How to Plan Your Day and Stay Ahead in Life Coaching

how to plan your day

Ever find yourself staring at a screen, swamped with emails? Or you are racing against the clock, trying to squeeze in one more client session? 

We’ve all been there.

Being a life coach means juggling a lot on your plate: tasks, deadlines, appointments, you name it. And hey — that’s just Monday!

Why does this happen often? It often boils down to one thing: lack of proper planning.

But with the right strategies, you can bring order to your busy days and navigate your coaching responsibilities more efficiently.

Keep reading to learn more about: 

  • The importance of planning your day as a life coach
  • Scheduling time to plan your day
  • How to plan your work day in 7 easy steps
  • Pitfalls to avoid when planning your day

The Importance of Planning Your Day as a Life Coach

Even as someone who’s a pretty good planner, I’ll have some days where I feel overwhelmed – or where I get distracted by tasks that don’t really move the needle. And many coaches face this, too. It’s not only about helping clients but also managing our own time and making sure we’re allowing time to grow our coaching business, too.

This is why knowing how to plan your day is more than just a good idea—it’s essential for success. Let’s dive into all the other good reasons why.

1. Effective time allocation

As a coach, your success hinges on guiding clients toward their goals. And to do this effectively, planning is crucial. Here’s why:

  • It helps you decide what needs attention first
  • You get a clear view of what your day looks like
  • Critical tasks don’t get missed out
  • Your goals? They stay within reach

Simply put, planning ensures you spend time where it counts the most. But it also helps you run your business more efficiently!

Allocating time for emails, scheduling, and documentation ensures the back end of your coaching practice runs without hiccups.

And when you don’t plan for these administrative tasks, it can be easy to forget and let important stuff fall through the cracks – like a client inquiry, for instance! (I’ve been there… oops!)

2. Tailoring client strategies

Being a coach isn’t a one-size-fits-all profession.

Each client you meet brings unique aspirations and challenges to the table. They have their own stories, dreams, and hurdles.

To truly help them, you must bring a personalized touch to every person who hires you.

And when you figure out how to plan your day and stick to it, it grants you the time and focus to understand each client deeply. You can assess where they stand, monitor their progress, and develop effective strategies tailored to them.

With careful planning, not only do you ensure that you’re at your most effective, but you also guarantee that every piece of advice, every strategy, resonates with your client’s individual journey.

3. Work-life balance

As a life coach, your days can be intense.

Between client sessions, daily planning, and research, it’s easy to become exhausted.

That’s why planning your vacation or taking breaks is vital. It’s not just about avoiding burnout but ensuring you’re at your peak when working with clients.

By consistently scheduling self-care and downtime, you ensure longevity in your profession and offer clients your optimal self. It’s a simple strategy but critical for maintaining balance.

Schedule Time to Plan Your Day

You’ve heard it before: planning is key. And in a role as dynamic as life coaching, it’s not just a saying. It’s an absolute necessity.

Using digital tools to plan your day

There’s an app for everything. And planning is no exception. While the good old pen and paper have their charm, productivity tools can be a game-changer. They help in:

  • Organizing tasks: Easily categorize, label, and move tasks around.
  • Setting reminders: Never miss out on a task with timely notifications.
  • Tracking your progress: At a glance, know where you stand with your tasks for the day, week, or even month.

If you’re considering making the shift or simply exploring, here are some tools you might want to check out:

1. Trello: A visual tool that lets you create boards for different projects and tasks. It’s like a digital whiteboard with sticky notes but more organized.

how to plan your day

2. Todoist: A straightforward to-do list app with powerful features, including natural language input and project organization.

3. Notion: An all-in-one workspace where you can write, plan, collaborate, and get organized. Think of it as the Swiss army knife of all productivity apps and tools.

4. Microsoft To Do: Integrated with other Microsoft Office tools, it offers a simple interface for task management with features like shared task piles and lists.

how to plan your day

But remember, the best tool is the one you’ll use consistently. It’s not about the bells and whistles but about simplicity and functionality.

