Advice needed (for freelancing)

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Rachel1

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Hi everyone! (Have posted this in SB but think relevant here too). Am leaving my office job next Fri so only have a short amount of time before I go back into full time dressage training. I'll be working/training in the mornings with Anna and then have the afternoons free to freelance which is where I'll be making my income from.
So am just getting everything organised and wondered if anyone can think of anything I have missed from the list below, or anything that would help me- or any advice from anyone who is/has been freelance!
These are the things I have so far:
Register as self-employed
Insurance (for schooling and instructing - imagine it would be cheaper if I was only insured for flatwork and not jumping?)
Invoice book
Business cards (already sorted thanks to katieJaye who got them done for me as a suprise!)
Decent sized diary to write appointments in
And in the long term I think it would be useful to set up a website/blog?

I was considering finishing off my BHS exams as don't have my complete AI but to be honest I don't think this is very relevant to people that are specifically interested in dressage instruction or someone to train their horse for dressage? Am thinking of doing my bronze medallion in Germany insetad? And I get most of my work through word of mouth, how do you chose a rider/instructor?

Thanks for reading and any advice gratefully received! xx
 
How exciting!!!

I don't think you can be insured just for flatwork - at least I wasn't able to find such an option.....

If you can do your German FN exams then definitely do so, they would be highly valued by people over here.

Definitely set up a website if you can.

Have a really good financial reconciling system on your computer and make sure you record everything at the end of each day.
 
OH has his insurance with SEIB who have been really helpful in the past and gave excellent advice when he started out.

Keep on top of your accounts and its worth investing in a good accountant pref someone horsey as they will have a much better idea of your expenses.

Start keeping receipts for things like fuel, food, equipment etc as all of these can be claimed back.

An answerphone is a must so people can leave messages.

OH has never had to advertise as it has all spread through word of mouth but it would be worth contacting PC/RC and offering to do clinics and or demos which is a great way to attract more clients and showcase your talents.

Good Luck and very jealous
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Ah thanks both of you, that's all really good advice.

SEIB are first on my list to contact and going to look into getting a laptop and program to help with the financial reconcilling etc, have heard Cashbook is quite good

Thanks again x
 
I had insurance through Shearwater, I can't remember if they asked specifically if I was teaching jumping/xc, but I know they asked about where I'd be teaching and if on my own horses etc. I don't know if a website should be your top priority, word of mouth is best, I never didn't go to someone because they didn't have a website if you see what I mean!
 
Thanks I'm going to phone a few insurance companies and see what the different policies cover, I've heard v good things about SEIB. Guess I just have to be as accurate as possible so that I know I have the right cover!
Yeah I know what you mean about the website, that would be a longer term thing but think it would be useful for people to check me out if they had heard through word of mouth and a good way to advertise myself but agree that would be unlikely to get clients specifically because of it.
Thanks x
 
guess shearwater aren't in Patchetts' good books anyway atm
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. good luck!

Oh, another thought, have you or someone you teach won something recently? Just thinking you should write yourself a bit of editorial and send it off to C&T Rider under the guise of news...........
 
I use Shearwater also
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Rach, I only have part of Stage 3 and although did the training of AI I agree, the ppl you will be teaching wont really mind.

The ppl I teach have all been through word of mouth. Over the summer I was quite busy and built up a nice little group of ppl.

Obviously you are specialising in dressage, but who do you teach best? I like to help ppl who have been through a bit of a confidence crisis, mainly because having been their myself I feel I understand how they feel and work through it accordingly.

We have a girl at our yard who specialises in teaching kids, shes excellent at it.

Its always something to put on the website, pupils achievements, what youve done, achieved and any press snippets
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T_E that's a v good idea about writing to C&T etc with 'news'!
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Thanks V think that's a really good point to specialise in some way (I would prob say my strengths are helping the rider with their position/balance first and foremost and helping people with tense/nervous horses) and definitely something to include on my website - and I can put some clippings from the Horse Mag thing I did as well as H&H mentions.

Ooh I'm getting all excited now! Now I know what my wkend plans are apart form the usual riding... putting all the above into action!
 
How very exciting!! I am so jealous! If I was any good at Riding or Teaching I'd give up the office job in a flash!!!

One essential piece of kit my trainer always has is her little dog!! Keeps her company on long car journeys and always good for a cuddle after a cold lesson! (also good for distracting annoying 'watchers' as well he he)

I guess on a more practical note a contact/address book is a must have in addition to your diary to write all of your pupils details in (and keep it in the glove box incase you ever get stuck and need to contact them at the last moment)..... Guess this could be written in the diary but imagine if you lost it!
 
