How to Optimize Your Schedule

how to optimize your schedule

As a freelancer or contractor, you may have the freedom to work on your own terms, but with this freedom comes the responsibility of managing your own time. Whether you’re juggling multiple projects or trying to balance work and personal commitments, optimizing your schedule is crucial to your success. 

In this article, we’ll explore the best strategies to maximize your productivity, optimize your schedule, prioritize your tasks, manage your time, and achieve a healthy work-life balance. By following these tips, you can streamline your workflow and achieve both your professional and personal goals.

What Is Schedule Optimization?

Schedule optimization is the process of managing your daily schedule to best support both your professional and personal responsibilities.  It involves analyzing your work patterns, identifying time-wasting activities, prioritizing tasks, and structuring your schedule in a way that allows you to work smarter, not harder. 

Schedule optimization can help you achieve a better work-life balance, reduce stress and burnout, and improve your overall quality of life. It can help you to manage overwhelming workloads, make time for client meetings, and significantly reduce stress. 

How to Optimize Your Schedule

Step One: Make a List

Before you begin, list out everything that you need to accomplish in your given time frame. This should include urgent business tasks, personal responsibilities and everything in between. It does not need to be in any particular order, as long as all of your tasks are laid out.

Step Two: Identify Your Priorities

Optimize your schedule by identifying priorities

In his book The 7 Habits of Highly Effective People, Stephen Covey wrote, “The key is not to prioritize what’s on your schedule, but to schedule your priorities”. Keep this in mind when creating a schedule, and make sure to focus on your main priorities for that time frame. Schedule those first, and work your way through your other responsibilities.  Begin by scheduling those tasks first and then work your way through the rest of your to-do list. 

To help with this process, the Eisenhower Matrix is a useful tool for effectively sorting through your priorities. This framework allows you to identify and prioritize urgent and important tasks, ensuring they are completed first, before scheduling in less urgent ones during any remaining free time. 

Step Three: Make Time For Breaks

Once you have identified what you need to accomplish, you can now schedule your breaks. Even the busiest schedules need to include time to unwind, in order to best support your attention span and mental health. Make sure that these breaks are regular and allow you enough time to relax. The Pomodoro Technique is a helpful framework for scheduling plenty of short breaks, and can be very useful to optimize your schedule. 

Step Four: Remain Flexible

Unplanned interruptions are inevitable, and can unfortunately not be avoided. In fact, a study by Atlassian reports that the average employee experiences up to 56 interruptions every day. Account for the possibility of an interruption in your schedule, and don’t panic if you feel it disrupts your workflow. Schedules should be easy to rearrange, and stressing about things that are out of your control will only hold you back. 

Step Five: Use Scheduling Tools & Software

Some tasks can be easily automated using certain software, which can open up a sizable portion of your schedule in order for you to focus on more urgent tasks. Repetitive tasks can be demotivating and stressful, and workflow automation may be the answer you are looking for. Monday.com is an example of effective scheduling software that can assist you to free up a portion of your day.


Remember to prioritize your main responsibilities and schedule in regular breaks to maintain your mental health and focus. Don’t be afraid to adjust your schedule as needed and utilize software to automate repetitive tasks.

The Best Schedule Optimization Tools & Software


Monday is a multipurpose project management and task management tool with intuitive collaboration features that are easy to learn and quickly understand. Monday’s features include scheduling, planning, file sharing, and document management, and can be incredibly useful for optimizing and managing your schedule. 


NiftyPM was built to serve as a central location for every phase of a project. Designed for businesses of all shapes and sizes, this software aligns project teams, facilitates project cycles, and automates the progress reporting process. It can be used in client management, for collaboration or simply to organize your schedule.


If you’re looking for a user-friendly tool with a simple interface, then Trello may be for you. It is an easy-to-use software with drag-and-drop cards that can be used to keep clients or team members up to date on your progress. You can also add what they call ‘power ups’, to add calendar features or link documents. 


Forecast is a tool that combines resource management and project management, based on the understanding that successful projects require a combination of short-term and long-term planning. The built-in AI helps to identify which projects are at risk of being delayed, and it can also be used in tandem with other software such as Slack, Microsoft Teams, Asana and Google Drive.


Zapier can be incredibly useful for clearing up your schedule and automating certain tasks. Using this tool, you can connect different applications together and automate tasks such as lead management, client communication and internal processes. 



Optimizing your schedule is crucial to your success as a freelancer or contractor. By prioritizing your tasks, making time for breaks, and remaining flexible, you can manage your workload effectively and achieve a healthy work-life balance. 

Utilizing scheduling tools and software can also help you to automate repetitive tasks and streamline your workflow. With these strategies and tools, you can take control of your time and achieve both your professional and personal goals. 

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How to Optimize Your Schedule

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