REMOTE FREELANCE SETUP CHECKLIST From SoloStack — solostack.madethis.app/resources/freelance-remote-work =========================================================================== DISCLAIMER: This is a practical reference guide. Prices and product recommendations change over time. Always verify current options and prices before purchasing. =========================================================================== PART 1: HOME OFFICE ESSENTIALS =========================================================================== WHAT ACTUALLY MATTERS (Priority 1 — get these right first) ----------------------------------------------------------- INTERNET (Most important. Fix this before anything else.) [ ] Primary connection: 25+ Mbps minimum for solo work - 50+ Mbps recommended if you do frequent video calls - 100+ Mbps if you transfer large files (video, design assets) [ ] Router placement: centrally located, elevated off the floor - Avoid placing near microwaves, cordless phones, or thick walls - Ethernet > Wi-Fi whenever possible (wired is always more stable) [ ] Backup option: mobile hotspot on a DIFFERENT carrier than home ISP - Dedicated hotspot device preferred over phone tethering - Test your backup BEFORE you need it [ ] Speed test benchmarks: - Video calls (1080p): 3-4 Mbps upload minimum (10+ Mbps recommended) - File transfers (large): 25+ Mbps upload for comfortable experience - Run tests at: fast.com or speedtest.net at different times of day AUDIO (Second most important. Clients can't forgive not hearing you.) [ ] USB microphone (Blue Yeti, Audio-Technica AT2020, or similar) OR a quality USB headset (Jabra Evolve2 series, Plantronics Voyager) [ ] Test your audio BEFORE every client call [ ] If using laptop mic: position 12-18 inches away, no fan noise nearby LIGHTING (Third. You look more credible with good lighting.) [ ] Light source in FRONT of you (not behind) [ ] Options: - Natural daylight from a window facing you: free, excellent - Ring light (12-18 inch): $30-50, immediate improvement - Key light + fill light combo: $80-150, professional-grade result [ ] Avoid: window behind you (silhouette), overhead-only lighting (shadows under eyes) SEATING & ERGONOMICS [ ] Chair with lumbar support — more important than your desk - Minimum: $150 used office chair in good condition - Upgrade: Herman Miller Aeron, Steelcase Leap, Secretlab (used) [ ] Monitor or laptop at eye level - Laptop stand + external keyboard is a $40 ergonomic upgrade - Top of screen should be roughly at eye level or slightly below [ ] Keyboard and mouse separate from laptop (reduces shoulder strain) [ ] Feet flat on floor (or footrest if needed) WHAT'S NICE TO HAVE (Priority 2 — add as income grows) ------------------------------------------------------- DISPLAY [ ] External monitor (24-27 inch, 1080p minimum) - Single large monitor often better than dual monitors for focus [ ] Second monitor if you do side-by-side work (design, coding) [ ] Laptop stand to position screen at correct height PERIPHERALS [ ] Mechanical keyboard (personal preference, durability improvement) [ ] Ergonomic mouse (vertical mice reduce wrist strain for heavy users) [ ] Webcam (Logitech C920 or C922 — significant upgrade over built-in) [ ] Noise-canceling headphones for focus and noisy-environment calls POWER & PROTECTION [ ] UPS (Uninterruptible Power Supply): keeps equipment running through brief power fluctuations; prevents data loss from sudden shutdowns [ ] Surge protector with joule rating of 1000+ for all equipment [ ] External hard drive or NAS for local backup =========================================================================== PART 2: INTERNET BACKUP STRATEGY =========================================================================== THE MINIMUM VIABLE BACKUP SETUP [ ] Mobile hotspot device (or phone with hotspot capability confirmed) [ ] Data plan on DIFFERENT carrier than home internet provider [ ] Know the exact steps to switch your laptop to hotspot before you need them [ ] Test hotspot speed: should be 10+ Mbps for video calls SPEED BENCHMARKS BY USE CASE Video calls (standard quality): 1-2 Mbps up/down Video calls (1080p HD): 5+ Mbps up/down Screen sharing: 3+ Mbps up Large file transfers: 25+ Mbps up (for comfortable experience) Email/Slack/basic tasks: 1 Mbps (almost any connection works) HOW TO HANDLE A DROPPED CONNECTION 1. Immediately message client: "Internet issue on my end — switching to backup now, back in 2 minutes." (Keep template saved.) 2. Switch to hotspot (have it pre-configured) 3. Reconnect to meeting link 4. Follow up after call: "Sorry for the disruption — we lost nothing important. Here's a summary of where we left off." =========================================================================== PART 3: SOFTWARE STACK =========================================================================== COMMUNICATION Slack - Team/client messaging (free tier works for most freelancers) Zoom - Video calls (industry standard; clients expect it) Loom - Async video messages (replaces many meetings; free tier generous) Google Meet - Alternative to Zoom; good if clients are on Google Workspace PROJECT MANAGEMENT Notion - All-in-one workspace for tasks, docs, wikis Asana - Task management with client sharing capability Trello - Simple kanban boards; great for smaller projects Linear - Excellent for tech/dev freelancers FILE STORAGE & SHARING Google Drive - Widely accepted by clients; generous free storage Dropbox - Better folder sync for large files; client-friendly iCloud Drive - Works well