Time is money.
This is especially true for freelancers who are often paid by the hour. And when every hour counts, you want to be mindful about how you spend them.
Time management is a highly exploited topic online. There are thousands of time management tips out there, most of them from productivity gurus who promise to transform your work habits. Some of them work, some of them don’t. So how are the tips in this article any different?
Well, these time management tips are specially tailored for freelancers, taken from actual freelancers who have been in the trenches and understand the unique challenges and opportunities that come with freelancing. Unlike generic advice, these tips are practical, tried-and-true strategies that real freelancers use to stay productive and efficient. The amazing freelancers on our team would most definitely agree.
I invite you to give these freelancer time management tips a shot and see how they can make a real difference in your workday.
6 Expert Freelancer Time Management Tips
- Create a schedule and stick to it
- Organize your priorities
- Track your time
- Get rid of as many distractions as possible
- Try out time management techniques that work for you
- Free some time up for yourself
1. Create a schedule and stick to it
This freelancer time management tip is pretty common but I can’t stress how important this is for effective time management.
One of the many perks of freelancing is having more control over your time. But a flexible schedule isn’t always all it’s made out to be. If you don’t manage your schedule properly, work can easily overlap with your personal time.
It’s essential to create a schedule that fits your lifestyle and helps you maintain a healthy work-life balance.
Start by determining your optimal work hours. Consider when you’re most productive and alert—whether that’s early in the morning or late at night. Use these peak times to tackle your most challenging tasks. Once you have your ideal work hours, block out specific times for different types of work, such as deep-focus tasks, administrative duties, and client meetings.
Having a structured schedule doesn’t mean you have to stick to a traditional 9-to-5. The beauty of freelancing is that you can design your workday to suit your needs. Maybe you prefer working in short bursts with frequent breaks, or perhaps you like longer work sessions with a longer break in the middle of the day. Find what works best for you and most importantly, be consistent.
2. Organize your priorities
“Choosing the priority is as important as working on it.” – James Clear
What task you start your day with can set the tone for the rest of your day. Prioritizing effectively ensures that you focus on tasks that have the most significant impact on your work and goals. It’s easy to get caught up in busy work that feels productive but doesn’t actually move the needle.
To truly optimize your productivity, begin each day by identifying the most crucial task that requires your attention. This could be a high-priority client project, a deadline that’s fast approaching, or a complex problem that needs solving. Tackling the most important task first means that even if other, less critical tasks get interrupted, you’ve still made significant progress where it counts.
If you’re juggling multiple projects, as most freelancers do, you want to break down your tasks into manageable chunks. This helps prevent feeling overwhelmed and makes it easier to track progress. Try to list your tasks in order of priority and tackle them one by one, checking off each as you go. This can keep you organized and ensure that your efforts are aligned with your most important goals.
Remember, the key to successful freelancing isn’t just about working hard; it’s about working smart too. By organizing your priorities and focusing on what matters most, you can ensure that you’re making the best use of your time and talents.
When you plan well, you ultimately get the best out of your time.
3. Track your time
You need to know where your time is going if you hope to ever manage it effectively. And the best way to do so is by tracking your time.
There are plenty of good time tracking software out there that can help you get started. These tools can automatically record the time you spend on different tasks, providing detailed reports that show where your hours are going. Some even have features for project tracking, payroll hours tracking, and scheduling.
Review your time logs regularly to identify areas where you can improve. Are there tasks that consistently take longer than expected? Are there periods of the day when you’re most productive? Use this information to adjust your schedule and optimize your workflow.
Tracking your time also helps you set realistic goals and deadlines. When you have a clear picture of how long tasks actually take, you can plan your day more accurately and avoid overcommitting. This not only helps you stay on track but also reduces stress and prevents burnout.
Another huge reason why you should consider tracking your time is for accurate client billing. If you’re a freelancer who charges by the hour, having a precise record of your work ensures transparency and accuracy in your invoices. It allows you to justify your rates and time spent on projects, fostering trust and credibility with your clients.
There’s so much to gain from simply just tracking your time. Given all these upsides, it’s a no-brainer, every freelancer can gain something from tracking their time.
4. Get rid of as many distractions as possible
When working remotely, distractions are a major challenge. Whether it’s kids running around, the lure of social media, or household chores calling your name, it can be tough to stay focused. To maximize your productivity, it’s crucial to minimize these distractions.
