How To Manage Multiple Freelance Clients Without Burning Out

Independent professionals interact directly with clients instead of working in-house for a company. When you’re in this freelancing role, you often have to juggle multiple clients at once and have projects with competing deadlines. Every client and project deserves the same level of attention and detail. Your performance for each needs to be stellar to maintain your reputation and earn positive feedback. Learning project and time management strategies and organizational skills can help you be effective without experiencing burnout.

If you're an independent professional who’s concerned about how to manage multiple clients without burning out, these tips and strategies are a great place to start:

• The challenge of juggling multiple clients
• Project management
• Time management
• Client communication
• Work-life balance
• Tips for avoiding burnout

The challenge of juggling multiple clients

Being able to set your own schedule is a primary factor that draws many people to freelancing. Instead of being employed by a single company and having one manager, many independent professionals fill their workweek with multiple client projects at once. You may work 10 hours a week for one long-term client and split the rest of your time between different one-off projects and new clients.

As a freelancer, you must be adaptable and flexible to work with different clients. Some clients may be in a different time zone or have specific guidelines you need to follow. You may need to adjust your work style to meet client's needs, matching their communication preferences, expectations, and work culture. Experienced freelancers know how to create a work persona for each client and be able to quickly switch back and forth when managing many clients at once.

It's tempting to say "yes" to anything and everything that comes your way, especially in the beginning, but this can lead to burnout. Even if you set yourself a reasonable schedule, mastering project management, time management, and client communication can help make balancing your workload easier and more efficient.

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Project management

Once you accept a new project, the next step is to create a plan of action and then get started—this is project management. You have to figure out what you need from the client before you can begin. Then establish deadlines and deliverables, so you can start working and monitor your progress.

On your end, you’ll want to break the project down into milestones, smaller steps with due dates, so you always know that you’re on schedule and can meet the deadline. This is helpful when you have many different projects and clients at once. Across your multiple assignments, you can create an updated to-do list and know which tasks you should be working on at all times.

Figuring out which project management processes work for you can help you stay organized when juggling multiple projects, onboard new clients faster, and keep ahead of your deadlines.

Get organized with project management tools

When you work as an employee, your company likely has project managers and designated software for assigning tasks, collaborating, and creating workflows. As a freelancer, you have the freedom to set up your own processes. Clients may ask that you use their tools, but often you're working independently and giving updates as needed.

You can incorporate project management and collaboration tools that help you stay organized to avoid feeling overwhelmed. These tools make it easier to visualize your projects, so you know which deadlines are coming up the soonest. They're also helpful for client management to organize and get more direct feedback.

Having a streamlined system can prevent you from falling behind, missing tasks or due dates, and feeling like you're over your head. You can use a planner or simple spreadsheet at first to stay organized, but as you start taking on more projects and clients you may need to find a more comprehensive tool.

Popular project management tools for freelancers:

• Monday.com. Update clients and other stakeholders quickly with automated status reports. Easily work with clients on larger projects using collaboration features.
• Trello. Break down your tasks into cards, then lay them out visually, creating boards for each project.
• Wrike. Plan projects using templates, organize all of your important client files and get real-time feedback on creative assets for live editing.
• Asana. Visualize your workflows to easily understand your priorities. Find templates you can customize for your specific project and use cases.
• ClickUp. Designate spaces for each client to see a clear overview of current projects, add folders, and color-code for better organization.
• Hive. Create to-do lists and visualize your projects on a calendar, Gant, or Kanban board.  

Streamline client workflows

Workflows describe how you manage client relationships. When working with clients, you want to make sure the process is straightforward from start to finish. Streamlining client workflows makes onboarding clients and taking on new projects quicker. You can figure out your preliminary steps, your overall planning process, and then execution. Client workflows map out the project from start to finish.

Outlining the workflow is a great first step when you start a new project.

How to create a client workflow:

1. Make a list of what you need from the client, whether it's creatives, access to documents, or software permissions, to get these inputs ahead of time.
2. After that, decide what tools you'll need.
3. Break down the project into steps or tasks and assign yourself deadlines.
4. Decide how you want to communicate and get feedback from client.
5. Establish how you'll deliver the final product.

