Office Setup – Freelance Writing Guide
It is high time I finished my Freelance Writing Guide for New Freelance Writers and posted those last two missing components. Setting up your own freelance home based office is no different than any other office environment. However, there are a few things you should keep in mind. The following tips will help you to be better organized and ultimately more productive.
Before I go into details on the more intricate aspects of setting up your home office, let me tell you that the movable office type is a lot less productive than when you stay put in the one place.
Home Office Traps
I have trialed just about any place in my home but in the end, I work way better when I stay chained to my desk with all my necessary tools around me within easy reach.
While trying all sorts of location to work, I have found that the biggest issue was loss of concentration and that I was forever chasing my writing tools and my Moleskine. This almost always happened as I was just about to get comfortable. Whether I worked on the couch, the bed or sitting at the table on the veranda, I found that while it might be fun to do a stint of two hours in a different environment, ultimately I was not comfortable enough to work productive.
Some of you might feel more creative by moving around home frequently, provided you do own a laptop. In the end, your home office setup has to work for you.
Home Office Requirements
An effective home office mustn’t be hard to setup, but it is important if you want to work productive and relatively undisturbed. For those of you with toddlers it might be beneficial if you were able to work in a closed room, away from kiddie demands and annoying interruptions.
Having said this, I understand that this might not be easy to achieve. Either way, do whatever you can to work in hourly batches without being disturbed.
Desk: You will need a desk or table to work on. Preferably you want to own that desk, meaning nobody else will dump their stuff in your working environment. The more professional you act, the easier it will be to work in the flow.
Chair: I suggest your splurge on expenditure to buy the comfiest chair possible. Given the fact that you will be spending many hours parked on this chair, it makes sense, don’t you think?
Computer: Naturally, being a writer you will need a computer. Whether it is a desktop or a laptop is insignificant right now. What matters though is that you have all the right tools installed to make your life a little easier.
Computer speed also matters a lot since you will be able to work with multiple applications all at once without getting decelerated to a snail’s pace. Remember, for freelance writers, time is money.
Adequate lighting: As you will probably end up working late on most days, you should try to buy a good light for your office’s desk. Staring at a computer screen for hours on end is tiring enough. Protect your eyes where you can. Take regular breaks to ease eye strain.
Reference books: As a writer you will need to have a dictionary and some good books related to your craft. In my post “recommended reading” I did a showcase for some of my favorite books; some of them a must for writers in my humble opinion. Note, these are from Amazon and if you were to buy through my affiliate link, it would mean I will get paid a small commission. It’s your choice and I won’t be offended if you use your own link instead.
I do recommend you get The Writer’s Market 2009 book. I own the deluxe- and the normal version, which is probably one too many. The book is loaded with places to find potential work through the comprehensive writer’s market listings. Plus, you will find helpful tips and plenty of insider knowledge.
Broadband Internet: As a writer you don’t want to be stuck with a dial up connection. Especially if you work predominantly online. I couldn’t imagine running my business with a dial up Internet connection. I reckon if I did, I’d go mental. Buy the fastest connection you can afford. Mind you, this only helps, if your computer is up to date.
Email: I’ve come to the conclusion that having two email accounts is the way to go for freelance writers. Ideally, you will have your domain email, through which potential clients can contact you. Preferably this should be visible from your site to help you get connected.
The second email should be a Gmail based one that either contains your name, or something related to your business. Please don’t use a crappy Yahoo email with letters and numbers thrown in. These don’t do much for business credibility. The reason I say Gmail is twofold. For one, you can access your inbox from any Internet connection in the world and if you move from one Internet provider host to another, you won’t need to worry about losing your email account.
There is also a third bonus. From what I know, Gmail is actually working on getting it included in Gears which means you will be able to go offline. This is great, especially for when you travel because you will not have to pay excessive connection fees and save on the bottom line. I heard they would release this sometime this year, but that’s all I know at present.
Online and Offline filing system: It pays to be organized in your home office. Admittedly, I’m not always succeeding with this. Some days my desk looks really cluttered. I think you will understand that on those days I work very unfocused.
