How to Balance Client Calls and Creative Time as a Freelancer

It’s no secret freelancing requires extreme self-discipline. With no one but you cracking the whip, it can be tricky to stay focused throughout the day.

Client calls are one of the biggest distractions for creatives, but they’re also one of the biggest parts of being a freelancer. It’s during these calls that you gain crucial insights into client briefs, build trust and foster relationships, and determine exactly what’s expected in a way that, sometimes, words cannot convey.

However, while scheduling and engaging in client calls is important, it’s equally crucial to make sure you leave enough time to focus on the work itself—as well as factor in time to experiment with new ideas.

In this guide, I’ll go through a list of strategies and methodologies you can use to ensure you have enough time for clients and creativity throughout the day.

1. Create a solid routine

Every freelancer knows how crucial the presence of a proper routine is.

You can try to get work done without one, and you might be able to for a while, but it won’t last—and you’ll find yourself feeling needlessly stressed out and racing toward deadlines at the last minute. It’s not sustainable.

The best way to start cultivating balance within your autonomous work practice is to create and stick to a clear schedule.

Set aside specific times for client calls so that you know there will always be enough time for them.

For instance, make 14:00-16:00 on Mondays and Wednesdays your call time. If you don’t have calls, then you can dedicate the time elsewhere, but calls come first.

It’s also useful to have a shared calendar or booking system that highlights when you are available to take calls. This creates a professional impression that shows you’re well-organized.

2. Distinguish between importance and urgency

Importance and urgency may be similar concepts, but they are not the same—and understanding the difference can be the key to unlocking more balance in your schedule.

Important tasks are essential tasks that have a high productivity value. Urgent tasks may not be as important as “important” tasks, but they may be under more time pressure to be completed.

Designing a logo for a client before the end of the week is an important task. But a client call is scheduled five minutes from now.

Which task should be addressed first?

In this instance, the call is a higher priority. Learn how to priority stack by distinguishing between importance and urgency for a more balanced workflow.

3. Maximize the value of your client calls

In a productive client call, you might meet with a new or existing client to discuss the parameters or budget of a project or exchange ideas.

Whatever the topic, be sure to address everything important so that the call’s value is maximized.

If you don’t sufficiently prepare for a call or forget to discuss important details, you will likely need to schedule another one that might eat into your creative time (and other priorities).

Don’t let that happen!

Create an agenda or list of talking points upfront and be ready to reach conclusions or find solutions.

Talk it out in one call and move on to your other tasks.

4. Anticipate client needs

This tip goes hand in hand with the above.

If you want to truly maximize the value of a client call, it can be useful to preempt what topics or issues they may want to bring up so that you can deal with them as quickly and efficiently as possible. Here’s where having an agenda comes in useful once more!

You should also consider who your client is and what kind of relationship you have with them:

Is it new, so you will need to go through greetings and formalities?

Or

Is it established so you will merely be fine-tuning small details?

It’s a good idea to consider what they will want from the call, too.

This way, you can expedite the call process and hopefully free up a little more time in your day to invest in creativity for a more balanced workday.

5. Set boundaries

If you’ve set up a booking system or calendar that clearly states your availability, don’t let clients disrupt you when you’re focusing on your work.

It’s acceptable to decline a call if it’s unscheduled, unexpected, or will negatively impact your productivity.

The situation may not be ideal, but at the end of the day, you’re in an industry where the only person who can advocate for your needs is you, and exercising that right is essential.

There are many ways to communicate to clients that you are unavailable for certain times, but you must still be friendly, professional, and respectful.

Most clients will understand if you politely ask to reschedule for a more convenient time for you both.

6. Review your routine from time to time

Having a routine is much more important than the kind of routine you have.

When experimenting with a new workflow or schedule, give it some time to settle, and then review how well it works for you on a personal and professional level.

Does your current routine leave enough time for creative work? Or does it feel like you are constantly scrambling for extra time? Is there maybe a way to shift things around that is more conducive to your work style?

Asking questions like this every few weeks or so is a healthy way to keep your creative and client’s needs in check.

7. Don’t de-prioritize creative time

Clients and their various needs should always be a top priority. After all, they’re the ones who are paying you.

But that doesn’t mean they should always come before your creative work.

If you don’t set aside enough time to be creative, your work quality (and perhaps even your mental health) will suffer—and that’s no good for anyone’s career, especially in a creative industry.

Don’t let the pressures of client communication get in the way of your passion or the precious hours you have in a day to express them.

Balance is the key to a successful freelance life

Being a successful and fulfilled freelancer is largely about mastering the art of balance. Balancing time, priorities, client needs, and personal needs isn’t always easy, but with the right strategy, anything is possible.

Embrace these tips for prioritizing client calls while still leaving enough time for creative experimentation and work.

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