Upwork FAQs Workshop

Unlocking Freelance Success: Your Guide to Upwork FAQs

In this blog post, we delve into the most pressing questions freelancers have about navigating Upwork. In our recent workshop, we gathered insights from participants and addressed their frequently asked questions, providing clarity and guidance for anyone looking to thrive in the freelancing space.

Have you ever found yourself pondering:

• How many proposals should you send before reassessing your strategy?
• What’s the ideal ratio of views to interviews for your proposals?
• How can you effectively build a portfolio without resorting to free work?

In this post, we will explore these questions and much more, offering actionable advice that can help you refine your approach on Upwork.

What You’ll Learn

• Analyzing Proposal Success: Discover how to evaluate the effectiveness of your proposals and make informed adjustments.
• Creating Compelling Offers: Learn the secrets to crafting offers that not only capture attention but also convert views into interviews.
• Avoiding Common Pitfalls: Equip yourself with knowledge to sidestep frequent mistakes that many freelancers encounter on their journey.

Here’s the workshop video

Chapters:

0:00 – Introduction to Upwork FAQs Overview of the video and common questions addressed.
0:33 – When to Reassess Your Proposals Understanding how many proposals to send before reflecting on your strategy.
1:36 – Evaluating Proposal Success Rates Key metrics for proposal performance: views and interviews.
1:55 – Identifying Issues with Proposal Outcomes Common reasons for not landing jobs despite interviews.
5:10 – Building a Portfolio Without Free Work Strategies for portfolio development without compromising value.
6:53 – Creating Attractive Offers for Clients How to position your services as valuable offers rather than discounts.
8:14 – Providing Extra Value in Proposals Techniques for offering more than competitors without lowering prices.
11:28 – Analyzing Non-Converted Proposals Methods to critically assess proposals that haven’t resulted in offers.
14:28 – Understanding Client Decision-Making Exploring the four possible outcomes of a proposal submission.
16:29 – Reapplying for Desired Jobs Tips on how to approach reapplying for jobs you really want.
19:49 – Evaluating Client Credibility Factors to consider when assessing potential clients on Upwork.
20:38 – The Importance of Job Search Strategy How proper job searching impacts proposal success.
21:01 – Crafting the Ideal Proposal Structure Essential elements to include in your proposals for better results.
21:16 – The Role of AI in Proposal Writing Discussing the impact of AI tools on proposal quality and authenticity.
22:42 – Conclusion and Next Steps Summarizing key points and previewing future content on freelancing tips.

Freelancing on platforms like Upwork can be both rewarding and challenging, especially when you’re starting out. Whether you’re applying for jobs, looking to improve your proposals, or trying to build your portfolio without doing free work, there are many aspects to consider.

In this post, we’ll break down some key insights and strategies based on common questions that freelancers often ask. These insights can help you refine your approach and increase your chances of success.

When to Reassess Your Proposals?

A common question among freelancers is how many proposals they should send before they start reconsidering their approach. It’s important to have realistic expectations and a solid plan for your outreach. Typically, after sending 50 proposals, you should aim for at least 10 views and around 3 to 4 interviews. This is a decent performance ratio, assuming you’re applying in a competitive category.

However, it’s crucial to understand that results can vary based on several factors. If you’re targeting a highly competitive job category, the numbers might be lower, and in less competitive fields, you might see better results.

For example, out of 50 proposals, you should ideally get 10 views, which means clients have at least clicked on your proposal, and then around 3 to 4 interviews, which means you’ve had conversations with the clients.

If your results are worse than this, it’s time to reassess. You may be applying for the wrong types of jobs, targeting jobs at the wrong times, or struggling with your proposal quality. A good next step would be to reflect on the messages you’re sending to clients and how you’re closing the deal after they reach out to you.

How to Build a Portfolio Without Doing Free work?

Building a strong portfolio is critical to establishing credibility on Upwork, but many freelancers wonder how they can do so without offering free work. While it’s never advisable to do free work on Upwork (this can lead to undervaluing your skills), there are other ways to build your portfolio.

One of the best strategies is to do free work outside of Upwork. This can help you build relationships and improve your skills without compromising your value on the platform. For example, if someone in your network asks for your help, offering your services for free outside of Upwork can help you build portfolio pieces you can later showcase.

When you bring these portfolio pieces to Upwork, you can present them to potential clients as evidence of your capabilities. Additionally, when you’re new to Upwork and trying to build a reputation, consider offering a discount to your first clients. The key here is to frame it as a special offer or promotional deal, not a massive discount that undervalues your work.