The bigger picture with scheduling time to plan your day

When you start your day with clarity, two things happen:

  1. Enhanced Focus: With a clear roadmap, you know exactly where to channel your energy.
  2. Reduced Stress: No more juggling tasks in your mind. No more fear of forgetting important tasks. Everything’s laid out.

Scheduling time to plan your day isn’t just another task to do. It’s an investment in yourself, in your productivity, and in your peace of mind. Dedicate time to it, and make it a ritual.

Over time, this simple practice can transform your workdays from chaotic to structured, from reactive to proactive. And in a profession where you guide others, mastering your own day? That’s the real success.

How To Plan Your Day in 7 Easy Steps

So, you’ve set aside some time for planning — great! Now, let’s talk about how to have a productive day and get the most out it:

1. Review your goals

Kick off your planning by diving deep into your goals.

First, glance at the big picture. What are those significant milestones you’ve set for yourself this year? 

Maybe it’s a client number, a revenue goal, or launching a new coaching program. Then, narrow it down. What about this month? Or even this week? 

By zooming into short-term goals, you get a clearer sense of direction for your day-to-day work and personal tasks.

But don’t just list these goals. Understand the “why” behind them. If one of your yearly objectives is to grow your clientele by 20%, remind yourself why that’s important. Maybe it aligns with your vision of helping more people or scaling your business.

When you consistently sync your daily tasks with these goals, you ensure each day has purpose and direction. 

This isn’t just about checking things off a list. It’s about making sure every task, every activity, takes a step closer to those milestones.

2. Break down your tasks

So you’ve got your goals. Now, imagine them as puzzles. 

Each piece? That’s a task. And to see the full picture, you need to assemble these pieces one at a time.

Here’s what you do:

  • List down each goal, be it big or small.
  • For every goal, jot down tasks that will lead you there. Think of them as mini-steps.
  • Don’t over-complicate. Keep tasks simple and direct. For instance, if your goal is to grow your email subscribers, a task could be “Come up with 10 lead magnet ideas” or “Set up sign-up form on a website.”
  • Order tasks by priority. What needs immediate attention? What can wait a tad longer? This way, you’re not just working hard; you’re working smart.

By breaking down your goals, you’re essentially crafting a roadmap. And with this map in hand, navigating your day becomes much smoother.

3. Schedule creation

If you don’t know how to plan your day, it can feel like sailing without a compass. But when you’ve got your hours mapped out? That’s game-changing.

Here’s a step-by-step guide:

  • Client Sessions: This is your core. Start by blocking out time slots dedicated solely to your client sessions. No distractions, no multitasking, just undivided attention to your clients. (Paperbell lets you block out time for each type of coaching package!)
  • Administrative Tasks: Yes, those pesky emails won’t answer themselves. And trust me, your future self will thank you for setting aside specific time slots for this. Whether it’s 9 am post-coffee or 4 pm pre-wrap up, ensure you have a designated hour to tackle administrative duties.
  • Marketing Activities: Whether you’re crafting content, networking, or strategizing, marketing is key to growing your brand. Allocate specific days or hours in the week for this. Maybe Tuesdays are for content creation, and Thursdays are for networking. Find a rhythm that suits you.
  • Personal Development: Growth never stops, especially in the life coaching world. Learn time management and block off time, perhaps at the start or end of your day, for activities that boost your knowledge and skills. 

With this structured approach, your day gets purpose and direction. No more flitting between tasks or feeling overwhelmed by mounting to-dos. 

Each hour has a mission, and with this clarity, you’re set to conquer your day, one priority at a time.

And hey, if you’re in search of a tool that can centralize your business operations – from client management to billing and even contract signings, Paperbell might just be what you need.

how to plan your day

Paperbell is an all-in-one scheduling software designed for professionals who seek efficiency and organization. With its intuitive interface and robust features, it streamlines your tasks and ensures that both you and your clients have a seamless experience. 

Give it a try for free and see how it transforms your day-to-day operations.

4. Match tasks to energy levels

We all have our moments. Times when we feel on top of the world, buzzing with energy, and times when we’re, well, not quite there.

The first step to make the most of this is to recognize your patterns. Pay attention to your body and mind. When do you feel most alert? When are you more receptive to challenges? 

