Keeping Calm in the Chaos as a Freelancer

As my busiest time of the year comes to a close, I admittedly overbooked myself for the umpteenth year in a row. Sigh. I can’t help but wonder, Should I even be writing about this topic as I teeter on the precarious edge of utter burnout? But in my opinion, Maya P. Lim said it best in her recent CreativePro article: “Creative burnout is not a sign of failure, ineptitude, or weakness—it is a sign of misalignment and fatigue.” Next year, I’ll level up! I am often guilty of expecting myself to have superhuman capabilities. This means I say yes when I should say no. As ridiculous as it is, I think I can fit 20 hours of work into every day because I hate disappointing anyone, including myself. To avoid this, I must make a daily effort to prioritize my self-care while keeping my clients happy and accept that it is okay that I can’t do it all. Otherwise, if my body and mind let me, I would work (or at least create) 24 hours a day. Spoiler alert: My body and my brain have a limit that I find endlessly infuriating. It hasn’t been easy, but I’m learning to listen to and respect that limit as the years pass.  Recently, one of my favorite phrases has been You can’t pour from an empty cup. All the energy you give out has to come from somewhere within. If you’re on empty, it’s time to fill up. Over the course of a 20-year career, I’ve learned that if I don’t take scheduled breaks, my body will schedule them for me. Being proactive, not reactive, is the key.  So, in this article, I’ll share some of the ideas and habits that have helped me navigate away from

the chaos toward calmer waters. I think you’ll find they can help you too.

Step One: Don’t Panic

The very first step to take when the proverbial poo hits the fan is to take a moment and breathe. It’s an idea perfectly summed up by the two simple words on the cover of The Hitchhiker’s Guide to the Galaxy by Douglas Adams: Don’t Panic. You’ll never do your best work when you’re feeling overwhelmed. This might seem basic and obvious, but it’s also vital and easily forgotten in moments of high stress. It may be counterintuitive, but resisting the urge to rush and instead taking a brief breather will make you more productive in the long run. And that will leave you more time for what you love: being creative in your preferred methods and mediums. Unfortunately, like so many things, keeping calm and pacing yourself is sometimes much easier said than done, especially when you can hear that deadline clock ticking louder and louder.  On the topic of deadlines, here’s another favorite quote from Douglas Adams: “I love deadlines. I like the whooshing sound they make as they fly by.”  Adams was a brilliant author; though, as the stories go, he was also dreadful with deadlines—likely because he was adept at hiding from his editor. (Something I would never do!) To me, this quote isn’t saying that it’s fine to be disorganized and unprofessional. Instead, it’s more about keeping things in perspective and that no matter what happens, you’re going to be okay. In other words, don’t panic! Make light of your mistakes when possible, apologize when appropriate (you are only human, but be a professional and own your slip ups), then take steps to do better moving forward.  Also, don’t beat yourself up. I’m very tough on myself if I fail, but then I remind myself that falling can lead to tremendous progress when we stand back up and try again. Okay, but what if you’re already feeling panicky? Unless you’re facing an imminent make-or-break deadline, anytime you find yourself succumbing to panic, interrupt it by taking a break and doing something that brings you joy. Whether that’s a 10-minute yoga session, some deep-breathing exercises, cat videos on social media, or a power nap, find the thing that helps you recenter, and just do it! Take the much-deserved break, even if it’s a short one. It has been scientifically proven that rest can foster creativity, and remember, no matter how much pressure you feel, you can’t pour from an empty cup! Tip #1: Don’t panic! Instead, take a time out. 

Step Two: Organize and Conquer

While I’m often commended for being an organized person, it’s not a trait that came to me naturally. It took years of failed attempts, which turned out to be valuable lessons and baby steps in the right direction.  “Organize and Conquer” is a label I use in my daily calendar. Every morning, I spend at least 15 minutes reviewing my schedule in both my digital calendar and a physical planner. I must stay organized and have things in front of me—otherwise, it’s “out of sight, out of mind!”  Nowadays, there are many digital organizing options, and experimenting with methods that may or may not work for you can get overwhelming in no time. A quick Google search on getting organized returns over 142 million results… which is a large amount to sort through when you’re already short on time and energy! Here are some ideas for narrowing down that search to a manageable set of options. 

Calendars and scheduling

My go-to calendaring solution is Apple’s Calendar app. Similar options include Google Calendar, Fantastical, Microsoft Outlook Calendar, Monday.com, and all of which you can use to implement a time-blocking calendar. And although not quite everything goes in my calendar, most of it does! I track not only my client work but also my personal projects and self-care. By color coordinating calendar blocks for different areas of my life (work, social, loved ones, me-time) I can see where most of my time and energy goes on a weekly basis. 

Note-taking

For making to-do lists and notes, my favorite tool is Apple Notes. If you’re noticing an Apple trend here, you’re right! I love the ability to check my calendar wherever I am, and Apple allows me to check my calendar via an iPhone, iPad, computer, and even Apple Watch. Evernote, Airtable, Miro, and Trello are noteworthy (pun intended!) apps for time management, note-taking, whiteboarding, and making to-do lists. If you have an iPad, an app like GoodNotes could be the perfect fit for you. 

