10 Ways of Increasing Productivity (+ Freelancers Earn More)

While most people switch to freelancing for its flexibility, there’s often another story behind it. Juggling multiple clients, beating deadlines, tracking invoices, the list goes on. Yes, there’s so much happening at once! Hence, it’s unsurprising that many freelancers struggle to stay focused and become more productive.

Although the human brain is often regarded as a supercomputer, it isn’t designed to handle task overload or stress. Most lifestyle habits, such as switching tasks and digital distractions, can quietly drain focus and reduce productivity. The key to working smarter is using a reliable time-management method that keeps you focused. Also, prioritize the most urgent tasks on the list and maintain consistency. Trying to boost productivity? This guide exposes some essential tips for freelancers.

How to increase productivity as a freelancer?

Have you wondered whether low efficiency could be “distractions” that take more time than required? As a freelancer, you have to take on different tasks and work with strict deadlines. This is why distractions could come into play. Without motivation and discipline, it’ll be impossible to concentrate. Nevertheless, here are some effective ways you can become more productive and earn better.

1. Create do lists

While actively trying to limit distractions, here’s something you can do: make a task list. Having a to-do list or a written plan has been shown to help increase productivity. This act decreases excessive burden and keeps you on track. Another reason having a to-do list works is that it helps you avoid multitasking. Handling multiple tasks within a short period can affect your productivity. This will only reduce your efficiency and lead to poor deliverables. So, prioritize your tasks on the list based on their urgency and requirements. As you glance through your list, take one task at a time, and you’ll find your mind wandering less.

Some people have agreed that the 1-3-5 rule works for creating an empowering to-do list. With this, you take on 1 major task, 3 medium-sized ones, and 5 small maintenance tasks. This productivity strategy is known for tackling procrastination, improving focus, and preventing overwhelm. It focuses on small daily wins to eliminate overload. Try this if you’re having trouble prioritizing the duties outlined in your list.

2. Sperate work and personal time

Sometimes, freelancers are unable to draw the line between work and personal time. This often affects work efficiency, requiring more time to prepare deliverables. It is important to organize and set a schedule for your to-do list. It shouldn’t be a strict 9-5 routine, but rather something that aligns with your energy and lifestyle.

Identify time-wasters that could interrupt important tasks and plan sustainably. When it’s time to work, ensure you’re physically and mentally prepared. Set an alarm for the morning, get up, brush your teeth and freshen up, get dressed and start working. If a cup of coffee will help you get into the mood, go ahead and get one. Of course, there’ll be personal texts, emails, and calls in between, but you can reply to those during your free time to avoid distractions.

3. Leverage task batching

Hoping to efficiently improve your time management? Then task batching is a great way out, as it eliminates multitasking and allows you focus better. You can do this by categorizing similar tasks and organizing them by level of effort or project type. Then, give yourself ample time to complete each task; scheduling it on your calendar will help.

With time blocking, you can set certain time windows for specific tasks while handling other things in between. As a freelance content writer, let’s assume you have to answer clients’ emails, which takes about 20 minutes. You set a batch task to block off 20 minutes at the start, middle, and end of your day for email responses. This allows you to focus on your writing tasks for the day while checking and responding to emails as needed. Color-coding these time blocks can help you more easily identify the tasks for each day.

4. Take regular breaks

There is this misconception amongst freelancers that spending more time on multiple tasks maximizes effort. But in the real sense, your productivity increases only when you factor in short breaks. Working extra-long hours will lead to mental fatigue, decreasing your efficiency.

What’s the way out? Try an effective time-management method that allows you to step out for a brief break to get some fresh air. The Pomodoro Technique has been proven effective, allowing you to take a 5-minute break every 25 minutes. After repeating this cycle a few times, you can take a longer break. This could be up to an hour, depending on your needs. With a flexible schedule, this trick helps you stay focused during your work time. Remember, breaks are more effective when you move and nourish your body and mind.

5. Adopt healthy habits

So far, the focus has been on work-related stuff. But non-work-related lifestyles and habits can also affect a freelancer’s productivity. That’s why adopting healthy habits is crucial. Proper eating, regular exercise, and sufficient sleep go a long way. Not only do they prevent chronic diseases and increase longevity, but they also improve your mental health.

Even small changes can unlock your creative potential and increase your energy levels. Try things like drinking a glass of water first thing in the morning. Also, setting a timer between each hour to leave your desk and stretch is helpful. Don’t forget, a little more sleep can boost brain function and increase your productivity for the next task.

6. Time block for deep work

Work sessions can be altered even by the smallest self-imposed distraction. These days, it can be tempting to scroll through your social media feeds. Online shopping carts and internet searches are not left out. In fact, even a single, harmless internet search could leave you scrolling away from work for hours. That’s why freelancers must set strict boundaries and leverage tools to block out distractions.

An effective way to manage distractions is to use focus software and apps such as Serene and Freedom. This way, you get to focus on your work with little to no distractions. You should also turn off phone notifications during your work time.