As you've designed the workflows, see if you can automate any of these processes. You could use a project management tool to create tasks or a collaboration tool to receive direct feedback and keep it organized.

Learn to outsource and delegate

Learning to outsource and delegate is part of automating your workflow and becoming more efficient. Working with other freelancers can help you be more productive and offer more services to clients. Rarely can one person do it all, and having go-to partners can make collaboration easier. Keep in mind that when you outsource or delegate, you’re still personally responsible for meeting the quality and timing needs of your clients.

If you want to collaborate with other freelancers, you have several options. One option involves creating a network with freelancers who have skills that complement yours. As needs arise, you can recommend each other back and forth to clients. While you can't guarantee the client will hire others from your network, providing suggestions and endorsements can be helpful.

Another option is to create an agency and offer full-service support for clients, packaging your skills together as partners. You can assign tasks to teammates with the right skills when working as an agency. You don't have to complete every aspect yourself.

As a freelancer on Upwork, you can hire other independent contractors to help with different aspects of your fixed-price projects. You can get someone to assist with the parts of your job you don't need to be hands-on for, like data entry. Make sure you adhere to Upwork’s policies and any contract agreements like non-disclosure agreements.

Delegating tasks may not come naturally at first, especially if you're used to working completely on your own. As you build up your client list, you may find that you have more work than you can take on by yourself. Collaborating with other freelancers lets you expand your services, be more productive, and focus on your specific niche. Everyone gets to do what they do best, often leading to a higher quality outcome.

Time management

Time management is a fundamental soft skill for any freelancer. You have to learn how to be productive and make the most out of your workweek. As a freelancer, you only get paid when you're working on client-driven activities. You want to create a practical schedule that leaves time for work-life balance and the various administrative tasks you may need to do, like invoicing or marketing.

You may not have a set schedule when working as an independent professional. One week may be busier than the next, depending on which clients you're working with. When you have multiple projects lined up at once, you have to know how to manage your time well so you meet your deadlines. Procrastinating or getting distracted can make you fall behind.

Working with many different clients at once can be like cooking a three-course meal with a pot on every burner. You need to give each of your dishes the same care and attention, making sure that none of them burn and they're all equally delicious. When one pot is ready to serve, you may immediately replace it with a brand-new dish that you need to cook from scratch.

Track your time

A helpful first step in learning time management is tracking your time. You're likely familiar with time tracking if you work on hourly projects. The Upwork desktop app tracks time and optionally takes random screen recordings for your work diary to give clients peace of mind during hourly contracts. When you work on fixed-price projects, it's up to you to manage your time wisely.

Using a time tracker app can help you determine how much time you spend on each project and client. Knowing how many hours you spent on the projects lets you know your equivalent hourly pay. This can be useful for bidding on projects later on.

Time tracking is also helpful for procrastination and distractions. You may feel like you're working a lot, but how much of your time spent at your computer is billable hours? When exploring your time tracking throughout the week, you could find that you get side-tracked and waste time. You can see how many times you hit pause and take breaks. Time tracking may help you be more mindful about how you spend your workday.

Become a pro at prioritization

Prioritization helps you know what you should be working on. To-do lists are great, but they don't indicate what necessarily should be tackled first. Learning how to prioritize can help you feel less overwhelmed. Sometimes when the list is too long, you don't know where to start—beginning with the most critical items encourages you to make the most out of your time and stay on top of upcoming deadlines.

If you want to use the to-do list method, make sure you add essential elements like:

• Due date
• Urgency
• How much time it will take
• What you'll need before you can start

You can also group tasks that go together and have similar urgency (or that you know you can quickly complete) and time block. Remove all distractions and work for a set time, concentrating on the tasks you've assigned yourself. Don't forget to reward yourself with a break at the end of the block. Small breaks can help you recharge and be more productive afterward.

Use productivity tools

Productivity defines how much you accomplish when working. Some days may be better than others, which is normal. Incorporating the right productivity tools based on your needs can help you work more efficiently overall. Embrace your strengths and get a little help for what you struggle with, whether it's organization, focus, or client management.