The ideal working environment for me is to have a clean desk with files neatly filed away where they belong. I use a combination of manila and file folders offline and folders on my computer, for email and on my backup drives to stay organized. I also use Google Docs to store my previous clients’ work. I believe it is safe enough. This allows me to keep the brunt of my files away from my computer’s hard drive.
Cleaner HD equals more processor speed which relates to faster tasking.
Home Office Mood Enhancers
I normally listen to relaxing music when I work and more upbeat tunes when I have to clean the house or feel like a spot of impromptu dancing. Relaxing music helps me to keep focused better while it nourishes my creativity.
If you are the snack food lover type of writer, then by all means keep those snacks handy. But watch that middle section of yours. Sitting down all day doesn’t go particularly well with sporting the sexiest body in the house, unless you factor in regular exercise.
To me, herbal tea is a staple and an absolute must. I drink at least 6 cups a day. Even though I love a good cup of coffee, I limit myself to one cup a day, which makes me a connoisseur of some kind. Plus having a Barista in house makes it all the while more enjoyable.
Drinking lots of water is another must if you want to keep your brain energized all day.
It might benefit you to surround yourself with nice things that make you happy while you work. It could be candles, photos, pebbles, shells, flowers, paintings or ornaments. Whatever gets you “in the mood” to be creative – use it to your advantage.
You can setup your home office within a day if you must. It is actually a lot of fun to create your very own home working space and before you know it, you will be the master of your own domain.
Monika
About the Author: I'm a passionate freelance writer and problogger. To further build my business I'm also in the process of building my own niche empire which pays me residual income.
Brett Legree | Sep 11, 2008 | Reply
Monika,
You know, you hit it right on the head as far as I’m concerned with the “chained to the desk”. For me, that’s important too.
I mean, I have a laptop and can move around, but when I’m at the desk, I get so much more done.
Great post, my friend!
-Brett
lissie | Sep 11, 2008 | Reply
We are in rented accommodation but I did find a desk on the verge – but my partner has purloined that and the 2nd bedroom. Its my fault in the summer it was cooler in the lounge so I camped out there – now I alternate from the lounge with the laptop on my knee (the most ergonomic setup) and the dining room table. Having thought that I needed a study of my own I find that not having my own space has meant that I have got rid of the paper- everything is on the computer (with backup) and in one notebook – its rather cool and I will keep the system going if I ever get a study of my own back LOL
Brett Legree | Sep 12, 2008 | Reply
Monika,
One other thing we can do while we wait for Gears to work with Gmail that is sorta-kinda the same, is to set up IMAP and Gmail.
I will be blogging about this shortly – though the primary reason for my post is not necessarily for offline access, but for protection of our own email.
(If, for instance, Google decided to start charging everone.)
By setting up IMAP with Gmail, you end up with a local (on your computer) email program that is synchronized with your online Gmail. You can send and receive from your email program, and the changes are automatically reflected online. It works the same way in reverse.
Just something to try, maybe, for all of us Gmail users!
-Brett
Monika | Sep 12, 2008 | Reply
@ Brett: It’s interesting though isn’t it. here we keep talking about mobile offices and all but when it comes down to it it is more so a destructive experience.
I’m glad you came to the same conclusions. I was actually a little wondering whether I was the only one who would feel like this. It’s obvious now that I’m not.
Despite this, I will do some tests very soon on going real mobile by taking my work into local coffee shops doing two hourly stints.
It will be interesting to see how this pans out.
Monika | Sep 12, 2008 | Reply
@ Lissie: I’m surprised you can work with the laptop on your knee without getting backache. I tried this myself but no luck. Even though our couch has a comfy recliner, after about one hour I’ve had enough.
Your partner sounds like a person who need a LOT of space. LOL. It’s good though you found a way to make it work for you, despite the lack of space you have.
The only paper I use in my office are my two Moleskine notebooks. Everything else is on my laptop and backed up too. Works a treat and has the benefit of being environmentally friendlier.
Monika | Sep 12, 2008 | Reply
@ Brett: Cool. Please blog about this soon. I’m game to try this for sure. Sounds like a plan. You are such a wizard with all your tech knowledge.