That is an excellent idea and one I hadn't thought of at all, off I got to an address/phone book just for clients
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... and I don't think I can afford a little dog just yet but Anna has just bought a puppy so I may try and steal him sometimes hehe.
x
 
Hi, I have been freelance now for over 30 years, lovely way to earn a living if you can cope with the cold.
Insurance a must.
Accountant a must.
Keep books up to date put time aside every week to do them.
Get in the habit of getting reciepts for everything.
Remember you can claim your clothing on your expenses as well as your car.
It might be worth splitting your charges to lesson cost and travel cost to save on some tax.
Keep a good diary. Make sure you have mobiles of who you are travelling to in case you are held up so that they are not riding round waiting for you.
Get medical history of clients and make sure you have an emergency number, this is not their mobile as this is not much use if they are knocked out you need a number of the person to contact in case of an emergency.
Dont be late this really pi**es people off and if you are let them know as early as possible.
Do your first aid certificate and keep it up to date.
Do not answer your mobile phone while teaching.
Keep a huge amount of clothes in your car to change into every time you get wet plus lots of waterproof clothes.
If you want to do a website let me know the chap that did mine was very reasonable and really good.
Be prepared initially to teach at what ever time you are wanted until you get well known and can become a little more choosey.
I used to teach at any time of the day or evening sometimes with 2 hours between lessons where I would have to sit in car to pass the time so that i had enought to earn a living, now 30 years later I dont teach after 5.00 pm and turn away 3 or 4 people a week if they cant fit in with me but it has taken a long time to get here.
Good luck, keep calm and dont panic on the bad weeks or when frozen ground stops play just make sure that you put some money aside on the good weeks to get you through the bad ones.
If you want to ask anything else pm me.
 
Some great advice there ddd, I have been freelancing for the past year, I am insured with SEIB but hope to go on the register when I have done my first aid next week as it's much cheaper for insurance!

It does take time to build up, especially if like me you are limited for time (I have to fit around 20 month old child!).

I did do some market research though and found a lot of trainers charge from £25ph, but a lot of people struggle to pay this regularly so I keep my rate at £20 but don't travel so far so I can keep y rate down. Also if I'm at the yard already I will teach for £10 for 1/2 hour and a lot of people like this as it's much more affordable.
 
ddd has covered all the high points (that's the voice of experience talking!) but I'd add/underline a couple more.

First, I'd stress again keeping the money organised. Horse people are SO bad at money!:) A good accountant will not only keep you from potentially getting you in trouble but they can save you a lot in the long run. I had someone new look over my accounts and taxes for the last year before I closed my business in Canada, just to avoid any future surprises, and he redid a couple of years and actually got me money back! The biggest danger is people giving you cash and then spending it again - make sure you always make a note when people pay.

If I am going to ride a horse regularly (i.e. not one I have exclusively in training or only ride once and awhile with the owner there) I keep a small book with the horse. I write in everything pertinent - what I did each ride, money changing hands, anything I noticed or experienced - and if possible try to get the owner to add in as well. (They usually think it's a bit silly at first and then get right into it.) That way everyone knows what's going on even if we don't speak for a day or two. If it works better for the owner I might do it by text or email, although I prefer to do it when it's fresh in my mind. I prefer to work with horses in their home environments, though, am often coming during the day when the owner can't be there, and am usually doing quite tricky work which I like to explain thoroughly, so this might not be as pertinent for your business.

To the clothes advice, I'd add sort out "emergency food" and make sure you're eating properly during the day, even if it means keeping a few meal bars or similar in the car. It's really easy to let your blood sugar drop and end up doing bad work because of it, not to mention that it makes you more susceptible to getting cold, tired and sick. Remember, when you're self-employed YOU are your product so it's false economy to not look after yourself.

I'd also say spend money on good clothes and footwear, especially in winter. It's hard to work well when you're freezing.

Make sure your vehicle is reliable, too. I've seen more than one freelance instructor fail because he/she had to contend with regular breakdowns or unexpected car expenses.

Being self-employed is often about saying yes first and then figuring out how to get it all done - that's part of paying your dues and building any business. BUT learn when/how to say "no". First off, don't say yes to things you don't think you can do well. The few times I've really had things go wrong it was because I was doing something I really didn't want to do/think I could do well. And you have to manage your time, both for your business and your longevity.

One of the most helpful periods for me was doing what was effectively contract riding and management for a very successful trainer with a huge, varied business. She made it clear I was a commodity and she expected me to a) keep myself safe and b) be available when she needed me, not off doing useless things for no money. She herself worked very hard but also very smart and made sure everything she did, at the end of the day, was good for her and the business.

A bit harsh, perhaps, but don't forget just because it's horses doesn't mean it's not a business.

While I worked for her a friend of mine who was freelancing teaching for us and I decided to take one evening off teaching/riding/horse stuff a week and go to a movie. It doesn't sound like much but we were both so used to saying yes we were working 7 days a week and excusing it by saying that's what needed to be done. Best decision ever. Yes, clients grumbled at first but they soon got used to it and were MORE respectful, not because we were unavailable or didn't accommodate them, but because we started treating our time as worth something. We also found we got as much done and were far better off for having an organised period of "time off". (I also once nodded off on a cantering horse, riding at 10 at night . . . I really don't think I was doing my best work for that owner, do you?)

It also helps to learn how to say "no". So often people don't until they're completely over extended/exhausted and then it often doesn't go well and doors end up closed for good. Much better to say, "I can't right now but I could at x time or if this can be arranged". Again, organisation and planning and respect for customers but also respect for yourself and your skills. There are ways to project yourself as "worth having" that aren't bigheaded and benefit everyone in the long run.