If you have an inbox that seems never-ending, a tool like SaneBox that uses AI can help you declutter, deep clean, and make sense of your emails. Calendly can help organize your meetings, send out invites, and schedule the best times with clients and collaborators. You can even block distractions, whether it's texts or access to tempting websites, with a focus app like Serene.

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Client communication

A fundamental part of building lasting relationships with clients and creating a positive experience is communication. Before starting a project, you need to know exactly what the client wants. Communicating effectively with your clients helps you to set and meet their expectations, establish trust and confidence, and collaborate well.

Make sure you're clear on the project's scope before you begin, clarifying any areas you’re unsure about. You can set up a call or video meeting to go over the project first and then check in along the way with quick progress update messages.

Create clear communication channels

Communication takes two, but you can do everything you can on your part to be an effective communicator. Start by establishing the preferred communication method for both of you, whether Slack, Upwork Messages, email, or a video call. Creating clear communication channels, rather than uncontrolled conversations on more than one platform, helps to avoid unseen messages or disorganization.

Some projects require meetings, especially if you need input from stakeholders or are collaborating with the client's team. Decide on a meeting platform like Zoom or Google Meet and set your availability. If your client is in a different time zone, you may need to be flexible in your schedule.

Setting communication boundaries with clients as a freelancer is essential for preventing burnout. When you start a contract, let clients know your working hours so they understand the best time to reach you. Unless it's a client emergency, allow yourself to unplug when you're off the clock, not checking work emails or messages.

Learning to combine both asynchronous and synchronous communication is a valuable skill for freelancers to stay organized and juggle multiple clients simultaneously.

Manage client expectations

Clients often have different processes. One may give you a detailed brief that clearly outlines the entire scope of the project, while another has an idea of the end goal but hasn't figured out the finer details of how to get there. Before saying yes and accepting or drafting a contract, set up some time to go over the project's scope and understand the client's expectations.

Managing client expectations lets you know what you're saying yes to. When the project isn't well defined, you may end up doing more work than you thought you were. You want to try to avoid scope creep. This occurs when the project slowly changes, whether it's from the direction of the work or the client adding on more tasks. You can feel stuck wanting to maintain your reputation but suddenly find yourself struggling to make deadlines or seeing diminishing pay for extra work.

Knowing what your client is looking for also helps you deliver the right end product. A project may seem like the right match for your skills until you learn about the client's expectations and start negotiating. Some clients and projects may not be a good fit for you, and that's OK. You want to figure this out before you commit so you avoid negative feedback once a misfit project is underway.

Tips for negotiating as a freelancer

• Know your minimum hourly rate and your target goal
• Ask for the client’s project budget
• Research the average hourly rate for your skills and similar projects
• Justify your rates with experience, client reviews, and expertise
• Estimate how much time a fixed-price project will take
• Review your schedule to see how much availability you have
• Determine your top selling points as a freelancer

Learn more about how to negotiate as a freelancer here.

Build lasting relationships

Building lasting relationships with clients is a cornerstone for success as a freelancer. Every client can turn into an opportunity for repeat work or a referral to a colleague. You want to create a great working experience from the very beginning to following up after you've handed in the final deliverable.

Some projects may be one-offs, and even if the client really enjoyed working with you, they simply won’t need your services again. You can still focus on the relationship; they may end up having leads for you. They can refer you to other clients or at least leave a positive review or testimonial.

Having an open line of communication, being helpful, and going the extra mile (while still being fair to yourself), can turn a new client into a repeat one. Establishing client relationships is how you start building a career as an independent professional with a steady income each week.

Work-life balance

When working remotely, you can sometimes fall into the trap of being "always on" since you often don't have a physical office to leave and a work computer to shut off. Even full-time employees can get tempted by checking after-hours emails and Slack messages.

As a freelancer, you may have the extra temptation to accept all the projects that come your way since more work directly equals more pay. However, maintaining a work-life balance is essential for avoiding burnout and staying productive and creative.

Work-life balance means you have a healthy separation between your work and personal life, carving out enough time for both. Achieving this balance can take time, especially if you're just starting out and working on building your freelance career. Start by figuring out your non-negotiables, like not answering emails after 7 p.m., and then work your schedule around them.