Have you launched that service of yours yet, or do I have to buy you a subscription to Alex’s coaching now? I could make it an early or late bday present if you wish.
TDMV | Sep 12, 2008 | Reply
Well Monika, you’ve got an excellent worfplace there! I’m not that organised for sure (my friends even would laugh if I tried to use the word ‘organised’ in a sentence!)
Just one quick note: don’t know if thats your place in the pic above, but I see it a lot: the back of the chair is toward the door. It’s much more restfull if one would turn it around, so the person occupying the chair is facing the entrance. You would be surprised how much more at ease one would sit. Yes, I knowm it’s very Feng Shui, but it really makes a difference.
Theo
Writer Dad | Sep 12, 2008 | Reply
Monika,
I actually want to start working at my desk. Right now, I work from any corner I can find, and I think it puts me in a more casual mindset.
Wendi Kelly-Life's Little Inspirations | Sep 12, 2008 | Reply
Monika,
I am in my home office that was my home real Estate office. Is is still setup so I have two desks, three computers four giant book cases…it’s uch more then need for now. But I keep thinking…yo never know…
I’m keeping my options open. The thing is because for years I was discaplined to come in here and work all day and never leave, I find that I still have that mentality even though I am not currently getting paid. I write. I don’t get distracted. When I am finished *working* for the day then I leave the office close the door and go do whatever else I need to do.
Monika | Sep 12, 2008 | Reply
@ Theo: Thank you for the Feng Shui tip. Actually it isn’t my place and you might like to hear that I also work with those principles when I can. I’m always very conscious of not having my back toward the door.
I agree with you that it does make a huge difference. I actually have a glass desk overlooking the garden. Then I also have the kitchen desk overlooking the living room and the backyard. I vary those by season.
My workplace though is as tidy as that one if clean and somewhat more messy if not.
Monika | Sep 12, 2008 | Reply
@ WD: I know what you mean. I felt the same on my trials around the home. It is fun when there are no time pressures, but with a full diary I can’t allow myself to indulge like that.
Hope it will work out for you.
Monika | Sep 12, 2008 | Reply
@ Wendi: LOL, that reminds me off my office. There are still bookcases (remnant of my network marketing days). Back then I used to print everything. I haven’t used the printer in months now. I have all this “junk” hanging around I want to get rid off eventually.
It’s good to have that mentality though I think. It really helps to be more productive and your example shows this.
steph | Sep 12, 2008 | Reply
Haha! I was going to mention the back to the door thing! It has made a huge difference in comfort to me to feng shui my office. And I too work best at my desk because of all my other materials needed while I work. It’s a nuisance to tout around my dictionary and Chicago Manual and editing pencils and sharpener and eraser and so on! But I do sometimes move it all to the kitchen table. I did my very first editing job there, and I remember it was a very amazing time for me.
Maybe this will end up in a post by Brett, but you mentioned putting files online as storage. Any more backup tips? Or any more detail to offer on that?
lissie | Sep 13, 2008 | Reply
I’m curious, do people still use hardcopy manuals and dictionaries? I don’t and haven’t really since god invented the spell checker and the internet. Partly because some times I write English and sometimes American: so its easier to check online for US or UK usage and I have enough writing programs with various dictionaries of various flavours built in. BTW off-topic – why is the Australian Labor Party – spelt that way -it intrigues me because almost all other Australian spellings are UK usage?
Cath Lawson | Sep 13, 2008 | Reply
Hi Monika – I want an office like the one in the pic – instead of having to sit at the dining table.
I finally took the advice you gave ages ago and switched to GMail. Will send you my new address soon. I think I’ve only got up to J so far and you are M. Can’t just send a bulk mail to everyone as I get too much spam.
Now, I think another thing on your list that I’m lacking is decent lighting.
Friar | Sep 14, 2008 | Reply
@Monika
Oh…WOW. That photo of that office.
You mean people actually WORK in conditions like that? NO WAY…!!!!
If that was the Widget Factory, there would be faded peeling paint, filthy walls, poor lighting and a water-stained ceiling.
