📈 Module 38: Workflow & Time Management
By the end of this module, you will master time-blocking, streamline workflows, and boost productivity in your coaching business.
2. Why It Matters
Time is your most valuable resource as a health professional. Without structure, you’ll end up overbooked, under-rested, and constantly reactive. Workflow and time management give you the systems to handle growth without chaos, ensuring you can scale sustainably while maintaining high-quality client care.
3. Step-by-Step Guide
Define Your Weekly Priorities
List the 3–5 core activities that drive your business: client sessions, outreach, content, and admin. Everything else fits around these anchors.
Time-Block Your Calendar
Assign blocks of time for each core activity. For example, schedule consult calls Tue/Thu afternoons and client work Mon/Wed mornings.
Create Standard Operating Procedures
Document repeatable tasks like onboarding, invoicing, and email follow-ups so you don’t waste time reinventing the wheel.
Batch Similar Work
Group tasks like writing content or checking email into focused blocks. This reduces context-switching and saves mental energy.
Review & Adjust Weekly
Spend 20 minutes every Friday reviewing what worked and adjusting next week’s calendar. Continuous tweaking keeps you aligned.
4. Examples & Options
Example: A coach sets Monday mornings for content creation, afternoons for admin, and reserves Tue–Thu for all client sessions. This ensures consistency while leaving Fridays open for flexibility.
DIY
Google Calendar + paper planner.
Mid-Level
Trello or Asana boards for tracking tasks.
Advanced
Hire a VA or use ClickUp with automation workflows.
5. Common Mistakes to Avoid
- ❌ Trying to multitask — Instead, focus on one block at a time.
- ❌ Overbooking without buffer time — Instead, leave 15–30 minutes between sessions.
- ❌ Ignoring personal energy patterns — Instead, schedule deep work during your peak hours.
- ❌ Never reviewing your week — Instead, run a Friday reflection to adjust proactively.
6. Quick Win Highlight
💡 Quick Win: Open your calendar right now and block off 2 recurring hours each week labeled “CEO Time.” Use it for strategy and reflection.
7. Mini-Implementation Exercise
📝 Fill this table to map your weekly blocks:
| Day | Morning Focus | Afternoon Focus |
|---|---|---|
| Mon | _____________ | _____________ |
| Tue | _____________ | _____________ |
| Wed | _____________ | _____________ |
| Thu | _____________ | _____________ |
| Fri | _____________ | _____________ |
8. Tools & Resources
Free tool to time-block and color-code categories.
Kanban-style boards to organize weekly workflows.
All-in-one project management with automation.
Record SOP videos in minutes for repeat tasks.
Tracks where your time actually goes online.
9. Checkpoint / Success Criteria
10. Summary & Next Step
- Time management starts with priorities.
- Time-blocking and batching create focus.
- SOPs and reviews prevent wasted effort.
- Protect CEO time for long-term growth.