EquipmentOne of the most exciting parts of setting up an office is buying the eq

Equipment
One of the most exciting parts of setting up an office is buying the equipment to fill it. Here is a list of some items you might consider:



Computer
Important for: All industries.
Your computer is amongst the most important pieces of equipment you’ll own. Where you may wish to scrimp on some other things, it’s worth investing in a reliable computer that suits your industry and situation, and that you love working on.

Colour Printer
Important for: graphic designers, photographers, web designers, illustrators.
Colour printers are far less expensive than they were in the past, so you can get one for US$150 to US$500. When purchasing a colour printer, factor in ink and paper costs too. Quality inks and papers can be very expensive and add up quickly. A more expensive printer can in fact be more economical when inks and paper costs are taken into account. Aim for a printer that has separate ink cartridges - that way you only need to replace the inks you’ve used up. It’s kind to the environment too.
If you are often going to be printing pages of text as well, it can be more economical to buy an additional cheap black and white printer. Printing out pages of text on a colour printer will send your ink cartridge expenditures skyrocketing.


Black and White Printer
Important for: Writers, copywriters, translators, project managers
Black and white printers are extremely cheap (as little as US$50) and essential for almost any office.


Fax Machine
Although many of us would not use a fax machine any more, you’ll still find many clients who will. Often you can get a printer/fax/scanner all-in-one and this can be a handy way to hit three birds with one stone. One tip when buying a fax is to avoid fax machines that use rolls of fax paper. Many faxes will now print to ordinary paper making it easier to refill.
There are also many services that allow you to send and receive files as faxes. Some examples are:


Flat Rate Fax
Internet Fax Provider
Green Fax


This option works for anything except sending pages that need your signature, in which case you’ll need a scanner or just a regular fax machine.


Scanner
Important for: Photographers still working with negatives, some graphic and web designers, some illustrators.
A scanner is useful if you regularly use physical materials (hand drawn or painted elements, old photos, etc.) in your work. A scanner will cost US$150 to US$600 depending on its speed and resolution.


Backup
Important for: All industries.
Almost every seasoned freelancer has a nightmare story of losing client work and not having a backup. Ideally you should be backing up your work daily. If you lose work you might repeat days of work (unpaid of course), seriously upset your client and even get sued. It is your responsibility to keep your work safe.
One backup option is to invest in a portable hard drive. These cost between US$70 and US$200. The advantage of a portable hard drive is that it is fast, doesn’t eat up your bandwidth and can handle huge files (especially important for graphic designers and photographers.) However, they can be expensive. Additionally unless transport them to another location after each use, you aren’t protected against a physical mishap, such has fire or water damage or even theft.

A second option is to use remote backup. Remote backup systems will update relevant files via the Internet. These systems generally work via subscription and cost around US$5 to US$20 per month for your average freelancer. You can set most of these systems to backup your files automatically every time you log on to the web. This is a big advantage, especially as they are able to only backup the files you have edited since you were last online.
Because a remote backup is out of your office completely you are safe against anything but the worst of luck.
The disadvantage of course is that if you have very large files remote backup systems will eat up your bandwidth, take a long time to upload, and slow your internet connection down.
Some services to look into include:



Mozy Pro -
SOS Online Backup
Backup Right

I would recommend using these two both a remote and local backup system in tandem.
Finally you should always burn DVDs of completed projects, send one to your client and keep one for your archives.


Surge Protectors
Important for: All industries.
Surge protectors aren’t often mentioned when it comes to essential workspace equipment, but they can save you a great deal of money. Surge protectors stop a surge of electricity destroying your equipment. They cost around US$20 to US$50, are easy to use and could save you thousands of dollars in damaged equipment.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: The Working Day
A Happy Workspace
It is important to spend the time to properly set up your office. After all you will be there for a good portion of your waking day (and sometimes night!)
It’s not difficult or necessarily expensive to create an efficient and comfortable workspace. Rather it’s a matter of taking the time to get it right.

The Ergonomic Workspace
Whether you work from home or in an office, there are easy ways to optimize your workspace for productivity and health. The ideal workspace will minimize your risk of injury and will make it easy to stay organized. Here are some factors to consider:
• Your location
Ideally, your desk should face the door, so when you are seated you are facing it. This is not only the position found to be the most calming for the occupant, but is also the most welcoming for someone entering the room.
• Natural light
If at all possible, find a space with a good source of natural light. A window allows you to give your eyes a break by looking out every so often, not lose track of time, improves your mood and lessens eye fatigue from looking at a bright screen. Plus if you are a graphic designer or illustrator, natural light will help you view colours accurately on printed materials.

