Freelancing and contracting offer flexibility and independence, but they also come with unique challenges especially in communication and task management. Slack, a popular collaboration platform, can be a game-changer for freelancers, helping them stay organized, communicate effectively, and manage their workload seamlessly. In this article, we’ll explore why and how freelancers and contractors can use Slack to boost their productivity, simplify some tasks and avoid some common Slack mistakes.

Why use Slack as a freelancer?

Slack offers versatile features that go beyond just client communication. Here are some key use cases for freelancers:

  • Collaborating with Clients: That is obviously the first usage of Slack: take advantage of channels, threads, and file sharing to keep all client-related communication and updates organized in one place.
    💡 Slack Connect can be very useful in that context, but requires Slack paying plans on both sides.

  • Managing To-Dos: Integrate task management tools or use Slack’s built-in lists to stay on top of daily tasks.
    💡 Todois Slack app can be particularly helpful for this!

  • Social Media Alerts: Stay informed about brand mentions, new followers, or social media trends using integrations with tools like Hootsuite or Buffer.
    💡 This article provides helpful guidance.

  • Joining Communities: Participate in Slack-based groups to network with peers, share knowledge, and discover new opportunities
    💡 There are numerous freelancer communities on Slack, check out this article for a comprehensive list.

  • IT / Performance Monitoring and Alerts: Tech-savvy freelancers can use integrations to receive real-time alerts about website performance, server uptime, or application issues.
    💡 This article illustrates, for example, how to link pingdom and slack together.

  • Client and Invoice notifications: All freelancers know how time consuming (and annoying;)) it can be to invoice clients. Slack can help to set up reminders for invoicing and/or or to follow up on client approvals and deadlines
    💡 Zoho app can be useful for this.

  • Competitors monitoring : Add competitors’ RSS feeds to Slack to stay updated on their latest blog posts or announcements
    💡 This official Slack article will tell you how.

Tips to set-up Slack for Success

Freelancing is all about juggling multiple roles: project manager, marketer, client liaison all while delivering high-quality work. Slack, a popular collaboration platform, can be a freelancer’s best ally in staying organized, managing communication, and boosting productivity. Here are some practical tips for leveraging Slack effectively in your freelancing journey.

  • Set Up Channels
    Slack channels are essential for keeping your workspace organized and focused. Here are some tips on how to structure them effectively:

    • Client-Specific Channels: Create dedicated channels for each client, such as #client-name. You can invite clients to collaborate directly using Slack Connect or as guests. Alternatively, use these channels internally to store project updates, important files, and communication history. You can also just use it to store project updates, important files, and communication history.

    • Project-Based Channels: For situations with multiple clients or projects, set up channels like #clientname-projectname. This ensures all discussions and coordination are centralized in one place
      💡 Tip: Use pinned messages to highlight key details like deadlines or project goals.

    • Organization Channels: As suggested earlier, you can create channels for personal organization. Examples include tracking to-do lists, monitoring competitors, managing social media alerts, or logging ideas

  • Customize Notifications
    Notifications can be your best ally or your worst enemy, depending on how you customize them. Tailoring notifications to your workflow is key

    • Prioritize Mentions: Enable notifications for direct messages and @mentions to ensure you don’t miss critical updates.
      💡 Tip: You can also differentiate them on mobile.

    • Mute Irrelevant Channels: Silence less active channels to stay focused on priority tasks.

    • Establish boundaries by scheduling quiet times for deep work.
      💡 Tip: Learn how here

  • Keep Your Workspace Organized
    A cluttered Slack workspace can hinder productivity. Perform regularly, at least every quarter, a channel review to:

    • Leave old channels: Remove inactive channels from your view to reduce clutter.
    • Rename channels: Ensure all channel names adhere to your established naming conventions. (see above).
    • Review notifications: Regularly audit your notification settings for each channel to ensure they align with your priorities.
    • Create sections: If you have numerous channels, use sections to organize them by related topics, such as clients or projects.