For many, mornings might be when the mind is sharpest. This is the case for me. For others, it might be post-lunch or late evening.

Once you’ve pinpointed your peak periods, align them with your tasks:

  • Demanding Tasks: These require the most concentration and effort. If you’re a morning person, slot these tasks in right after your planning time. If you find your energy peaks in the afternoon, adjust accordingly.
  • Routine Tasks: Admin work, replying to emails, or other tasks that don’t demand intense concentration can be slotted into periods when your energy might naturally dip a bit.

By doing this, you’re not just working hard; you’re working smart. You’re tailoring your day to fit your natural rhythms, ensuring you get the best out of every hour. 

This simple alignment can greatly enhance your efficiency and overall work satisfaction.

5. Set deadlines

Time is precious, and when you’re a life coach, it’s essential to maximize every moment. For every task on your list, assign a realistic deadline. Consider:

  • The complexity of the task
  • The urgency of the task
  • Any dependencies — does one task need to be completed before another can start?

But remember, while it’s crucial to set deadlines, it’s equally important they’re achievable. Having unrealistic deadlines can cause undue stress. 

Stick to these timeframes and ensure each day is a step closer to your goals.

6. Account for flexibility

Knowing how to plan out your day and make it more productive requires adaptability. Recognize that:

  • Clients might reschedule
  • Tasks could become more complex than initially thought
  • New, urgent tasks might emerge

For these reasons, always build some buffer into your schedule. This isn’t about being lax; it’s about being realistic and adaptable. Life’s variables won’t disrupt your flow if you’ve accounted for them in your planning.

7. Track and adjust

No plan is set in stone. As days unfold, you might realize some strategies work better than others. Regularly:

  • Review your completed tasks. Did they align with your goals? Were the deadlines realistic?
  • Gauge how the flexible time slots are working out. Is it enough, or do you find yourself often running against the clock?
  • Assess if your peak productivity times have shifted. Our routines and habits can evolve, and so can our prime working hours.

After this review, make the necessary tweaks. Adjust task lengths, shuffle a few tasks around, or reconsider some deadlines.

Effective planning isn’t a one-size-fits-all method. It’s about finding the rhythm and approach that works best for you. Implement these practices, see what yields the best results, and continue to refine them.

Pitfalls To Avoid When Planning Your Day

how to plan your day

Planning is essential, but pitfalls exist even with the best intentions. As a life coach, awareness of these pitfalls can set the stage for a more efficient day. Here’s what to watch out for:

1. Overloading your schedule

Productivity is crucial, but jam-packing your day isn’t. Avoid filling every slot with tasks. It’s about quality over quantity. 

Balance is key. Make sure to leave room for self-care and breaks. It’s easy to want to cram more work into your day to increase your income or grow your coaching business… but it’s not worth it in the long run. Crashing and burning is a real risk.

2. Neglecting personal development

Your growth is continuous. Ensure you set time aside for self-improvement. 

This includes reading relevant materials, attending workshops, or any activity that elevates your coaching proficiency.

3. Perfectionism

While striving for the best is commendable, waiting for everything to be perfect can stall progress. 

Remember, consistent action and learning from missteps can sometimes be more valuable than waiting for that ‘perfect’ moment.

4. Distractions

Notifications, the allure of social media, or even that enticing email can throw a wrench in your productivity.

Designate times for such checks and stick to them. Establish boundaries to keep your focus sharp.

Continuously Improving Your Planning Approach

Planning your day as a life coach is a continuous effort. Every day might not go as planned, and that’s okay. 

Regularly take a step back and assess how your planning methods are serving you. Adjust as needed. 

The goal isn’t to craft a perfect day every time but to figure out how to have a productive day that benefits both you and your clients. 

Stay persistent, be flexible, and always aim for progress in your approach.

And for all those pesky administrative tasks, there’s always Paperbell 🙂

Grab your free trial today to run your coaching business the crazy-simple way!

how to plan your day

By Charlene Boutin
Charlene is an email marketing and content strategy coach for small business owners and freelancers. Over the past 5 years, she has helped and coached 50+ small business owners to increase their traffic with blog content and grow their email subscribers.
October 16, 2023

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