Close-up of a woman's hands writing in a notebook, planning her day, symbolizing effective daily routine management.

Have you been wondering how to take control of your day and maximize every hour? I’ve got you covered with these daily routine tips! 

As an experienced Content Repurposing Specialist and a seasoned professional with over 25 years in public service, I understand the challenges that come with managing a bustling schedule. 

Trust me, the struggle to maintain productivity without burning out is real, especially for ambitious coaches like you.

Why is a well-structured daily routine crucial for your success? 

Simply put, without it, you’re likely to end up overwhelmed, underproductive, and unable to focus on what truly moves your coaching business forward. 

Productivity is your secret weapon.

Did you know that, according to a recent study by Workfront, 58% of people say that they are so busy with daily tasks that they lack time to consider anything BUT their to-do list for the day?  

So, optimizing your hours in a day doesn’t seem so bad, does it?  

In this article, I’ll discuss how you can create a daily routine that aligns perfectly with your goals. I’ll talk about what strategies you can use to address your unique struggles with productivity and how you can transform that chaos into calm.

Understanding Your Current Time Allocation

Before you can optimize your routine, you need to understand how you’re currently spending your time. This is crucial because what feels like a busy day may not always be a productive one.

Track Your Daily Activities

To get started, I recommend keeping a time log for at least one week. Here’s how you can do it effectively and for the best results:

Record everything: From the moment you wake up, note down everything you do and how long it takes. Yes, even those five minutes you spend scrolling through emails or social media.

Use tools to help: Apps like Toggl or RescueTime can help you with this process, tracking your activities and providing insights into your daily habits.

Want a good old pen and paper option?  Here is just a one-page tracker to print

Identify Time Wasters and Inefficiencies

Once you have your data, look for patterns to identify what’s eating up your time without adding value to your day or your clients’ progress. Common time wasters often include:

Excessive planning without action: Spending too much time on planning can prevent you from getting actual work done.

Multitasking: It might feel productive, but switching between tasks can reduce your efficiency and focus.

Overcommitting: Saying yes to too many projects or client requests can spread your energy too thin.

By understanding where your time goes, you can start to make informed decisions about where changes are needed, which will set the stage for a more productive routine.

Establishing Clear Goals and Priorities

Minimalist design with a light bulb graphic displaying the text 'Create a daily routine that helps you meet your coaching business goals' for a coaching blog

Setting clear professional and personal goals is essential for creating a daily routine that not only meets your business needs but also ensures you have time for life outside of work. Having clear goals will also help you focus on what truly matters.

Why Goal Setting is Important

Goals give you a target to aim for and help you focus your time on the most impactful activities. Without defined goals, it’s easy to get sidetracked by tasks that feel urgent but don’t necessarily contribute to your long-term success.

Tips for Prioritizing Tasks

Try using the ABCDE method

To do this, you start with a list of everything you need to do for the day. EVERYTHING!  Then once you have that list, you care going to break down those tasks.

A’s are the most important.  This is a task that HAS to get done.  These could be tasks that have serious consequences if you don’t do them, like not completing notes for a client call or not finishing up a module that is due to come out in your course.

If you have more than one task like this, label them A1, A2, A3, etc. 

B’s are tasks that you “should do, but don’t have the same consequences as the A tasks.  This could be something like answering an email or following up with a call that isn’t important.  DO NOT do B tasks if you have an A task that is not finished.

C’s have no consequences. They could be tasks like organizing your workspace, checking social media, running non-urgent errands, etc. Again, these should not be done if you have A or B tasks that have not yet been completed. 

D’s are tasks that don’t need your expertise in order to complete them.  Therefore, D’s are tasks that can be delegated to someone else to complete, like your VA or OBM.

E’s are tasks that should just be eliminated completely.  Think about going down the social media rabbit hole or cat videos on YouTube (yes, I have been there myself!)  

So start with your A1, finish your A’s then go down the ABCDE list until you are done.  

