5 Ways to Organize Your Freelance Writing (and still have time for fun)

My to-do list today:

• Finish summary article for Client A
• Continue on feature article for Client B
• Finalize article for Client C (and invoice)
• Get it all done by noon because my son is arriving and staying for the next four days

‘Tis the season, isn’t it? December used to be when my freelance writing life came to a standstill. For years, I knew that from the week of Thanksgiving through January 1st, nothing was happening. That went on for maybe four years. Then this happened:

I developed a new client base.

Magazine freelance budgets dry up usually around late October, so I learned to adapt — get the queries out in early September, job done by early October, check coming in by November. That was one of a few small changes that guaranteed I’d have money in my account for Christmas shopping. And I’d shop earlier, too. Gifts bought in August? I was all over that idea.

These days, the clients are more corporate than publication. Their budgets sometimes are a bit fuller than they need by December. Last year, a favorite client asked me to bill in advance for an article they’d need in January. They had surplus to use up. Having a surplus would make it easier for the higher ups to cut their budgets the next year.

That simple shift in clientele makes a world of difference. It means you’re working in December. In my best year (2009), I had to stop myself on December 22nd from taking one more thing.

Then again, you’re working in December. If you have nothing planned, no problem. If you do …. problem.

That’s my Wednesday.

And that’s when being organized will save my hide.

Because I had fair warning that I was about to have a houseful (my niece and her boyfriend will be here, too), I put in extra time last week. But sometimes you just don’t know that your schedule is about to blow up. Here’s how I handle work when the schedule is sidetracked:

• Work for a few hours in the early morning before everyone is up and/or a few hours after they retire
• Take advantage of guests needing alone time
• Excuse yourself to work for a few hours — you can’t be hosting every single second of their visit
• Rely heavily on scheduling

That last one in particular is going to save me this week. I have one more interview for Client B’s project. I have to reach out today to get it. And fortunately, Paula Hendrickson clued me in to Otter.ai, so I don’t have to transcribe anymore.

But how am I writing anything coherent this week? Here’s how:

Deadlines first.

Let’s use what’s in front of me as an example. Right now, I have:

• Client A project due next week
• Client B project due on the 10th
• Client C project due on the 5th

Obviously, the priority is C. But each project needs attention each day. Here’s how that’s happening:

• C project gets the first hour of the day
• B project gets an hour later on
• A project gets whatever time I have that day (could be an hour or 15 minutes)

Expect unexpected opportunity.

Right now, I know my son will be visiting friends. He hasn’t told me so, but it’s a given. I’ve already planned that when he goes out, I’m using those two hours to work on the list according to priority. Project C, hopefully, needs just 15 more minutes of my attention, and I’ve already filled out the invoice. Just attach and hit Send. So that means B should get some attention. Since it’s a more detailed article, I need to get a little more research time in, and that’s what I’ll do with the first half-hour. If I get interrupted after that, at least I’ll have the meat of the article in my head.

Project C? Since it’s an article based on a larger body of work, the plan is find the key points and make a bulleted list of those so I can write easier later.

Don’t look at email.

I’m keeping Outlook closed. If I even glance at email, I’ll lose an hour to reading and sorting and oh, hey! There’s a sale …. you get the idea. No email until I finish the task in front of me, and even then, I intend to scan quickly for client-related emails. All others are toxic to my time management. And this will be the tough part for me. I’m a bit of a magpie who goes for the shiny object. Emails with sales attached are so, so shiny…

And didn’t I just stop to look at email? Yep, this one will be tough.

Use a timer.

I intend to haul out the kitchen timer. If I set the time and get to work, I don’t get up or allow distractions until that thing rings. No email, phone, conversations, anything until the timer goes off. Project C will get 15 minutes. If it needs more (it won’t), I will give it 15 more on the timer. At the bell, I get my drink, my break, and back to it. Project B gets my attention for the next hour (with a short break at 45 minutes) and hey, maybe I’ll tack on those extra minutes from Project C. Or I can spend that time reading for Project A. Depends if B has come to a clear stopping point.

Turn it off.

Here’s why I organize the bejeezuz out of my schedule at times like this — when my time disappears, I can turn it off. Because I have a clear plan in front of me, I can stop thinking about it and just be with my family and enjoy the season without stress.

Writers, how is your holiday schedule impacting your freelance writing projects?
How are you getting around this busy time of year without stressing?