In my slightly biased opinion, time management is more important to freelancers than to any other type of professional. Why? Because we often do highly creative work under tight deadlines and client scrutiny. The better we manage our time, the more productive we are and the less stressed we feel.
That’s why I have little patience for time management advice that is, well, a waste of time.
Here’s an example:
Most books on time management teach us to focus on those activities that are important or urgent. This is the so-called “ABC priority approach” where you do the A stuff first, then the Bs, and finally the Cs.
The C stuff is often the little things, such as making a file folder to hold information on a new client project or booking a dentist appointment for your kid. You know – the not-so-important activities that can wait until later.
The problem is, “later” never comes. And all these little un-done activities begin to pile up. Fast.
It’s very difficult to focus on the important things you need to accomplish each day – the A list stuff -when all those un-done C activities are nagging at you. You’re always worried that something will fall through the cracks. And, in fact, something usually does.
So what’s the solution?
David Allen, author of Getting Things Done: The Art of Stress-Free Productivity, suggests that if a task is expected to take two minutes or less to complete, then you should do it right away. Otherwise these little un-done activities will quickly grow out of control.
This is contrary to the thinking of many time management experts. But it works. It keeps your plate clean so you can remain focused on the big things in your day – like client projects, marketing your services, and building your business.
“But how do I handle a task that will take longer than two minutes to complete?” I hear someone asking. You call it a “Project” and put it on your calendar. For example: Call the photographer and brief her on the assignment – 2:00-2:15. Then it gets done.
So don’t relegate the little things to the bottom of your to-do list where they can grow and fester. Get them done right away. I can tell you from experience, you’ll be more productive and feel a lot less stressed if you do.
{ 9 comments… read them below or add one }
Hallelujah! Someone with some common sense. I’ve found that even though you can classify those little “housekeeping” tasks as “C” priorities, they support more important tasks. When I ignore those small housekeeping or administrative tasks, my efficiency plummets and my work suffers.
Great blog, guys. I just found out about it.
My plate is so clean it’s empty. I have no clients because I don’t have the foggiest notion how to market myself, and I don’t have hundreds of dollars to spend trying it.
Please consider writing a column about marketing oneself: methods (Cold calling? Phone calling? Mass emailing or snailmailing–and where do you get the addresses?); materials (Sales letter [long copy? short copy?]about myself printed out on plain paper? A letter and a business card? A business card and a personal visit [How do I market to businesses outside my relatively little city?]).
I really don’t even know where or how to begin. I spent thousands of dollars on materials to learn copywriting techniques (and I have mastered the stuff in the materials), but I have no one to write for. I can’t do a bunch of free stuff hoping some business will call me someday and offer to pay me, so spec work really isn’t an option. I need an income immediately and I have no idea how to go about getting clients so I can earn one.
Please, consider writing about this topic: I can’t be the only one out here who doesn’t know how to begin.
I couldn’t agree more, Steve. You’ve got to make a place for every task – no matter how big or small – on your calendar. I am guilty of letting those “little things” slide, until they finally morph into a big, oozing monster that stares over my shoulder as I try to accomplish those so-called more important things. That’s when I get paralyzed by all that I have to do… and start posting annoying commments to my friends on Facebook.
Hey Steve -
Absolutely FANTASTIC advice! I’ve been a devout follower of the “ABC priority approach” ever since I was first introduced to a planner system, in my early corporate days. It’s an unfortunate mind-set that’s hard to break, especially when the “productivity experts” keep drilling it in.
From my experience, your approach is dead-on: if it’s quick, deal with it and get it out of the way.
BTW, great blog. I look forward to reading more from you guys!
Great advice!
I love the new blog – I’ve subscribed and will be coming back for more – much more!
One note though…the comments are hard to read. The fonts a bit too big and bold.
Hey Chad – thanks for the good call on the comments being too hard to read. You’re right, and we’re fixing them so they’re not so big and hard on the eyes.
Hi Becky – thanks for the post. Two things I want to say to you. The first is… you’re right, you’re not the only one who’s not sure the best way to begin promoting yourself as a freelancer. Pretty much every freelancer who’s makes a living today asked himself or herself the very same questions you mentioned. The second is… you want articles on how to get clients?… you got it! “Getting Clients” will soon be a category on this blog, and we’ll have articles from Steve, Ed, myself and also guest contributors on this very topic as the days and weeks go by, so check back often and you’ll start to get some helpful, actionable tips.
I am ecstatic knowing you will have some help via articles for those of us, like Becky, who are just starting out. It can be frustrating know you’re ready, willing and able to get going with your business and still not have a reliable path to follow. I’m looking forward to reading and getting some help. Thanks to all of you.
Amen. As a time and organization expert, I have never been a fan of the very cut and dried, ABC priority method. I do recommend clarifying your priorities so you at least have a direction and know what’s most important so you can focus on those things. However, B and C tasks are what I call life and work support tasks… they’re not high priority in terms of being directly related to your goals, but they’re still important in SUPPORT of the high priority tasks in your life.
I talk about using “tiny time” — it’s harnessing the power of each 30 seconds. If you can do something really quickly, it’s better to do it and get it DONE than let it pile up and create a horrible backlog of small nagging tasks. (this applies in residential organizing as well by the way)
Sometimes you DO have to let some tasks slide and put ‘em on a list for later. That’s inevitable. But if you always let the small things go you’ll be buried under a mountain of them and you’ll never do them.
~Monica