Digital planners

Digital planners are a world unto themselves. Essentially, they are interactive PDFs that you can use on a tablet to schedule, track, plan, journal, keep notes, and more. There are endless customization options, and many sites like Etsy and Creative Market offer templates that you can import into your preferred digital planner app. For a full rundown of digital planners, check out Khara Plicanic’s article in Issue 6. She also discusses how to make your own customized digital planner from scratch using InDesign. While those snazzy organization apps are all well and good, what if you prefer a more analog lifestyle? First of all, you’re on the right track. Science shows that the physical act of writing something on paper helps you retain the information better than any digital method of recording it. So, a simple 99¢ notebook might be all you need. Personally, I prefer the Legend Planner because it offers an undated option (something I found beneficial while I got into the habit of using a daily planner, because it eliminates a lot of wasted pages). There are also dedicated pages for weekly, monthly, and yearly goals and planning.  Confession time: I bought myself a Legend Planner two years in a row and struggled to get in the habit of using it. Fortunately, I stuck to it and finally found my daily groove in the third year. Now, I use my Legend Planner every day, with a monthly page dedicated to a custom daily habit tracker where I focus on the things that help keep my brain and body happy. My daily habit tracker includes exercise, meditation, downtime like reading and journaling, and all the things I would like to do daily to be my best. Other planners worthy of mention are Clever Fox (their planners include budget planning, fitness journals, and meal planners, too!) and Panda Planner.

AI (and human) options

With the recent rise in artificial intelligence technology, services from Google Assistant and Belay Solutions are becoming hot topics in the realm of productivity. Belay Solutions also offers virtual assistants in human form. A virtual assistant can help with everything from marketing and social media management to SEO, translation, and proofreading services. While I haven’t personally tried having my own virtual AI assistant, I look forward to seeing the positive potential of this realm of technology, hopefully making life easier for the solo creative. But please remember to be kind to your AI assistant, on the off chance that Skynet becomes a reality! 

You do what works best for you!

At the end of the day, all that matters is that your organization system works for you. I encourage you to keep trying new methods until you find the one (or ones) that works best for you! Tip #2: Get organized based on what works for you. Some of these organizational methods took me years to fully integrate into my daily life, and there were many methods I’ve tried that did not work for me. Make a commitment to getting more organized and be patient with yourself as you switch gears. Healthy habits take time to master!

Step Three: Basic Plant Care

This is going to sound weird, but stick with me here for a second. In some regards, we’re all like walking, talking houseplants. Like our leafy green companions, we need the right care and environmental conditions in order to thrive. Without them, our creativity, energy, and joy for our work can wither away to nothing.

We all know the importance of staying properly hydrated and fueled with nutritious food, but you might end up neglecting those basic needs if you’re the type that goes into hyper-focus work modes. Take time to give your body and brain the sustenance it needs. Caffeine and junk food can give you a quick boost, but they can also leave you with a counterproductive crash as soon as they wear off. I spent years regularly going too long without food throughout my workdays. I was surprised to realize how much this habit had been factoring into my afternoon brain fog.  You should also evaluate your environment. While some things are out of our control, others can be changed, like cleaning up a cluttered desk or upgrading your work area with items that remind you of the things you cherish in life—and why you do what you do. And just like for plants, a little sunlight and fresh air can go a long way to clearing up fatigue and creative blocks! Go outside and look at the sky! Or at least open a window. It’s also important to understand that while your body tells you when you need a break, it’s your brain that tells you that you don’t have time for that. Our brains are amazing things, but don’t allow yours to convince you that you don’t deserve a moment’s pause. You do. If you find the chaos is bringing you down, it’s time to engage in some self-care. Stretch your muscles. Drink a glass of water and eat a healthy snack. Take a deep breath of fresh air. Then dive back in. Tip #3: You need and deserve self-care.

Step Four: Setting Boundaries

As a card-carrying people pleaser, especially in my younger years, no was not a word I spoke confidently or as often as I should have. Because of this, I have often found myself completely drained. But I hated disappointing anyone, so I went beyond my limits repeatedly and got sick consequently. Even worse, feelings of depression and anxiety would come crashing down to wreck all my progress. I had to learn that I’m human and I have limits. And that means not being everything to everyone. This can be difficult when you have bills to pay and you’re not in possession of a winning lottery ticket! Emily Ruth Cohen’s Brutally Honest: No-Bullshit Strategies to Evolve Your Creative Business is an excellent read for information about embracing your personal and creative spaces.  There are no magic solutions, but consider this: If you’ve never been good at setting boundaries, it’s not too late to start now.  Respect your value and time and set clear expectations with clients as early as possible. Before a meeting, write out a list of your expectations for the client’s deliverables and availability, and keep that handy so you can refer to it any time you’re interacting with those clients. That way, nothing important is missed from the start.  Learning to say no and preventing yourself from being taken advantage of is vital to your long-term career prospects. The more you stay aligned with your goals and requirements, the more you’ll understand and respect what you have to offer. In turn, the right clients will pick up on that vibe and treat you with that same respect.  Tip #4: No means no.

Step Five: Celebrate All Victories

Sometimes there are big things to celebrate, like that big break you’ve been working towards and waiting for. Other times the victory is just getting out of bed, putting on pants, and simply trying your best. Life can be a roller coaster. Celebrate all your victories no matter the size because you, reader, are amazing. Acknowledging and embracing that fact can also help out with the whole “don’t panic” thing.  Tip #5: Acknowledge and celebrate your wins.

Breathe In. Breathe Out.

Half the battle is taking the steps to ensure you are at your best. Only then can you dive into your work with the energy and focus to produce amazing results. Take a deep breath. Don’t panic. Organize and conquer. Treat yourself like the best plant you could ever own.  By setting healthy boundaries, celebrating all the big and small victories, and taking care of yourself, you’re setting yourself up to do so much more than if you were burned out. At the end of the day, we can only do and give our best. Never forget, you can’t pour from an empty cup, and it’s time to fill yourself back up!

Additional Resources

Check out these articles for more ideas and advice on building a successful career as a freelancer.  Five Career Challenges Every Designer Faces Book Review: Survival Skills for Freelancers