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How To Craft an Attractive Offer to New Clients?

When you’re new on Upwork, clients may be hesitant to hire you because you don’t yet have a proven track record on the platform. One effective way to get your foot in the door is to offer something extra without significantly lowering your price.

For instance, if a client is looking for a web design service that costs $2000, you could offer a discount or add extra services (like free maintenance or social media integration) to make your offer more appealing.

You could also offer a smaller discount, such as $1500 for the same service, but highlight the added value you bring—like 6 months of free maintenance or additional features that other freelancers might not include.

The key is to position your offer as an attractive deal while still emphasizing the value you bring. This method not only gives clients an incentive to choose you but also helps you gain the experience and portfolio pieces you need to grow on the platform.

How to Improve Proposals That Haven’t Converted Into Offers?

If you’re not converting proposals into offers, it’s important to analyze what might be going wrong. There are several reasons why your proposals may not be working, but understanding the four main possibilities can help you gain clarity and improve your approach.

1. The Client Chose You: This is obviously the desired outcome, and if this happens, you’re on the right track.
2. The Client Chose Someone Else: If this happens, it could be that a competitor presented a more compelling offer. Take a look at the proposal you submitted and see if there are any areas where you could improve, such as more compelling language or a better understanding of the client’s needs.
3. The Client Ghosted You: Sometimes, clients just disappear after an initial conversation. This could be due to various reasons like a personal emergency or changes in their business plans. Unfortunately, this is out of your control.
4. The Client Lost Interest: This happens when the client decides not to move forward with the project for reasons that may not be clear to you. However, by continually improving your proposals and how you present yourself, you can increase your chances of keeping their interest.

Reflecting on these outcomes can help you better understand why you’re not getting offers and give you a clearer idea of how to adjust your approach for future proposals. Keep an eye on what competitors are doing and continually refine your messaging to make your proposals stand out.

How to Handle Proposals on Upwork: Maximizing Opportunities and Avoiding Mistakes?

As you navigate the Upwork platform, one key takeaway is that persistence and strategic follow-up can make a difference in securing the right job. It’s not uncommon to face rejection, or to apply to positions that end up being closed or withdrawn. However, understanding how to manage your proposals and learn from each step can significantly improve your chances.

Reapplying to Closed or Withdrawn Jobs

Sometimes, the ideal job you apply for may be closed without any feedback, or you might have withdrawn your proposal out of frustration. Don’t be discouraged! You can still revisit these situations. By going into your archived proposals, you can examine past job postings and the status of your application.

If you find that the job was closed because the client ghosted you or chose another candidate, there may still be a chance to reconnect. Look for reviews from the new hire. If the client left a positive review, this could be a clue that they’re satisfied and might be open to future collaboration. Moreover, checking out other available jobs by the same client can help you tailor your proposal better and perhaps secure another opportunity.

This strategy doesn’t work for every job, but it can be worth trying if you come across an offer that truly interests you. Keep in mind that you don’t want to waste time constantly revisiting every old proposal—focus only on those that offer significant potential.

Leveraging Big Clients for Career Growth

In the competitive world of freelancing, landing a job with a well-established client can open many doors. One example is Crowdbotics, a prominent client on Upwork that used to spend millions hiring freelancers. Companies like these are considered “enterprise clients,” and being hired by them often sets a freelancer up for long-term success.

Enterprise clients are typically more stable, with high-volume projects and recurring work. They often provide you with a solid portfolio that can act as a launching pad for further freelance opportunities. While these clients may no longer be as active on Upwork, there are still similar high-profile clients that freelancers should seek to work with.

Common Proposal Mistakes to Avoid

When you’re starting as a freelancer on Upwork, you might make a few mistakes with your proposals. These can range from not considering the client’s activity level or budget to overlooking the client’s history and reviews. These factors are crucial in ensuring that your proposal gets the attention it deserves.

For instance, not paying attention to how many freelancers have already applied to a job can mean that your proposal gets lost in the shuffle. Additionally, failing to check the client’s payment history and whether they are verified can result in wasted effort if the client is unreliable.

As competition grows for freelance jobs—especially in fields like software development—such details become even more important. It’s not just about writing a great proposal, but also about choosing the right jobs to apply for in the first place. Half the battle lies in effective job search strategies, ensuring that your proposal is seen by the right people.

Proposal Length: Finding the Right Balance

When writing a proposal, it’s important to strike a balance in terms of length. Writing proposals that are too short or too long can both be detrimental. Short proposals might lack the necessary details to convince the client, while lengthy ones—especially those generated by AI tools like GPT—may come across as too wordy or impersonal.

