The Freelance Event Professional's Guide to Sanity

This past week, I began work on a new professional venture that, at least in the near term, will undoubtedly push my already heavy workload near the breaking point. Despite the threats to my sanity taking on more work could pose, the potential upsides of the project are well worth the additional outlay of time and effort. However, after several nights of post-midnight wraps and extra early mornings, I began to contemplate how I ended up here, working longer and harder than I ever did working 9 to 5 (Yeah, right...9 to 5).

Like most freelancers, several factors played into my decision to go solo. For me, the most important was the ability to determine my own workload, and thereby create some semblance of the personal life that was missing before. In the beginning, this meant being very judicious about what projects to take on. However, as the inevitable financial concerns began to creep in (this IS work, after all), I was forced to loosen my self-imposed restrictions and take on an ever-increasing number of projects.

I've heard it been said that the average person can reasonably balance up to 5 independent projects at any given time. Any more, and the quality of their work will begin to fall precipitously. Personally, I think that number is closer to three major projects. If this is the case, how does the average freelance event producer (such as myself) manage to thrive both personally and professionally, when their livelihood often relies on completing as many projects as possible? For me, it's helped to keep the following tips in mind:

Determine your needs - If you absolutely need income, then the decision to take on a project is a no-brainer. However, if the additional revenue isn't absolutely necessary at this juncture, ask yourself if you really need to take the job. Is the additional revenue the project will bring really worth the added stress, time in the office, and missed personal obligations? Remember, being well-off starts with being WELL, something that's difficult to be if you're overworked.

Know your limits - For most new freelancers, knowing when to say "no" is the hardest part of their new venture. The assumption is that you must take on all projects that come your way, both from a financial and reputation standpoint. However, although you may secure the initial work, few clients are interested in re-hiring a manic, unorganized, and often unavailable event producer. Make a realistic assessment of how many projects you can handle, and write that number down. If you're full up on work, don't even consider taking on additional work until you complete one of your current jobs. It's better to turn down a few gigs when your workload is heavy than to do a half-ass job and lose a client forever.

Focus on catching bigger fish, not more fish - If your bottom line is in need of some support, it's often better to focus your efforts on securing a few larger projects than it is to take on a slew of smaller ones. One month spent securing and executing a $100,000 project is far easier than taking on ten $10,000 gigs. Not to mention you'll have far fewer people to answer to (forget any time outlay, paperwork, or other technical aspect of your job. People are the REAL cause of most work-related stress).

Consider outsourcing your administrative tasks - It's no secret that a major source of time-related work stress comes from duties that have little direct impact on the financial aspects of your project (setting up meetings, getting materials quotes from multiple vendors, ordering office supplies, etc). For a freelancer, such tasks can completely consume your day to day operations, causing added stress and impacting your ability to effectively serve your client.  Although hiring an assistant may seem like a reasonable solution, the inconsistent nature of project work and the increased tax requirements make doing so impossible for most freelancers. Not to mention they may not enjoy working at your kitchen table.

Thankfully, with the advent of the internet has come the concept of the "virtual assistant", an entrepreneur who provides professional administrative, technical, or creative assistance to clients from the confines of their own home. Because virtual assistants are independent contractors rather than employees, clients are not responsible for any employee-related taxes, insurance or benefits, and also avoid the logistical problem of providing extra office space, equipment or supplies. A quick Google search turns up hundreds of companies providing such services, so finding one to fit your needs should be a breeze. I'll have more on finding a virtual assistant at a later time.

One final thought...remember that an event producer who turns down a project is considered in demand. One who takes on a project and fails is never considered again.