Most of the members of my talented team here on the website consists primarily of dedicated freelancers. Like me, they juggle multiple demanding jobs while managing this awesome site, and I was genuinely curious about how they effectively manage their precious time and be efficient at what they do. After all, they produce incredible work, finish stuff on time, and never seem exhausted or worn out during our engaging conversations.
I fully recognize that being a freelancer can be a fantastic and fulfilling experience. I truly have an exceptional and diverse team. However, I also understand that this role comes with a myriad of clients, tasks, and projects. With such a demanding and varied workload, it’s all too easy for time to slip away if they’re not vigilant and organized.
So, I asked my team: How do you manage your time, and what practical tips can you share with me and others to become efficient at what you do? How do you maintain a healthy balance between your personal and professional lives?
They responded candidly, and I compiled their responses to a list of effective time management strategies and efficiency hacks that I believe will be immensely beneficial for other freelancers and for me as well, even though I don’t work in a freelance capacity.
Without further ado, let’s get started!
1. Set Boundaries
Setting clear work and life boundaries is essential for both full-time employees and freelancers. This is something my editor practices diligently. Essentially, you need to establish a distinct separation between your personal and professional time. When you’re in one mode, you should say no to anything related to the other.
However, this is not as straightforward as it may seem, especially if you’re working from home. After all, it’s easy for tempting distractions to creep in when you are your own boss and enjoying the comfort of your own space. Without proper boundary setting, a freelancer’s productivity and efficiency can suffer, potentially leading to lost clients.
So, when you’re in work mode, fully commit to that mindset and set your phone to DND. If you’re in personal mode, turn off your email and communications apps. This practice can prevent tasks from either side of the aisle from seeping into one another, allowing you to run a tight ship and maintain focus.
2. Create A Schedule
Setting boundaries and establishing clear work and personal modes for yourself isn’t enough, according to my SEO expert. Without a well-defined schedule, it becomes infinitely difficult to switch between modes. You might find yourself wondering, “When am I actually in one mode and not the other?” A structured schedule makes it easier to set boundaries and effectively manage your time and be efficient.
This is a fundamental and critical step. After all, for many freelancers, one of the greatest perks is the ability to set their own schedules. Statista predicts that over 85 million Americans will be freelancing in just a few years. Therefore, setting and adhering to a schedule is an essential skill for freelancers—there’s no excuse for neglecting this.
If you’re unsure how to start, treat your freelancing gigs like a traditional 9-to-5 job. Begin work at 9 a.m. and end at 5 p.m. During this time, personal matters should take a backseat, allowing you to focus solely on your work. You must commit to this schedule, even if your tasks only take four hours to complete. You can use the remaining hours to upskill.
Once you establish this routine, gradually adapt your schedule. Shift from 9-to-5 to 9-to-4, then to 9-to-3, until you find the perfect balance for your gigs.
Of course, your daily schedule will ultimately depend on the nature of your freelance work and your clients. What matters most is that you leverage your most productive hours, meaning you should set work hours when your energy and focus are at their peak.
Ultimately, this flexible schedule allows you to capitalize on those prime productivity hours, enhancing your overall efficiency and success.
3. Establish A Dedicated Workspace
In addition to setting boundaries around your personal and freelance time, it’s essential to create a physical boundary between your work and personal life. Having a separate area where you “go to work” works wonders for your brain, helping you switch into productivity mode.
While many freelancers choose to work from home for easy access to their personal belongings, my web guy points out that this can be one of the most detrimental factors in managing your time. To combat this, he recommends establishing a home office or a dedicated work area, keeping all personal items outside of it, and ensuring it is enclosed within four walls to minimize distractions.
Your workspace can be as simple as setting up a small desk in the corner of your bedroom or using your kitchen table for a few hours, surrounded by curtains or any other items that create a sense of enclosure. However, this designated work area doesn’t need to be extravagant; it just needs to be free from distractions created by physical barriers.
Having that physical separation helps foster a mental distinction between your work life and personal life, which can be particularly challenging for those working remotely.
When you’re in this designated space, you’re in “work mode.” In this mode, it becomes easier to complete tasks, and when you’re done for the day, you can leave work behind. This clear distinction contributes to a healthier work-life balance, allowing freelancers to manage their time effectively.
4. Take Real Breaks
I’m sure you find it challenging to maintain focus on work after an hour or so. My video editor emphasizes that even when he dedicates hours to a single project each day, he still needs to take breaks at least once every one or two hours. For him, this practice helps curb his tendency to procrastinate and become distracted by personal matters.
This insight rings true. It’s tempting to power through as much work as possible without taking a moment to breathe, but studies show that this approach ultimately decreases your overall output. Stepping away from your computer for short breaks can actually enhance your productivity.
Not only does taking breaks boost brainpower and improve mental health, but regular movement is also essential for staying alert throughout the day.
If you need extra help reminding yourself to step away from the computer, consider trying the Pomodoro method. This technique involves timed sprints of focused work followed by short breaks. This structured approach provides an easy way to incorporate genuine, quick breaks into your work routine, helping you stay refreshed and energized.