Aim for a proposal that includes a concise hook, a brief mention of relevant experience, a reference to a portfolio, and a clear call to action (CTA). Keeping the proposal between three to five paragraphs is ideal. The quality of your proposal matters, but so does the way it’s presented. Clients often skim through many proposals, so yours should stand out by being clear and to the point.

Hourly vs Fixed-Price Projects as a Beginner Freelancer?

A common dilemma for new freelancers is whether to choose hourly or fixed-price contracts. For beginners, fixed-price contracts are usually the better option, as they provide clear expectations and deliverables. If you choose a fixed-price contract, it’s essential to break the project into manageable milestones. This not only helps ensure that the client is satisfied with your progress, but it also secures your payment.

A common approach is to divide the project into at least three milestones:

1. Kick-off milestone: 10-20% of the project price, covering the initial phase of the work.
2. Mid-project milestone: A significant phase, often around 40%, once you’ve made substantial progress.
3. Final milestone: The remaining payment after project completion, which should ideally be your profit.

This approach ensures that you receive payment for your time and labor early in the process, protecting you against potential disputes later on.

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Tips for Hourly Contracts

While fixed-price contracts are often preferred, hourly contracts can also be an option for shorter engagements. However, the key challenge with hourly contracts is the temptation to log hours inefficiently, especially as an expert freelancer. You might find yourself penalized for your efficiency, as clients may prefer a fixed price for faster delivery.

To avoid this, it’s recommended to keep your hourly engagements short—ideally under 20 hours. For larger projects, consider transitioning to a fixed-price model once the client is comfortable with your work. This allows you to define a clear scope and avoid the inefficiencies of time tracking, which can hinder your productivity in the long run.

Dealing with Difficult Clients

Every freelancer has experienced the challenge of working with a client who turns out to be difficult. After agreeing on a project, you might find that the client is uncommunicative or unprofessional. If you encounter such a situation, you have a few options:

• Refund and exit: If the project feels unmanageable or toxic, you can choose to refund the client and part ways. This is often the best decision if the working relationship is strained.
• Communication is key: Make sure to clearly communicate expectations at the outset of the project. If something doesn’t feel right, it’s better to address issues early on rather than waiting for them to escalate.

Freelancing is all about managing your time and energy effectively. If a client is making your work difficult, it’s better to cut ties early rather than continuing in an unhealthy working relationship.

As a freelancer, navigating the world of client relationships can sometimes be challenging. While many clients are easy to work with, others can make the experience more complicated, especially if they start showing signs of difficult behavior. In this section, we’ll discuss strategies to manage these situations and avoid negative consequences, including how to deal with clients who might not be the right fit and how to protect your reputation.

What to Do When You Realize the Job Isn’t a Good Fit?

Sometimes, despite initial good intentions, you may realize midway through a project that the client is not a good match. This could be due to communication issues, unrealistic expectations, or simply a poor fit with their team or business culture. In these situations, it’s crucial to act swiftly to protect yourself and your reputation.

The first step is to consider the possibility of ending the contract. If you find yourself in a position where continuing the project is unfeasible, here’s what you should do:

1. Take a Screenshot: Before making any decisions, ensure you have documentation of any issues. Take screenshots of any communication or behavior that could serve as proof if the situation escalates later.
2. Communicate Professionally: Let the client know your decision. You might say, “After working with you for a couple of days, I’ve found that we’re not a good fit. I’m going to close the contract, and I hope you find someone better suited to your needs.”
3. Refund the Client: If you’ve already completed some work, offer a refund to ensure you part ways amicably. This helps prevent any negative reviews or dissatisfaction.
4. Close the Contract: Once you’ve communicated the issue and processed the refund, proceed to close the contract on Upwork. This should help you avoid any further complications.

By acting quickly and professionally, you can close the contract without a negative review, keeping your profile intact. In some cases, the Upwork system may allow you to leave a review for the client, which can further help protect you from being unfairly criticized.

Handling Reviews and the Importance of Knowledge Transfer

In some situations, the client might change personnel or even management, leading to a shift in the project dynamics. This can be difficult, especially if you’ve been working well with the previous team. If things take a turn for the worse after a client transition, there are steps you can take to handle the situation and ensure that you leave on good terms.

