5 Tips for Better Time Management for Freelance Developers
By: Jana Bergant
Tags: Freelancing, Time Management, Work Life Balance, Web Development, Coding

Hi, do you know the feeling when you open the computer, and you look at all the things you need to do? And the list is endless and all seems important.

hustling, coding, debugging

You start right away, and you hustle, commit code, solve Github issues, talk to project leads or clients, code new features, remove bugs.

And yes, if you work as a freelancer like me, you also talk to clients, do offers, send bills, look for new clients.

Creating, updating courses and mentoring and writing articles is also on my list.

Your list can seem sooo looong. And days seem shorter and shorter.

Well, you’re not the only one. Most of my life I’ve been working as a freelance developer. And many times of my life I’ve been struggling with time management.

Changing the perspective — my family comes first

With years my perspectives change. More and more I value free time, and it is clear to me that working more does not mean more things done. Also, I’m a mother, I have a family. My family comes first.

I’m not the smart one here. I learn and improve and iterate.

I’m gonna share some of the things I picked along the way. Or let’s say I find and re-find effective ways of time management. And I am super curious about what works for you.

I’m not the one who has it all figured out. I’m super interested in what works for you. I just recently implemented a new way of planning my time and it helps me a lot.

Procrastination is the thief of time

What I have learned is that if I don’t plan my day, I can spend all day working or procrastinating.

Procrastinating is another big issue I can do a whole series about.

In my case, procrastination usually has a root in not knowing WHY. I’m not being in touch with my WHY. What is the reason I am doing this for? Do I have a vision? Do I believe it is possible?

When I don’t plan my day, I end up with a to-do list that is still half full and I’m super tired.

And when I don’t have enough free time I’m tired way sooner and the effectiveness goes down the drain. Does that happen to you too? Here is what I do.

I plan my day — not only work time but also free time

Plan your day — not only work time but also free time

So, I started to plan my days. But not only work time also free time. This might seem super strange to many of you.

Why plan free time? Is it not the point of free time to be able to do what you want? It sure is.

But I have noticed that if I don’t plan my free time, my free time kind of evaporates.

Well, what I started to do is plan my free time too. And since I do, I enjoy my free time so much better.

I can still be in bed all day, and read a book or do nothing. But I plan for it and I enjoy it because I know this is exactly what I want to be doing.

And I don’t think, I should be doing this and that. It frees me because I know all will have its time.

Ok, so how do I plan my days then? I will show you the tools I use in a minute. I simplified it.

Too complicated things don’t work for me.

Before I go into details I’d like to share a few more tips that I think are also important.

Don’t overwork and take breaks

The second thing besides planning your day is to not overwork and take breaks. What I find useful is the Pomodoro technique.

I use Pomodoro on and of. It is based on how our brains work. Google Pomodoro and you’ll find it. I use it most of the time, except for my Tiger moments.

Tiger moments

Curious about tiger moment? Hang here with me and find out.

I have a simple Pomodoro app called Tomato One, which tells me when it is time to do a break. Even though my mind goes hustle, hustle, make it done.

Pomodoro technique

Remove distractions

Remove distractions

Do not open Facebook, Instagram, disable notifications. At least for two hours minimum. Even better for at least 5 hours of the day.

A little notification here and there is just disturbing your thought pattern. Your mind goes to wander land.

Aggregate notifications on Youtube

For example, on Youtube, you can aggregate notifications and set at what time you want to receive them. Way better than getting pinged all the time.

Also, my email notifications are permanently off. Just because of this. If I read the email, then I start thinking about it. And my mind is again away from what it was doing.

I do check email two or three times a day. Usually after lunch. I only have Slack when working with a client. And this is it. I know myself. My mind would like to wander. Wander wander wander.

Working from home

If you are working from home, some people might consider that you are home, which means you are free. Some people just don’t get it that you are at your job and that programming is not just sitting at the computer.

I, for example, cannot switch on and off as I please. You need to talk to your family members. Explain that

you being home is not the same as you being home

I never work when my kid is home. It would only frustrate me and her.

Then the important tip.

Help yourself

Code snippets, keyboard shortcuts, automatization & more

To code faster use code snippets and keyboard shortcuts.

You can automate tasks when possible. For example, you can create a script to create a folder structure for your next project. A simple boring task that can be automated.

This one will also seem boring. But make time to have an organized folder structure. Ain’t nothing more time-wasting than a cluttered computer.

Use bug trackers, testing framework, browser extensions to speed up your work.

