🗓️ Part 1: Weekly Time Block Strategy

Every successful health pro has some version of this. Here’s how to set yours up — and stick to it.

🔹 Step 1: Define Your Categories

• Client Delivery (sessions, check-ins, emails)
• Marketing & Growth (socials, referrals, outreach)
• Admin & Tech (bookings, payments, prep)
• Creative Projects (program building, resources)
• CEO Time (thinking, planning, decision-making)

🧠 Why? Mixing them all in the same day leads to burnout and distraction.

🔹 Step 2: Theme Your Days

Choose daily “themes” to stay focused and reduce task switching.

Example Week:

• Monday: Admin + Marketing — Emails, posts, scheduling
• Tuesday: Client Sessions — Coaching only
• Wednesday: Creative & Content — Blog, PDFs, new offers
• Thursday: Client Sessions — Coaching only
• Friday: CEO Time + Cleanup — Review metrics, plan next week

You can flip this based on your style. Just don’t do everything every day.

🔹 Step 3: Set Daily Anchors

Set time blocks (2–3 hours max) where you do ONE thing. Example:

• 9–11am = Client sessions
• 12–1pm = Lunch + walk
• 1–3pm = Content or admin
• 3–4pm = Break or low-focus tasks

Add protected time too: lunch, workouts, family, rest.

🔹 Step 4: Repeat Weekly

Your calendar should repeat like a rhythm — not start from scratch every Sunday.

Consistency = energy saved + more momentum.

🔁 Part 2: The Client Workflow You Need

Even if your business is simple, your client experience should feel pro and polished.

🔹 1. Intake & Onboarding

• Confirmation message or email
• Booking link or calendar invite
• Intake form with health background and goals
• Welcome message or quick video with next steps

🧠 Clients should feel instantly reassured and confident after signing up — not confused.

🔹 2. Session Prep

• What did they complete last time?
• What questions do I need to address?
• What outcome do we need to reach today?

Pro tip: Review their intake + last session 10 min before your call. It saves awkward “So, where were we?” moments.

🔹 3. Post-Session Follow-Up

• A short summary email or message with key takeaways
• Any action steps or habits to work on
• The next booking reminder or link

🧠 Build this into your calendar block — don’t let follow-ups pile up.

🔹 4. Mid-Program Check-Ins

• Ask how things are going
• Get feedback
• Adjust goals or pacing if needed
• Re-motivate them if they’re slipping

🔹 5. Completion + Next Step

• Celebrate their wins
• Offer a continuation or next-level option
• Ask for a testimonial
• Invite them to your community, newsletter, or future launch

🔧 Part 3: Automate the Repetitive Stuff

You’re probably wasting hours on repeat tasks. Let’s fix that.

🔹 Common Things to Automate

• Booking: Set up auto-confirmation, reminders, and limits on how far ahead clients can book.
• Forms: Create 1 set of intake and follow-up forms to reuse with every client.
• Check-Ins: Use calendar reminders or automated email tools (like MailerLite) for midweek or monthly nudges.
• Payment Plans: Set these in Stripe or Square — avoid chasing invoices.
• Client Welcome Sequence: A pre-written email series that guides them through their first week with you.

🧠 Rule: If you do it more than 3x a week, build a system for it.

✅ What to Do Now

• Sketch your ideal weekly calendar with themed days and blocks.
• Map your current client flow: Where are the gaps or drop-offs?
• Pick 1 part of your business to automate — just one — and do it this week.

📩 Questions or want to review your calendar/workflow together?
Email: jc@myultralyfe.com