  • Use lists and “Save for later”
    A lesser-known but highly useful feature of Slack is its ability to:

    • Save message for later: This feature is particularly helpful for messages that require more time to address than you currently have. You can save these messages and easily find them later in the left-hand sidebar under “Later.”
      A common freelancer use case is when you’re working on a message for Client A, and a message from Client B pops up.
    • Create custom lists: Slack isn’t just a messaging tool; it can also help with project and task management. Use its features to create lists and organize your tasks, especially when you’re dealing with a large number of actions to complete. A common freelancer use case is creating a single ‘to-do list’ that spans across all clients.

  • Use canvas
    Slack canvas are beneficial for freelancers across various domains:

    • Visual collaboration clients: A graphic designer can use a canvas to lay out design options, annotations, and inspirations, making it easy for clients to provide feedback in one space.
    • Invoicing and Payment Tracking: A freelance accountant can create a financial tracking canvas to monitor which clients have pending invoices and payment due dates.
    • Client-Specific Branding Guide: A freelance designer can use a canvas to compile client logos, typography, color schemes, and imagery rules in one place.
    • Progress Tracking: A freelance software developer can use a canvas to represent agile workflows, tracking features from “To Do” to “In Progress” to “Completed.”
    • Client Intake and Onboarding: A freelance coach can use a canvas to outline onboarding steps, from initial consultations to document submissions and goal-setting.

Difficulties freelancers face when using Slack

While Slack is an invaluable tool for communication and collaboration, it’s not without its challenges for freelancers, here are some of them:

  • Multiple Workspaces
    This is the most common issue mentioned by freelancers on Slack : having to switch between workspaces very regularly. Freelancers often work with multiple clients, each requiring them to join a different Slack workspace. Switching between workspaces can be cumbersome and overwhelming, especially when notifications pile up.
    💡 Solution: Use convly to sync external workspaces channels within your own slack workspace, so that all most clients’ important channels are directly and easily accessible from your own workspace.

  • Blurred Work-Life Boundaries
    Freelancers often experience blurred lines between personal time and work time, and Slack exacerbates this issue. Clients might expect instant responses, even during off-hours, leaving freelancers feeling “on call” all the time.
    💡 Solution: Clearly communicate your availability and subjects that can be discussed by slack to clients from the start. Use Slack’s status feature to indicate when you’re offline or unavailable.

  • Difficulty Setting Boundaries with Clients
    Some clients may misuse Slack as a tool for micromanagement, sending constant pings or expecting instant responses. This can hinder a freelancer’s ability to focus on deep work and manage their time effectively.
    💡 Solution: Politely set expectations about response times and communication channels. For instance, let clients know you will respond to Slack messages within certain hours or use email for non-urgent matters.

  • Unpaid time on slack Freelancers are often expected to participate in Slack discussions, respond to queries, and stay active in channels without direct compensation for the time spent. This can be particularly frustrating when Slack activity doesn’t directly relate to billable work.
    💡 Solution: Define the scope of your engagement clearly in contracts, including communication expectations. If significant time on Slack is required, consider negotiating a retainer or hourly rate for such activities.

  • Clients working on Microsoft Teams Microsoft Teams is another popular communication tool, and freelancers often find themselves working with clients who prefer it over Slack. Having to cope with several collaboration tools can lead to communication silos, missed messages, context switching ,etc. You can read more about this here.
    💡 Solution: Use convly to sync external Microsoft Teams workspaces within your Slack, so that all Microsoft Teams messages are directly and easily accessible in your Slack workspace

As we have seen in this article, Slack is more than just a chat tool it’s a productivity hub for freelancers and contractors. By organizing channels, leveraging integrations, and setting boundaries, you can make the most of this powerful platform. Start with these tips, explore Slack’s features, try convly ;) , and and you’ll be well on your way to becoming a Slack productivity star!