And there would would be 3-4 people squished into that floor space, instead of two.
As for raccoons in the building…I won’t even go there.
Brett Legree | Sep 15, 2008 | Reply
@Monika,
I will – probably Tuesday. And thanks
you are too kind!
I have not launched it yet
perhaps Alex needs to give me a talking to and Dave Navarro needs to kick me in the behind…
Soon, though… soon…
Jenny | Sep 16, 2008 | Reply
Those are great ideas for everyone, even if they aren’t necessarily working from home! I like less clutter when I have a desk to work on, that’s why I spent 4 hours cleaning the second bedroom one night so I’d have more room!
betshopboy | Sep 16, 2008 | Reply
Hi Monika
Great tips in home office setup.
I’d just like to add that I need to clean and uncluttered desk to get into the writing mood. A cluttered desk puts me off, no matter what music is playing or what scented candles are burning.
Monika | Sep 16, 2008 | Reply
@ Steph: Another feng shui devotee. Woohoo. I could write about online storage if that would help you. I do have a few idea that might be treasured by you guys.
Monika | Sep 16, 2008 | Reply
@ Lissie: I do use hard copy but only when my Internet connection is down. LOL. My writing is mostly done in American English because most of my clients are in the US. Plus this blog gets mainly US traffic so US English it is.
Your question intrigues me as much as it does you. However, a quick search revealed this answer;
“The ALP adopted the formal name Australian Labour Party in 1908, but changed to the American spelling of Labor from 1912. While it is standard practice in Australian English to spell the word labour with a u, the Party has spelt it without since Labor cabinet minister King O’Malley thought he would “modernise” the name; at the time, it seemed likely that Australia would move to American spellings.” TAKEN FROM http://au.answers.yahoo.com/question/index?qid=20071124234638AA16J2Q
I hope this helps.
Monika | Sep 16, 2008 | Reply
@ Cath: That mean I’m next with GMail. Yeah. Bring it on. I love GMail, it has so many useful features and i don’t have to mess around with technical stuff when I’m away from my home computer.
Monika | Sep 16, 2008 | Reply
@ Friar: LOL. Your widget factory sounds really like heaps of fun. Not! Poor widgets. I suppose you have the best office of all – the great outdoors. What better way to spend the time.
Monika | Sep 16, 2008 | Reply
@ Jenny: Wow, you go girl. 4 Hours. That is svelte. You must have had quite a bit of amassed stuff to spend that long in the one room.
I bet now you feel so much better for it too.
Monika | Sep 16, 2008 | Reply
@ Cheewee: Nice to see you buddy. I’m sorry to hear you don’t feel well. Stomach bugs suck because they really take it all out of you. I hope you start to feel better soon enough.
Thanks for taking the time to say hell even though you don’t feel well. Here is a big virtual hug for you. Hope it helps a little.
Brett Legree | Sep 16, 2008 | Reply
@Monika,
I think the mobility can be good in spurts – for a change of scenery. And of course, we can always do things in the “analog” world when we’re out and about. One of my main bugbears is the interface. Though the keyboard on my laptop is pretty good, it is still not as good as a real keyboard, so I’ll be getting an external keyboard soon. I already have the external mouse, which helps.
So I suppose I do a mix of both – but mostly, it’s the desk for productive work. For productive thinking, though, it is likely to be somewhere else – under my tree, or some place else outside.
-Brett
betshopboy | Sep 17, 2008 | Reply
Did I say “hell”? LOL!!
joey @ the unjob | Sep 18, 2008 | Reply
Thanks for the great post! Went through your list of recommended readings and am planning to get some of your suggestions =)
Fiona Johnston | Nov 17, 2008 | Reply
I have a small area by the back garden door, two desks, one for the computer gubbins and a teak desk I purchased from John Lewis’s in 1977 so it is thirty years old, or rather thirty one. Not a great deal of storage space so I am hoping when we move,there will be some improvement. I am on BT Internet.broadband Filing cabinet to my left, wire trays on my desk. Currently pursuing scriptwriting and reading courses with the hope of going freelance.