5. Using A Standing Desk
While I mentioned that you shouldn’t make your workspace fancy, if you have the opportunity, consider investing in a standing desk. A standing desk can give you better control over your breaks, which is essential for effective time management and better efficiency as a freelancer.
After working for an hour or two standing, you’ll likely feel your legs tiring, prompting you to take a well-deserved break. Our media manager uses one, and it works wonders for her productivity. Plus, there are health benefits to boot!
Research suggests that working at a standing desk can reduce back pain and may even promote healthy weight loss by preventing excess weight gain. Incorporating movement into your workday can also help combat that dreaded afternoon slump, keeping your energy levels up and allowing you to stay focused on your tasks.
Aside from that, when we’re distracted by body aches or negative feelings, our productivity takes a hit. Even if we push through, our output may not be our best work, which can lead to missed deadlines and increased stress. I personally experience this at work, so I often make sure that I give myself a break after standing and walking around the hospital as much as I can.
That said, studies recommend mixing it up by alternating between standing and sitting to alleviate back pain. By incorporating a standing desk into your routine, you can create a more dynamic work environment that encourages regular breaks and movement.
As a freelancer, you have the flexibility to design your workday, so why not optimize your workspace for both productivity and comfort? This small change can lead to better time management and ultimately enhance your overall work performance.
6. Eat The Frog
Now that you’re all set with a schedule and a dedicated workspace separate from your personal space, and you understand the importance of taking breaks, what’s the next step to boost your productivity and efficiency?
The answer lies in learning to prioritize. One effective method for doing this is to “eat the frog.” I’ve been using this approach since I started working, and it’s all about tackling your most dreaded task first, when you have the most energy and motivation. As the day progresses, you can then shift to easier tasks, making it simpler to transition into your personal time.
This system is straightforward. If you’re struggling to grasp it, start by organizing your day based on importance. List your highest-priority item at the very top. Once you conquer that daunting task, the rest of your day will feel significantly lighter and more manageable.
Experts at Northwestern University also recommend completing challenging tasks when your willpower is at its peak, which for many of us is in the morning. However, it’s essential to recognize your own productivity patterns, so take note of when you feel most focused and energized. By aligning your tasks with your natural rhythms, you can maximize your efficiency and make the most of your workday.
7. Automate Repetitive Tasks
Whenever possible, automate your tasks. Consider all the repetitive activities in your daily work: writing similar emails, sending invoices, or managing social media posts for your business. One common pitfall for newcomers in freelancing is handling these tasks manually, as my SEO expert points out.
However, I respectfully disagree with his perspective. While new freelancers can certainly benefit from automation, I believe it’s essential for them to first gain hands-on experience with these tasks. Understanding the workflow before implementing automation can provide valuable insights and skills. That’s just my opinion.
Nonetheless, it’s undeniably advantageous for both freelancers and their clients to complete tasks efficiently. If automation can deliver the same high-quality results, why not embrace it? If AI can handle the tedious aspects of work, it makes sense to utilize it.
However, if you decide to automate, be sure to communicate with your clients about it. Let them know why this approach is beneficial. Personally, I wouldn’t feel comfortable if my team automated everything without informing me, as I would assume they were executing tasks in the traditional manner. I’m fine with minor automations, as long as they don’t compromise the overall quality of the work I expect.
FAQs
And before we end this short guide? It’s a guide I guess? Or list of tips? Anyway, here are some FAQs yuou may want to read!
How to manage time effectively as a freelancer?
In addition to the strategies I’ve already discussed, breaking down larger projects into smaller, more manageable tasks can be incredibly beneficial. Tracking how you spend your time will help you identify opportunities to streamline your workflows or delegate tasks when possible.
How do I organize my day as a freelancer?
A well-organized day for any freelancer relies on structured action. Start your day by tackling your most challenging tasks first. Then, allocate specific hours for various activities. Group similar tasks together, such as answering emails and making phone calls. Don’t forget to take regular breaks—a wonderful perk of being self-employed—to avoid burnout.
Also, remember that your work hours don’t have to mirror anyone else’s. As your own boss, you have the freedom to choose the times of day when you are most productive, whether that’s 6:00 AM or 10:00 PM.
What tools can help me stay organized as a freelancer?
There are numerous tools available to help freelancers stay organized. Project management software like Trello or Asana can help you keep track of tasks and deadlines. Time-tracking apps can assist you in monitoring how you spend your time. Additionally, using a digital calendar can help you schedule your day effectively and ensure you stay on top of appointments and deadlines.
Conclusion
Mastering these efficiency tips for online freelancers can be challenging at first, especially if you’re just starting out. If you’re a seasoned freelancer, you likely already know these strategies, but a little reminder can go a long way. After all, maintaining the discipline to consistently apply these tips can be tough!
Remember, you’re not limited to just these suggestions! Explore additional techniques and experiment to discover what works best for you. The key to success lies in consistency and continuous improvement. Start implementing these strategies today, and watch your freelance career flourish as you become one of the most efficient professionals in your field!
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