7. Consider refining your workspace

Those who went into freelancing during the pandemic can attest to how a less-than-ideal workspace can be demoralizing. Thus, having a dedicated and well-defined workspace can be very helpful. While a simple desk and table work well for others, you may need something different. It could be adding a small plant within your workspace. Consider investing in ergonomic desk accessories, such as a chair, armrest, or a cushion. Sometimes, refining your workspace means repositioning your desk to maximize natural light.

Also, leaving your workspace to grab necessities could lead to distraction creep. While setting up, keep those items close by. It could be a water bottle, headphones, a notebook, a pen, snacks, or hair ties. Continuous improvement helps you focus better and stay motivated.

8. Stop chasing perfection

Perfectionism is great, well, until it stops you from getting started! People struggle to focus on progress because they want everything to be perfect. Don’t get this wrong, having spotless work is admirable. But spending too much time on a flawless outcome often delays completion. It makes it harder to meet deadlines.

Rather than slowing down progress in your pursuit of perfection, focus on delivering good work on time. You can achieve this by setting realistic standards and allocating a specific time to each task. Such a timebox is necessary for instilling that sense of urgency. Also, accept that minor imperfections and mistakes are part of the process.

9. Regularly assess your performance

Properly assessing your performance can help you enhance your productivity. This gives you a clear understanding of how you work and the inefficiencies you need to address. Were you able to manage everything on your task list? If you have a negative answer, then think about why you weren’t able to accomplish these tasks. Try to evaluate whether it’ll be possible to achieve even better results.

Based on the outcomes of such assessments, you can optimize workflows and refine your time management. Even minor adjustments can be instrumental in helping you focus and deliver faster.

10. Inform others of your schedule

Most people often perceive work outside the office as “free time.” They can easily come to your home and strike up conversations to share drinks. But these environmentally imposed distractions rob you of your time. You need to set firm yet polite boundaries.

Let these friends and acquaintances know that you’re busy and communicate your work hours with them. If they’re family members or people who live with you, define your space and don’t let them in during work hours. Explain to them that you don’t want any bother whenever you’re working.

What management tools are best for increasing productivity?

From unclear priorities and communication gaps to payment follow-ups, freelancers face many universal challenges. However, certain productivity tools can give you greater control over your work. These tools help you stay organized, gain clarity, and remain consistent. Essential management tools that could improve your productivity in freelancing include:

1. Task management tools

While juggling multiple clients, you can easily get lost in the task list as it grows. Nevertheless, you can organise, set priorities and visualize progress with task management tools. With these tools, you don’t miss out on important things, and collaborations become easier. Popular options you can try include:

• Asana
• Trello
• Todoist
• ClickUp

2. Client communication tools

Freelancing feeds off effective communication. You must respond to clients’ emails and WhatsApp messages with clear updates. However, this can be taxing, especially when switching between multiple channels. Essentially these communication tools allow you to document and track discussions far more easily. Some options worth considering are:

• Zoom
• Slack
• Google Meet
• Discord

3. Time management tools

Time-tracking tools are great for helping you see where your hours go. It is not just about billing; it is also about instilling a sense of urgency to complete tasks. This will also help you better plan your schedule and discuss deadlines properly with clients. You can track time manually or automatically using:

• Toggl Track
• Clockify
• Harvest

4. File storage and sharing tools

No one mentions that email attachments are limited to 10-25MB. Thus, cloud-based solutions are a must for freelancers. These tools also support collaboration, enabling multiple people to access files easily. Some popular tools are:

• Dropbox
• Google Drive
• OneDrive

5. Notetaking tools

A digital notebook to record any ideas that arise is necessary. This tool is every freelancer’s companion for brainstorming and saving work outlines. Effective notetaking tools include:

• Evernote
• Notion
• Obsidian

6. Collaboration tools

Sometimes, freelancers don’t fully grasp the concept in meetings, and a screen recording can be very helpful. You can go back, play the video, and get a quick walkthrough of the clients’ needs. This also helps with client onboarding, making your work less hectic. These tools also provide viewer analytics and can help you build transparency.

You can use tools like these to share links and collaborate with others:

• Tella
• Loom
• ScreenPal

7. Payment and invoicing tools

Freelancers are their own accountants, and payment and invoicing are one real thing you’ll exert much energy on. However, you can automate this process with appropriate invoicing and payment tools. You can skip manual calculations and enjoy the automated tracking of who’s paid and even manage taxes better.

Try using tools like these to automate invoicing so you can save hours on follow-ups and maintain timely payments:

• Wave
• FreshBooks
• PayPal

Conclusion

If you struggle to focus and accomplish project plans efficiently, know that you’re not alone. Many freelancers find it challenging to ignore self-imposed and environmental-imposed distractions. However, taking a few steps each day to stay in control and improve your attention span is essential. If you’re constantly checking social media or phone notifications, set them aside. Try designing an efficient to-do list, avoid multitasking, and incorporate short breaks into your routine. Furthermore, remember that the goal is not perfection, but delivering good results within set deadlines. Try a few management tools to help ease the burden and allow you focus on more important tasks.