8 Simple Online Time Management Tools for Freelancers
Leo Babauta
One of the biggest challenges for freelancers is managing our time — if we don’t do it well, we won’t survive as freelancers.
Time management is about developing good work habits, and using time management tools that work without getting in the way.
As freelancers, we also want tools that can be used and accessed from anywhere — multiple locations, while traveling, and on the go with our mobile devices if necessary. So today we’ll look at a few online tools that are simple, easy to use, and effective — helping you manage your time and tasks without too much hassle.
This list actually contains alternatives for each type of time-management tool, so you have options to check out.
Calendar: Google Calendar or 30 Boxes. A calendar is one of the cornerstones of any time, management program, of course, but it’s best to have one that’s simple and easy to use. You don’t want to have to wait to enter an appointment or to see what you have on tap. I’m a fan of GCal, with its multiple calendars (one for freelance work, one for work, one for personal, one for family?), its email reminders, and quick add extensions, but 30 Boxes is another favorite and is a great alternative. I suggest you only use your calendar for things that have to be done on a certain date or time — not for your daily to-do list.
To-do list: Vitalist or Todoist. There are dozens of to-do list managers online, and I’m not going to do a comprehensive comparison. But Vitalist is one of my favorites, because it is so intuitive and easy to use. Todoist is a great choice if you prefer things in a hierarchical, outline-type format.
Project management: Backpack or Basecamp. You can use a to-do list to manage the tasks of a project, of course, but if you need to collaborate, or store extensive notes or files, you’ll need something a little better. Backpack is the simplest way to do that, because it’s so versatile. You can share pages, have checklists or other lists for the project’s task, set up pages for each project, add files and notes and images, even send yourself reminders and do “white papers” for collaboration. If your project needs are more complicated, you’ll want to give Basecamp a try.
Contact management: Big Contacts or High Rise. Every freelancer has many contacts to manage, of course, but how is a contact manager a time-management tool? Well, Big Contacts and High Rise (from the same makers of Basecamp and Backpack) go beyond just storing phone numbers, addresses and email addresses. They also can store notes for each contact, phone calls made, meetings held, and tasks that need to be done. If you do extensive work with some of your contacts, these tools will be useful. I personally have been using Big Contacts, but High Rise is very slick, and simple to use.
dave
July 20th, 2007
I have a comment about one of the services you listed. Vitalist is another example of how Web 2.0 is invariably creating a class of developers who want to monetize niche web apps. Am I saying they don’t deserve credit for their work? No.
Realistically, the online to-do list is now a big a niche as a shirt from Hot-Topic is original. Plus, looking at the features they have here, I don’t know why anyone would even consider paying for this when you’re getting the best of the features for free that you’re getting by paying for the service. The only thing subscription members get is the ability to upload files (for a to-do list?), SSL security (again….for a to-do list?) the ability to share your lists (easily circumvented with a pen and paper or even a print screen) email support (nothing really shocking here..but still not worth $5) and the benefit of viewing your to-do list with no ads (which are probably nothing but Google AdSense, and even then isn’t paying to remove Ads from a service something we stopped worrying a LONG time ago?).
Don’t get me wrong. I’m not saying these people are untalented individuals who should bow down to my rules of making a service on the web, but I think the idea of paying for this could have been thought out a bit better on-top of better distinguishing marks between paying and non-paying customers (should someone consider paying for services like this when there are already much better alternatives out there).
Ben Prendergast
July 20th, 2007
What, no Copper Project? http://www.copperproject.com
Kuswanto
July 20th, 2007
Plaxo is a better alternative for storing Contacts list. You can share your contact list to your associates.
No Sidejobtrack?? Activecollab?
William Profet
July 20th, 2007
Here’s what I use:
1. Calendar: MS Outlook Calendar 2007
2. To-do List: MS Outlook OneNote 2007
3. Project Management: MS Project 2003
4. Contacts Management: MS Outlook Contacts 2007
I am so Microsoft oriented because it synchronizes perfectly with my Windows Mobile 6 phone (HTC Touch). So I am up-to-date anywhere and all the time.
Mike Robinson
July 20th, 2007
Google Calendar, Gmail, Google Reader, Ta-da Lists for me. Now, if only I used them more efficiently…
Rafal
July 20th, 2007
GoPlan (http://goplan.info) for project management. I found the interface nicer, easier to use, and so did my clients compared to Basecamp.
Jeff O'Hara
July 20th, 2007
My favorite is Toodledo.com, great product. Lifehacker likes them a lot too. One I have also started looking at lately is MonkeyGTD.
-Jeff
http://blog.zemote.com
Roberto Fernandes
July 20th, 2007
Copper project (www.copperproject.com) is a great project management software. But the problem is that is too expensive…
I really like Dovico Track It Suite (now, they have a new software, called dovico Timesheet).
For calendar, google is great. You can sync with outlook, palm, etc. And can control the tasks of a entire team, because you can access the calendar’s of each member.
For tasks… I’m looking for a good one…. Simple and fast.
Verne
July 20th, 2007
I have to side with William above, all the tasks you mentioned are managed by my MS Outlook or OneNote on occasion. I like it because it’s consolidated with my email all in one place, and I can easily turn an email into a to-do or follow-up.
My big concern with online apps handling all of this crucial information is if I run into a situation where I need the info but can’t get online. Atleast my Outlook stuff can sync up with my BlackBerry so I have my life at any given point no further away than in my pocket.
Rajesh Shakya
July 20th, 2007
Great tools!
It’s choice of everyone.
Rajesh Shakya
http://www.rajeshshakya.com
Helping technopreneurs to excel and lead their life!
