8 Simple Online Time Management Tools for Freelancers
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.
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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).
What, no Copper Project? http://www.copperproject.com
yes, i agree with the above advisor, computer time management is a tough task.
Plaxo is a better alternative for storing Contacts list. You can share your contact list to your associates.
No Sidejobtrack?? Activecollab?
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.
Google Calendar, Gmail, Google Reader, Ta-da Lists for me. Now, if only I used them more efficiently…
GoPlan (http://goplan.info) for project management. I found the interface nicer, easier to use, and so did my clients compared to Basecamp.
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
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.
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.
Great tools!
It’s choice of everyone.
Rajesh Shakya
http://www.rajeshshakya.com
Helping technopreneurs to excel and lead their life!
May I add http://www.dotproject.net/
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!
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?)
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..
excellent tools!!!!!!!!!
thanks for your sharing.
If you are into GTD I would recommend Nozbe – http://www.nozbe.com
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.
good idea and good share
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.
I think I am going to like the Vital!st. Thanks for a great article. I’ve been lurking and reading quietly until today.
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?
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.
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.
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.
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
“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.
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!
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.
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!
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
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.
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.
Try http://www.plaxo.com
for all this in one single site.And its free.
Contact management
Calendar
Tasks
Notes
Really a good site
Thanks for all the great sharing, let me contribute, here’s a NEW unique tool
http://go.catalyst.com/?linkid=8034156
May is also add http://worldtimeengine.com for organising international calls…
Plaxo.com doesn’t have task categories. Do you know any other service that offer categories for tasks, just like in Outlook?
Here is another free tool, providing multiple clocks and alarms management. http://www.easynth.com/profriend
http://Life-log.com – Free tool for time tracking, work hours billing, tracking body and mind. Interesting approach to build one’s own tool for life log (in a broad sense).
You may also check out http://www.GoalsOnTrack.com, a very nicely built web app designed for tracking goals and todo lists, and has time tracking. It’s clear, focused, easy to navigate, worth a try.
This article is great. I’ve linked to it as “recommended reading” in the first installment of my new Work From Home Tuesday series at oDesk.
http://www.odesk.com/blog/2009/05/work-from-home-vol-one-distractions/
I suggest you Teamwork, you can download it and try it with a free 30 days evaluation license, and with it you can manage project, customers, agenda and much more.
Hiring a Virtual Assistant is a great time management tool. The right professional will free you of the administrative tasks associated with your personal or business endeavors.
Hey,
My colleagues and I use Hydrogen http://hydrogen.great-apps.com to manage our task lists…
Its different than most to-do lists coz you can have a set of friends and delegate tasks to them. You can add comments to the tasks and also mark them as done.
You also get a weekly email with all pending tasks..
I always use Google Calendar to manage my time. It’s great if you use it in combination with nemussync on your iPhone.
I use Collabtive – Open Source Collaboration found here:
collabtive.o-dyn.de/
My clients love to see exactly what I am working on with their site.
I made a tool called Hourpatch (http://www.hourpatch.com/) that lets you build a calendar of your future work schedule for all of your projects, and keeps a tally of your hours worked/planned on each project so you can match up your work schedule with your project estimates. And it’s got iCalendar export, too. Check it out
I use Manymoon.com, a free tool by Google. I believe that you have to own a google domain to use it (not sure why) but it is a nice tool!
great tools every one thanks made my life that much easier
Thanks!
I found a lot of useful information.
A lot of good tools here, many of which I use every day particularly Basecamp. I would also check out a simple and straightforward online time tracking application called 1DayLater time tracking – a good way of tracking things like time with clients, money (everyday expenses) and mileage. Hope this is useful to the freelancers on here!
There is another simple online time management tool called Dooster which is now available. It’s always cool to try out new alternatives.
Check it out there was a FREE 30 day trial when I joined. Works for me.
Another tool worth mentioning is Intervals. The lower plans are ideal for freelancers who need time tracking for a low monthly cost.