Requesting Reviews Every 30 Days

One important tactic to manage reviews and ensure you leave a positive footprint on Upwork is to request feedback regularly. After every 30 days of successful work, ask the client to leave a review. This not only gives you the chance to earn positive reviews over time but also acts as a buffer in case the relationship sours later. Here’s how you can implement this strategy:

• First Review Request: After a month of working with the client, politely ask for a review. If the project is going well, the client will likely give you a five-star rating.
• Subsequent Review Requests: Continue this process every 30 days to build a steady stream of positive reviews.

This approach helps create a buffer for you if things go downhill after several months of work, ensuring that negative reviews do not affect your profile.

Closing the Contract With a Knowledge Transfer

When the client situation deteriorates, or if you need to exit a project, one key strategy is to offer knowledge transfer to a new freelancer who will take over. This step is essential in maintaining goodwill with the client, especially if the transition is sudden.

• Offer Help: When notifying the client of your decision to close the contract, you can say, “I will help with knowledge transfer to your new team member, but I’m closing the contract because we are not a good fit.”
• Leverage Knowledge Transfer to Your Advantage: You can ensure the client understands that you will not proceed with the knowledge transfer unless you receive a fair review. This subtle negotiation tactic helps prevent the client from leaving a negative review, as they need your cooperation to bring the new freelancer up to speed.

By offering knowledge transfer, you position yourself as a professional who is committed to helping the client through the transition, even as you exit the project.

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Handling Milestone Projects and Payment Structures

Freelancers often face the decision of whether to choose hourly or fixed-price contracts, especially when working with new clients. Each type of contract has its pros and cons, and understanding how to manage them effectively can help you get paid fairly and avoid potential pitfalls.

Fixed Price Contracts and Milestones

For fixed-price contracts, the best practice is to break the project into multiple milestones. This way, you can ensure that your work is compensated progressively, and you avoid working too long without payment.

• Divide the Project: For a fixed-price contract, divide the project into at least three milestones:
  • Kickoff: The initial milestone should cover the project’s startup costs, typically 10-20% of the total fee.
  • Main Milestone: The second milestone should be the bulk of the project, usually about 40% of the total fee.
  • Final Milestone: The remaining 40% should be delivered upon project completion.

By structuring the payment this way, you ensure that the first two milestones cover your costs and the final milestone provides your profit.

Hourly Contracts and Their Challenges

On hourly contracts, the challenge lies in the fact that your hourly rate may not reflect the value you’re providing, especially if you’re highly skilled. The key here is to be upfront with your clients about your work style and preferences.

• Transition to Fixed Price: Initially, you might accept hourly work, but once the client is satisfied with your skills, it’s essential to transition to fixed-price contracts. Explain that hourly contracts, though effective in the beginning, aren’t ideal for long-term engagements because they can penalize you for being efficient.
• Set Expectations: Clarify to clients that you work more efficiently than others, so if they want faster results, they should opt for a fixed-price contract. This ensures that you’re not overworked or underpaid.

Why Fixed-Price Contracts are Often Better for Freelancers

Once you’ve established yourself as a skilled freelancer, the goal should be to work with fixed-price contracts. These allow you to define the scope of work and deliverables more clearly, avoiding the drudgery of logging hours and constantly justifying your time. They also ensure that you get paid what you’re worth, rather than having your earnings tied to hours worked.

When ending a working relationship with a client, especially on Upwork, it’s essential to leave on a good note, regardless of the challenges faced during the project. This is not just a best practice; it’s a vital step in protecting your reputation and ensuring that you don’t burn bridges. Even if the working relationship didn’t go as planned, always aim to close contracts professionally and respectfully.

The Importance of Knowledge Transfer

One of the most effective ways to end a project on a positive note is by offering to help with knowledge transfer to the next freelancer or team member. This approach shows that you care about the client’s success, even if you can no longer continue working on the project.

By providing this transition support, you can avoid leaving the client in a difficult position, and more importantly, you prevent them from feeling frustrated or neglected. Knowledge transfer usually takes 2-3 weeks, and during this period, the review window for the project will expire, making it impossible for the client to leave a negative review. This tactic not only ensures that you maintain a professional relationship but also protects your ratings and feedback.

Handling Negative Reviews

What happens if the client refuses your offer for knowledge transfer and opts to leave a bad review instead? While a 1-star review is always possible, it’s important to remember that most clients are not likely to leave such harsh feedback. In fact, most reviews tend to be higher than that, with a minimum of 3 stars being common.

If you’ve already accumulated 3-5-star reviews over time from that same client, even a 1-star review won’t significantly affect your overall rating. Typically, reviews are averaged out, and with multiple 5-star reviews in your profile, your rating will remain high.

