How to Group Tasks by Energy Level for Freelancers: A Step-by-Step System (With Foco Templates)

Managing multiple jobs at once often means jumping between clients, deadlines, and task types without a clear order. The typical approach is to group tasks by project or client, but this ignores a critical factor: your energy fluctuates throughout the day. A morning with a clear mind might be perfect for drafting a complex report, but that same task at 5 PM—after three meetings—can feel like torture. This is where grouping tasks by energy level (instead of by client) makes all the difference. This method aligns what you do with how you feel, preventing burnout and maximizing productivity without forcing your natural rhythm.

In this article, we’ll apply adaptive time-blocking (a variation of classic time-blocking) to organize your tasks in Foco based on three energy levels: high, medium, and low. We’ll include real-world examples, a ready-to-use template for Foco, and how to adjust the system if you juggle multiple clients or personal projects. The key isn’t just what to do, but when to do it so your effort yields the best results.

Why Grouping by Client Isn’t Enough (And What the Energy-Based Approach Gains)

Most tools—from spreadsheets to apps like Trello or Asana—are designed to organize tasks by project or client. It makes sense: this way, you see everything pending for a single job in one place. But this approach has a flaw: it assumes all tasks for a client require the same level of focus.

For example, imagine you have two tasks for Client A:

• Draft a creative brief (requires deep focus and creativity).
• Review 20 invoices for payment reconciliation (repetitive and mechanical).

If you group them under the same client, you might end up doing both during a low-energy moment, like after lunch. The result? The brief turns out mediocre, and the invoices take twice as long. Grouping by energy solves this by assigning each task to the time of day when your brain is best prepared for it.

The Typical Alternative vs. Foco: Why Context Switching Slows You Down

In a generic task or note-taking app, switching between clients means jumping between tabs, labels, or separate lists. Every time you do this, you lose 10 to 25 minutes recovering context anchor. If you manage 5 clients, those minutes add up to hours wasted each week.

Foco eliminates this problem with two key features:

• Panorama: Shows all your tasks from all jobs at once, each with its client’s color. This way, you see what energy level each task requires without losing sight of the big picture.
• Focus Mode: When you enter a single job, the dashboard filters to show only that client’s tasks, perfect for concentrating on high-energy blocks without distractions.

Additionally, unlimited color-coded tags let you add an extra layer of organization. For example, you can tag tasks as #high-energy, #medium-energy, or #low-energy and filter by them in the List or Kanban view. This way, even if you work by client, you’ll always know which task fits your energy level at any given moment.

How to Define Your Energy Levels (And Which Tasks Fit Each One)

Before organizing, you need to identify what types of tasks require more or less energy for you. It’s not the same for a designer as it is for a developer or a writer. Here’s a guide to classify them:

1. High Energy: Tasks That Demand Creativity, Concentration, or Decision-Making

• Writing reports, proposals, or briefs.
• Designing wireframes, logos, or interfaces.
• Coding complex programs or debugging errors.
• Analyzing data to make strategic decisions.
• Leading creative or brainstorming meetings.

2. Medium Energy: Tasks That Require Attention but Aren’t Intensive

• Reviewing emails and responding to non-urgent inquiries.
• Editing texts or images (without creating from scratch).
• Making calls or follow-up meetings.
• Organizing files or databases.
• Researching topics for a project (without drafting conclusions).

3. Low Energy: Mechanical, Repetitive, or No-Thinking Tasks

• Reviewing invoices or reconciling payments.
• Uploading files to the cloud or backing up data.
• Transcribing meeting notes.
• Sending reminders or standard messages.
• Updating spreadsheets with existing data.

The most common mistake isn’t having low energy, but wasting it on tasks that don’t need it.

Step-by-Step: How to Group Tasks by Energy Level in Foco

1. Create Your Energy Tags

In Foco, go to any task and add these tags (choose intuitive colors, like red for high energy, yellow for medium, and green for low):

• #high-energy (red).
• #medium-energy (yellow).
• #low-energy (green).

If you work with multiple clients, you can combine tags for greater precision. For example: #high-energy #clientA or #low-energy #personal.

2. Assign an Energy Level to Each New Task

When creating a task in Foco, add the corresponding tag based on the list above. If you use voice capture, say something like: «Task: draft report for Client B, high energy, due Friday». Foco will automatically detect the tag and priority.

3. Organize Your Day with Adaptive Time-Blocking

This is where the method comes to life. Instead of blocking time for clients, block it for energy levels. For example:

• 9:00 AM - 11:30 AM (High Energy): Tasks tagged #high-energy. Use Focus Mode to filter only one client’s tasks if you need absolute concentration.
• 11:30 AM - 1:00 PM (Medium Energy): Tasks tagged #medium-energy. Here, you can alternate between clients without losing momentum.
• 3:00 PM - 4:30 PM (Low Energy): Tasks tagged #low-energy. Ideal for mechanical or administrative tasks.
• 4:30 PM - 5:30 PM (Medium Energy): Reviewing emails or quick calls.

In Foco, use the Calendar view to assign these tasks to time blocks. If you have external events (like meetings in Google Calendar), the calendar sync will display them alongside your tasks, preventing overlaps.