How To Set Priorities Using the ABCDE Method is a great article for more information on the ABCDE Method.

By clearly defining your goals and understanding how to prioritize your tasks, you set the stage for a daily routine that maximizes productivity and aligns with your overall business strategy.

Structuring Your Ideal Day

You should structure your day and create a daily routine so that each time segment supports the different aspects of your life and work.  When you divide your day into focused blocks, you can really take advantage of when your energy is high and when you tend to be more productive.

A professional woman planning her schedule in a stylish planner on a marble table, highlighting organized daily routine setup.

Morning Routine

It’s easy to start your day with intention.  This way, you are setting a positive tone for the day and on your way to achieving your goals. Here are some activities to kickstart your day:

  • Meditation and Mindfulness: Begin with 10 minutes of meditation to clear your mind and increase focus.
  • Strategic Planning: Spend some time reviewing your tasks for the day, aligning them with your priorities outlined in your ABCDE method.
  • Tackle Critical Tasks: If your energy levels are at their peak in the morning, use this time to work on tasks that require higher mental bandwidth.

Mid-Day Efficiency

The mid-day period is often when energy starts to dip, making it the perfect time to handle different types of tasks:

  • Scheduled Communications: Allocate specific times for checking and responding to emails and messages. This prevents constant interruptions throughout your day.
  • Meetings and Coaching Sessions: Schedule meetings and sessions during this time, as interactions with others can help lift your energy.
  • Rest and Recharge: Don’t forget to take a brief rest, whether it’s a short walk, a lunch break away from your desk, or a power nap.

Evening Wind-Down

How you end your day can significantly impact your readiness for the next one:

  • Review of the Day: Take 15 minutes to review what you’ve accomplished and what needs to be carried over to the next day. This will help you mentally complete the day’s tasks.
  • Preparation for the Next Day: Set out your priorities for the following day. This might include setting up documents you’ll need for morning tasks or creating or starting your ABCDE to-do list.
  • Personal Time: It’s important to decompress and enjoy personal time, whether that’s spending time with family, reading a book, or getting out for a yoga practice. 

By structuring your day into these specific blocks and focusing on relevant activities for each, you create a balanced routine that promotes sustained productivity and well-being. Sustainability is key because a sustainable routine is much more likely to become a habit.

Integrating Tools and Technology

One of the ways to enhance your productivity and maintain a well-structured daily routine is to use the right tools and technology.  Using various apps or software, you can automate routine tasks and streamline your schedule even more.

Essential Tools and Apps for Coaches

  • Scheduling Software: Apps like Calendly or Acuity Scheduling allow you to automate your appointment bookings, eliminating the back-and-forth of scheduling meetings and coaching sessions. These tools sync with your calendar to show real-time availability to your clients. That way, you never double-book or miss a session.
  • Productivity Apps: Tools like Asana, Trello, or Monday.com can help you manage projects and daily tasks. These platforms allow you to organize tasks into boards or lists, set deadlines, and monitor progress, all in one place. Great if you work solo or have a team.
  • Automation Tools: Tools like Zapier can automate workflows between apps and services. For example, you can create an automation where new appointment bookings update your calendar, send a customized email to the client, and even remind you an hour before the meeting.

Benefits of Integrating Technology into Your Routine

Integrating these tools into your daily operations offers several benefits:

  • Efficiency and Time Savings: Automation reduces the time spent on repetitive tasks, allowing you to dedicate more energy to coaching and business development.
  • Reduced Human Error: Ever forget about a meeting or to send that follow-up email? We make mistakes, so automated reminders, and scheduling reduce the risk of those mistakes.
  • Enhanced Focus: When you are not constantly switching between tasks, you can maintain a higher level of focus. This will lead to increased productivity and better service to your clients.
  • Scalability: As your coaching business grows, these tools can easily scale with your needs, supporting increased client numbers and more complex projects without additional stress. Win/Win!!

