This tutorial will introduce you to project management in Hectic. You’ll learn how to organize your work into projects, deliverables, and tasks.

Why project management in freelancing?

Being your own boss means you've got to stay on top of things. Hectic's customizable project management system helps you streamline your workflow so that you can do more and stress less.

Project management enables you to:

  1. Track time: Track your billable time to a project or a deliverable. Use this to observe trends so that you can better estimate time for future projects and price them accordingly (e.g., how long does a 750-word article typically take?). This also allows you to estimate your workload so that you can create accurate and realistic deadlines that your client can rely on.

  2. Create accurate invoices: Keeping your projects organized also means that your billing process will be more organized. Hectic™ also allows you to automate your invoices.

  3. Actually manage projects: Stay on top of your projects for each client by choosing the views and systems that work for you. Set due dates, take notes, and attach files as necessary.

  4. Everything all together: Keep all project communication, files, and notes in a central location for yourself or your team so you never lose track of a note or a task.


About Hectic project management

Projects in Hectic are made of three components: projects, deliverables, and tasks.

In scope: A project > a deliverable > a task

Projects:

To begin a project, navigate to "Projects" in the left navigation and then "Create new" in the upper right corner. Select "Project" from the dropdown. Assign your project to a client or create a new client. After you create a new project, update it's details by clicking on the project name in project list.

Think of projects as the reasons your clients pay you - branding, Web design, UI research, or social media management.

At this level of project management you can:

  • Set billing - each project can have it's own project fee type with it's own rate.

  • Track time - use time tracking to measure how long you spend on the overall project for yourself or for your clients.

  • Set start and due dates - this will show ongoing projects in your homebase calendar so you don't over-book your time.

  • Grant client portal access - on the Pro tier, you can grant your client access for full collaboration on a project, allow read-only access or overview access, or make the project not visible (unless a deliverable is added to a client workflow column for review).

Pro tips:
1) Set your default hourly rate at the client level on the client overview page. That rate will auto fill for every project you create with that client.

2) On Hectic Pro, you can save deliverables packages that you use on a regular basis. When you create a new project, select the template from the "Start from template" dropdown. A project that has already been created can be made into a template by hovering over the project name in project list and choosing the floppy disk icon.
3) Create new projects for favorited clients by hovering over the clients name in your left panel and clicking the 3 dots.
4) See all of your projects at once, or use the filter in the top right to show exactly what you need to see for that moment.

Deliverables:

Like projects, you can create a new deliverable from almost anywhere you are working in Hectic. If you are in project management or calendar, you can select "Create new" in the upper right corner. From project management you can also click on a project then "Select project and create deliverable."

You can also create a deliverable from the top of homebase using the icon.

The items of work you complete are called deliverables - they're tangible things that can be delivered to the client - blog, landing page, website, logo, etc. Several deliverables often make up a project.

At this level of project management you can:

  • Bill using per item pricing - set different pricing structures per each deliverable in a project. These items are saved to your product/service library for easy use later.

  • Track time - you or your team can track all your time to a specific deliverable

  • View progress in the list view or kanban view - easily see which stage each deliverable is in and how many deliverables are in each stage of your process.

  • Move deliverables through your process - update statuses on your deliverables as you move them through your work flow.

  • Integrate with calendar or timeline - use Hectic's calendar or project management timeline view to manage your workload. Easily see when big deliverable due dates are coming up.

  • Keep the details together - write notes, attachments, and assign to a collaborator.

Pro tips:
1) @ mentions tag clients or collaborators that you have added as team members.
2) Use the "Share" button to share a link direct to this deliverable to anyone with a Hectic account.

3) Assign deliverables to anyone you are working with.

4) Only deliverables priced per item that are in the completed column will show up as tracked items when you create an invoice.

5) Allow your clients to review before moving to the next phase in your process. See how with your client portal.

6) Easily duplicate deliverables by clicking "Duplicate" in the upper right corner. This will keep the deliverable name (plus "Copy of" so you know you're in the newly duplicated version), client, project, assignee, due date, description and tasks. Edit as necessary - including moving to a new project or client.
7) Create recurring deliverables - from projects > project list you can add a recurring deliverable for any selected interval and set rolling due dates.

Tasks

To create a task, open a deliverable and choose "Add task." Type and check off tasks in direct proportion to the level of endorphins you feel when you check them off. Tasks can be removed and reordered by mousing over the task and using the icons on the right.

The steps that you take to complete a deliverable are tasks. Think checkboxes and type-a people (probably).

At this level of project management you can:

  • Keep granular detail on your deliverable

  • Track what percentage of the deliverable is complete

Pro tip: If you have a deliverable with several tasks that you repeat, you can click "Duplicate" in the deliverable to make a copy. Once you've made a copy, you can change the name of the deliverable and/or move it to another client or project.


Get paid your worth

The freelancer mantra is "never work for free." When you set up your projects, you can set up how you will get paid based on the way you like to work.

  • Hourly projects: Set a default hourly rate or an hourly rate per project. Use Time tracker to take the guesswork out of invoicing hourly. Your set hourly rate will apply to each deliverable within the project.

  • Retainer projects: Set your retainer amount and period. Choose advanced or arrears payment.
    Pro-tip: You can also set hour estimates and retainer overage payment.

  • Fixed-rate projects: Assign a flat rate per each of projects.

  • Per item deliverables: Assign rates per each deliverable in a project.

Project types are assigned when you configure the fee type of the project. That step is described in detail below.

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