As a freelance software developer, one of the biggest challenges I’ve faced over the years has been managing my time effectively. When I first started freelancing, I believed that the key to success was simply to take on as many projects as possible and get them done, no matter how long it took. But after countless late nights, juggling multiple deadlines, and the constant feeling that I was always behind, I realised that I needed to make a change. My income wasn’t reflecting the hard work I was putting in, and I was constantly battling burnout.
That’s when I started experimenting with time tracking. What began as a simple exercise to get a clearer picture of how I spent my day soon became a game-changer in both my productivity and my earnings. I’m writing this post to share my journey and what I’ve learnt along the way, in the hopes that it might help other freelancers like you take control of your time, boost your productivity, and ultimately, increase your revenue.
Realising I wasn’t making the most of my time
When you’re freelancing, it’s easy to fall into the trap of thinking that every minute spent at your desk is productive time. For years, I didn’t really consider how I was using my time. I’d sit down to code, work on client projects, respond to emails, and somehow the day would slip away from me. I thought I was working hard—and I was—but I wasn’t working smart. The realisation came when I started feeling like I was constantly busy but not making as much progress (or money) as I should have been.
That’s when I decided to give time tracking a go. I started using a simple time tracking app that allowed me to record how long I spent on different tasks throughout the day, from coding and debugging to responding to client messages and invoicing. After the first few days, the results were eye-opening. I was spending far more time on non-billable tasks than I had realised, and my workdays were peppered with distractions—things like checking emails, tweaking proposals, or doing admin tasks that weren’t really adding value.
Curious to dive deeper? Here’s a helpful guide that outlines what time management really means and why it’s so crucial for freelancers.
The first step: understanding where my time was going
The initial step in my journey was simply understanding where my time was being spent. It sounds obvious, but I’d never stopped to really think about how much time was going into the smaller tasks that, while necessary, weren’t directly generating income. For instance, I was shocked to find that I was spending nearly an hour a day just on emails. That’s five hours a week, or roughly 20 hours a month, just spent replying to messages! And that didn’t even account for the time I spent switching between tasks, which is known to negatively impact productivity.
Once I had this data, I could start making informed decisions about how to structure my day. For instance, I realised that by blocking out specific times for responding to emails and dealing with admin tasks, I could focus on coding for longer stretches without distraction. If you haven’t tried time blocking, I highly recommend it. It’s a technique where you divide your day into specific blocks of time for different activities. For me, I started blocking my mornings for development work and the afternoons for meetings and emails.
This approach really helped me improve my focus. If you’re interested in learning more about time blocking and other time management techniques, check out this useful list of methods that can help you maximise your workday.
Applying time management techniques that worked for me
After getting a sense of where my time was going, I began experimenting with various time management strategies. The first method I tried was the Pomodoro Technique. It’s a simple method where you break your work into 25-minute intervals (called Pomodoros), followed by a short 5-minute break. After four Pomodoros, you take a longer break of 15-30 minutes. This helped me stay focused and avoid the temptation to multitask, which is something I used to do far too often. Multitasking might feel productive, but research shows it actually reduces efficiency.
Another technique that had a huge impact on my productivity was the Eisenhower Matrix. This strategy involves sorting tasks based on urgency and importance, allowing you to prioritise the work that will make the biggest difference. It’s been a massive help in reducing the time I spend on tasks that don’t contribute directly to my income, like repetitive admin tasks.
Here’s a practical breakdown of time management techniques that can help you explore which one suits your workflow.
The turning point: how time tracking increased my revenue
Time tracking didn’t just help me manage my workload—it helped me increase my revenue too. Here’s how. By tracking my time, I was able to get a clear picture of how much time I spent on each project. I soon realised that I wasn’t charging enough for certain tasks that took up far more time than I’d anticipated. Having concrete data allowed me to adjust my rates accordingly and charge clients based on the actual time I was investing in their projects.
What’s more, by freeing up time that I’d previously wasted on unimportant tasks, I was able to take on more projects without working longer hours. That’s where the real revenue boost came in—by working smarter, not harder. I automated repetitive tasks like invoicing and time tracking, and I outsourced or delegated smaller tasks when possible. These small changes allowed me to spend more time on high-value work, which directly contributed to my income.
If you’re looking for ways to use time tracking to improve your bottom line, this blog offers great insights into how it can help you optimise your workflow and increase profitability.
Learning the value of my time
One of the most important lessons I’ve learnt from tracking my time is the true value of my time. As freelancers, we often undervalue our work, simply because we don’t have a clear understanding of how much time and effort we’re putting into each task. Time tracking gave me the data I needed to make more informed decisions about how to price my services and manage my workload. It’s not just about working harder—it’s about working more efficiently, and understanding that time is our most valuable resource.
This concept is often called time capital, and mastering it can lead to significant improvements in both your work-life balance and your earnings. If you’d like to explore more about how time management can affect your overall strategy, check out this guide for finding a time management approach that suits you.
Tips for freelancers looking to improve their productivity
From my own experience, here are a few key takeaways that might help you boost your productivity and revenue as a freelancer:
1. Track all your time: Whether you’re coding, responding to emails, or even taking a break, track every minute. You’ll be amazed at how much insight this gives you into your work habits.
2. Use the data to set realistic rates: Once you know how much time each project takes, you can start charging more accurately for your services. Don’t be afraid to adjust your rates based on the value you’re providing.
3. Block out distractions: Use techniques like time blocking or the Pomodoro Technique to focus on one task at a time and minimise distractions.
4. Automate where possible: Whether it’s invoicing, time tracking, or project management, automation can save you hours each week, freeing up more time for the work that really matters.
5. Don’t underestimate the power of rest: It’s easy to fall into the trap of working non-stop as a freelancer, but rest is crucial for maintaining long-term productivity. Be sure to schedule regular breaks and time off to recharge.
The power of time tracking
Since I started tracking my time, I’ve seen a noticeable improvement in both my productivity and my income. The more I understood how I was spending my time, the better I became at managing it. If you’re feeling overwhelmed or like you’re constantly running out of time, I highly recommend giving time tracking a try. You might be surprised by how much of a difference it can make.
If you’d like to learn more about time management strategies and how they can benefit your freelancing career, here’s a useful guide to get you started.
Time is the most valuable asset we have as freelancers—so make sure you’re using it wisely!