Michael Müller
July 20th, 2007
May I add http://www.dotproject.net/
Alex Hallatt
July 20th, 2007
Great tools, but I need one that stops me spending so much time on the internet reading blogs, other cartoons, etc, when I really should be drawing!
B Smith
July 20th, 2007
Famundo (www.famundo.com) has Calendar, To-Dos, Contact Management, List Management and other cool features. It’s geared towards families/organizations but anyone can use it (and it’s FREE, why would someone pay for Outlook licenses?)
Jermayn Parker
July 21st, 2007
Mmmm I am thinking it may be time to use google calender. I have been trying to use an old time diary but that just does not seemed to get used..
Houghton
July 21st, 2007
excellent tools!!!!!!!!!
thanks for your sharing.
Scott Carpenter
July 21st, 2007
If you are into GTD I would recommend Nozbe - http://www.nozbe.com
Kevin M. Scarbrough
July 21st, 2007
Being a Mac user, I prefer iCal myself. Simple, always there, and free. I have a calendar and “to do” list set up for each active client, one for self promotion, and one for personal.
When I have something that is extremely time sensitive, I set an e-mail or onsreen alarm.
Roongruang
July 21st, 2007
good idea and good share
Jamie
July 22nd, 2007
I can’t believe no one mentioned Remember The Milk (http://www.rememberthemilk.com) for task management. RTM is completely free and is loaded with options for every conceivable use of task management. Tasks can be added online or via email, they can be tagged with keywords for easy searching and custom task list creation, and so much more. Tasks can be assigned due dates either by entering specific dates or by using simple English commands like “Monday,” “next Friday,” “2 weeks,” etc.
Remember the Milk can email, instant message, or SMS messages to your phone to let you know when tasks are due. It now supports Google Gears for offline management of tasks, Twitter for additional features, and supports iCal and other export and remote viewing options. I have yet to see to a task management system so versatile.
Cass
July 23rd, 2007
I think I am going to like the Vital!st. Thanks for a great article. I’ve been lurking and reading quietly until today.
Tony Wright
July 23rd, 2007
Durn it. We didn’t launch RescueTime fast enough to get on your list.
Don’t you want to know how you spend you computer time?
Matt
July 23rd, 2007
Being a Mac user, I use Apple Mail (w/ MailTags) setup as an IMAP account so my email and folders are consistent on any of my computers, iCal and Address Book because it syncs with .Mac and integrates so well with the OS, and iGTD, because it also syncs with .Mac and works itself into so many applications. I also just started using Jott to capture those ideas/notes when I only have a cell phone.
Sulcalibur
August 6th, 2007
I’m all into activecollab (www.activecollab.com) it’s free also and open source. It brought a whole new world to me and organization.
I find it strange you didn’t mention it rather than boosting about 37 signals apps so much.
Taiyab Raja
August 7th, 2007
There are more simpler to-do lists out there - such as MyNoteWall (http://www.mynotewall.com) - you should try that out, seems like it’s growing pretty well.
Anthony Manning
August 18th, 2007
Or you could try something we built some time ago and have just made publicly available. Lots of room, it seems, for these things. http://www.adderuppa.com
mytataNET
October 9th, 2007
“For tasks… I’m looking for a good one…. Simple and fast.”
If the tasks are related to billing for individual consultant/freelancer, and billing is on hourly basis, I don’t think anything can be simpler that this one, http://www.mytata.net/ (pick the Business link). Maybe I’m biased.
jdas
November 3rd, 2007
Site owner, you need to remove the icon that links to gravatar.com, everyone CAN SEE you’re hijacking people’s LINK. I, for one, is very discouraged to use/comment on your site again!
Tim Howell
December 5th, 2007
Have a look at ActionThis which goes a couple of steps further: it makes sure these projects and tasks get done, and it integrates with Microsoft Outlook to provide seamless access to users - not an easy thing to do. Of course, there’s also a great Web 2.0 website to use. Visit http://www.actionthis.com.
Dave
February 21st, 2008
Not that I want to make some sales but obviously I am using my own tool! It is really simple for me to use and it is the exact methodology I learned at university for planning… Yes the methodology we all learned and are applying by memory and forget whole steps every single time!
Andrew Barnes
April 8th, 2008
Surprised no-one has mentioned a few I have worked with over the years.
FreeCRM is an online mega-organiser. It takes some time to get up to scratch with use, but has all you could wish for from a CRM. Has an upgrade option but don’t see why you want to as there is so much there in the free.
For offline use I have played with a few as well as the usual. - EssentialPIM is quite nice but has some glitches when organizing your notes. Has a free and paid version. Schedules, contacts, to-dos and notes with full function editor.
TreeDBNotes is another one similar to EssentialPIM. Both work a lot with heirachial lists. Paid version also allows publishing of a self-exe eBook but currently doesn’t keep working links in output.
RedBox is a third offline and one worth a look
Dan Baluta
April 22nd, 2008
For implementing GTD you might try out this new web-based application:
http://www.gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use
checklists, schedules and a calendar.
Hope you like it.
Dan
May 20th, 2008
As with the last update, now Gtdagenda has full Someday/Maybe functionality, you can easily move your tasks and projects between “Active”, “Someday/Maybe” and “Archive”. This will clear your mind, and will boost your productivity.
Fasal
May 31st, 2008
Try http://www.plaxo.com
for all this in one single site.And its free.
Contact management
Calendar
Tasks
Notes
Really a good site
Howard Fine
August 2nd, 2008
Thanks for all the great sharing, let me contribute, here’s a NEW unique tool
http://go.catalyst.com/?linkid=8034156