• Your chair
In all likelihood you will spend at least eight hours a day in this chair, so it is worth investing in a good one. When looking for a chair, it is best to go into a store and sit on the chair before purchasing it. You may wish to find a better price online after that, but don’t skip giving it a test-sit, so to speak.
If you don’t have an office budget, let alone a chair budget, you may want to try an exercise ball. They cost around US$20 to US$30 and makes a great interim office chair. Exercise balls help your posture and increases core abdominal strength, which will help you avoid back pain. When purchasing an exercise ball, go to a fitness store and get assistance finding the right size for you.
• Your desk
It is pivotally important that you get a desk that is the right height. Work on a desk that is too high or too low and your posture and circulation can suffer, increasing the risk of strain and injury.
• Your screen
It is important to adjust the brightness of your screen. A good rule of thumb is that your screen should not be brighter than the brightest point in your room. This means you should never work in the dark!
Glare or reflections on your screen can be very distracting, not to mention bad for the eyes. Avoid facing your screen towards a light source.
Finally your screen should be at least an arm’s length away from you. When seated, you should have your screen positioned so that you are staring straight ahead with a relaxed neck.

• Your keyboard
Your keyboard should be relatively close to your screen, so that when you type your elbows can rest on your desk. This puts your arms in a resting position and reduces the strain on your wrists.


Tips and Tricks For Your Workspace
Along with ergonomic considerations, there are other factors involved in optimizing your workspace. Here are some tips and tricks:
• Lock your workspace door
If you have unruly kids or pets, get a lock on the door and get used to using it when you leave your desk. It may feel strange to lock a door in your own home, but keep in mind that your livelihood is behind that door. Little accidents like a spilt drink or a deleted file could cause serious consequences. If you do choose to lock your door when you’re away from your desk, give a key to someone you trust also, just in case.
• Buy some sound-isolating earphones
You don’t want your neighbour’s construction or heavy-metal marathon ruining a whole day’s work. These cost between US$30 to US$80, depending on the sound quality and protection you want.
• Keep it light
If your space feels dark, get a cheap mirror and place it opposite a window. This will increase natural light and give the impression of a larger room
• Empty the room of clutter
Since you’ll be spending a lot of time in your office, it’s worth keeping it clutter free. If there’s anything in the room that is not related to your business (a spare bed, boxes or exercise equipment for instance), move it somewhere else. The space should as feel roomy and airy as possible.

• Avoid patterned or dark walls
If your space is a dark colour or has patterned wallpaper, consider painting it white. White walls keep you alert and if you are a designer looking at printed materials, the reflections won’t alter colours.
• Consider a bulletin board or white board
These are all terribly handy for organisation, and if you place them a little ways away will make sure you occasionally get up out of your chair!
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: The Working Day
The Working Day at Office
Renting a small office either in town or near your home can be a great way of keeping your work and home life separate. It’s also quite fun putting together your own office. Somehow it feels very satisfying knowing you have your own personal office for your business. Here’s a look at the benefits and drawbacks, as well as some tips for working in an office:
Benefits:

• Looks and feels professional
Where working at home can look and feel very unprofessional, an office has the opposite effect. Having clients come to visit is not a problem and you will most definitely enjoy saying things like ‘my offices are located at ...’, ‘step into my office’ and ‘drop by my office tomorrow’.

• Separates home and work
Having your work take place outside your home goes a long way to keeping life and work separate. As a business owner you will find work still has a way of worming itself into your thoughts more often than an employee, but at least when it does there won’t be a computer a few steps away from you.

• Forces you to switch off and go home
Strange as it sounds, the act of going home can be a good period to switch off from work. Whether you are walking, driving or commuting back, having a little time to debrief yourself isn’t always a bad thing.

Drawbacks
• Expensive
If you are just starting out, the added cost of office rent can be crippling. Unless you have plenty of cash reserves in the bank, moving to an office is probably a step to take after you’ve been working for a few months.

• Might bring back memories
Plenty of people become freelancers to escape the office, not to create a new one. If this is you, enjoy working from home before you hurry to recreate your past.

