How To Time Block And Manage Your Time As A Freelancer

Written by: Whitney Huff

Hey there, fellow freelancers! My name is Whitney. I’m a website copywriter and blog writer. I’ve been full-time in my business for 2 years now, but I was freelancing as my side hustle in addition to my corporate job for 2 years. Through the sets of the 2 years, one thing never changed in freelancing, there is a never-ending juggling act of managing our time. 

With deadlines looming, projects piling up, and distractions lurking around every corner, finding a balance can feel like a never-ending journey. I’ve definitely learned along the way, that time blocking and managing your time can be your biggest ally to success in your freelancing journey.

In this article, we’ll cover: 

• What's Time Blocking All About?
• Maximizing Freelancing Productivity With Time Blocking
• Benefits Of Time Blocking For Freelancers Juggling A 9 To 5

What's Time Blocking All About?

Instead of bouncing from task to task like a frenzied pinball or a chicken with your head cut off (Trust me, we’ve all been there!), you carve out dedicated chunks of time for each activity on your to-do list. It's like giving each task its own VIP pass to your schedule, ensuring that nothing gets lost in the shuffle and you can keep up with your priorities. So here’s a step-by-step guide to how to time block your calendar for success as a freelancer:

Step 1: Assess Your Workload

Before diving straight into time blocking your calendar, take a moment to size up your workload. What projects are on your plate? What deadlines are looming large? By getting a clear picture of what's ahead, you can tackle each task with confidence and clarity with no deadline anxiety!

Step 2: Identify Your Core Activities

What are the must-dos that keep your freelance business going? Whether it's client work, marketing efforts, or admin tasks, make sure to give your core activities the spotlight they deserve in your time block schedule. 

Step 3: Create Your Freelancing Time Block Schedule

Let’s get down to business! Here's how to craft your very own time block schedule as a freelancer:

1. Start by locking in those non-negotiable commitments—client meetings, project deadlines, and the works.
2. Next, divvy up your time into dedicated blocks for your core activities. Think of it as curating your playlist of productivity! Sometimes, instead of doing dedicated client time blocks, it’s easier to do alike tasks together. However, if you find yourself lost in a sea of open tabs switching from client to client, it may make more sense to do dedicated client blocks. If you go with dedicated client blocks, be sure to treat your freelancing business as a client to ensure your internal work gets done too. Also pro tip, I suggest having certain days or times for calls. While I love client calls, they definitely interrupt my workflow so I like to just have certain days and times for those so I know they’re coming.
3. Don't forget to sprinkle in some downtime for yourself. After all, we all need a breather now and then.
     

Haley here. Here’s an example of my time blocks. I created different calendars within my Google Account so that each type of time block appears in a different color. And yes, I did create a calendar just for self care!

Do I keep to this schedule and these time blocks every single week? NOPE! But the best part of time blocking is that you can rearrange the blocks as needed, on a weekly or even daily basis. The blocks just give visual structure to your day and week, which helps you stay focused and productive. It can also help you set boundaries with clients if you find your calendar filling up with a lot of useless meetings… LOL. 

Another fun tip? The meeting blocks correspond to my calendar scheduling link. Clients can only book discovery calls or meetings with me during those time blocks, and my availability is automatically updated if I manually add something to my calendar during those times. 

Step 4: Put Your Time Blocking Techniques Into Practice

Now that you've got your schedule locked and loaded, it's time to put it into action!  Here are a few tips to help you stay on track:

1. Harness the power of time blocking apps and tools to keep your schedule running smoothly. Personally, I use Asana for my project management tool to keep up with projects and deadlines, live by my Google calendar for day to day tasks, and use the Pomodoro timer and time tracking in Toggl. 
2. Set some ground rules to keep distractions at bay—whether it's turning off notifications or creating a zen-like workspace, do whatever it takes to stay focused. Do not disturb is my bff. I think my phone may be in DND more often than it is not. Protect your peace, always.
3. Stay flexible! Life happens, and sometimes you need to roll with the punches. Embrace the ebb and flow of your schedule and adjust as needed. Just be sure to work far enough in advance of hard deadlines to be sure that you’re not racing the clock to get things to your clients.
    

💡 Note from Haley: I use RescueTime to block out distractions and track my time. My favorite part? It tracks "focus" work vs. other types of work, which is helpful if you, like me, find yourself drowning in email or online shopping when you should be editing articles. Oops! 

Maximizing Freelancing Productivity With Time Blocking

Now that you have your time blocking plan and have implemented it, let’s optimize for productivity. Here are a few tricks of the trade to help you make the most of your time blocks:

1. Group similar tasks together to minimize context-switching and maximize efficiency when it seems like it fits. For example, I have blog writing days where I complete different clients’ blogs. However, when I am working on a website copy project, I tend to just stay within that project.
2. Set realistic time limits for each block to keep yourself on track and avoid falling down the rabbit hole of endless tinkering. If you think something will take you thirty minutes, block an hour. It’s always better to be ahead than behind. Use the extra time to get more done, grab a snack, or take a walk!
3. Remember to take breaks! Stepping away from your screen for a quick stretch or a breath of fresh air can work wonders for your focus and creativity. I used to feel so guilty for stepping away from my computer (It’s the corporate brainwashing!), but remember this is your business you are in charge of when you want to take breaks, and taking breaks helps so much.

