The coaching industry is booming. More people than ever are seeking the help of a personal coach to enhance their performance and quality of life. Filling this role requires a significant investment of time. Effective time management is one of the keys to running a successful business and allows you to focus on things that truly matter to you.
Read on to learn more about effective time management tips for online coaches.
What is Time Management
Time management is the way you plan your day and prioritize your tasks so that you can reach your goals. Keep in mind that good time management is not about getting more things done but the right things done.
The Importance of Time Management
There are many benefits of practicing good time management, such as:
- Prioritizing your tasks to help reach your goals
- Maximizing your full potential
- Preventing you from wasting time and procrastinating
- Reduced stress
- Increased energy
- More productivity
Take back your time and take charge in your coaching business by putting the time management tips in this post into practice!
Below are 25 time management tips that you can practice:
1. Know Your Why
Defining your why will help you better manage time in your business. A strong why will help you stay focused, on task, and motivated. Your why is the reason you started your business. For example, your why could be the desire to contribute financially to your household or to better the lives of others.
Visualize your why in your mind. Return to your why any time you feel lethargic, unmotivated or off task.
2. Establish Your Priorities
Good time management is about doing the right things rather than doing more things. It is critical to establish your priorities. One of the most important aspects of determining priorities is determining which tasks will help you achieve your goals. When you are just starting out, it is best to focus on a few priorities so that you can stay motivated and not overwhelm yourself.
3. Build Good Systems
A system is a set of organized procedures that keeps your business running. It takes time to develop good systems but it is totally worth it! Good systems will save you time and reduce your stress. Building the right systems will give you more time to think about business strategy and achieve larger goals.
4. Do a Time Audit
Before you can improve your time management, you must first understand how you spend your time. To understand how you spend your time you must conduct a time audit. Simply track your time every 30 minutes and write down what you’ve been doing. Your time audit should reveal time wasting activities and help you identify ways to make better use of your time. You can do your time audit on paper or with apps like Toggl Track, Rescue Time, or Time Doctor.
5. Time Hack
When performing a time audit, keep track of which time frames you are most productive and which time frames you are least productive. You will find that you are most productive in the morning, afternoon, evening, night time, or whenever you can get a break from your kids. Schedule your most important tasks in your productive time frame.
6. Identify the Most Important Tasks
Not every task on your to-do list is helping you reach your goals. Identifying your most important tasks helps you achieve your goals while spending less time or eliminating (if possible) less important tasks. To identify your most important tasks, break down your to-do list and rank your tasks according to those that will help you move the needle toward your goal and those that don’t.
7. Make a Stop Doing List
Based on your time audit results, you should know how much time you spend on important tasks and how much time you waste. Identify your time wasters, Do you spend too much time on social media or mindlessly scrolling on your phone when you’re bored? Did you say yes to every event and gathering because you were afraid of missing out?
Consider your time wasters and make a list of things to stop doing.
8. Break Down Your Goals into Smaller Tasks
Write down your goals, establish a timeline, and identify action steps for each goal. For example, if you want to get 10 new coaching clients, you will need to set a timeline. Will you sign 10 new clients next week, next month or before the end of the year? Define your timeline and move on to identifying action steps that will attract new clients.
9. Don’t Avoid the Tasks You Don’t Like
It can be tempting to hire out tasks you don’t like. When you are just starting out in your business, it is best to complete as many tasks on your own as you can. Onboarding an employee is extremely time consuming and can put your business in a tough spot if you don’t have a healthy amount of profit margin. Once you have a decent amount of profit and start running short on spare time it is a good idea to consider hiring out the tasks you don’t like at that time.
Speaking of profits in your business, are you charging the right rate for your services? Take the What Is Your Ideal Rate To Charge As A Coach quiz to discover your perfect rate!
10. Automate Tasks
Automating tasks helps streamline processes and save time and money. Automation also helps to reduce errors, improve accuracy, and increase productivity.
Automate the following tasks as soon as possible:
- Client scheduling – setting up appointments, sending out reminders, and tracking attendance
- Payment – invoicing, automatic billing and tracking payments
- Bookkeeping – keeping track of expenses, budgeting, and generating reports
- Mailing list – managing subscribers and sending out lead magnets and newsletters.
Invest in the right automations now to save you time, money and energy down the road.
11. Time Batch
Time batching is a time management technique in which you organize similar tasks to be completed at the same time. For example:
– Designate a time to respond to emails
– Block of time for creating content (newsletters, social media, lead magnets, etc.)
– Schedule coaching calls with clients on certain days of the week and within certain time frames (for example, you might only meet with clients on Mondays, Wednesdays, and Fridays from 12PM – 4PM)
Time batching helps reduce decision fatigue, increases productivity, reduces procrastination, and allows you to efficiently utilize your time.
12. Say Goodbye to Procrastination
Bottom line, stop procrastinating. Procrastination is costing you time and money that is negatively affecting your business.
To overcome procrastination, consider setting shorter deadlines and work within a shorter time frame. Another way to overcome procrastination is to make a to-do list and tackle one task at a time. Doing so will help you stay focused and complete tasks in less time.