• You have to commute back and forth
Again if you are trying to escape commutes, then having an office you have to travel to could just be more of the same.


Tips:

• Start small
Tempting as it is to rent a giant workspace and deck out your new office in style, you should start small. Over time you’ll have a chance to build up a slick workplace and take the cost in small lumps instead of one big hit. And if your budget allows it you can always move up to a bigger office later.

• Get somewhere nice and light
Cheap offices can be like prison cells. Avoid a neon lit office with no windows at all costs. You want to be a freelancer to make your life better, not worse.

• Get a place nearby
Most built-up areas have offices for rent so you don’t necessarily need to rent a space right in the heart of the city. Rent somewhere close to your home so you can minimize the commute.

Elsewhere
Although at first glance it appears that your choice of workspace is limited to home or office, there are alternatives. Using a public library is a particularly good option as the quiet, the facilities, the internet access and the general hum of the place are all great for working and saving on office rent and ISP bills.Other options include coffee shops or working outdoors. You will require a laptop to make use of these different locations, but if you have one it can be well worth it to experiment, especially if you are finding yourself spending too much time at home.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: The Working Day
The Working Day at Home
There is something very relaxing about working from home. Perhaps it’s the familiar surroundings, perhaps it’s the fact that at any time you could go take a nap on the couch. Home is where most freelancers begin their careers. Here’s a look at the benefits and drawbacks, as well as some tips for working from home:

The benefits:

• Super cheap
Perhaps the biggest draw of working at home is the price. Since you’re already living there, you won’t have extra rent or bills. You can make use of existing phone and internet connections, and you’ll be able to claim back from tax many of the things you were paying anyway. Claiming part of your rent or mortgage payments and bills against your tax can save a lot of money.

• No commute
Commuting to and from work in a big city can eat up valuable hours every day. Along with the wasting time, it can also be a pretty frustrating and stressful experience. Work at home, however, and you kiss all that goodbye. The only commuting you’ll be doing is down the hall!

• Nice and quiet
Depending on your situation, working at home can provide a very quiet environment for you to work in. With any other residents usually at work or school, you will have a more peaceful environment to work in than to most offices.

• Personal routine
Working from home gives you flexibility to fit in your personal routines. Whether it’s an exercise regime, making lunches to save cash or just an afternoon siesta that you love to take, when your workplace is your own home you can do pretty much whatever you feel like.

• Works well if you have children
If you have children, young children in particular, working anything resembling ‘normal’ hours can be challenging. When you choose to work at home you can fit your work schedule around the rest of your life, not the other way around.

• Relaxed and casual
Working from home can be very relaxed. In fact, unless you have clients visiting you can even work in your underpants!
The drawbacks:

• Doesn’t look very professional for clients
If you are in an industry where you need to meet with clients it can be difficult to work at home. At some point a client will offer to come see ‘where you work’, and some of them will be insistent! There’s nothing to stop you inviting them to your home, but most freelancers will feel a bit unprofessional and inappropriate doing so.

• Clutters up your home
Most of us have enough clutter in our homes without adding desks, computers and office equipment into the mix.

• No separation between home and work
One of the biggest problems when working at home can be the lack of separation between work and the rest of your life. Rather than switching off in the evening you can’t help but feel that maybe you should finish that project instead of relaxing. Or instead of waking up on the weekend feeling like you have the day off, you still feel a little like you are at work.

• Strange hours
Nothing is more conducive to working bizarre hours than working from home. Where once you woke up at a decent hour, worked a normal day and then had evenings off, you suddenly find sometimes you work late into the night, or sometimes you take mornings off and then make it up by working Saturday afternoon. This does afford a lot of flexibility, but sometimes it’s good to know that you’ve put in a solid days work and you can enjoy your evenings and weekends like the rest of the working world.

• Always in the same place
And finally, unless you go out a lot, you are always in the same space. You wake up there, you spend all day there, you spend all night there. It’s a little like being in prison... well, not really, but you get the picture.

Tips:

• Have a separate space
If you can set up your workspace so that is separate from the rest of the house, this will help you separate your work from the rest of your life. Working on your dining table or on the couch will not only make it hard to concentrate on work, but will make it hard to relax in that space too.

• Keep it near the front door
If you need to meet clients, keep your workspace near the front door. That way you won’t need to guide your client through the house to get to it.

