This is the second month I have had a long-term project. After more than 6 months of working only for myself, planning, and doing my own job, I found myself struggling to adjust my working time.
Common challenges freelancers face with time management
Time management could be a challenge for freelancers. Often, you have to juggle from one task to another. And it seems the list is not enough; you also have to market yourself by creating and crafting content to show your presence online.
It’s so common that I find myself overwhelmed with tasks and subtask lists until I can’t decide which one I should do first.
When I tried to look up my productivity journal to find some solutions I could employ shortly, I also found that, as a freelancer, I also face a big challenge, which is the double-edged sword of flexibility.
As freelancers, we all love the freedom to set our own hours. However, unstructured working hours may lead us to:
1. Inconsistent work hours
I noticed that when there is no set schedule, I might find myself working nights and weekends, making it hard to track time accurately and maintain a healthy routine. I also often question myself. I feel like I've been working for hours, but I end up finishing only a few tasks.
2. Difficulty separating work and personal life
The ability to work from anywhere can blur the lines between my work and personal time. It can lead to burnout and difficulty switching off.
3. Procrastination
The freedom to work whenever can be a recipe for procrastination, especially when there is ongoing drama or anime that attracts my attention there are a lot and for tasks that aren't as exciting as project work.
4. Underestimating project timelines
Tasks that are too difficult or too easy often lead me to procrastinate. It's also easy to underestimate how long a project will take, especially when you think you have a lot of experience on the subject. Just be careful; it can lead you to miss deadlines and stress.
5. Multitasking and getting pulled in different directions
When you want to earn more money, the urge to say yes to all offers may lead you to many hats at a time. Your obligation to market yourself and fear of missing out on opportunities can get you into trouble focusing on one task at a time and getting things done efficiently.
6. Scope creep
Clients may add new requirements or change their minds during a project, which can eat into a freelancer's time and budget.
Time management ideas for freelancers
I have been so in love with productivity so far. My main reason is that I always wonder if there is a way to tackle so many roles at a time. And it happened that my role as a freelancer also led me to the same problem. I read so many books and tried different time management systems to find the best one for my daily life.
And if you think you have the same problem as me, I hope you find my system below helpful.
#1. Building structure from freedom
While the freedom to set your own hours is a major perk of freelancing, it can also be a two sided-coins. Here's how to create structure within your flexibility:
1. Craft a flexible schedule by designing your workweek
I believe you have often heard that there are three main ingredients of productivity; attention, time, and energy. So, when you want to be productive, you should identify your peak productivity times first, are you a morning lark or a night owl?
Here are some ways to find your peak time:
- Log your energy levels: For a couple of days (I suggest a week, however), check every hour if you feel awake and productive, tired, or sluggish. You can use a spreadsheet or map your feelings onto a calendar. If you feel too lazy to create your own map, you can go to productivemoslem.com and download their energy template.
- Take a chronotype quiz: Go to sleepdoctor.com to find your type. This quiz asks you to choose between lions, bears, wolves, and dolphins. Your chronotype is your genetic inclination that determines your biological clock.
After finding your peak time, designate specific blocks in your schedule for focused work sessions on high-priority projects. Schedule time for client calls, marketing efforts, and administrative tasks to avoid scrambling at the last minute. Remember, flexibility is key; leave room for unexpected tasks or appointments, and don't be afraid to adjust your schedule as needed.
2. Prioritize your task
Yes, this is common and old advice, however, there is no other way to tackle your long to-do list, except by prioritizing.
You can use the Eisenhower matrix to categorizes tasks based on urgency and importance.
- Urgent and important tasks go first (think looming deadlines or client calls).
- Less urgent but still important tasks can be scheduled for dedicated time blocks.
- Delegate or reschedule low-priority tasks, and eliminate anything that doesn't contribute to your goals.
By prioritizing ruthlessly, you can focus on the tasks that truly matter and avoid feeling constantly overwhelmed.
While the Eisenhower matrix is often suggested by productivity enthusiasts, you can also opt for the Rule of 3.
The rule is simple: at the beginning of each day, before you start working, decide what three things you want to accomplish by the end of the day. Do the same at the start of every week.
#3. Mastering Your Tasks
Once you've built a structure with a flexible schedule and prioritized ruthlessly, it's time to tackle your tasks with laser focus.
Here's some points you should do:
1. Track your time
Ever feel like the day just disappears? You might be surprised where your time actually goes. Use a time tracking tool like a TimeLogger or simply log your hours spent on different activities for a week.
Knowing yourself is always a key to improvement. Identifying hidden time-sucks allows you to adjust your schedule and workflow for better efficiency. Are you spending too much time checking emails? Block out dedicated times to respond instead of letting them interrupt your focus.
2. Break down big projects
Large, looming projects can feel overwhelming and lead to procrastination. I often use chunking technique to help me deal with big project. Simply break your tasks down into smaller, more manageable chunks with clear deadlines.
This bite-sized approach makes projects less daunting and helps you stay motivated. Plus, ticking off completed tasks provides a sense of accomplishment and keeps you on track.
3. Batching for efficiency
I don’t know about you, but for me, juggling from one responsibility to another often drained my energy so easily.
Even though I have employ time blocking, and prepare myself for the changing, it’s still difficult for me to adjust. And I often end up not finishing my to-do’s. So, I tried the batching technique to deal with my bigger tasks like social media, blog, taking photos, or other administrative tasks. I think batching similar tasks is better for efficiency. For example, dedicate a day for social media, blog, administration, planning and organizing.
If batching is the system I use for my Categorize Tasks, then time blocking is the system I use to work on sub tasks.
Minimizing context switching, allowing you to enter a focused flow state and complete tasks much faster.
4. Conquering distractions and optimizing workflow
Staying focused in today's world of constant notifications and digital temptations can be a challenge. These are my four-weapons to silence the distractions and optimize workflow:
- Mute notification. Yes it is simple but believe me, it is always work
- Leave your phone in another room
- Consider using website blockers or time management apps to limit access to distracting websites during focused work sessions.
- Employ the project management app like Trello, Asana, TickTick, … just choose your preference. Such apps will help you to organize and find clarity. You can create visual boards, assign tasks, set deadlines, and collaborate with clients seamlessly.
The most important tips; taking care of yourself
Being a successful freelancer isn't just about hustling all the time. It's crucial to prioritize your well-being to avoid burnout and maintain peak performance.
I usually use this six-self care to help me maintain my wellbeing.
1. Schedule breaks, whether it is on a daily basis or weekly schedule
2. Build healthy habits for a healthy mind
3. Prioritize a healthy sleep schedule;– aim for 7-8 hours of quality sleep each night
4. Nourish my body with nutritious meals and snacks that keep your energy levels stable
5. Don’t forget to schedule exercise. You don’t have to do it in a long hours but aim for 150 minutes per week. Regular physical activity boosts your mood, reduces stress, and improves cognitive function.
6. Communicate and protect your time to your clients
Wrap up
Though those systems above work well for me, remember, there's no one-size-fits-all solution to time management.
Think of the strategies in this guide as your personal toolbox, packed with tools and techniques you can adapt and personalize to fit your unique work style and needs. Experiment, find what works best for you, and don't be afraid to adjust your approach as needed.
Time management isn't a destination, it's a journey. There will be days when you feel like a productivity rockstar, and others where distractions win. The key is to be kind to yourself, embrace the learning process, and continuously refine your approach.
As you implement these strategies and develop your own time-management habits, you'll be well on your way to becoming a master of your schedule and a champion of productivity.
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