Have you ever blocked an entire day to work on your business, only to find that it’s 5 p.m., and despite spending all day in your office, you have little to show for it?

Guilty as charged! As someone who deeply values freedom, I love having plenty of space in my calendar. I do everything I can to avoid the stress of a deadline. This is why I love structure. It might sound ironic, but I’ve learned that putting structure in place actually helps me accomplish more—with greater freedom, ease, and joy.

Since time and priority management has been a hot topic in my coaching calls lately, I thought I’d share the top 10 best practices I use and recommend to my clients:

1) Organize Yourself for the Day Ahead

I like to do this the afternoon before so I can hit the ground running the next morning. However, many of my clients prefer to start their day by organizing what’s ahead.

2) Create a Prioritized Plan—But Stay “In Your Headlights”

I keep a long list of business activities and initiatives, listed by category, priority and difficulty. Whenever I have a new idea, I add it to a list in my journal. However, I don’t look at this list often because I know if I treated that as my “to do” list, I would always feel behind the eight ball and overwhelmed. Instead, I choose 3–4 activities to focus on at a time—what I call “staying in my headlights.” The metaphor comes from thinking of my business like a road trip. I know where I’m going and the route I want to take, but I’m not worrying about where I’ll stop for gas three days from now. I focus on where I am and my next stop. This approach keeps me productive and prevents overwhelm, while allowing for scenic detours that make the journey more fulfilling.

3) Compartmentalize Your Work

As entrepreneurs, we wear many hats. Each role requires different strengths and mental energy. Constantly switching between tasks can drain our energetic gas tanks quickly. That’s why I group my work into distinct categories:

• Client Work – Delivering the great work I do, such as speaking, coaching, consulting, or meetings with stakeholders.
• Creative Work – Content creation for client resources, speaking engagements, blogs, videos, or editing client copy.
• Administrative Work – Emails, scheduling, payments, meeting reminders, and everyday tasks.
• Business Development – Networking, outreach, Business Breakthrough Sessions, and reconnecting with former clients or referral sources.
• Marketing – Newsletters, LinkedIn, and promotions (much of which can be outsourced as your capacity grows).

Each category requires a different mindset. To maximize efficiency and enjoyment, I recommend setting aside specific times or days for each. For example, many of my clients batch their client calls into certain days so they can stay in “the flow.”

Creative work should have plenty of space and be scheduled during peak energy times, with distractions minimized. Administrative tasks can be handled during lower-energy periods—personally, I tackle them at 9 a.m. and 3 p.m. when checking off a lot of to do’s can feel energizing but not require a lot of brain power.

Generally, it’s more effective to split days between tasks (e.g., half a day for business development and half for creative work) rather than dedicating an entire day to one category.

4) Block Time in Your Schedule

I love time blocking—but it only works if you honor it! I schedule major to-dos in my calendar with flexibility built in. If I need to use that time for something I didn’t anticipate, like a Lifeline Call with a client, I open my calendar and find a new spot for that activity in my calendar so it doesn’t get pushed off too far or fall off the radar.

Without blocked time, especially for creative or time-intensive projects, it’s easy to procrastinate or keep pushing things down the road.

5) Use a To-Do List for Small Tasks Only

Only use a to-do list for quick, low-effort tasks that can be handled between bigger priorities. Everything else should go into your calendar.

6) Allow Extra Time for the Unexpected

Give yourself an hour or two of buffer time each day. If a prospective client reaches out, you’ll want to book them quickly. If a meeting gets rescheduled, you don’t want to wait a week to fit it in.

7) Check Email at Designated Times

Turn off notifications and close your inbox when it’s not “email time.” Email is a common distraction and procrastination tool.

8) Silence Your Phone

Better yet, leave your phone outside your workspace. I’ve trained my clients to know that texting isn’t the best way to reach me during office hours. My child’s school has my office number, so I can keep my mobile phone out of the room and check it only during breaks.

9) Know Your Capacity—Before You Exceed It

Most entrepreneurs don’t realize they’re overextended until they’re completely overwhelmed. I help my clients determine their capacity so they know when to start a waiting list, delay on-boarding, or push back a project launch.

10) Clock Out When You’re Done

If you accomplish everything you planned for the day, clock out! This creates a great reward system for staying productive. For me, the best reward is taking my dog for a walk on the beach.

These are my top 10 strategies for time and priority management that help me run a productive, easeful, and fulfilling business.

Now, I’d love to hear from you! What are your best time and priority management strategies? Share your wisdom—I’d love to compile your ideas for a follow-up blog!

If you need help growing your business in a way that feels productive, joyful, and easeful, sign up for a complimentary Business Breakthrough Session with me.