• Get out more
When you worked in an office you couldn’t wait to get home and throw yourself on the couch to unwind. When you work at home all day, you need to get out to unwind. Whether it’s taking a walk or going out on the town, make sure you spend time out of the house as well as in.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: The Working Day
Building Your Reputation
You can build your reputation on three levels:

• Amongst clients
When you do consistently good work you will naturally develop a positive reputation amongst your clients. Every freelancer should strive to build a strong reputation with their clients as it leads to referral work and repeat jobs.

• Locally
Being known in your area is one step better as you will be get work from unexpected sources who may have heard of you even though you haven’t heard of them. This is the first step to having a reputation that proceeds you.

• In your industry
If you are known as being amongst the best in your industry in a specific area or overall, you will be able to command far higher rates as well as better jobs. As an expert, you will also earn the respect of your clients, and your suggestions and input will carry more weight. Sometimes you may not even need to be amongst the best to be well known. You may simply be outspoken or have a knack for generating publicity.

A reputation takes time to build and requires you be genuinely good at what you do. You should be aiming to build a reputation that reinforces your brand value, however a natural part of any reputation is expertise.
Building a reputation is dependant on three elements:

(1) You must do something to set you apart
The actions you take to improve or expand your reputation depends on whether you want to focus on your industry, clients or your community at large.
If your focus is your industry you might speak at an event or create a local group.
If your focus is the community at large, you might speak at your local chamber of commerce to small businesses wanting to learn more about your industry, or create a blog that offers information to those wanting to learn more about your industry.
If you are building a reputation amongst clients you might aim to win awards, produce consistently good work or provide amazing levels of service that people can’t help but talk about.

(2) You must generate publicity
Building a reputation is to become renowned or famous in one area. To do that you must be noticed. This means networking, being seen at events, or volunteering for not-for-profit activities. Your aim should be to network and become widely known in your industry or community.

(3) You must be consistent
The reason a reputation takes time to build is that it must be done consistently and over time. You can’t provide great service to one client and not to another and expect to maintain a reputation for great service. Similarly you can’t build a reputation as an expert by writing a single article or winning one award. You must repeat your achievements and develop your reputation over time and on a consistent basis.

Although difficult, building a reputation will reap rewards. You will gain respect in your industry and from clients, you will win better jobs and your rates will be a reflection of that.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: Your Brand
Your Website
For most freelancers a website is the single most important piece of branding and marketing they will do. A website is not only the first port of call for many new clients, it showcases your portfolio, is a marketing tool in its own right and can produce new leads through listings in search engines and directories.
Again unless you are a professional web designer, you should hire someone to design and build a website for you. If you are on a tight budget you can try one of the following services which offer customizable template websites as an interim solution:

• OtherPeoplesPixels -
A solution for artists and designers to get their work online quickly and easily. Choose a design then fill it with your work! It costs between US$8 and US$25 per month and is suitable for a web novice.

• Wordpress -
Wordpress has a free blog service where you can set up a blog style business website. It has design and layouts to choose from and is suitable for those with at least a bit of experience with the web. If you want to use your own domain you need to upgrade to a US$10 plan if you already own your domain, or US$10 if you want to purchase one through them.

• FolioSnap -
FolioSnap offers self-managed portfolio websites for creative people. They offer more features and better designs than the other two options, but cost more too. Prices range from US$19 to US$59 per month with a two week trial.

Here are some important considerations to bear in mind when creating your website:

• Brand your website
Your website is the jewel in your branding crown. Make sure it emphasizes your core brand value at every turn through, look, feel, language and usability.

• Aim your website at your clients
It seems obvious but freelancers sometimes make websites that are unconsciously aimed at people in the industry. Remember clients aren’t necessarily interested in cutting edge design or inventive navigation systems. Generally speaking clients are interested in one thing – themselves. When they are viewing your website they are thinking about how you can help them and their business. Keep this in mind and make sure that your website helps them to see why they should hire you.

• Give your website some personality
As with all the elements of your brand, your website should represent YOU. There is nothing worse than a website that feels ‘standard’ or is filled with stock business photography and vague marketing language that doesn’t really say anything. Make sure your website sounds and feels like you.

• Consider including testimonials
Client testimonials can be a fantastic tool to lend credibility to a website. Some freelancers are nervous to ask for a testimonial, but most clients will be happy to provide one if they are satisfied with your service. If the client in question has a recognizable brand name then the endorsement will be all the more powerful and will prove effective in convincing new clients to choose your services.