Find tools that speed up certain tasks. Like for example Emmet to create HTML & CSS tags.

Peaceful & productive work environment

Peaceful & productive work environment

Try to create a peaceful & productive work environment. Some people might find easy music soothing. For me is distracting.

My favorite distraction

The only distraction I tolerate is my cat. Well, my two cats that come to my lap when I code. They are actually soothing for me. Nothing like a soft fur and a purr.

And now my last tip.

Set the time for learning

Do not get overwhelmed by work. You cannot be a good coder if you don’t follow trends.

Listening to podcasts

You know what I love. I love podcasts. I listen to them when I go shopping. Or when I iron clothes.

I listen to all sorts of stuff, from web development to brain training, mindset, to relationships. All that is interesting to me.

Also when driving is a perfect time to listen to podcasts.

Planning your days

So let’s go back to my first tip. Planning your days. I will go more into detail now. How do I plan my days? I do it once a week.

Set the time to do the planning

I set up the time to plan my days. That is the first thing, to have a special time to do it. I usually do it on Sunday evening. Or Monday morning.

I set it for one hour, when I know I will be completely alone, no one will bother me. And I also turn off the phone notification.

This is the time for me to make decisions. So, I do not want to be bothered.

And the next thing I do is write all the things I want to do this week.

Get it out of your head

I actually write to this list the whole week. Now I add more things. I try to think about as many things as possible. It is not just for work. It is also home errands. All the stuff I have on my mind. I believe

My brain is not meant to store all this data.

My brain is a tool for thinking not storing data. So I want to put it all out. From shooting another video to making a chatbot for a client, to calling my kids dentist. This should not be in there.

I use Trello for this. I like using Trello for all sorts of stuff. I simple piece of paper and a pen would also be good. But I like to use Trello.

An idea might pop to my head while I am out shopping or doing something for some clients. I want to add stuff to the list while it happens.

For all the more complicated things I break it down.

For example, doing a chatbot for a client might have:

the planning of a conversation path,

describing all the data,

creating entities and so on.

Shooting a video might have:

coming up with the idea,

researching,

writing the script,

shooting myself talking and so on.

I need to break it down to smaller tasks so I can asses how much time it will take me.

When I have the list I open Google Calendar. I use Google calendar to plan things. I have a calendar for work, calendar for my kid, calendar for all sorts of stuff.

And it is only one me, so I don’t want to mix things up.

Select what will take you to your goal — the Pareto principle

Buuuut before I add stuff to my calendar I do one important thing. A super important thing!

I think of what is my goal, what I want to achieve.

For example, my list might have all the things I want to do. Like 100 ideas for videos, ideas to start doing a podcast, a project idea and all sorts of random stuff.

If only, the day had 100 hours then I might be able to do all the things I want.

So I have to use the Pareto principle.

And that is, what is the 20% of things that will help you achieve your goal faster. I want to have satisfied clients, so creating that chatbot on time would be on the list.

Creating another video for my course or my Youtube channel is what I also want to do. Doing client consultations is probably going to be there too. Set up appointments for the dentist also.

But juggling and podcast creation probably won’t make it. That does not mean I will never do it. But I want to have a list of the most effective work. All the rest would be good.

Yes, it would be great if I could do a podcast, but not right now. And from the video ideas, I will just pick the one that is aligned with what I want to focus on.

And when I have a list of that 20% I start putting it on the calendar. And now let me tell you something shocking.

I start with free time activities

I start with lunch :)

I add lunchtime :). That is actually the same every day. Then I add time for rest. And I add time for reading or watching something I like.

For example, right now I am watching a course on Masterclass.com. A course from Cris Voss, ex negotiator from the CIA.

And I am so amazed at his face. I have not seen such an interesting face in a long time. So many expressions on one face. Mesmerizing.

Well, what he teaches is also super useful. Especially if you want to get along with people. I will also schedule a time to clean my office.

On Tuesday and Thursday, I want to have space for calls with potential clients. So I don’t put here anything. I also want to start my day with a little exercise.

I wake up at 6, get my kid to kindergarten by 8. And I am home a bit after 8. So I start with morning exercise and then I make myself a coffee.

In the afternoon I have my kid so this is where I can add ice skating, or visit a friend, or whatever activity I do with my kid.

Sometimes I have a mentoring call in the evening because my clients are all over and in different time zones. These are all the things I need to think of.

Set two hours of deep concentrated work

When I have my free time I will add the next important stuff. And that is my two hours of highly productive work.

My most productive time is before lunch.