A great way to start is by creating a dedicated workspace where you can focus solely on your work. This could be a separate room, a quiet corner, or even a specific spot at the kitchen table. Make sure this space is comfortable and free from non-work-related items that might tempt you. Let those around you know your working hours so they can respect your focus time.
If working from home becomes overwhelming, consider changing your environment. A quiet café or a co-working space can offer a change of scenery and a more professional atmosphere. These spaces can help you stay motivated and focused, providing a clear boundary between work and personal life.
Additionally, implement strategies to manage your digital distractions. Turn off non-essential notifications, use apps that block distracting websites, and set specific times for checking emails and social media. By structuring your day and controlling your environment, you can enhance your concentration and get a ton more done with your time.
5. Try out time management techniques that work for you
There’s no shortage of time management techniques out there. The tricky thing is finding which ones will work for you. This is why I highly suggest experimenting with different techniques to find an approach that works for you.
Some popular time management techniques that you can try out include:
- Pomodoro Technique: Work in focused intervals, typically 25 minutes, followed by a 5-minute break. After four intervals, take a longer break. This method helps you maintain high levels of concentration by breaking work into manageable chunks and giving your brain regular rest periods.
- Time Blocking: Schedule specific blocks of time for different tasks throughout your day. For example, you might set aside 9:00 AM to 11:00 AM for focused work on a project, 11:00 AM to 12:00 PM for a team meeting, and 1:00 PM to 2:00 PM for responding to emails. This method helps you prioritize important tasks, reduce distractions, and ensure that you have dedicated time for high-priority activities.
- Eisenhower Matrix: The Eisenhower Matrix, also known as the Urgent-Important Matrix, helps you prioritize tasks based on their urgency and importance. It divides tasks into four categories: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. By sorting tasks into these categories, you can focus on what truly matters and manage your time more efficiently.
- Getting Things Done (GTD): The Getting Things Done (GTD) method involves five key steps: Capture, where you collect all tasks and ideas into a system; Clarify, where you process these items and decide on actionable steps; Organize, where you sort tasks into categories or projects; Reflect, where you regularly review and adjust your lists; and Engage, where you focus on executing tasks based on their priority. This structured approach helps reduce mental clutter and ensures that you’re consistently working on the most important tasks.
- Two-Minute Rule: If a task will take two minutes or less, do it immediately. This keeps small tasks from piling up and overwhelming you. By quickly addressing these brief tasks, you keep your to-do list manageable and maintain momentum.
The best time management techniques are those that work for you. Everyone’s workflow varies so don’t expect every single time management tip to work. Try out any of these techniques and adjust your approach to your needs.
6. Free some time up for yourself
When your time is directly connected to your income, it’s easy to fall into the trap of constantly working around the clock.
“ The issue becomes when every hour of non-work becomes a negotiation—when I can’t stop mentally calculating how much my free time is costing me.” – Virginia Hogan, Forbes Contributor, Freelancer for over 6 years
The pressure to maximize every minute can lead to overworking and burnout, which can ultimately be counterproductive. While it’s important to stay committed and dedicated as a freelancer, it’s equally crucial to recognize the value of downtime.
You don’t necessarily have to go on vacation every week. I mean if you could, then good for you! But something as simple as going out for a walk, practicing a hobby, or simply relaxing with a good book, can be crucial for recharging your mental and physical energy.
By freeing up some time for yourself, you allow your mind to rest and reset.
Remember, investing in your own well-being is an investment in your success. Freeing up time for yourself ensures that you return to your work with a fresh perspective and renewed energy, ultimately benefiting both you and your clients. It’s a win-win!
Final Thoughts
Freelancing is a dynamic and rewarding career choice that offers flexibility and control over your time. But, with this freedom comes the responsibility of managing your own schedule and workload effectively.
With multiple clients and shifting priorities, it’s easy to feel overwhelmed. To truly thrive as a freelancer, you need to balance this flexibility with strong time management skills. This means creating a structured schedule, setting clear boundaries, and regularly assessing your workload to avoid burnout. By staying organized and focused, you can maximize your productivity and enjoy the many benefits that freelancing has to offer. Hopefully, these freelancer time management tips give you a head start in the right direction. Cheers!