if you're in the Apple ecosystem INVOICING & FINANCE SoloStack templates - Done-for-you invoice and proposal templates (solostack.madethis.app/products) Wave - Free invoicing and accounting for freelancers FreshBooks - Paid but polished invoicing with client portal QuickBooks Self-Employed - Good for tracking expenses and taxes TIME TRACKING Toggl Track - Best free option; clean interface Harvest - Good if you invoice by time; client integration Clockify - Free with team features if you collaborate SECURITY Password manager (1Password, Bitwarden [free]) — REQUIRED VPN service (Mullvad, ProtonVPN, NordVPN) — for public Wi-Fi 2FA app (Authy, Google Authenticator) — enable on all accounts =========================================================================== PART 4: SECURITY CHECKLIST =========================================================================== [ ] Password manager installed and all passwords migrated [ ] 2FA enabled on: email, Slack, GitHub, banking, cloud storage, invoicing platform, domain registrar [ ] VPN installed and active on public Wi-Fi (cafés, airports, hotels) [ ] Encrypted hard drive enabled: - Mac: FileVault (System Preferences → Security & Privacy) - Windows: BitLocker (Control Panel → System and Security) [ ] Client NDA or data handling policy in place if handling sensitive data [ ] Automatic backups configured: - Cloud backup (Google Drive, Dropbox, or Backblaze for full drive) - Local external drive backup (Time Machine on Mac; File History on Windows) [ ] Regular backup test: restore one file to confirm backups actually work [ ] Separate browser profile for work (keeps personal browsing separate) [ ] Automatic OS and software updates enabled =========================================================================== PART 5: "WORK FROM ANYWHERE" TRAVEL KIT =========================================================================== COMMUNICATIONS [ ] Mobile hotspot (dedicated device preferred) [ ] Local SIM card strategy: research options for destination before travel [ ] Noise-canceling headphones (essential for calls in cafés/airports) POWER [ ] Universal power adapter (check destination plug type) [ ] Multi-port USB-C charger (charges laptop + phone + accessories) [ ] Small portable battery pack (for café work when outlets are scarce) [ ] UPS not needed for travel — hotspot is your power outage backup CONNECTIVITY [ ] USB-C hub with ethernet port (wired internet = more stable video calls) [ ] Travel router (GL.iNet GL-MT300N or similar): turns hotel ethernet into your own secure Wi-Fi network [ ] Extra charging cables (USB-C, Lightning, or whatever your devices need) PRODUCTIVITY [ ] Portable monitor (optional but excellent for long trips — ASUS ZenScreen or similar folds into most laptop bags) [ ] Compact mechanical keyboard (optional — most travelers prefer laptop keyboard) WHAT TO CONFIRM BEFORE DEPARTURE [ ] Internet speed at accommodation (ask host/hotel directly; "reliable" is vague) [ ] Nearest co-working space (backup for bad accommodation Wi-Fi) [ ] Power outlet types at destination [ ] SIM card options on arrival [ ] Client notification sent (see Download #2 for templates) =========================================================================== PART 6: 30-DAY REMOTE OPTIMIZATION PLAN =========================================================================== WEEK 1: SETUP Day 1-2: Install and test all software on the stack above Day 3: Run internet speed tests (morning, afternoon, evening) Day 4: Test backup internet connection end-to-end Day 5: Enable 2FA on all accounts Day 6: Set up cloud backup and test restore Day 7: Organize workspace — deep work zone defined WEEK 2: ROUTINE Day 8: Write your "how I work" document (see Download #2) Day 9: Define your working hours and communicate to current clients Day 10: Set up anchor rituals (start + end of day) Day 11: Create your first ideal week template Day 12: Identify your peak energy hours (morning vs. afternoon) Day 13: Batch all meetings into 2 windows (e.g., Tue/Thu 10-12) Day 14: Review: what friction existed this week? Fix one thing. WEEK 3: CLIENT COMMUNICATION NORMS Day 15: Draft and send "how I work" doc to all active clients Day 16: Set up calendar booking link (Calendly free tier works) Day 17: Configure email signature with response time expectation Day 18: Review all communication channels — consolidate to 2 max per client Day 19: Record first Loom video update for a current project Day 20: Identify which client communication takes the most time — fix it Day 21: Check: are clients contacting you outside agreed hours? Address it. WEEK 4: REVIEW AND ADJUST Day 22: Time audit — track every task in 30-min blocks for 2 days Day 23: Review: what's eating your time that shouldn't be? Day 24: Optimize one workflow with a template or SOP Day 25: Security audit: any accounts still without 2FA? Day 26: Update your work setup based on 4 weeks of real use Day 27: Plan next month — what one upgrade would most improve your setup? Day 28-30: Document your system so it runs even when you're traveling =========================================================================== MORE FREE RESOURCES AT SOLOSTACK: solostack.madethis.app/resources/freelance-remote-work — Full remote guide solostack.madethis.app/resources/freelance-tools — Software stack guide solostack.madethis.app/resources/freelance-productivity — Time management system solostack.madethis.app/products — Done-for-you templates and SOPs ===========================================================================