I have two hours a day when I am creating the majority of that day.

The most creative stuff goes in there. Stuff where I want to be highly concentrated.

That is when I want to write articles, shoot videos, do most of the planning and hard coding. Also, taxes would come to these two hours.

I want to be concentrating and not being interrupted when I do taxes.

Add the rest around

The easy tasks come around that. So, answering students on Udemy, solving GitHub issues, some easy chatbot coding, writing an email to clients, editing videos, creating a thumbnail. That all goes around.

I make sure I give myself enough time. But again not too much.

What I also add is ROLL-OVER time. That is the time for whatever comes up that I could not anticipate. Or if some task took longer then I thought.

I try to learn from previous mistakes and give myself enough time but still not too much.

To little time makes me anxious and to much time makes me lazy. And then I start procrastinating, watching Facebook or whatever.

I want to give myself just enough time to still keep me engaged and motivated and a little challenged. Roll-over time is here to give me space.

And this is it. When I have my schedule I commit to doing it. I am extra careful not to give myself to little time. And I want to stick to it as much as possible.

Especially the two turbo hours. I call those two hours my tiger moment hours.

Tiger hours are my highly productive hours.

They should be honored by removing all notifications and all disturbances.

Here is a calendar for my previous week:

The next step is my favorite step.

Throw away the list — keep only what necessary

When I add all necessary stuff on the calendar I remove them from Trello and I consider it done. This is the important part. Consider it done.

Removing from Trello is super important.

Once it is on the calendar it should not go back to Trello. This is a commitment you need to do to yourself.

What about distractions?

Well, I try to plan for them too. As much as I can. If some client calls I schedule the appointment in the time for clients. I say I cannot talk now.

My time management is a work in progress. But since I plan my time in detail, I see I am way more free than I was before.

What about not finishing tasks on time?

What I do is try to learn from my mistakes. If I did not finish in time, what was the reason? Did I forget a step? Was I too optimistic? How can I avoid this in the future?

Think of it as a work in progress. You will fail. You will miss. But if you learn and iterate, soon or later you’ll get better at it.

And life get’s way better when you are in control of your life instead of reacting to it.

Do I always stick with it?

Well, sometimes I change my daily tasks around a bit. Maybe I take an afternoon nap sooner as I have planned.

But I do commit to doing all of it. Including free time.

Sometimes things happen. On Thursday my cats had a night party. They woke me up all night long. And I had to get up at 6 to take my kid to kindergarten. I did not feel good after coming home.

So, what I did was take an hour and a half for a nap. I decided not to feel bad for breaking my schedule, but I had to do some activities then Friday evening.

I try to be good to myself. And valuing my time is being good to myself. I strive for balance. And this is my step by step plan for planning my day.

Step by step plan for planning your day

So the step by step plan for the day is like this:

Set the time to do the planning Get it out of your head — all of it Select what will take you to your goal faster — use the Pareto principle Start with free time activities, do NOT forget the free time Set two hours of deep concentrated work — call it your tiger time or whatever makes it more valuable to you Add the rest around and do not forget to plan for distractions and things that could show up Throw away the list and commit to doing what is on the calendar

Recap of time management

So, this is how I manage my time.

I commit not to overwork.

I commit to creating daily plans. To live consciously and purposefully. Having a daily plan lets me do this. I also enjoy my free time more, because I don’t have to think, what should be done and what I should be doing.

If it is not on my weekly calendar it was not important. I will think about the important things in my next planning session.

I commit to take breaks, Pomodoro helps me with that. Also, I know I will be more effective if I am not too tired.

I commit to removing distractions, like my phone notification. We are all a bit hooked. I am hooked too, I admit.

Then I commit to help myself the best I can

And set time for learning.

And a recap:

Plan your day Take breaks — use the Pomodoro technique

3. Remove distractions — at least at two hours concentrated work — Tiger moments

4. Help yourself

Code faster: code snippets, keyboard shortcuts

Automations.

Have an organized folder structure.

Bug trackers, testing framework, browser extensions

Find tools that speed up certain tasks — Emmet — HTML & CSS

Talk to co-workers or family members if you work from home

Create a peaceful & productive work environment

5. Set the time for learning — podcasts

This is it.

Let me know what you do. I am super curious what works for you?

I’m learning. And I am sharing what I learn. This is how it goes, we give and receive a little. Thank you for taking the time to listen to me. I value your time too.

You can find me on Udemy.

Follow me on Youtube:

You can also schedule a short introductory meeting with me to see if we can work together.

Enjoy your day :)