Create a Structured Schedule by Setting aside specific time blocks for client sessions and paperwork. Having dedicated time for each task can help avoid overlap and reduce stress. Use digital systems to keep track of client records, notes, and paperwork. Programs like case management software can streamline this process and reduce time spent searching for documents. Whenever possible, write notes immediately after the session to avoid forgetting important details. If you wait too long, you may miss key insights or feel overwhelmed by the amount of paperwork. Schedule how long your spend on each paperwork, breaking your loads into chunks and setting a time limit of not more than 30mins on each chunk.

You don’t manage time—you maximize it. Streamline paperwork by automating what you can, delegating what you should, and cutting out anything that doesn’t drive results. Focus your energy where it matters most—clients and impact. Batch tasks, set clear priorities, and own your schedule instead of letting it own you. The key is efficiency, not just effort. If you’re spending too much time on admin work, you’re playing defense. Play offense—build systems that let you scale without getting buried in the details.

To manage both paperwork and client sessions effectively, prioritize tasks by setting clear goals for each day, use time-blocking techniques to allocate specific times for paperwork and client meetings, and stay organized with digital tools or checklists to track deadlines and progress. Additionally, batch similar tasks together to maintain focus and avoid multitasking, and ensure you take short breaks to avoid burnout.

To balance sessions and paperwork: 1. Block at least an hour daily for admin—morning or afternoon. 2. Stick to this time to prevent backlogs. 3. Set a time limit per note (e.g., 10 minutes) and finish sessions at 50 minutes for quick documentation. If a client attends late, they only get the time remaining (of 50 minutes). 4. Structure sessions so clients know when time is running out. 5. Park big topics for the beginning of the next session. 6. Take notes during sessions and pre-fill details like dates, session numbers, and future appointments. 7. Use note templates and shorthand to improve efficiency.

Time Block: Set fixed slots for paperwork vs. client sessions. Batch Tasks: Group similar admin activities to cut switching time. Automate: Use digital tools for forms, scheduling & record-keeping. Delegate: Offload routine admin tasks when possible. Prioritize: Daily list—urgent and important on top. Buffer: Schedule extra time for overruns and unexpected tasks. Review: End-of-day check to adjust plans for tomorrow.