7 Tips to Manage Your Time Better as a Freelancer:
How You Can Stay on Top of Your Work and Make the Most of Your Time
Managing time as a freelancer can feel like a constant balancing act—especially when you’re juggling roles like teaching English, writing copy, creating social media content, and mentoring clients. For me, keeping it all together comes down to one thing: my note-taking methods. Whether it’s color-coded pens, checklists, or detailed notes scattered across apps and notebooks, I’ve found that having a system that works for me is essential. These aren’t just tools; they’re my go-to methods for staying organized, on track, and actually excited to tackle my to-do list.
In this post, I’ll share some of my favorite time management techniques and tools that make the day-to-day smoother, more productive, and (let’s be honest) a bit more fun. Plus, if you’re a fellow freelancer offering services, I have a bonus tip on how you can easily track your income and streamline client scheduling!
1. Reminders with Siri
One of the simplest yet most effective tools in my time management toolkit is Siri. Whenever I need a quick reminder—a client call, content deadline, or even taking a breather—I ask Siri to set it up. It feels like having a personal assistant who ensures those little, easy-to-forget tasks don’t slip through the cracks.
I also love to use Siri to set alarms, stopwatches, and countdowns to track or set the time on specific tasks. Don’t forget you can also ask for the meaning of words, get quick translations, and so on!
2. Color-Coded Notepads for Visual Organization
I’m a big fan of visual organization, so color-coding my notes is necessary. Using color helps me see what’s a priority versus what can wait. For example, I’ll mark urgent tasks in red, ongoing projects in blue, and personal notes in green. This simple approach keeps my day structured and makes sorting tasks more manageable. Here are some of the color codes I go by:
Red: Urgent tasks or extra expenses
Orange: Monthly bills or home-related expenses
Brown: Chores
Pink: Self-care (personal time)
Purple: Fun time or hobbies
Green: Invoices or extra income
Black: Fresh errand (last second meeting)
Yellow: Education or Workout
Dark Blue: Tasks for a big client (over 20 hours dedicated to a client per week)
Light Blue: Tasks for a small client (less than 20 hours a week)
This helps me look at my agenda and worry about specific situations without reading all of the text.
3. Weekly and Monthly Physical Agenda for Planning Ahead
My agenda is my go-to for keeping track of everything happening in a given week or month. It helps me avoid getting distracted by app notifications and increases my offline time. It keeps me in tune with my goals and self-care and allows me to track many habits without the extension of toxic connectivity.
The weekly layout lets me prioritize what’s coming up soon, while the monthly overview gives me a sense of my bigger goals and deadlines. It’s a lifesaver for staying proactive, avoiding last-minute rushes, and giving you a break from technology. Plus, writing things down by hand somehow makes them feel more official.
Check out two of my favorite Bando agendas here and here!
4. Using Different Devices for Work and Social Time
Separating work from personal time is vital for balance. I use my laptop for work, my phone for quick checks or social media, and my iPad for brainstorming or reading. By keeping specific devices for each type of activity, I reduce distractions and make sure that when I’m “on the clock,” I’m focused. It’s a small change that makes a big difference.
5. Calendar and Notes Syncing Across All Devices
Syncing my calendar and my notes across devices ensures that I always know where I need to be and what needs to get done. Whether I’m checking my schedule on my phone or updating it on my laptop, having a synced calendar helps me avoid double-booking and keeps everything aligned. It’s beneficial when balancing client calls, personal appointments, hobbies and my freelance commitments.
6. Time Blocking for a Clear Routine
Time blocking is one of my day's most helpful methods for creating structure. I assign specific blocks of time to different activities, like teaching, content creation, or client meetings. This helps me stay focused and ensure I’m dedicating enough time to each part of my business. My routine isn’t rigid, but these blocks create a clear rhythm that keeps me moving forward.
7. Sunday Meal Prep for a Smoother Week
Meal prepping on Sundays has become part of my routine, and it’s a time-saver for my busy weekdays. I save time and mental energy by planning and preparing meals in advance. Plus, having prepped meals keeps me on track with healthier eating, which boosts my productivity. It’s one less thing to worry about each day.
Bonus Tip: Picktime for Service-Based Freelancers
If you’re a freelancer offering services like teaching or consulting, Picktime is a great tool for scheduling and income tracking. I use it for my English teaching classes. With features like client profiles, email reminders, and a booking link, Picktime makes it easy for clients to schedule their appointments, saving me time. Plus, it allows me to track earnings per session, a game-changer for keeping a clear picture of my income.
Effective time management doesn’t happen overnight—it’s about finding what works best for you and making it part of your routine. These tools and techniques help me stay organized, meet my goals, and keep a healthy work-life balance. If you’re a freelancer juggling multiple roles, I encourage you to try a few of these methods and see how they work for you. Time management is about discovering the system that keeps you productive and (most importantly) happy in your work.
Happy time saving! Plan a week that works FOR you!