4. Review and Adjust with Panorama

At the end of the day, open Panorama in Foco to see all your tasks with their colors. Ask yourself:

• Did I do high-energy tasks during my peak concentration times?
• Did I leave mechanical tasks for when I was tired?
• Are there tasks that required more energy than I assigned?

Adjust the tags or time blocks based on what you observe. For example, if a #medium-energy task took longer than expected, it might need to be upgraded to #high-energy.

Ready-to-Use Template for Foco (And How to Customize It)

Here’s a template you can replicate in Foco in less than 5 minutes. It includes preconfigured jobs and tags to get started:

1. Create These Jobs in Foco

• Job: High Energy (red).
• Job: Medium Energy (yellow).
• Job: Low Energy (green).
• Job: Personal (blue, for non-work tasks).

2. Add These Example Tasks (Adjust as Needed)

• High Energy: Draft proposal for Client X (tag #clientX), scheduled for tomorrow 9:00 AM-11:30 AM.
• Medium Energy: Review Client Y’s emails (tag #clientY), scheduled for today 11:30 AM-12:30 PM.
• Low Energy: Reconcile June invoices (tag #admin), scheduled for today 3:00 PM-4:00 PM.
• Personal: Buy workshop materials (tag #home), no date.

3. Set Up the Kanban View to Filter by Energy

In the Kanban view, customize the columns like this:

• Column 1: To Do (all tasks).
• Column 2: Doing (tasks in progress, filtered by #high-energy or #medium-energy).
• Column 3: Done (completed tasks).

Use the tag filter to see only tasks for a specific energy level. For example, if it’s early morning, filter by #high-energy and drag tasks to the Doing column.

What to Do When a Client Demands Priority (And How Not to Break Your System)

Sometimes, a client or project requires immediate attention, even if it doesn’t fit your energy level. In those cases, use these strategies in Foco:

1. Use Priority and Reminders

Mark the task as urgent (high priority) and add a reminder 30 minutes before it’s due. In Panorama, urgent tasks will stand out, even if they’re in a different energy level.

2. Reassign Time Blocks

If an urgent task requires high energy but it’s mid-morning (when you usually do #medium-energy tasks), move your high-energy block to that time. Use the Calendar view to drag and drop tasks between time slots.

3. Delegate or Split the Task

If the task is collaborative, assign it to a teammate using Foco’s collaboration feature. If it’s too large, break it into subtasks and tag them by energy level. For example:

• Main Task: Prepare report for Client Z (urgent).
• Subtask 1: Gather data (tag #low-energy).
• Subtask 2: Analyze data (tag #medium-energy).
• Subtask 3: Draft conclusions (tag #high-energy).

Common Mistakes When Grouping Tasks by Energy (And How to Avoid Them)

1. Underestimating the Energy a Task Requires

Solution: If a task takes longer than expected, review its tag. For example, if «reviewing emails» ends up being a #high-energy task because it required quick decisions, update it.

2. Not Adjusting the System to Your Natural Rhythm

If you’re more productive at night, don’t force #high-energy blocks in the morning. Use the daily briefing (Plus plan) to identify your energy patterns and adjust your blocks accordingly.

3. Forgetting Low-Energy Tasks

Mechanical tasks often get neglected, but they’re necessary. Schedule a fixed block each week (e.g., Friday afternoons) for #low-energy tasks and use recurrence in Foco so they repeat automatically.

Conclusion: A System That Adapts to You, Not the Other Way Around

Grouping tasks by energy level isn’t just a productivity hack—it’s a way to work with your brain, not against it. By aligning what you do with how you feel, you reduce stress, avoid burnout, and, most importantly, get more done in less time without sacrificing quality.

Foco is designed for this approach. With features like Panorama (to see all your tasks at once), Focus Mode (to concentrate on one energy level), and customizable tags, you can implement this system without complications. Start with the template we’ve provided, adjust your time blocks to match your rhythm, and review Panorama each week to refine the method.

If you juggle multiple jobs, this system will help you avoid context switching and prioritize what matters without losing sight of deadlines. Try it for a week, and you’ll see the difference: less stress, more clarity, and, above all, the feeling that you control your time, not the other way around.

FAQ

How do I group tasks by energy level if I have tight deadlines?

Prioritize first by urgency, then by energy. Use Foco’s «urgent» priority to highlight tasks with imminent deadlines and assign them to your highest-energy blocks. If they don’t fit, reassign other blocks or split the task into smaller subtasks.

Can I use this method if I work in a team?

Yes. In Foco, assign tasks to teammates and tag them by energy level. For example, a #high-energy task for a designer might be a #low-energy task for an assistant. Use the Kanban view to track everyone’s progress.

What if my energy varies a lot from day to day?

Use the daily briefing (Plus plan) to spot patterns. If you’re low on energy one day, focus on #low-energy tasks and postpone high-energy ones. In Foco, drag tasks in the Calendar view to reorganize them on the fly.

How do I avoid procrastinating on low-energy tasks?

Schedule short, specific blocks for them (e.g., 30 minutes on Fridays). Use recurrence in Foco so they appear automatically, and pair them with something enjoyable, like music or a podcast.

Does this method work for creative tasks?

Yes, especially. Creative tasks often require #high-energy, so assign them to your peak concentration times. If you work with tools like Notion or GitHub, use Foco’s connections (Plus plan) to automatically pull creative tasks into your dashboard.