Does it feel like your to-do list never ends? As a fitness or wellbeing business owner, you’re pulled in so many directions that time can feel like your biggest enemy.
The good news? With intentional planning, you can reclaim your diary/routine/schedule and focus on what truly matters, without sacrificing your wellbeing.
In this blog, we will look into planning and time management together. I want to help you regain control of your schedule, avoid burnout, and keep your business thriving. I want you to be investing your time instead of wasting it.
- Time Management Starts with Awareness
Before you can plan your time effectively, it’s essential to understand where it’s currently going. Many business owners are surprised when they see how much time is spent on low-priority tasks or distractions.
- Track your time. Spend a week logging how you use your hours. You can use tools like Toggl or Clockify to make tracking easy and automated. If you prefer simplicity, even a basic spreadsheet or a notebook can work.
- Focus on one area. If tracking every minute feels overwhelming, start small. For instance, monitor how much time you spend on emails, social media, or client calls. Choose an area you suspect might be a time-drain and focus on tracking that.
- Identify time-wasters. Once you have a clear picture, look for activities that don’t contribute to your goals or wellbeing. Are you scrolling social media for “research” more than necessary? Are you spending excessive time on admin tasks that could be automated or delegated?
- Prioritise what matters. With this awareness, align your time with tasks that have the greatest impact on your business growth and personal satisfaction. By taking this first step, you’ll create a strong foundation for better time management.
- Mindset: From Busy to Productive
A growth mindset is essential for managing your time effectively. Instead of wearing “busy” as a badge of honour, shift your focus to productivity and intentionality (Is that a word? If it isn’t, it is now!)
Being busy can feel productive, but it often masks inefficiency. True productivity is about aligning your time with your values and goals.
For instance, if serving clients is your priority but you’re spending hours perfecting social media graphics, it’s time to reevaluate and refocus.
- Recognise that saying “no” to distractions means saying “yes” to your goals.
- Let go of guilt around taking breaks; rest is essential for productivity.
- Adopt an abundant mindset: there’s enough time for everything that truly matters.
- The Power of Scheduling
Scheduling your time in advance is a game-changer. A structured schedule/diary/routine helps you stay proactive instead of reactive, reducing stress and decision fatigue throughout your day. Here’s how to make scheduling work for you:
Batch Your Tasks. Group similar activities together to maximise focus and minimise context-switching. For instance:
- Dedicate Monday mornings to client follow-ups.
- Reserve Thursday afternoons for content creation.
- Set aside Friday mornings for admin tasks, such as invoicing or updating records.
Use Time Blocks. Assign specific hours to different tasks and stick to them. Here’s an example of a time-blocked schedule:
- 8:00–9:00 AM: Respond to emails.
- 9:00–11:00 AM: Client sessions.
- 11:00–11:30 AM: Take a break.
- 11:30 AM–1:00 PM: Plan and create social media content.
Leave Buffer Time. Life happens. Build in 15–30 minutes of buffer time between tasks to account for unexpected interruptions or transitions. This flexibility ensures that one delay doesn’t derail your entire day.
Start Small. If time-blocking your whole day feels overwhelming, start by scheduling just one part of your day. For example, block out your mornings for focused work and leave your afternoons more flexible.
By planning your schedule intentionally, you’ll gain clarity, reduce overwhelm, and focus your energy on the tasks that truly matter. Scheduling doesn’t have to be rigid, it’s simply a framework that supports your goals and gives you more control over your time.
- Actionable Time Management Tips
Mastering time management comes down to taking intentional, practical steps. Here’s how to turn your plans into action:
Set Daily Priorities. At the start of each day, identify 1-3 key tasks to focus on. To prioritise effectively, you could categorise your tasks.
- Urgent and Important: Do these tasks first. For example, responding to an urgent client request.
- Important but Not Urgent: Schedule time for these, such as planning your next marketing campaign.
- Urgent but Not Important: Delegate these tasks, like booking appointments or handling routine inquiries.
- Neither Urgent nor Important: Eliminate or defer these tasks.
Automate and Delegate. Free up your time by leveraging tools and outsourcing:
- Automation: Schedule social media posts in advance, or set up automated email responses for common queries.
- Delegation: Consider hiring a virtual assistant to handle admin tasks, or work with a professional for bookkeeping or website updates.
Review and Adjust. At the end of each week, reflect on your progress:
- What worked well?
- Which tasks felt draining or inefficient?
- Where can you refine your approach for the week ahead?
Plan for Breaks. Consistency doesn’t mean working non-stop. Schedule regular breaks throughout your day to recharge. For example, take a 10-minute walk after finishing a challenging task or block off an hour for lunch without interruptions.
Time management is a very personal thing. You know your priorities and how long tasks take you. Planning your time takes out all the guess work and actually saves time in the long run. Time saved that you can invest wherever you want – with family, with friends, at the gym, sleeping!
This is a lot to consider in one sitting so I invite you to do one thing today. Take a moment to identify one change you can make to your schedule/routine/diary; whether it’s tracking your time, batching tasks, or delegating. Start small with one step at a time. Know you are not on your own here, lots of business owners find this challenging and it’s something I support my clients with. If you want some support reach out philippa@holdmyhandcoaching.com and let’s get you investing your time wisely and not wasting it.
Until next time,
Best wishes
Philippa x