As a professional coach, you know how to get the best out of people. But how good are you at making the most of your own time on a day-to-day basis?
Whether you think you are good at managing your time, or know that you could do better, the tips outlined below will be helpful. Even if one of them leads to a small improvement in your daily time management, this post will have been all worthwhile.
1. Eliminate distractions
Before you can even begin to start managing your time more effectively, you have to eliminate all the daily distractions (no matter how big or small) that have a habit of consuming your time.
Whether it’s your phone alerting you to an instant message, your email program throwing up a new mail notification, or something less technology-related like a pile of boxes that need sorting in the corner of your home office, all of these things can distract you.
They even say that just having your phone in view can be distracting. So when you’re working on something important, switch your phone off and put it out of sight (and out of mind).
2. Track your time
Do you know exactly how you spend your time each day? Many coaches don’t. But how can you begin to manage your time better if you don’t even know where it’s going in the first place?
Fortunately, there are some great time-tracking apps to help you figure out what’s stealing your precious minutes and hours. Toggl, Clockify and RescueTime are all solid examples.
Alternatively, consider quickly scribbling down how many times you get distracted by someone (calling, messaging, etc.) or whenever you get sidetracked working on a random task.
The point is to record how you’re spending your time so you can identify time drains, take control of the situation and make positive changes.
3. Have a to-do list & prioritise
It might seem obvious, but having a simple to-do list can really improve your time management. With the tasks you need to complete each day set out in front of you, you’ll never be wondering what’s next.
But don’t just list all the tasks that need completing. Assign them a priority based on urgency and importance. Then, look to work on your high priority tasks when you are at your most effective (more on this in point number 5).
Create your to-do list the evening before for the best results. It allows you to hit the ground running in the morning and get stuck straight into your daily tasks.
The fact of the matter is a to-do list keeps you focussed and motivated, plus you get a little mental boost each time you tick a task off.
4. Focus on one task at a time
As a busy coach, it can be tempting to multi-task. After all, it’s an effective way to use your time, right? Not really.
If you have decided on a task, see it through to the end before starting a new one. Leaving a task half-finished will likely result in you being unable to concentrate and focus on the next task on your to-do list. That unfinished task will be constantly lingering somewhere in your mind, so try to avoid leaving something halfway through.
However, you should never get so engrossed in a task that you forget to take regular breaks. A nice way to avoid this happening is to use one of the various time management methods that are out there.
The Pomodoro Technique is a popular one and it basically involves spending 25 minutes working on a task without any interruptions or distractions. Then, have a 5-minute break before starting another 25 minutes on the task. Repeat this pattern until you have spent 100 minutes working on the task, at which point you should treat yourself to a longer break of 20-30 mins.
5. Hack your schedule
There will be times during the day when you know you are at your most productive or feel most energised. Take advantage of these times by using them to work on tasks that require more concentration and aren’t necessarily routine.
Maybe you are super productive first thing in the morning when the rest of your household is still asleep, or perhaps you’re more of a night owl who smashes it in the evenings. Whichever your preference, utilise it to your advantage. It’s all about arranging your day to achieve maximum efficiency wherever possible.
6. Set boundaries & learn how to say “no”
As a coach, you inevitably have multiple clients. Chances are that those clients are all pretty different too, meaning their expectations and preferences vary. The bottom line is the more clients you have, the smarter you need to be when it comes to managing your time.
That’s why it’s so important to set boundaries and learn how to say “no”. Never take on more than you can comfortably manage and be prepared to push back when a client’s requests could lead to your attention becoming consumed.
At the end of the day, there’s a big possibility that you created your own coaching business because you wanted to be your own boss and work on your terms. Don’t let assertive clients try and change that.
7. Delegate & outsource
You’re a coach, which means you spend your life getting the very best out of people. But how often do you listen to your own advice and teachings, especially when it comes to working smarter.
One of the best ways to work smarter is to spend your time on the tasks that afford the most value. So it makes sense to delegate anything that can be completed by someone else at less cost to your business, or tasks that are required but are simple, meaning they can be easily outsourced.
This will free up your time so you can focus on what you do best: bringing money in the door.
Not sure about delegating and outsourcing? Never done it before and aren’t sure just how easy it can be? Book a call with me today and I’ll be happy to show you.