If you struggle with work-life balance, these tips can help.

Establish clear boundaries

Many people are drawn to freelancing because of the flexibility and control over your workweek, but you must be strict and set guidelines and rules for yourself. Determine how many hours you need to work each week, and create a schedule for yourself. Dedicate certain hours for working, and when you're not working, enjoy your free time and try not to check your phone.

If you mix personal time with work time, you can end up feeling like you're spending all day "at the office." When you set boundaries with yourself and your clients, you create space for work and personal time. Let your clients know when and how to reach you, and try to be present and engaged in your life when not actively working.  

Separating work from your personal life may be hard at first, especially if you have your work apps set up on your phone. Practice mentally leaving work each day, even if your "office" is the same couch you'll watch Netflix on later, so you have time to recharge and enjoy life.

Boundaries between work and personal life are essential for balance, but client relationships can also be fulfilling. As a remote worker, you don't often have the "water cooler talk" that you would if you worked in an office. As a freelancer, you may sometimes miss the camaraderie of being part of a team if you typically work independently. Long-term client relationships can become a great alternative and even extend beyond work. You may one day even meet up during your travels.

Practice self-care

You are your own best advocate. Taking time throughout the week to practice self-care and prioritize your mental, physical, and emotional well-being can actually make you better at your job. Think about what brings you joy outside of work, and then figure out where you can carve time out for that in your week.

Finding time for self-care can be challenging at first if you don't actively make it a priority. It may seem frivolous or even selfish if you have others to care for, but the benefits often extend into every area of your life. You'll likely find that when you're less stressed and happier, you're more productive and patient; balancing your many different roles becomes a bit easier.

Self-care tips for freelancers

• Schedule "me time" to do activities you enjoy, just as you’d schedule a meeting
• Find time to exercise, even if it's just a walk around the block during lunch
• Take small screen-free stretch breaks throughout the day to let your eyes and mind rest and your body release muscle tension
• Explore different stress outlets like exercise, art, or meditation
• Go outside when you can and immerse yourself in nature
• Prioritize sleep
• Get a houseplant–plants often have a calming effect
• Treat yourself every now and then

The author (Cassie) takes time to connect with nature and unplug while rock climbing during her time off.

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Tips for avoiding burnout

Burnout happens when work-related stress causes you to become physically, mentally, or emotionally exhausted. During this time, you feel overwhelmed, like you can't possibly do it all. You may become excessively tired, unmotivated, frustrated, withdrawn, or moody and have trouble concentrating.

Job burnout has negative effects on your health. According to the Mayo Clinic, when ignored or untreated, burnout can lead to insomnia, heart disease, high blood pressure, Type 2 diabetes, and vulnerability to illness. It also can affect your work performance and personal life.  

Ideally, you can avoid or prevent burnout by learning the early signs and managing your work-related stress. As an independent professional, you can try to create a manageable schedule and not take on more than you can reasonably accomplish. Prioritize work-life balance and make sure you have fulfillment outside of your job—when working from home, the lines can become blurred.

Tips for preventing and managing burnout as an independent professional:

• Exercise regularly
• Try working at a coffee shop or other spot outside the home and changing up your weekly routine
• Reduce your workload if possible
• Incorporate mindfulness like yoga or meditation into your life
• Make sure you're getting enough sleep
• Eat healthy and nutritious foods
• Learn to say no
• Take physical and mental breaks during the day
• Reach out to your support system to vent or get advice
• Fully unplug and engage in non-work-related activities

The shift from working for one employer to managing multiple clients at once may seem like a leap, but it's completely doable. Independent professionals learn how to master both project and time management and client communication, so they can balance projects and clients effectively. At the same time, finding the right strategies for managing a healthy work-life balance helps freelancers avoid feeling overwhelmed and burning out.

The right online tools, like Upwork, make the process of managing multiple clients easier, with features and integrations for time tracking, client communications, payment protection, and invoicing that do some of the heavy lifting. Make Upwork your home for freelancing and start meeting clients from all over the world in need of your exact skillset. See what jobs are available right now.

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Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.