If You're Always Out of Time, It's Not a Time Problem—It's a System Problem
Running a creative or service-based business isn't just about doing the work—it's about doing all the things: client projects, marketing, admin, emails, social media, and somehow squeezing in a personal life.
If your to-do list never seems to shrink and your energy is gone before lunch, you don't need more hours—you need a better way to use the ones you already have.
I know this firsthand.
When I started my 2nd business, a nonprofit with my now husband, I thought that to make it take off, I always had to say YES. I said yes to every opportunity, answered emails at all hours, and ran myself into the ground trying to "do it all." But while we did grow, the burnout and exhaustion weren’t worth the pace and made it feel impossible to scale sustainably.
The shift? I stopped treating time like something I needed more of and started treating it like a resource to manage strategically.
Why You Feel Like You're Always Running Out of Time
If your days feel like a constant game of catch-up, you're probably stuck in one (or more) of these time traps:
? Saying yes to everything → Instead of filtering opportunities, you're overcommitting and overloading your schedule.
? Decision fatigue → Spending too much time figuring out the "best" move instead of just making a call and moving forward.
? Lack of boundaries → Clients, employees, and even friends expect unlimited access to your time.
? Getting stuck in admin work → Hours disappear into emails, invoicing, and logistics instead of work that actually grows your business.
? Constantly reacting instead of planning → If every day feels like putting out fires, you're stuck in survival mode instead of leading your business.
A financial coach I helped last year was booked solid but constantly working nights and weekends to fit in client work because her days were consumed by last-minute consultations and client reschedules. Her client experience suffered, her health suffered, and despite working (what felt like) all the time, her income had plateaued.
Sound familiar?
How to Take Back Control of Your Time
I stopped feeling overwhelmed when I stopped trying to do more and started doing less—better.
Here's what actually works:
1. The Anti-To-Do List: Stop Doing What Doesn't Matter
Most people add more to their plate when they feel behind. The real fix? Cut the tasks that aren't moving you forward.
Before you plan your day, ask yourself:
If the answer is no—drop it.
A functional nutritionist I coached realized she was spending 5+ hours weekly maintaining a social media platform that had never resulted in a single sale. By dropping it to focus on channels that actually drove business, she immediately reclaimed those hours for client experience and increased referrals by 15%.
2. Time Blocking with Intention: Work Smarter, Not Longer
Randomly bouncing between emails, calls, and deep work? That's a recipe for mental chaos.
Instead, assign specific time blocks for different tasks and stick to them:
You don't need more time—you need to protect the time you already have.
A wellness practitioner who implemented time blocking went from seeing 4-5 clients daily while feeling constantly behind on paperwork to seeing 6-7 clients while finishing all admin work during business hours. The secret wasn't working more—it was creating uninterrupted blocks for each type of work.
3. The "Energy Bank" Approach: Do the Right Work at the Right Time
Not all hours are created equal. Your energy is a limited resource, just like time.
Instead of scheduling demanding work when you're already drained, optimize your schedule based on your energy levels.
If you're spending your best energy on tasks that don't matter, no wonder you feel like you're always behind.
How to Optimize Your Time Like a Boss
? Audit your schedule: Look at last week. What felt like a waste of time? Cut it.
? Focus on one high-impact task daily: The "One Thing" method—What's the single most important thing you can do today? Do that first.
? Automate or delegate small tasks: If you do it more than once, systematize it. Even if you're a solo operation, affordable tools can handle repetitive tasks like appointment scheduling, payment reminders, and basic customer service.
? Create SOPs (Standard Operating Procedures): If you're repeating yourself, document it. This saves time and future headaches—and makes it easier to delegate when you're ready.
? Set clear boundaries: Stop letting clients, social media, and email dictate your schedule. Protect your time like it's your most valuable asset—because it is.
A restaurant owner I worked with was constantly interrupted throughout her day with staff questions and partnership meetings. By implementing two daily "office hours" periods where she was available for questions and setting a clear communication system for emergencies, she reclaimed 2-3 hours daily for menu development and strategic planning—the work that actually grew her business.
Your Time, Your Rules
The business you dreamed of was never meant to run you. If you're ready to stop drowning in tasks and start using your time like the powerful tool it is, let's make it happen.
The entrepreneurs I work with typically reclaim 10+ hours weekly through these systems—hours they use to grow their business, develop new offerings, or simply enjoy life again.
?? Book a strategy call and start running your business in a simplified way so it stops running your life.