• Describe what you do in laypersons terms
You may know all about what you do and what services you provide but most prospective clients won’t clearly understand what you do and how it can benefit their business. Use language a layperson could easily understand and term everything in the context of it’s usefulness to your target market. Try to think about what information you would like to see if you went to another freelancer’s site. So for example if you are a designer, what details would you want if you visited a programmer’s website, and vice-versa. Explaining clearly your services ensures your prospective client will see what it is you can do for them.
Hiring a good copywriter will make all the difference to your communications, and give you that extra element of professionalism. Of course if you can’t afford a copywriter right now you can write your own copy, but nothing can replace the work of a qualified professional.

• Have an easy call to action
After visitors to your website have learned about your services and have decided that you are someone they want to work with, make sure they have an easy way to contact you. This might be a form to request a quote, a telephone number, an email address or all three. Emphasize your contact details on your website – don’t just have a small link tucked away somewhere. Remember you are a business and the call to action is one of the keys to converting an interested party into a paying client.
In Chapter 5 – Getting Work, we’ll discuss your portfolio and more about your website.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: Your Brand
Your Logo, Business Cards and Materials
A large part of any brand is its visual elements. These are often referred to as a graphic identity. The most important thing to remember when developing your graphic identity is to think of every element as part of one core message. Your logo, colours, font choice, and graphic elements should be consistent across all of your materials, as if they are all from the same family. This unity of expression makes for a very professional image. Some of the materials you might apply your graphic identity include:
- Business cards
- Letterheads
- Email signatures
- Website
- Brochures or folders
- Documents such as invoices, quotes, estimates
Your graphic identity should reflect your brand value and your personality. The colours, fonts, elements and design should ideally tell the viewer something about you and about your work, and should always reflect your core brand value.
Consider product packaging in a supermarket. What is it that makes certain products look like they should cost more, like they will taste better, like they will be superior to the no-name version next to them? Freelancers are certainly not food items, but the same principles apply. Solid visual branding can make you look like a contender, increase the worth and value of your services and win your projects.


Hiring a Designer
If you aren’t a designer yourself, it is essential to hire another freelancer or design agency to produce a logo and at least some business cards for you. If you are on a tight budget often a designer can work cheaply if you forfeit your right to ask for revisions and multiple design options.
When choosing a designer, first consider what aesthetic would best express your core brand value. Find a designer that has work in their portfolio that has a similar aesthetic.
Buy or borrow print design books and find three samples of the style you have chosen for your brand. If you’re on a tight budget this will help your designer quickly and easily understand the look and feel of your intended brand. Once this is done, if you have hired a talented designer you should be able to let them guide you to the best solution for your needs.


Interim Design Solutions
For some freelancers, hiring a professional designer just isn’t an option yet. For the new freelancer money can be tight, and you may need to come up with an interim branding solution. If that’s the case for you, follow these steps to create something yourself:
(1) Select a font that you like. Choose something simple!
(2) Choose a simple 2-3 colour palette. You can find lots of palettes to choose at Adobe Kuler. Consider your branding message when choosing your palette. For instance, a corporate brand might stick to black, navy or grey, or an environmental brand might utilize greens and browns.
(3) Write your business name in your chosen font. Use only one colour for one word business names. If your business is two words, you can use one colour from your palette for each word. Never use more than one colour in your logo. Your aim should be something like the Sony logo - very simple and understated. Use this logo and typeface on any document you create.
(4) Get a small number of business cards printed. The best service we’ve found is Moo Mini Cards – http://moo.com. Find a stock photograph you feel expresses your core brand value in an abstract way and use that for the back of the card. Make sure the colours in the photo complement the colours in your chosen palette. iStockPhoto - http://istockphoto.com is a good place to look for stock photography.
(5) Hire a professional designer as soon as you can afford to. The directions above will never replace the work of a professional designer! The work of a professional designer will make all the difference to your brand and perceived professionalism.
Posted by Blogger Shibly 0 comments
Email This BlogThis! Share to Twitter Share to Facebook Share to Google Buzz
Labels: Your Brand
Older Posts Home
Subscribe to: Posts (Atom)
About Me
My Photo

Blogger Shibly
I am a boy of class nine. I am a blogger fan.

View my complete profile
Archives
Powered by Blogger.