Last updated on Aug 16, 2024

How do you manage your time and deadlines as a professional writer?

As a professional writer, you have to juggle multiple projects, deadlines, and clients. How do you manage your time and deadlines effectively, without compromising the quality of your work or your sanity? In this article, we will share some tips and strategies that can help you plan, prioritize, and execute your writing tasks with ease and confidence.

1 Set realistic goals

Before you start writing, you need to have a clear idea of what you want to achieve and how much time you have to do it. Set realistic and specific goals for each project, such as the word count, the tone, the audience, and the key messages. Break down your goals into smaller and manageable tasks, and assign them a deadline and a priority level. Use a calendar, a planner, or a project management tool to keep track of your goals and deadlines, and update them regularly.

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Natasia Langfelder

Experienced Content Strategist, Creator and Writer
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I find that many people don't take writing seriously as a task - but we need to set aside uninterrupted blocks of time to ensure that projects get done in a timely fashion. I set up calendar blocks for each writing project. Be specific - for example, from Monday at 9:30 to 10:00 you are going to write an abstract for client approval. Close your email and turn off your phone. Give the writing the attention you would give a client in a meeting. once you have that approval, but sure to set another calendar block to write your outline, and so on.

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2 Create a routine

Having a consistent and productive routine can help you stay focused and motivated as a professional writer. Find out when you are most creative and energetic, and schedule your most important and challenging tasks for that time. Avoid distractions, such as social media, email, or phone calls, and set boundaries with your clients, colleagues, and family. Create a comfortable and organized workspace, and have all the tools and resources you need at hand. Reward yourself for completing your tasks, and take breaks to recharge and refresh your mind.

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Doris Chow (周菽芬)

Strategic Planning • Project Management • Stakeholder Engagement • Strategic Communications • Business Development
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1) Set personal milestones and deadlines. Assume I have 21 days to do a report, the basic draft would be done by Day 1, 50% completion by Day 7, and intended submission date on Day 16, with at least 3 days to buffer for unexpected delays. 2) Allocate ~4-hour blocks to work on it, ideally at your most productive timing. Turn off notifications and ensure no interruption in order to concentrate. Take a break as a small reward only after completing a section/chapter. Don't pause in the middle of it! 3) Do something different as a big reward after completing the 4-hour block. Have a nice meal, go for a walk, and/or enjoy social activities. Unless I am behind time, usually I prefer to work on different projects in the morning and afternoon.

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3 Communicate effectively

Communication is key to managing your time and deadlines as a professional writer. You need to communicate clearly and regularly with your clients, editors, and collaborators, and make sure you understand their expectations, feedback, and changes. If you encounter any problems, delays, or conflicts, inform them as soon as possible, and offer solutions or alternatives. Be polite, professional, and respectful, and avoid miscommunication or misunderstandings that can waste your time and damage your reputation.

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Molly Lewis

Marketing and Bid Coordinator at TCubed Consulting
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Effective communication helps you manage your time better and strengthens your professional relationships, which is critical for fast-paced, deadline-orientated environments. 1. Catch up regularly with SMEs and collaborators so everyone is on the same page. 2. Send meeting minutes or summaries to remind everyone of the discussed points and agreed actions to avoid miscommunication. 3. Understand expectations and always ask if something is unclear. 4. Address any issues quickly and bring solutions to the table to avoid delays. 5. Be professional and reliable to build trust with all parties involved.

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4 Manage your scope

One of the biggest challenges of professional writing is managing the scope of your projects. Scope refers to the amount and complexity of work that you have to deliver within a given time and budget. Sometimes, the scope of your projects can change due to new requirements, revisions, or requests from your clients or editors. To manage your scope effectively, you need to establish and agree on the scope of your projects before you start writing, and document it in a contract or a proposal. If the scope changes, negotiate the terms and conditions accordingly, and adjust your time and resources accordingly.

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Melissa Murphy

Bringing Top Thought Leaders to Global Audiences | Speaking Industry & Event Management Professional
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Managing your scope of work as a professional writer is all about clear communication and setting realistic boundaries. One of the most valuable phrases in your toolkit should be, "Yes, happy to do that, but I won't be able to complete XXX within the original timeframe." This approach ensures you're being transparent about your capabilities while protecting your time and deadlines. Before diving into any project, establish and document the scope. If changes arise, negotiate the adjustments needed in terms of time or resources. This not only helps maintain the quality of your work but also builds trust with your clients by showing that you respect both their needs and your own limitations.

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5 Delegate or outsource

As a professional writer, you may have to handle various tasks besides writing, such as research, editing, proofreading, formatting, or marketing. However, you don't have to do everything by yourself, especially if you have a tight deadline or a heavy workload. You can delegate or outsource some of the tasks that are not your core competency, or that you don't enjoy doing, to other professionals or freelancers. This can help you save time, improve quality, and focus on your strengths.

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6 Review and improve

The final tip to manage your time and deadlines as a professional writer is to review and improve your performance and processes. After you finish a project, evaluate how well you did in terms of time, quality, and satisfaction. Identify what worked well and what didn't, and learn from your mistakes and successes. Seek feedback from your clients, editors, and peers, and use it to improve your skills and services. Keep track of your progress and achievements, and celebrate your wins.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Carol Bird

Resumes That Bypass HR Bots & Generate Interviews | Text: 1 (306) 270-3511 | 25 Years as a Leading Resume Writer | Top 1% LinkedIn Voice in Resume Writing
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I have been writing professionally for nearly 30 years and the one thing I have learned about time management when it comes to writing is you must tackle the piece you dread the most first thing in the day. Whatever your goals are for the day, highlight the one thing you are looking forward to the least and do it before you do anything else. If you are a coffee drinker, grab your coffee first thing and before having time to even talk yourself out of it, get that one thing you are dreading, done. From there, your sense of accomplishment will motivate you to build increasing momentum throughout the rest of the day.

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How do you manage your time and deadlines as a professional writer?

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1 Set realistic goals

2 Create a routine

3 Communicate effectively

4 Manage your scope

5 Delegate or outsource

6 Review and improve

7 Here’s what else to consider

Professional Writing

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