13. If it Take Less than 5 minutes, Just do it
If something takes less than 5 minutes to complete, just do it. Small tasks that don’t require much time or mental energy are a simple and effective way to boost your motivation.
14. Outsource and Delegate Tasks
Outsourcing and delegating tasks are a great way to free up time and get more done. For example, you might hire a housekeeper to help with housework once or twice a month or ask a family member to assist you with household tasks on occasion. Allowing others to help you with non-work related tasks is a great way to maximize your time so you can focus on the things that move the needle in your business.
15. Set Boundaries
The best client relationships are those that have strong boundaries. Boundaries will help you manage client communication and expectations.
Here are some tips to help you set boundaries with your clients:
– Be clear on what you can and cannot do.
– Do not agree to anything without thinking it through first.
– Be specific about how you communicate with your clients. What are the times and platforms that they can use to contact you?
Defining your boundaries will help you protect your time and energy and serve your clients better.
16. Learn to Say No
In order to say yes to great things, sometimes you will have to say no to good things. Learning to kindly, yet firmly say no is a skill that will save you time and mental energy. Plus, you can usually retract a “no” for a “yes” later but it’s much harder to try and take back a “yes”.
17. Take Good Care of Yourself
It is important to take care of yourself so that you can continue to be productive in your work. Here are some simple tips on how to take good care of yourself:
- Get enough rest, sleep at least 7-8 hours per night
- Eat healthy and exercise regularly
- Connect with nature by engaging in outdoor activities such as walking or hiking
- Take time off from work every once in a while and do something you enjoy
- Spend time with your family and friends
Taking good care of yourself will make you feel more energized and well rested, allowing you to perform better.
18. Plan Your Month Ahead
Creating a monthly schedule not only keeps you on track with what needs to be done, but also allows you to plan your upcoming weeks more efficiently. Here are some steps to begin with:
- Identify your monthly goals and the tasks that will help you achieve them.
- Identify if there are any upcoming social engagements and gatherings and holidays. Plan around these times.
- Find out which weeks are more relaxed/flexible, do more important tasks on those weeks.
Last but not least, do a review of your monthly progress. At the end of the month identify what worked well and what needs to be improved going forward.
19. Plan Your Week Ahead
Spending some time each week to plan out your tasks will help reduce stress and ensure nothing is forgotten. Here’s how:
- Examine your weekly progress to determine what is working well and what needs to be changed.
- Schedule time for important tasks. Make a point of declining last-minute requests and invitations (if possible) during this time.
- Plan fun activities for the week. It will help you increase your productivity because you will now have something enjoyable to look forward to.
It only takes 15-30 minutes once a week to map out your tasks. Begin planning now so that your week will be more productive and your weekends more enjoyable.
20. Plan the Night Before
Before you go to bed, spend 5-10 minutes identifying the most important tasks that need to get done the next day. Here are some of the benefits of scheduling the night before:
- It is easier to schedule your tasks when you know what has been completed and what needs your attention next
- Less stress over unfinished tasks which will help you sleep better at night
- You can get your day started without worrying about what to do first
Some people might prefer to plan their day first thing in the morning. While planning at night has quite a few benefits, choose the method that works best for you.
21. Utilize Spare Time
Whether we realize it or not, we have a lot of spare time. It would be beneficial to use your spare time to help you save more time. For example, you can utilize your spare time by…
- Listening to a podcast during your commute
- Responding to a quick email while waiting in line at the grocery store
- Finishing a task during your lunch break
You’ll be surprised at how much you can accomplish in your spare time.
22. Put Your Phone Aside When You Need to Focus
Have you ever had the experience of telling yourself you’ll only be on social media for five minutes and then, poof, an hour has passed? When you need to concentrate, it is best to turn off or set your phone to silent mode. You’ll be surprised at how quickly you can complete tasks when there are no distractions.
23. Give Your Task a Shorter Completion Date
When scheduling tasks, try to set shorter completion dates. Setting tighter deadlines will help you stay focused and organized. Also, this will encourage faster decision making, eliminate procrastination, and help relieve stress because you will be more likely to finish your task faster.
24. Simplify Your Life
If you’re feeling overwhelmed and overworked, it might be time to simplify your life. Simplifying your life can help reduce stress and improve overall well being. Here are some tips of how to simplify your life:
- Rank tasks by urgency and importance to stay focused on what really matters
- Cut out unnecessary activities if possible
- Create daily routines and habits
- Declutter your home. Donate/sell/trash whatever isn’t necessary anymore
- Save money and reduce unnecessary expenses (such as luxury goods and frequent dining out). Be willing to spend on quality things which help you save more money and time in the long run.
25. Let Go Of Your Mistakes
If you don’t manage your time well or let it slip for a day, don’t sabotage yourself with self-defeating thoughts. Life happens, let it go, take a look at all the right things you have done and do better next time.
Ready to Take Your Coaching Business to the Next Level?
The Coach School can help you build your business knowledge and skills as well as equip you with the right resources to grow your business.
Through The Coach School’s twelve week program you will receive step-by-step guidance on identifying the right niche, attracting ideal clients, building your business, simplifying your systems, and so much more! There has never been a better to start a coaching business. Learn more here.