How to Group Tasks by Context for Freelancers with Multiple Jobs: A Practical Guide in Foco

As a freelancer managing multiple clients, organizing tasks by context (like calls, computer, or errands) is essential to avoid mental switching and make the most of every moment. The typical alternative—using scattered lists or generic apps—often fails because it mixes different jobs or doesn’t let you filter by what you actually need at that moment. Here’s how to group tasks by context for freelancers with multiple jobs in Foco, combining its workspaces and tags to create a flexible, visual system.

Why Group by Context (Not Just by Client or Project)

Imagine you have 30 minutes between meetings and you’re on the go. If your tasks are organized only by client, you’ll have to check each project to find what you can do without a computer. But if you group them by context (e.g., "errands", "calls"), you’ll instantly see which actions fit your current situation. This reduces decision fatigue and lets you move forward without wasting time figuring out what to do.

Context is the fastest filter for deciding which task deserves your attention at any given moment, especially when managing multiple jobs.

How to Set Up Contexts in Foco: Step by Step

1. Create Workspaces for Each Client (or Project)

In Foco, each workspace is an independent container with its own name and color. For example: "Client A (design)" in blue, "Client B (development)" in green, and "Personal" in gray. When you enter Focus mode (which filters only that workspace), you’ll see only the tasks for that client, avoiding distractions from other projects. This is useful for reviewing deadlines or priorities for a single job, but it doesn’t solve the context problem.

2. Define Tags for Contexts (and Assign Colors)

Foco’s tags are unlimited and can be applied to any task, regardless of the workspace it belongs to. Create tags for common contexts like:

• @calls: For tasks that require a phone (e.g., "Call supplier X for a quote").
• @computer: Tasks that need a device (e.g., "Write report for Client A").
• @errands: For in-person tasks (e.g., "Buy materials for workshop").
• @meetings: Tasks linked to appointments (e.g., "Prepare agenda for Client B meeting").
• @waiting: For delegated tasks or those pending a response (e.g., "Follow up on invoice sent to Client C").

Assign a different color to each tag so you can identify them quickly in Panorama mode (where you see all tasks together). For example: red for @calls, blue for @computer, and yellow for @errands. This way, when you open Foco, you’ll instantly see what types of tasks you have pending across all your jobs.

3. Combine Tags with Dates and Priorities

A task can have multiple tags if it fits more than one context. For example: "Send proposal to Client D" could have @computer and @urgent. Additionally, use the due date (when to start it) and priority (important/urgent) to refine further. In the Calendar view, you’ll see these tasks alongside your events, helping you plan time blocks by context (e.g., mornings for @computer, afternoons for @calls).

How to Use Contexts in Your Daily Routine

Filter Tasks by Context in Panorama Mode

In Panorama mode, use the tag filter to see only tasks for a specific context. For example: if you’re at a café with your laptop, filter by @computer to see what you can work on. This is more efficient than checking each project separately, especially if you have many clients. You can also combine filters: @calls + today to see only the calls you need to make that day.

Use Kanban View to Move Tasks Between Contexts

In the Kanban view, create custom columns like "Pending", "In Progress", and "Done", but you can also add columns by context (e.g., "@calls", "@errands"). This way, when you drag a task to the @calls column, you’ll know it’s something to do when you have phone access. This is useful for freelancers working in changing environments (e.g., from home, on the go, or in meetings).

Use Voice Capture to Add Tasks with Context Quickly

With Foco’s voice capture, you can dictate tasks and assign tags instantly. For example: "Call Client E to confirm delivery, @calls, urgent." Foco will automatically detect the tag and priority, creating the task already organized. This is ideal for freelancers who need to log ideas on the fly without losing context.

Comparison: Foco vs. Generic Alternatives for Contexts

Apps like generic notes or spreadsheets allow you to create lists by context, but they fail in two key ways for freelancers with multiple jobs:

• They don’t separate different jobs: In a spreadsheet, all @calls tasks will appear together, without distinguishing whether they’re for Client A or Client B. In Foco, each task carries the color of its workspace, helping you prioritize based on deadlines or importance.
• They don’t sync with calendars: If you use Google Calendar to block time, you’ll have to manually copy @computer tasks to your agenda. Foco shows your tasks alongside external events in the Calendar view, avoiding overlaps.
• They don’t scale with multiple projects: In a notes app, adding a new client means creating a new list and manually updating filters. In Foco, you just create a new workspace and assign tasks with tags, without reconfiguring anything.

Additionally, features like email capture (only in the Plus plan) or connections with tools like Notion or GitHub How to Unify Tasks from Multiple Apps in One Place Without Migrating Data: A Practical Guide with Foco Plus let you centralize tasks from different sources without losing context. For example: a GitHub issue assigned to you can become a task in Foco with the @computer tag and the color of the corresponding workspace.

Practical Example: A Day in the Life of a Freelancer Using Contexts

Maria is a freelance designer with 3 active clients. Here’s how she uses Foco to group tasks by context:

• Morning (at home, with computer): Filters in Panorama mode by @computer and works on designs for Client A and B. Uses the Calendar view to block 2 hours for @computer tasks.
• Midday (on the go): Checks the @calls filter and makes 3 pending calls (Client C and suppliers).
• Afternoon (out and about): Filters by @errands and buys materials for a workshop. Marks tasks as done from her phone.
• Evening (planning): Uses the daily briefing (Plus plan) to see which @waiting tasks need follow-up the next day.

Thanks to contexts, Maria doesn’t waste time deciding what to do at any moment, nor does she mix tasks from different clients. The tags let her adapt to any situation, while the workspaces keep information organized by project.

Conclusion: Contexts + Workspaces = Flexible System for Freelancers

Grouping tasks by context in Foco gives you the best of both worlds: the flexibility to filter by what you can do at any moment (thanks to tags) and the structure to separate each client or project into its own space. This is especially useful for freelancers working in changing environments or with multiple deadlines. If you also combine this system with techniques like time blocking Time blocking for freelancers with multiple clients: how to avoid overlaps and boost productivity, you can plan realistic days without overloading yourself.

Start by creating 3-4 key context tags and assigning them to your existing tasks. Over time, adjust the colors and add new tags as needed. The important thing is that the system adapts to you, not the other way around.

FAQ

Can I use tags for purposes other than contexts?

Yes. Tags in Foco are unlimited and customizable. You can use them for contexts, task types (e.g., "billing", "research"), statuses (e.g., "blocked"), or even to group tasks in the same workflow (e.g., "review", "approval").

How do I prevent tags from getting out of control?

Limit context tags to 5-7 key options and use different colors for each. Periodically review tasks without tags and delete tags you no longer use. In Foco, you can filter by tasks without tags to keep the system clean.

Can I share tasks by context with collaborators?

Yes, but with nuances. You can assign a tagged task to a collaborator within a workspace, but tags aren’t visible in the public link for a shared task. If you need a collaborator to see only tasks for a specific context, create a dedicated workspace for that purpose.

Does Foco allow grouping tasks by context in the Calendar view?

Not directly. In the Calendar view, tasks appear based on their due date (not by tags). However, you can first filter in Panorama mode by a context tag and then switch to the Calendar view to see only those tasks in your schedule.

What if a task belongs to multiple contexts?

You can assign multiple tags. For example: a task like "Prepare presentation for Client X" could have @computer and @meetings. In Panorama mode, it will appear in both filters, giving you flexibility to find it based on the moment.