The Systems I Use to Stay Organized as a Freelance Dev

June 3, 2025
Umar Sindhu
3 min read
The Systems I Use to Stay Organized as a Freelance Dev

📑 Table of Contents

  1. Why Systems Matter as a Freelancer
  2. Task Management: Notion + Pen & Paper
  3. Client Projects: Trello for Deliverables
  4. Time Management: Clockify + Google Calendar
  5. Knowledge Management: Notion + Readwise
  6. Version Control: GitHub Projects
  7. Communication: Email + Loom
  8. Final Thoughts

🧠 Why Systems Matter as a Freelancer

“You’re not just a developer. You’re the project manager, marketer, support desk, and accountant too.”

Early in my freelance journey, I kept everything in my head. Until:

  • Deadlines slipped
  • Clients followed up before I did
  • I lost track of ideas I knew I had

Since then, I’ve built a lightweight but powerful system that helps me:

  • Stay focused
  • Deliver consistently
  • Avoid burnout

Here’s exactly what I use.

🗂️ Task Management: Notion + Pen & Paper

🛠️ Tools:
Notion
Pen & Paper

I use Notion as my central command center. My workspace includes:

  • A Kanban-style board of all active projects
  • A weekly dashboard with key goals
  • Quick links to client folders, content, and codebases

Notion dashboard
Photo by Notion

Why Paper?
At the start of each day, I write 3 key tasks on a sticky note. No distractions. It’s simple, analog, and keeps me accountable.

🧱 Client Projects: Trello for Deliverables

🛠️ Tool: Trello

Each client gets their own Trello board with columns like:

  • Backlog
  • In Progress
  • Review
  • Delivered

I tag cards with:

  • Estimated time
  • Priority level
  • Dependencies

This helps clients see progress without needing to email me constantly.

⏰ Time Management: Clockify + Google Calendar

🛠️ Tools:
Clockify
Google Calendar

Clockify helps me track billable time for each project. Every task is tagged with:

  • Client
  • Task type (coding, meetings, bugfix)
  • Billable status

Google Calendar handles:

  • Weekly planning sessions
  • Time blocking for deep work
  • Meeting reminders

Clockify dashboard
Image credit: Clockify

📚 Knowledge Management: Notion + Readwise

🛠️ Tools:
Notion
Readwise

I have a Notion database called “Code Vault” that stores:

  • Snippets I reuse
  • Plugin configs
  • API documentation
  • Troubleshooting logs

Readwise resurfaces what I’ve read and highlighted. It feeds into a second-brain system I revisit weekly.

🔄 Version Control: GitHub Projects

🛠️ Tool: GitHub Projects

GitHub Projects is my go-to for:

  • Sprint planning
  • Bug tracking
  • CI/CD monitoring

When paired with Git branches and Issues, it gives me full visibility into technical and functional progress.

💬 Communication: Email + Loom

🛠️ Tools:
Loom
Gmail + Templates

Clients don’t always love long emails. I use Loom to:

  • Walk through new features
  • Show bugs and solutions
  • Replace meetings

Pro Tip: I save email templates in Gmail for:

  • Kickoff messages
  • Handoff instructions
  • Payment reminders

💭 Final Thoughts

Systems don’t remove chaos — they help you manage it.

These tools aren’t magic. But when combined with consistency, they help me:

  • Take on more projects without stress
  • Communicate clearly with clients
  • Sleep better knowing nothing is falling through the cracks

📘 Resources

Want a downloadable version of my freelance system template in Notion?
Drop a comment below or reach out on @umarsindhu31, and I’ll share it!

Published on June 3, 2025 • Updated June 12, 2025

By Umar Sindhu

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