Successful Freelancers Know: The “Secret Sauce” Is How You Spend Your Time

Some freelancers are constantly in “feast or famine” mode. They’ll have plenty of work one day and be desperately trying to find more work the next. It’s cyclical — and a stressful way to make a living.

Other freelancers have no shortage of work. They may not be any more talented than their struggling counterparts but there’s a key differentiator: they spend time proactively working on their businesses. They don’t wait for that dip in work to think about the next client or the next project.

I’ve been freelancing for years but became a full-time freelancer in late 2022. Within two months, I had a full roster of clients. Since that time, I’ve never had a shortage of work. Is it 100% consistent? No. But dips are always very small dips and work inevitably comes in without a lot of effort on my part.

And it’s because I value my time, protect my time, and invest my time in my business. Even when business is great.

You say “no” to demands on your time.

I give my clients exactly what they ask for. Exactly what the contract says, and nothing more.

I’m a freelance writer and my work is usually based on a target word count. I stick to that word count (or if I go above that, it’s a small amount). If I feel like I can’t cover everything within the target, I’ll go back to the client and ask if they’ll pay me more. But anything additional is a “donation” to the client.

I’ve had clients ask me to do additional tasks, like write summaries or meta descriptions for the article. That’s additional word count, so I charge for it. I’ve been asked to source images and pushed back, saying that’s not in the scope.

I read an article recently that encouraged freelancers to find a low-lift way to add value to client projects, something outside the scope of the project.

My response (in my head) was: absolutely not.

One extra thing can turn into more extra things. Suddenly, the client is expecting you to do extra things, for free. Or maybe you get to the point where you want to charge the client for that work and now it’s an awkward conversation.

Any time I spend doing any extra work is devaluing the price we agreed to for my work. It takes time away from me — time I could be spending on work for other clients. Or my own time.

You know that time is money.

Time is a limiting factor in my work. I only have so much time per week that I can dedicate to clients.

When clients pay for a project, I (potentially) have to say no to other projects.

That means I don’t negotiate my rates. I may offer a discount for long-term relationships or “bundles” of projects, but I place a premium on my time.

My contract explicitly states how many meetings I’ll do with the client per deliverable. Anything above that is billable. Because meetings are a demand on my time.

You split your time between client work and admin tasks.

All that tedious, administrative-type work for your business? It’s still essential work. And it’s not just the completely boring stuff like sending invoices and keeping your client work organized.

But I’ll also include things like posting to social media and networking with potential clients. You have to preserve time for this work also. It’s how you’ll maintain a full pipeline of potential work.

A to-do list isn’t enough. Author Nir Eyal recently appeared on Jay Clouse’s podcast Creator Science. In the episode, Nir says:

I hate to do lists because of the fact that they don’t have any constraints, as opposed to a timebox calendar is a much smarter way to go.

I use time-blocking daily. I’m giving my to-do list space on my calendar to actually get stuff done. I have recurring (color-coded!) events set up on my calendar for work related to running my business.

If you only prioritize client work and let everything else fall by the wayside, you’ll end up in that “famine” mode more often. Always be building.

You maintain control over your time.

It inevitably happens: a client needs something right this minute. Maybe it’s a revision to some previously delivered work. Maybe it’s due to disorganization on their part.

It’s ok to drop what you’re working on and meet the client’s request: as long as it’s your choice. As long as it doesn’t impact your other clients.

You say “yes” because you want to meet the client’s needs, not because you feel pressure to do so.

I don’t like adding work to my day. My brain can only handle so much client work, so if I add more, it diminishes the quality. It’s better for me (and, frankly, the client) for me to push off last-minute requests until a time when I can better focus.

Or, charge a rush fee. Because your time is worth something. And if the deadline is important to the client, they’ll pay for it. The one exception might be something outside of the client’s control — like a breaking news story or world event that impacts the work. Then, you might opt to be accommodating.

But otherwise, make this your mantra: Failure to plan ahead on your part does not constitute an emergency on my part.

You allocate time for strategic thinking.

Spend your downtime well.

Most of my client work is ad hoc, meaning I’ll occasionally have days with nothing due. Not gonna lie, sometimes I take a break and let my brain recharge. But I often look at those days as an opportunity to think about my business — and actually take action to make improvements.

It might be updating website copy or exploring a new community. I also have some larger projects that I’m working on in the background. In the past, I’ve also been part of a mastermind collaborative group that met once a month to discuss business goals.

I use Trello to keep track of my business projects. I have a running list of ideas, divided into different types of projects (like maintenance, creating something new, tools I want to try, etc.)

Because I’m constantly working on my business, I don’t need to spend my downtime scrounging up new clients. I know they’ll come. So a brief interlude gives me space to be strategic about how I want to grow or what I want to work on next.

You continue to show up.

Here’s the thing about freelancing: it takes time to build a sustainable business.

I took the route of freelancing alongside my 9–5 job for two years. My first client work was pretty terrible because I didn’t know what I was doing (and, very honestly, my pricing reflected that).

But I learned. I kept increasing my prices, incrementally. Clients kept paying because they saw value in my work.

I networked like nobody’s business during that time. I knew that even if they weren’t potential clients right now they might remember me in the future.

I update my portfolio constantly, so it’s a reflection of my best work. I share examples on my social profiles (though not in a gross, overly-promotional kind of way). I collect testimonials from clients.

One of the best parts about being a freelance writer is that I can truly “show my work.” Clients can review my portfolio and know what to expect from me.

Showing up is a strategic move, just like any other. You’re putting yourself out into the world, confidently. Potential clients will start to notice you. And it creates a flywheel for freelance success.

Check out my free eBook: Manage Your Time + Content Across Multiple Platforms.