Even if the client does leave a low rating, it’s not the end of the world. Your reputation on Upwork is shaped by multiple factors, and one negative review won’t overshadow all the positive feedback you’ve built.

The Power of Consistent Reviews

Upwork allows you to request reviews after every 30 days of work. This is an invaluable tool, especially for freelancers in long-term relationships with clients. By requesting reviews consistently, you can build up a series of positive ratings, which helps strengthen your profile and credibility.

If a client questions why you’re asking for reviews regularly, you can explain that you’re aiming for transparency and feedback on your work performance. Let them know that these reviews help you track progress and maintain a high standard of service. Being open about this process often builds trust with clients and further promotes a positive relationship.

Additionally, if the client is willing, encourage them to leave detailed reviews with relevant keywords. This is especially important for those in highly competitive fields, as well-crafted testimonials can increase your visibility and attractiveness to future clients.

Developing Key Qualities for Success on Upwork

For beginners looking to stand out on Upwork, there are a few essential strategies to implement that will set you apart from the competition. While basic skills and experience are important, the qualities that truly make a freelancer shine go beyond just completing tasks.

Portfolio Is Key

Your portfolio is your most valuable asset on Upwork. A well-crafted portfolio is not simply a collection of screenshots or project descriptions; it’s a comprehensive showcase of your skills, process, and results. Potential clients need to understand not just what you’ve done, but how you approach problems, how you solve them, and the tangible outcomes of your work.

Focus on explaining your projects in detail—especially the process behind each one. For example, break down your approach to a project and highlight the challenges you faced and how you overcame them. This demonstrates your problem-solving ability and expertise, both of which are highly valued by clients.

Make sure to tailor your portfolio to your target market, ensuring that it speaks directly to the type of clients you want to attract. A well-thought-out portfolio can often be the deciding factor in landing a job over other freelancers.

Taking Projects You’re Not 100% Sure About

It’s common for freelancers to come across projects that they’re not entirely confident they can complete. In these situations, the key is to assess both the project’s scope and your own capabilities carefully.

If you’re considering a project but aren’t 100% sure you can deliver, ask yourself:

1. How big is the project? If it’s a short-term project with a tight deadline, it’s better to pass on it unless you’re completely certain you can meet the client’s expectations. A $250 project with a 2-week deadline might be too much to handle if you’re not fully prepared.
2. What is the budget and duration? Larger, longer-term projects give you more room to maneuver. If you’re unsure about some aspects of a development project, for example, you can allocate time for research and experimentation. In this case, the longer duration allows you to factor in the necessary time to resolve uncertainties.
3. Can you seek help? For more complex projects, such as a $10,000 contract, consider bringing in an expert for consultation on parts of the project you’re not familiar with. Many times, it’s more cost-effective to collaborate with a specialist rather than risk delivering subpar work.

Don’t Take Short-Term, Low-Budget Projects

While it may be tempting to take on a smaller project, be cautious if the timeline is tight or the budget is too low. These types of projects rarely give you the flexibility to learn or experiment, which means you might end up delivering work that’s below your usual standard. In the worst case, you risk harming both your reputation and the client’s experience.

Instead, prioritize projects that align with your skills and expertise, and that offer you the room to deliver your best work.

Conclusion

The motive behind this post was to answer some of the most asked questions among the local freelancing community specifically by those who are just starting out. If you’re not a big reader, Here is a TLDR version of most of what has been said above:

1. Spend extra effort and time searching and evaluating jobs before applying
2. Constantly reassess and improve your proposals 
3. Build a strong portfolio to show for
4. Offer something extra to secure a client on highly competitive jobs
5. Prioritize Fixed-Price projects over hourly projects when starting out
6. Always divide Fixed-Price projects to at least 3 milestones and set clear deliverables for such projects 
7. The first two milestones of a Fixed-Price project should cover all of your costs. The third should be your profit
8. Maintain constant and clear communication when dealing with difficult clients
9. Use the reviews feature wisely to close an unfit job while having your profile unaffected by negative reviews
10. Don’t take short-term low budget projects when you need additional time for learning or experimentation related to that project

To conclude, Freelancing on platforms like Upwork can be really rewarding esp in a country like ours and be your chance to escape that 9-5 you don’t enjoy, but success at Upwork requires a strategic approach all the way from Job selection, Proposal writing to Client and Project management. 

I hope the insights I shared from my experience would help newer freelancers make their way at Upwork.

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