keep the lights on and the updates coming.

None of this means you’ll never have a problem. But it will result in a more predictable workflow. That’s more than worth the cost of a license.

Get a Handle on WordPress Site Maintenance

WordPress sites need to be updated frequently. New versions of the core software are released several times a year. But theme and plugin updates can come at any time. It’s unpredictable, thus requiring constant attention.

We know the importance of applying updates for security and stability. However, the more sites you manage, the more difficult it is to stay up to date. Attempting to do this the old-fashioned way will eat up your time – and perhaps your sanity.

I manage somewhere north of 100 sites and needed to find a better way to handle updates. I discovered ManageWP several years ago and it has been a huge help.

The service provides a unified dashboard where I can see every site I manage. From there, I can apply updates, install new plugins, and manage users. I also take advantage of daily offsite backups and downtime monitoring – just in case.

Services such as MainWP and InfiniteWP offer similar features. They all offer a free tier of service – which may be enough for your basic site management needs. It’s worth noting that some web hosts also include the ability to manage multiple sites.

Whichever path you choose, your maintenance workflow will become a well-oiled machine. Think of the time you’ll save!

Organization Is Vital to Freelance Success

All the tips and tools above have a common theme: organization. With so much on our plates, even the savviest freelancer can lose track of one aspect or another. Becoming (and staying) organized is our best defense against chaos.

The key is creating processes to make sure things get done. Allowing an AI tool to handle certain tasks makes you more likely to follow through. Hiring an accountant ensures you stay on top of your tax situation. Using the same themes and plugins on multiple projects brings a consistent technical stack to your sites.

As WordPress and the web become more complex, it’s important to find ways to stay ahead of the game. So, think about the areas of your business that would benefit from better organization. From there, you can implement solutions like the ones shared here.

The more time and energy you save, the better positioned you’ll be for a successful future.

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