How to Successfully Manage a Short-Term Freelance Project

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By Kelly Phillips

As a freelancer, it’s those long-term, steady contracts that keep a paycheck hitting the bank. They’re the holy grail of freelancing, providing financial stability and peace of mind. But often the key to landing those lucrative gigs is building a relationship with your clients through short-term contracts. Nothing builds trust like delivering actual results, and short-term projects are the perfect opportunity to showcase your skills and reliability. If you’re new to managing short-term contracts, or even if you’re a seasoned pro looking to refine your approach, here are some keys to getting the best results for yourself and for your clients:

Clarifying the Deliverable

Short-term projects often come about because of a need that can’t be handled in-house. If it’s important enough to allocate budget for an outside resource, you can bet that the client is feeling some pressure. Maybe they’re facing a tight deadline, or perhaps they’re dealing with a skill gap in their team. Unfortunately, the client may not be clear on what they need. As the freelance consultant, it’s your job to ask the right questions and find out what end deliverable the client truly needs, so that you can deliver real value. After all, even if you deliver exactly what they’ve asked for – if it doesn’t solve their problem, you haven’t helped them.

This process of clarification often involves a bit of detective work. You might need to dig deeper into the client’s business objectives, understand their target audience, or get a clearer picture of their internal processes. Don’t be afraid to ask probing questions or request additional information. Your clients will appreciate your thoroughness and commitment to delivering the best possible outcome.

Communicating Dependencies

Short-term projects don’t have room for missed deadlines. Keeping the dependencies (and the impacts of missing them) visible to the client helps them to manage things on their end for a successful project. This transparency is crucial for maintaining a smooth workflow and avoiding last-minute rushes or disappointments.

As the freelancer, you’re often dependent on the client’s employees to provide you with the information you need to do the job. It’s vital that you 1) identify those resources and 2) set deadlines to receive the information from them. Make it very clear that any delay in receiving the information you need could cause delays. Of course, you will always do your best to meet original deadlines, even when things slip on their end.

Consider creating a simple project timeline or Gantt chart that visually represents these dependencies. This can be a powerful tool for communicating with your client and ensuring everyone is on the same page regarding project milestones and potential bottlenecks.

Keeping an Action Items List

As a professional, most clients expect you to get the project done without needing to be hand-held at every step. However, keeping a clear list of action items for both you and the client can help organize the work and build trust. Not only is the client clear on what you need from them in order to do your best work, but they have a written representation of your progress and future plans. This reassures them that you’ve got this under control and will deliver as expected. Many clients have thanked me for assigning them tasks and keeping them on track with the project. It’s one less thing they need to worry about in their day.

Your action items list doesn’t need to be complicated. A simple spreadsheet or shared document can do the trick. Include columns for the task description, who’s responsible, the due date, and the current status. Update this regularly and make sure your client has easy access to it. This level of organization and transparency can set you apart from other freelancers and contribute to a smoother project experience for everyone involved.

Following Up After the Project

You did it! The deliverables are in the client’s hands, the bill has been paid, and you’re off looking for your next gig. But wait – how did things go for your client after that? Does it matter? If you want to build a long-term relationship with your client then yes, it does! A simple “How did the rollout go?” a few weeks after the close of the project can be invaluable. First, it lets you know that your work had impact. When you’ve invested time in a project, it’s great to know that things went well. Second, you can gain valuable feedback from your client on what they liked or didn’t like about your work. While constructive or negative feedback can be difficult to hear – used wisely it’s the fastest way to improve your freelance skills.

This follow-up also serves another important purpose: it keeps you on your client’s radar. It shows that you’re not just interested in completing the project and getting paid, but that you genuinely care about the results and the client’s success. This kind of attention to detail and customer care can set you apart from other freelancers and increase the likelihood of repeat business or referrals.

Consider setting up a system to remind yourself to follow up with clients. This could be as simple as adding a reminder to your calendar or using a customer relationship management (CRM) tool to track your client interactions and set follow-up tasks.

Delivering More Than Expected

While it’s important to stick to the agreed-upon scope of work, finding small ways to exceed your client’s expectations can make a big impression. This doesn’t mean doing free work or significantly expanding the project scope. Instead, look for opportunities to add value in small but meaningful ways. This could be providing a brief tutorial on how to use the deliverables you’ve created, offering a quick tip sheet for best practices, or even just formatting your work in a particularly user-friendly way.

The goal is to leave your client feeling like they got more than they paid for. This approach can lead to glowing testimonials, enthusiastic referrals, and potentially even expanded project scopes in the future.

The next time you’re offered a short-term project, see it as a way to prove your value and build a relationship. If managed successfully, that short-term project could become your next long-term gig. Remember, every project is an opportunity to showcase your skills, professionalism, and dedication to client success. By focusing on clear communication, organized project management, and going the extra mile, you’ll be well on your way to turning those one-off projects into lasting client relationships.

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