Hey folks, it was a wonderful discussion that has saved me a lot of Googling effort. Appreciate all.
I use Google Calendar for scheduling tasks. It is exceptionally good in its productivity in simplicity for scheduling meetings, informing respondents according to their status [Yes, I'going, Tentative, No]. On saving after any change, GCal checks for updates and asks you to send or not send the update to invitees.
And I am still looking for a project feature where I can track the amount of activity time actually spent against what was planned and conduct analysis to see the effectiveness of the estimates as a corrective feedback for the next plan.
Any suggestions?
Here is the list of all the recommended tools in the above discussions and I am going to look at them one by one .
activecollab.com
vitalist
rememberthemilk.com
famundo.com
dotproject.net
goplan.info
copperproject.com
Toodledo.com
MonkeyGTD
nozbe.com
RescueTime
mynotewall.com
adderuppa.com
mytata.net
actionthis.com
Dooster
Basecamp
1daylater
Manymoon.com
hourpatch.com
Collaborative
Google Calendar
Thought I would mention an addition to this list for freelancers. SEOinvasion.com just launched their own project management tools for freelancers in their community.
Great set of products. Project management, calendars, todo lists… What about time tracking and the agile spirit? Try http://mrticktock.com – simple, fast, intuitive.
My organisation uses Dooster.net which has been a great success. Easy to learn and great customer service.
I would like to recommend OroTimesheet for time tracking and invoicing.
It is really easy to use and very affordable.
It helps me keep track of the time I spend on each project. I can easily create an invoice from my timesheets. I used many timesheet software over the years and this one is my favorite.
It is free to try so make sure to visit the company’s website at http://www.orologic.com/
One of the principles of time management is managing the chunks of time effectively. I’ve been able to do this really really well with Action Enforcer which is now a tool I wouldn’t do without. In fact even now, commenting on this blog, AE is ticking (silently) in the background so I know when the chime starts that I need to move on to my next task.
nice tools i added on to firefox.
Thanks
A very long ago I was sent to a Time Management course which cost about $5,000 for a few days of training but you received a fantastic time management day timer which I loved. Somewhere along the way I stop using it and I can not recall the name of this system. It had everything – two page for the day, a to do list which you prioritized, a list of phone calls and general info about the conversation, goal setting etc.
I would love to be able to find a day timer that is the same or similar. Does this sound familiar to anyone?
I’m no longer a freelancer but was till recently so hope i’m still allowed on here. Noticed you mention Basecamp. We went looking for project management software about a year ago. One of us was all for Basecamp so at least had an idea about what was what. The rest of us wanted to have a look at some of the competition because there’s a lot and we came back home with Dooster. It’s not specifically for freelancers but it’s well worth getting.
We use Dooster as well and we really like it. So we’d be interested to you read your review of it.
Although I’m very computer literate in many ways, in others, not so much. I just can’t get into keeping a calendar or “to do” list online. Give me the old-fashioned pencil and paper any day.
I agree with the comments about Dooster. We have had it for some months and really like it. Everything about it is good.
No one mentioned Wrike yet, but I think it would make a great addition to the short list of apps. Our system allows you to conveniently organize your task and projects in one workspace, monitor progress and track time easily.
http://www.chrometa.com has proved (in my eyes) to be the best time tracking app, and I’ve used a lot of them. It really does deserve a (second) mention!
I wish I could have all tools into a single product, for even more productivity
Pick up the best one and most responsive (in terms of the customer care) and drive it, give a feedback, ask for changes, request new features, report bugs.
Be the change you seek
We use Replicon employee time tracking software for both time tracking and project billing.
I use MS Outlook 2010 for calendar, contacts, tasks, and even project management (though for more complicated projects, I use OneNote and/or FastTrack Schedule if it’s a large project). I’ve found over the years that having everything in one spot works best for me. Otherwise, things get complicated and disorganized – and that winds up costing more time.