What time management techniques work best for you in balancing multiple projects and deadlines?

Balancing multiple projects and deadlines as a freelancer is a bit of a dance, but a few time management tricks keep me on track. I always start by figuring out what’s genuinely urgent versus what just feels urgent. Tools like the Eisenhower Matrix help me stay on top of priorities without losing my mind!

With bigger or more complex projects, I break them down into smaller, manageable steps. Instead of staring at one huge task, I can tick off each step as I go, which keeps me motivated and lets me see real progress. I also set mini-deadlines for even the small stuff—having those time goals keeps everything moving along nicely without any last-minute panics.

I’m a big fan of time-blocking, too. Dedicating specific hours to different projects helps me stay focused and avoid jumping from one thing to another. Mixing in tools like Asana or just a good to-do list helps keep my workday organised, so I’m not wasting time hunting down tasks or deadlines. I do like a physical planner - I find that if I write something down, it sticks in my brain. 

And I learned the hard way that multitasking just isn’t it! It actually slows me down, so now I stick to one task at a time. I also make a point of reviewing my workload every now and then to stay flexible, especially when priorities change or surprises pop up. Plus, regular breaks are a must—I find that stepping away, even for a few minutes, gives me fresh focus when I get back to work.

All these little habits keep my freelance life manageable and help me stay productive without feeling totally overwhelmed!

As a book editor and formatter, many of my jobs take several weeks to complete, and I am usually working on at least two projects at a time. So I created a personalized Excel sheet to keep track of Bids and Scheduled Jobs. The Status and Due Date columns are automatically color coded based on the text entered so it's easy to see at a glance which jobs are still in progress and/or due soon. I save this Excel document in OneDrive so if I ever have any issue with my computer, I can still access it from another computer. Having a spreadsheet designed like this is essential when creating editing quotes for potential clients. It's the best way I've found to quickly see when my current jobs are scheduled and when I'm available to work on my next project.

Columns include:

Status (bid/waiting/in process/revisions/completed

Job/Invoice/Contract number - Each job must have a unique number

Platform (I have clients from Fiverr, my own website, and other platforms)

Country

Client

Services

Contract details

Editing start date

Due date

Order start date

First payment amount (Deposits required)

Date of second payment

Second payment amount

Date received in PayPal/cash in person (this makes it easy to calculate monthly and yearly income since Fiverr and a the other platforms don't pay me until after the job is complete)

Date of first edited doc delivery to client

Tip

Commission (amount that Fiverr keeps)

Notes (here is where I note when I send/receive questions, files, any other relevant notes)

Balancing time as a freelancer (and a mom) is like running a three-ring circus where I’m the ringmaster, performer, and crowd control! My go-to strategy is blocking out my schedule, so each project gets focused attention, just like each kid needs their moment to shine. I use a trusty time-blocking calendar with set “client hours” and “deep focus hours” so I’m not mixing emails with creative work.

I also batch similar tasks together (hello, emails and invoicing!) to avoid mental whiplash and keep productivity rolling. And I’m all about setting boundaries—“work hours” are real, even from home, so I have energy left for family time.

I often listen into businessman Darren Hardy who often pushes the need to focus on one thing at a time. Multitasking doesn’t make you more productive. It makes you less efficient and less purposeful.  I didn't think he was right until I tried it,

With a little planning, processes in place and investing in platforms like Asana or Monday and a whole lot of coffee, freelancing stays balanced and (mostly) stress-free!

Managing time well in freelancing means focusing on what's most important and keeping clear goals in mind. Regular check-ins with clients help keep everyone on the same page. Techniques like scheduling specific work times, grouping similar tasks together, and using apps to track tasks can boost productivity. It's also important to have a quiet workspace and some extra time for unexpected issues.

I try to enjoy life for the whole time!

So I schedule fun stuff, theatre play and padel matches for example, but at the same same I am willingly to work on the 25th of december if needed.

I try to be always free and always busy at the same time.

Working even at night when necessary, and other times not working for 3 days straight.

Since it's not always that you have a job to do, try to use your time for everything else and enjoy it as much as you can, then when you have to work, work hard and efficiently!

That's my way of living it, and it has been working very nice until now.

I'm old school. I don't need to drown in the digital deluge or have a million and one apps running my life. I have an Excel sheet that I plot manually according to my schedule for the week. I know how many words I can realistically tackle per day and make sure not to go over my normal capacity so that I can offer a level of quality that is commensurate with my pricing schedule and my expertise. 

The Pomodoro technique works well for me, but I work in 2-hour blocks. Anything shorter than that just doesn't make sense for a writer. I mean, technically, it takes us about 23 minutes to get into a flow state (or to re-focus after a distraction) so if you're constantly stopping every 25 minutes, you're not giving your brain a chance to reach that level. 

Also, figuring out when my most productive hours are and what my chronotype is took everything into overdrive for me. 

As a busy freelancer I have found that it can take up too much of your life if you are not careful.  I now make sure I take the evening off and try to have weekends free with family.  If you set those expectations upfront it seems to work well for most clients.  If someone really needs a project done in a rush I can still accommodate them if need be.  

Freelancing is flexible and you can work in your time zones for global clients. Sometimes, it is highly beneficial for short deadlines of clients because you can work in your day and therefore deliver before the morning of the closing date. 

Interestingly, freelancers can work from home, in cafes, while travelling, at the airport, staying away from home in the hill station and while enjoying weekends with the friends and family.