Project Management
Organising your work, managing multiple projects, and delivering consistently on time.
Key points
- Reliability is one of the most valued traits in a freelancer
- Build buffer time into every estimate
- Keep track of all projects and commitments
- Communicate proactively when things change
What the Code says
The Code of Practice requires that we “meet agreed deadlines or communicate promptly if delays occur” and “maintain organised records and meet contractual obligations.”
Good project management is about reliability – delivering what you promised, when you promised it. It’s one of the most valued traits in a freelancer.
Tracking your work
You need a system for tracking projects, deadlines and commitments:
What to track:
- All active projects and their deadlines
- Upcoming work in the pipeline
- Key client contacts and preferences
- Invoices and payment status
Tools:
Use whatever works for you – the best system is one you’ll actually use:
- Project management tools (Notion, Trello, Asana)
- Spreadsheets
- Calendar blocking
- Simple to-do lists
Review regularly:
Check your commitments daily. Do a weekly review to plan ahead. Don’t let things slip through the cracks.
The weekly review
Spend 30 minutes each week reviewing all projects, upcoming deadlines, and your capacity. This prevents surprises and helps you plan effectively.
Estimating time accurately
Poor estimation is a major source of freelancer stress:
Build in buffer:
However long you think something will take, add buffer. Things always take longer than expected.
- Simple tasks: add 20%
- Complex tasks: add 50%
- New types of work: add 100%
Account for:
- Research and preparation time
- Client communication and meetings
- Revisions (even if clients say there won’t be any)
- Admin, invoicing, project wrap-up
Learn from experience:
Track how long projects actually take vs. your estimates. Adjust your estimating over time.
Managing your capacity
Know how much work you can handle:
Calculate your capacity:
- How many billable hours/days can you realistically do?
- Account for admin, marketing, learning, rest
- Consider energy levels, not just time
Don’t overcommit:
- Be realistic about what you can deliver
- It’s better to turn down work than miss deadlines
- Build in contingency for unexpected work or delays
Juggling multiple projects:
- Prioritise by deadline and importance
- Block focused time for deep work
- Don’t context-switch too frequently
- Keep clients updated on progress
When things change
Plans change. Handle it professionally:
If you’ll be late:
- Tell the client as soon as you know
- Explain what happened (briefly)
- Propose a new deadline you can definitely meet
- Apologise, but don’t over-apologise
If the client changes things:
- Assess impact on timeline and cost
- Communicate changes needed
- Get agreement before proceeding
- Document the change
If scope expands:
Refer back to your contract. Quote for additional work. Don’t absorb scope creep silently.
The sliding deadline
If a deadline keeps slipping, address it directly. “I want to make sure we hit this deadline. Can we discuss what’s needed to make that happen?”
Delivering work
How you deliver affects client perception:
Before sending:
- Proofread thoroughly
- Check you’ve addressed the brief
- Format professionally
- Include any supporting information
Presentation:
- A brief covering note helps contextualise the work
- Explain any decisions or choices you made
- Invite questions and feedback
File management:
- Clear file naming
- Appropriate format (what the client asked for)
- Version control if there are iterations
Summary
Project management is about reliability. Clients value copywriters who deliver on time, communicate clearly, and handle changes professionally.
Build systems that work for you, estimate conservatively, and communicate proactively. Your reputation for reliability is one of your most valuable business assets.