Again, most of the time you have to say "yes". That's the game. Expect to teach/ride when you are sore, cold, sick, tired and otherwise really wanting to go home, with a smile on your face. It's hard work. But there will be lots of moments with horses and people when it's absolutely worth it!! Have fun!
 
I've never taught anyone riding so can't add anything to the really interesting advice so far, but from a student's perspective I like to look up a potential trainer's record (BD as this is what I am interested in) so any info on that if you get your website going could come in handy and I prefer someone who is friendly and remembers a few details about my horse and what we worked on last time (or at least pretends to!).

Good luck!
 
Thanks SO much guys, some really really great advcie on here, you've all been so helpful! I'm making a note of everything! And Booboos interesting to hear from a potential client's perspective, I agree that BD record is important as well as remembering the little details about people and their horses.
Tarrsteps - know what you mean about working hours, at the moment I've been doing it outside of my office job so riding/teaching every evening until 10.30pm and then wkends from 9am-5pm so when I am doing horses full time I'm planning to give myself one half day where I can totally relax and catch up on me time and I will still be able to fit in more than I am at the moment.
Burtie you just reminded me tha I need to get my first aid certificate organised!
ddd will pm you about the website!
 
OOh how exciting Rach.....im sure you will do brilliantly
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I may have a few people who would be interested if you want?? You'll have to let me know how much you'll be charging...

You never know i may actually be riding at some point and need lessons lol..or maybe training a little foaling in the long term
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From a client's perspective:

1. I want to know your results and see pics of you riding because there are some people who I would not have lessons with because despite their results I do not like their style of riding. Website does help with this - and it means you can a)put up that you are training with Anna and b)put your prices on there.

2. I HATE it when people answer their mobile during lessons - don't do it, I am paying for your time. Preferably switch it off!

3. Invest in decent handsfree so you are 'getholdable of' in that you are not always riding or teaching, so people can speak to you. Plus, return calls within 24 hrs if you can - I hate it when people don't get back to me, even if it is just a quick text to say when they will ring me.

4. Do not book lessons back-to-back - add in say a 10 mins break so you can go to the loo, have a drink and this gives you a buffer so if you need to spend an extra five mins working through an issue with someone you can do it without being late for your next lesson.

5. Don't clock-watch - yes, run to time, but be prepared to either say 'that's a good note to finish on, are you happy to stop there' and finish 10 mins early or to run on for 10 mins to solve a problem. I have more respect for trainers who do that than those who are bang on time every time but who either push the horse on when it isn't needed or don't help me work through a problem that with 10 mins could be solved. I would never go more than 10 mins either way though. Explain this policy to people when they book so they understand you teach for 'approx X time' - then they are not clock watching either.

6. Don't underestimate how long it takes to get places....that will make you late! (I drive a lot for work, this was a hard lesson...). Check HA and AA websites every few days to look for roadworks (Council websites have this on too) and read signs on the roads so you are not suddenly shocked by roadworks!

7. It might be worth asking Anna if she will refer people on to you - I imagine that she probably gets calls from people who can't afford her, see if she will refer them to you as her dressage apprentice?

8. Price-wise, if you are £20 I would probably be able to have 2 lessons a month with you, if you are £40 I expect you to be flipping amazing and can only have 1 a month. The amount you earn is the same (give or take a bit of travel) but in the first case my expectations are lower and if I am having a lean month I will still have one lesson, whereas if you are more expensive, one slightly duff lesson and I'd be looking around, and a lean month means the lesson goes entirely.

9. If clients are late, make it clear that you can't hang about for them as you have other lessons. Don't get into the habit of allowing them to be late and pushing your day back, just politely tell them that you'll have to cut the lesson short. On the flip side it means you can't be late either! Its the repeat offenders you need to watch here - and I think it's acceptable to not drop the price - after all they booked you from x-x and if they weren't there, you still were and your time is valuable. Ditto cancellations - they must give you reasonable notice (unless it's a 'got it in from the field and it was lame' scenario), otherwise you charge anyway, ditto no-shows. Just tell people you expect X hrs notice of cancellation otherwise you need to charge them a cancellation fee payable at the next lesson, and that this is at your discretion. I'd expect to still pay if I gave less than 24hrs notice - dentists do it after all!

God, that's loads, probably most of it unhelpful, but there we go!
 
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OOh how exciting Rach.....im sure you will do brilliantly
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I may have a few people who would be interested if you want?? You'll have to let me know how much you'll be charging...

You never know i may actually be riding at some point and need lessons lol..or maybe training a little foaling in the long term
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Thanks Bex will pm you! xx
 
Thanks Spotted Cat, good to hear from your point of view and have to say i definitely will not be answering my phone during lessons, I had someone do that to me once, consistently through a 45min lesson which I had paid a lot of money for and of course I have never gone back to them and never recommend them to anyone!
 
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Good Luck Rachel!! Can I just add that I find a blog easier to update than a website but that might just be me! Alison

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Thanks Alison
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... I was considering a blog, going to look into blogs and websites and see what the best way forward is... I may have to start with a blog anyway due to costs and then get a website developed next year. So much to think about but so exciting!
 
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