Evaluating And Adjusting Your Time-Blocking Schedule

As with any new strategy, it's essential to give yourself room to grow and evolve. Take stock of what's working and what's not, and don't be afraid to tweak your schedule as needed. Remember, the goal is progress, not perfection! Just take your time and find what works best for you.

Overcoming Common Challenges

From unexpected interruptions to balancing client work with personal projects, freelancers face their fair share of hurdles. Something I’ve learned to do is to pad your calendar! Don’t forget to make time to clean your house or spend some quality time with your family when they’re in town, out of work, or out of school. Be sure to also manage time zone differences for remote work and be mindful of your call times.

Benefits Of Time Blocking For Freelancers Juggling A 9 To 5

You may be thinking, well I’m still at my corporate job this doesn’t truly apply to me. For freelancers who also navigate the demands of a traditional 9 to 5 job, mastering time management is not just a luxury—it's a necessity for maintaining sanity and balance in their hectic schedules. Fortunately, time blocking offers a lifeline for those walking the tightrope between multiple roles and responsibilities. I am one of those people that the less time I have, the better I manage it so you may be that way too! 

Here's what freelancers with day jobs can gain from embracing the power of time blocking:

1. Efficient task segmentation

With limited hours in the day, freelancers working 9 to 5 jobs must make every moment count. Time blocking allows them to segment their day into dedicated blocks for different tasks, ensuring that each aspect of their freelance work receives the attention it deserves. 

Whether it's carving out time for client calls during lunch breaks or tackling creative projects in the evenings, time blocking enables freelancers to maximize productivity without sacrificing their day jobs.

2. Clear boundaries between work and freelance hours 

One of the biggest challenges for freelancers with day jobs is maintaining clear boundaries between their professional and freelance projects. Time blocking provides a framework for specific blocks of time for freelance work, allowing freelancers to mentally switch gears and focus on their side hustles without encroaching on their 9 to 5 responsibilities. 

By creating designated work and freelance time blocks, freelancers can ensure that each aspect of their lives receives the attention it deserves without overwhelming themselves.

3. Increased focus and productivity

Juggling multiple roles can be mentally taxing, often leading to feelings of overwhelm and burnout. Time blocking helps freelancers maintain focus and prioritize tasks effectively, reducing the mental clutter that comes with trying to manage competing demands simultaneously. By allocating dedicated time blocks for freelance work, freelancers can dive into their projects with renewed focus and energy, maximizing their productivity during those precious moments of free time.

4. Flexible adaptation to changing schedules

Flexibility is key for freelancers balancing a 9 to 5 job alongside their freelance pursuits. Time blocking offers the flexibility to adapt to shifting schedules and unexpected disruptions seamlessly. 

Whether it's adjusting time blocks to accommodate last-minute meetings or reallocating time for urgent freelance projects, freelancers can tweak their schedules on the fly without derailing their entire day. This adaptability ensures that freelancers can stay on track with their goals, even in the face of unforeseen challenges.

5. Enhanced work-life balance 

Perhaps most importantly, time blocking promotes a healthier work-life balance for freelancers navigating multiple professional commitments. By intentionally carving out time for both work and personal pursuits, freelancers can prevent burnout, prioritize self-care, and enjoy a greater sense of fulfillment in their lives. 

Trust me, you cannot let your work define you! You have to make time for yourself - outside of working. Time blocking empowers freelancers to reclaim control of their schedules, allowing them to pursue their passions and thrive in all of their endeavors.

Time blocking is a game-changer for freelancers balancing a 9 to 5 job with their side hustles. By providing structure, clarity, and flexibility, time blocking enables freelancers to make the most of their limited time, achieve their goals, and find harmony in the hustle. So whether you're punching the clock by day and freelancing by night or vice versa, consider embracing the power of time blocking to unlock your full potential and take your freelancing journey to new heights.

Needless to say, time blocking is the key to time management for any freelancer!

Time blocking is your secret to ultimate time management no matter if you’re full-time in your freelancing gig or living the side hustle life with a 9 to 5.  So go ahead, block those hours, and reclaim control of your schedule! Trust me, your future self will thank you for it.

Meet the writer, Whitney

Hey there, I'm Whitney, your go-to gal for all things copywriting and content creation! With a passion for words and a knack for storytelling, I'm here to help you craft compelling copy that captivates and forms connections with your audience.

If you know someone needing killer website copy, engaging blog posts, or connection-forming email newsletters, I've got you covered. I’d love to tell their story, connect with their audience, and bring it to life with words. Feel free to visit my website to learn more about me and my business from my website.