by Mandy Green, Busy Coach
We’ve all been there.
You’re to-do list is never ending but your your schedule is packed with individual video sessions and player meetings.
How are you supposed to get all of your other work done?
This week alone, I’ve received multiple emails from coaches struggling to find time for office work and recruiting while juggling meetings and video breakdowns. Since so many of you are facing this challenge, I wanted to share strategies that can help you take control of your schedule and maximize your efficiency.
When your schedule feels overwhelming, instead of focusing on what you can’t get done, shift your mindset to what you can control. The ability to manage your time effectively is one of the most important skills you can develop as a coach.
I have learned to deal with it a little better by doing these 6 things that I mention below.
- Protect Your Non-Negotiable Work Time Yes, your team is important—but so is your ability to get the rest of your work done. Identify a block of time each day that is designated for office work, recruiting, or program development. Mark it on your calendar and protect it like you would a practice. No meetings, no video sessions—just focused work. By doing this, you’ll reduce the stress of unfinished tasks piling up.
- Get an Early Start If you know you have a packed day of video and meetings, come in an hour or two earlier when it’s quiet. Early mornings provide an opportunity for deep work with zero interruptions, allowing you to check off essential tasks before the chaos of the day begins.
- Batch Meetings and Video Sessions Together Where possible, schedule video sessions and individual meetings back-to-back on the same day to avoid scattered time blocks. If that’s not feasible, use your time wisely between sessions. Plan ahead by identifying small but productive tasks you can knock out in between, such as sending a batch of emails or making a few quick calls. Avoid using these short breaks to start significant tasks that require deep focus—you’ll just lose momentum when the next session starts.
- Clear the Mental Calculator After each meeting or video session, take a moment to reset your mind. I learned this from Dr. Maxwell Maltz in Psycho-Cybernetics. Throughout the day, we accumulate thoughts, ideas, and tasks—like constantly adding numbers to a calculator without clearing it. Before moving on to the next session, take a minute to reset. Write down any lingering thoughts, step away from your desk for a quick walk, or take a deep breath to mentally reset. This will help you stay sharp and fully present for each new task.
- Boost Your Energy Between Sessions Sitting through back-to-back video sessions can be mentally draining. To stay fresh, do something physical between meetings—take a short walk, refill your water, stretch, or step outside for a breath of fresh air. These quick resets will keep your energy up so you don’t hit a wall by midweek.
- Stick to Time Limits If you schedule a 30-minute video session, make sure it stays at 30 minutes. Be intentional about starting and ending on time. Players will stay more engaged, and you’ll avoid losing valuable hours by letting meetings drag on unnecessarily. While there’s value in occasional relationship-building conversations, be mindful of when meetings need to stay structured versus when a longer discussion is beneficial.
Take Control of Your Time
Managing video sessions and player meetings doesn’t have to derail the rest of your responsibilities. With the right approach, you can stay efficient, keep your program moving forward, and still get home at a reasonable hour.
If you’d like help structuring your schedule in a way that maximizes your time and efficiency, Mandy would love to help. You can schedule a free 30-minute call with her using this scheduling link.