We all want to streamline our workflows and manage our time more efficiently, and by incorporating these tools into your daily routine, you increase your ability to manage your time effectively, making sure you have set yourself up for success.

The Best Productivity Apps in 2024 can help you find your best tool.

Adjusting Your Daily Routine as Needed

Motivational image with a speech bubble saying 'Your Daily Routine Matters', emphasizing the importance of adjusting routines as a coaching business grows.

While a well-planned routine will help with your daily success, the ability to adapt and adjust is equally important. Your needs, and those of your clients, will evolve over time.  Your routine should be flexible enough to accommodate these changes without sacrificing productivity or focus.

The Importance of Flexibility in Your Daily Routine

  • Dynamic Needs: As your coaching business grows, your priorities and tasks will shift. A routine that was effective a few months ago might not be suitable today. Being flexible allows you to respond to changes.
  • Preventing Burnout: Sticking rigidly to a routine that no longer serves your needs can lead to frustration and burnout. Adjusting your schedule to include new interests, shifting client demands, or personal commitments can keep your work fresh and engaging.

Regular Reviews of Your Daily Routine

You always want to make sure that your daily routine is effective.  To do this, set a regular review period to go over what works and what doesn’t. Here are some tips for conducting these reviews:

  • Monthly or Quarterly Reviews: At the end of each month or quarter, take time to assess how effective your routine is. Look at what tasks were completed, which goals were met, and where bottlenecks occurred.  Can something that needed your attention now be delegated to someone else?
  • Feedback: Use feedback from clients and your own reflections to identify what’s working and what isn’t. Maybe a particular time block consistently feels rushed, or perhaps a task could be automated or delegated.  Maybe you realize that burnout is just around the corner because you aren’t taking rest periods.

Staying Adaptable Without Losing Focus

  • Prioritize Core Activities: Even as you adjust your schedule, keep the activities that directly contribute to your core goals in prime time slots. This way, the most important tasks always get the attention they deserve.
  • Buffer Time: Incorporate buffer times into your schedule. These are blocks of time set aside each week to deal with unexpected tasks or to catch up on overrun projects. This can help you manage surprises without disrupting your entire routine. You can also add some buffer time between meetings or tasks to give yourself time to get into the mindset of the next task.
  • Adapt: When you make a change, consider it a test. Monitor the impact over a few weeks to see if it improves your productivity or satisfaction. If not, don’t hesitate to revert or tweak further.

Making some thoughtful adjustments can really increase your effectiveness and improve your work-life balance. You don’t always want to make changes, but you do want to make sure that you are aligned with your coaching business’s current priorities and goals. 

Related Reading:  10 Transformational Time Management Strategies to Master Your Coaching Schedule

Conclusion

Establishing a well-structured daily routine is a necessity.  It will help to optimize your time and increase your effectiveness for your coaching clients.  It’s also key for maintaining a good work-life balance and for preventing burnout.  We are just not created to be continuously on the go, and some of us need that in-your-face reminder to slow down.  

So take a look at how you are currently spending your time and then set some guidelines for how you want to spend your time sitting at your desk.  Remember to make sure you are setting yourself up for success by taking regular breaks and working on the tasks that move you forward in your coaching business. 

The key isn’t to fill every minute but to find a way to use your time that aligns with your goals, both for your business and for your personal life.

A well-planned day isn’t just about doing more but being more.


If you are ready to reclaim your time and focus on what you truly love about coaching? – I have your solution.  I understand that the endless cycle of content creation can be overwhelming, often pulling you away from the very passions that led you to become a coach. 

That’s why I specialize in taking content repurposing and blogging off your task list, giving you back the precious hours you need to engage and connect with your clients—or simply enjoy a well-deserved moment of peace.

Contact me today, and let’s create a content strategy that allows you to make time for what truly matters to you, or head on over to my Services Page to find the solution that works for you.