Proper calendar management tips for online professionals

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Photo by Kyrie Kim on Unsplash

As a freelancer, your time is your most valuable resource. You are in charge of your schedule, but that can also be a challenge when trying to balance multiple gigs and clients. However, having a good grasp of how to manage your time efficiently, plan for an appointment, and properly set out your level of commitment to each client will determine your level of success as a freelancer. This is where calendar management comes in as a lifesaver for many freelancers. 

Get ready to turbocharge your productivity and wave goodbye to missed appointments and forgotten deadlines with the magic of calendar management. In this article, we'll explore the meaning of calendar management, the benefits of using a calendar to manage your time as a freelancer, and some secrets to help you achieve effective calendar management in 2023.

What is calendar management?

Calendar management organizes and schedules events, appointments, and tasks in a calendar system. This can include setting reminders, rescheduling or canceling appointments, and prioritizing tasks. Calendar management aims to maximize efficiency and productivity by effectively using time and reducing conflicts or overlaps in schedule.

In the digital age, calendar management is often done using electronic tools such as personal or online calendars, allowing easy sharing, editing, and accessibility from multiple devices. Using such tools can greatly enhance your ability to manage time and stay organized while handling multiple gigs or clients.

How does effective calender management benefit freelancers?

This is one question that readily comes to the minds of most freelancers. Although it is easy to state that managing your calendar is effective in growing your freelancing brand, we will take the hard road and show you how managing your calendars can improve your freelancing brand. Please enjoy the ride.

1. Increased productivity and efficiency

A well-organized calendar can help you prioritize tasks, eliminate distractions, and avoid multitasking. Effective calendar management can also help you set deadlines, appointments, and reminders for upcoming projects, which will help you stay focused and avoid procrastination.

2. Better time management

You can better manage your time and get more done by keeping track of your commitments and free time on a calendar. You can schedule time off for breaks, self-care, and other hobbies to maintain a healthy work-life balance. Another good thing about keeping a well-organized calendar is that it helps you reduce confusion since you know what you should be doing and when you should be doing it. Because your duties have been split down into many pieces with a schedule attached, your brain feels more relaxed when doing other things that may not be related to work but are vital for your overall productivity.

Furthermore, with solutions like Workee, you won't have to worry about managing your time. You can access simple tools to help you manage all your business needs in one place. Workee provides dashboards, clients, meeting management tools, and availability functionality to enable flexibility for your day-to-day operations and define when you are unavailable for your clients to arrange sessions and appointments! As a result, time and task management will be much easier for you. Workee also allows you to get a customized website in less than a minute, enjoy frictionless payments with no transaction costs, design your invoices, and get paid for your time all in one place. Think of the perfect work management tool for your freelancing brand.

3. Improved communication with clients

According to a Chinese study, proper communication is an essential element in the growth of any organization. And the same holds for freelancing. The better your communication skills, the better your work relationship with clients. And this is what effective calendar management does for your freelancing business- it helps you communicate better. 

A perfect expression of this would be the use of a shared calendar. A shared calendar can help you communicate your availability to clients, eliminating confusion and misunderstandings. You can also schedule regular check-ins or status updates, keeping everyone on the same page and ensuring that projects are completed on time.

4. Better scheduling

Using a calendar allows you to easily see when you have overlapping appointments or deadlines, allowing you to rearrange your schedule and prioritize your time effectively. You can also schedule appointments and deadlines in advance, giving you enough time to plan and prepare for each task.

Even more interesting is that you don't have to be an expert to smash it on calendar management. With a client management platform like Workee, even rookie freelancers can manage calendars like an expert. Workee is a seamless solution for freelancers and professionals who work by appointment. This solution makes easy scheduling a reality. With calendar integration available, this solution allows you to create and organize your work schedules in seconds. You can customize days, hours, or any configuration of your choice. The time slots features from Workee make schedulings of appointment much easier by giving you the power to choose timeslots that is suitable for your engagements. Consequently, encourages better time management. 

5. Increased accountability

A calendar visualizes your commitments and helps you hold yourself accountable for meeting your deadlines and completing your tasks. You can also use your calendar to track your progress, see your accomplishments, and identify areas where you can improve.

Top 7 secrets to achieving effective calendar management in 2023

As a freelancer, organizing your time and schedule is crucial for staying productive and meeting the demands of your clients. A well-structured time management calendar can help you prioritize tasks, limit distractions, and help you stay on top of your game without getting burntout. This section will explore some trusted tips for managing your calendar effectively as a freelancer. Please stay with us!

1. Use a calendar app

Many calendar apps help you keep track of your schedule and appointments. Look for one that offers features such as reminders, task lists, and the ability to share your calendar with others. Some popular options include Google Calendar, Apple Calendar, and Trello.

2. Schedule appointments and deadlines in advance.

As a freelancer, desiring to have as many tasks as possible is not out of place. This is especially true since more gigs translate into more revenue inflow. But then, you may be on the path to getting burnt out or unable to give your best to each client's needs. However, scheduling appointments and deadlines in advance will help you avoid overcommitting and ensure that you have enough time to complete each task. 

When scheduling appointments or deadlines, consider your workload, each task's time, and available time slots. This way, you get to give every appointment the appropriate level of commitment.

3. Block out time for breaks and self-care

Taking breaks and prioritizing self-care is important, especially for a freelancer who may spend long hours working alone. Block out time in your calendar for exercise, meditation, visiting friends, or simply relaxing.

4. Use color-coding

Color-coding your calendar can help you quickly identify important appointments or deadlines. For example, you can use one color for work-related tasks, another for personal appointments, and another for deadlines.

5. Set reminders and alarms

Reminders can help ensure you don't miss appointments or deadlines. Set reminders for tasks due soon and alarms for appointments you must attend.

6. Review your calendar regularly

Regularly reviewing your calendar will help you stay on schedule and avoid over-committing. It's also a good opportunity to reassess your priorities and make any necessary adjustments to your schedule.

7. Use a paper-based calendar

While digital calendars are convenient and offer many features, some freelancers prefer paper-based calendars. This can be a great way to stay organized and visually see your schedule at a glance.


In conclusion, calendar management is essential for freelancers who want to maximize their productivity, manage their time effectively, and communicate better with their clients. It helps you stay organized, prioritize your tasks, and avoid overcommitting, ensuring you can deliver high-quality work on time. Whether you use a digital or paper-based calendar, incorporating this tool into your work routine can significantly impact your success as a freelancer.

If you are unsure of where to start, sign up with Workee and gain access to our free scheduling tools. Aside from that, you also get to enjoy other amazing features for free. But come to think of it, if you could access all the above-listed Workee features for free, what happens if you upgrade?

Ihor, CEO at Workee

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