How to Manage Several Projects When You're a Freelancer

Managing multiple projects as a freelancer can be both exhilarating and demanding. 

As a self-employed professional in IT, tech, or other digital fields, you have the freedom to take on diverse assignments, but juggling them effectively can pose its own set of challenges. 

From maintaining clear communication with clients to staying organised amidst competing deadlines, finding the right balance is crucial for success. Not to mention the time required for accounting, invoicing, and other administrative tasks. 

The workload can sometimes feel overwhelming, but there are simple solutions to better manage demand fluctuations and streamline your processes.

In this article we will walk you through  some practical strategies to help you navigate the complexities of managing several projects simultaneously.

Get ready to unlock the secrets of efficient project management and take your freelance IT career to new heights, plus,  find out how Hightekers can help you get there.

Time Management

Effective time management is the cornerstone of success when managing multiple projects as a freelancer. With  myriad  tasks and deadlines competing for your attention, staying organised and focused becomes paramount. 

There are some essential strategies and techniques that can definitely help you master time management, increase productivity, and conquer the challenges that come with juggling several projects simultaneously. 

Make to-do lists

Creating a comprehensive task list is the first step toward efficiently managing multiple projects. Start by listing all the tasks associated with each project and ensure that nothing gets overlooked. By having a clear and concise list, you gain a visual representation of your workload. It is so worth  taking 5 minutes each day to create this list. 

If possible, you can also assign an approximate time for each task and sort them by order of priority. This way, you can better organise your day and communicate to your team what can be realistically delivered or approved. 

Whether it’s through digital tools or good old pen and paper, make sure to regularly update your task list as new freelance assignments arise. 

Adopt the Task Batching method

Once you have your task list ready, the next step is to organise them into manageable batches. 

By grouping similar tasks together and setting realistic deadlines, you’ll avoid the feeling of overwhelm. This method allows you to optimise your time by reducing the need to repeatedly switch between different types of tasks. 

Consequently, your brain can better focus on one area at a time and then smoothly transition to the next set of tasks. By adopting this approach, you create a sense of flow and continuity in your work, ensuring you make progress on multiple projects without feeling swamped.

Try the POMODORO technique

One effective time management technique that originated in the Nineties and  has gained popularity among freelancers is the Pomodoro Technique. 

This method involves breaking your work into short, focused intervals called “Pomodoros,” typically lasting around 25 minutes, followed by a short 5-minute break. After completing a few Pomodoros, you take a more extended break. You can use a tracker to help with the timing,   but a simple kitchen timer works just as well too. 

Though this technique will not be the right match for everyone because of its extreme rigour, it can help some self-employed IT consultants to establish a productive work rhythm and to better respect the initial time limits.

Avoid distractions

Even though this seems obvious, in a world filled with distractions, staying focused on your tasks is crucial for managing multiple projects effectively.

 If you’re working in an office opt for a quiet space if you can during busy periods. If you work remotely, identify potential distractions in your work environment, whether it’s social media notifications, email alerts, or noisy surroundings, then take proactive measures to minimise their impact. This can be harder than it sounds and requires a certain amount of discipline, but your work performance is bound to improve as a result.

Prioritise Your Tasks

Juggling various assignments, deadlines, and client expectations requires a high level of organisation and effective task prioritisation. Identifying the most urgent tasks and prioritising them is essential. Whether on your To-Do list or using online tools, prioritising tasks is a no-brainer for all IT freelancers who need to tackle several projects at once. 

With or without a tool, prioritising tasks has a number of advantages: 

• Improved project overview: Having a clear overview of all projects in one place allows you to identify the most urgent tasks and determine which ones must be executed first.
• Clear task organisation: Organising tasks according to their level of priority facilitates workload management and helps meet deadlines.
• Better management of secondary tasks: The work carried out by freelancers and independent IT consultants often extends beyond client assignments, and involves numerous administrative tasks (invoicing, accounting, follow-ups, etc.). It is therefore important to minimise or postpone these tasks while completing one or multiple projects. 

An even better solution would be to consider outsourcing these activities to an activity management company like Hightekers to free up valuable time and  focus more time growing your freelance IT business.

What Tools Can You Use to Manage Your Projects?

For freelancers in the IT field, utilising project management tools offers a valuable means of staying organised when it comes to tracking tasks, deadlines, and project progress across multiple assignments. 

These tools not only enable you to monitor your own progress but also provide the ability to oversee team progress, ensuring efficient and effective project management. 

Here are some of the most popular project management tools and their main features:

Trello:

• Experience a visual framework of boards, lists, and cards designed to effectively organise tasks and projects.
• Move tasks between lists, establish deadlines, provide comments, and attach files.
• Promotes collaboration among team members by sharing boards and assigning tasks.

Asana:

• Create tasks, set due dates and assign them to team members.
• Create projects, add sections and organise tasks according to your preferences.
• Integrates with other tools for better connectivity.

Monday.com:

• Flexible, intuitive project management with custom workflows.
• Set up automations and collaborate with team members.
• Visualise progress using graphs and charts to track project progress.

But there are many other similar tools, depending on your needs and your business. Here are a few more.

Think About Outsourcing!

With only so many hours in a day, managing multiple projects while also handling your own business and numerous administrative tasks can be challenging.  Outsourcing tasks is crucial when managing multiple projects and running your own freelance IT business. 

By delegating admin work, invoicing, and more to experts, you can free up time for your core skills. It’s a cost-effective solution that boosts productivity and relieves the mental burden.

When you outsource, your administrative tasks are handled efficiently and accurately by professionals. They can also provide valuable guidance, supporting your day-to-day operations. With more time for your projects, you can increase billable days and experience the liberation of focusing on what you do best.

How Hightekers Can Help You

Whether it’s to help out a client, optimise your income, or when two assignments overlap, there are often times when you have to manage multiple projects simultaneously. Our activity management service is the perfect choice for independent contractors and freelancers who don’t have enough time, expertise, or zeal to tackle all the extra work they do on their own, both in the UK and abroad.

Freelance consulting involves various monthly actions such as administrative work, invoicing, accounting, and more. Hightekers take care of these tasks, allowing you to concentrate on your core business and projects without worrying about the associated responsibilities. This streamlines your workflow, reduces stress, and improves productivity.

Hightekers provides a local contract, granting you the benefits of being an employee while maintaining your independence in finding clients and assignments. With this contract, you can enjoy stability and security in your freelance career. Additionally, if you need qualified professionals to support you on projects, Hightekers has an internal job board with over 1,500 consultants who can assist you.

By partnering with Hightekers, you can optimise your work-life balance and handle more projects with ease. Let Hightekers handle the administrative aspects, giving you the freedom to focus on what you do best. Benefit from their expertise and support, ensuring a smoother and more successful freelance journey.