16 apps and habits to help freelancers focus (that actually work)
When you’re a freelancer, the ability to focus is crucial.
But it’s so hard! Your tools, tasks and distractions all live on the same screen and there’s no manager breathing down your neck to keep you on track.
Some days you’re flying. Other days you’re stuck between snack-land and scroll-town.
These moments might feel like a lack of discipline, but what if the issue is your systems?
Working on your focus isn’t about becoming a productivity machine. It’s about small, supportive shifts using simple tools and habits that make it easier to start, stay on task and feel a little more in control of your time.
We’ve rounded up 16 things that actually help, without you having to overhaul your whole desktop.
For your brain: structure and rhythm
Some days, the hardest part is just starting. Other days, it's staying in it without bouncing between emails, messages and whatever caught your eye on Facebook Marketplace. This section is all about helping your brain focus on 1 thing at a time using structure, rhythm and support tools.
Pomofocus
A browser-based Pomodoro timer that helps you break your day into short, focused sprints. Work for 25 minutes, break for 5, repeat. You can tweak the timings if you prefer longer stretches, but the key is the rhythm. It helps you start without overthinking and gives you permission to stop before you fry your brain.
If you're working alongside others and want to stay in sync, we use Cuckoo in Cool Wow coworking sessions.
Goblin Tools
A favourite for breaking down big, overwhelming tasks into smaller ones. Just paste in what you need to do and let it suggest a step-by-step list. Originally built with neurodivergent brains in mind, but honestly helpful for anyone staring down a task that feels ‘too big to start’.
Apple Watch timer
Sometimes having a timer in your browser is just one more tab to ignore. If you use an Apple or smart watch, setting it to tap your wrist as a reminder is a quiet way to mark time and stay on track without needing to open yet another screen.
Spotify
Music can be a great way to focus and block out distractions. Try picking 2-3 you rotate between so you don’t waste time searching for the perfect soundtrack. If in doubt, check Cool Wow Collective’s custom focus playlists:
Change your location
A change of scenery can do WONDERS for your focus. Heading to a café, your local library or booking a few hours at a coworking space gives you fresh energy and fewer excuses to wander off and fold the laundry. If you’re staying home, simply moving to another room or setting up outside for a bit can help your brain shift gears.
“Sometimes the stickiest problems just need you to literally stand up and move. Change rooms. Go outside. Shift perspective physically to shift it mentally.”
— Renee, Cultivate Assembly
For your browser: tabs and emails
You open your laptop to do one thing and 47 minutes later you’ve got 12 tabs open, an abandoned Canva design, 3 drafted emails and zero idea what you were meant to be doing.
If this sounds familiar, these tools and habits can help you rein it in.
Inbox When Ready (for Gmail)
This extension hides your inbox until you’re ready to deal with it so you can search, send or find emails without getting ambushed by new ones. No more “I’ll just check this quickly” time warps.
Gmail snooze function
If something isn’t urgent (or it’s a future-you problem), hit snooze and choose the time and date you’d like it to bounce back. It’ll disappear and come back to the top of your inbox when you actually need to deal with it (instead of sitting there silently guilt-tripping you).
Time-block your email (and close it in between)
This one’s less of a tool and more of a practice but it works. Decide ahead of time when you’re going to check your inbox, not if. Outside of those windows, close the tab or app completely so you’re not reacting to every notification.
“I try to be disciplined about not keeping a million tabs open by using tab groups (Chrome feature) or bookmarking in a 'Current tabs' folder to condense stuff out of sight but I can still find it later.”
— Rach, Assembld (+ Cool Wow)
For your phone: less scroll, more focus
Phones are great, until you’re suddenly 9 Reels deep into a video of someone restocking their fridge. These habits and settings can help keep your phone from hijacking your whole work day.
Leave it out of reach
If your phone’s within arm’s reach, you’re probably going to pick it up. Leaving it in another room (or even just across the room) puts some friction between you and the scroll. No willpower required.
Set time limits for social media apps
Both iPhones and Androids let you set daily limits for apps like Instagram or Facebook. It’s a small nudge, but seeing that limit pop up can remind you you’ve already had your little break.
Don’t have work apps on your phone
No Gmail. No LinkedIn. No Slack. Removing these means work stays where it belongs – on your laptop, during work hours. You’ll be surprised how quickly your phone stops feeling like your *very essential* co-worker.
Use a custom Work Focus mode (iPhone)
Set up a focus mode with specific notification settings, lock/home screens and app visibility. You can even automate it based on time or location. It’s not perfect, but it can be a handy way to shift your phone into ‘do not distract’ mode.
Only answer planned calls
If it’s not in your calendar, it can wait. Let your clients know that booked calls are the only way to contact you via phone call. This sets a clear boundary while still being professional.
“I leave my phone in my car for the first half of every work day. It makes a huge difference to how I’m able to focus.”
— Velvet, Copywriter
For your awareness: track what works
Sometimes the issue isn’t how you're working, it’s that you don’t actually know what’s taking up your time. These tools help you zoom out, notice patterns and make better decisions about how to spend your focussed time.
Toggl Track
Toggl is surprisingly revealing. Use it to track how long you spend on each task or project using labels, categories and colours. You don’t need to use it forever, but even tracking your time for a week or two can give you insights into where your time’s actually going.
(P.S. There are HEAPS of time tracking apps out there, so use the one that works for your brain and tech stack.)
Review your time weekly or monthly
Tracking is good, reviewing is better. Once you’ve logged your time in Toggl (or wherever), set a reminder to look back at it. You might notice projects that consistently blow out, admin work that eats up your Mondays or a client that takes up half your week with last-minute requests.
Awareness helps you stop guessing and once you see it clearly, you can make changes that actually work like blocking out more time for strategy, reducing reactive work or raising your rates with confidence.
Find focus your way
You don’t need to overhaul your entire workflow or download five new apps. Sometimes focus comes from a small shift like a new habit, a quieter screen, a better playlist or simply putting your phone away.
Try one or two things that feel like they’d actually support the way you work. If something doesn’t stick, let it go. Focus isn’t about doing more, it’s about creating enough space to do what matters with ease.
After all, you’re running your own business. Figuring out what helps you focus best is is both your job AND your prerogative.
ABOUT THE AUTHOR
Velvet Garvey is a freelance copywriter, editor and marketer living on the Sunshine Coast. She’s also a coworking host for Cool Wow Collective.
