Calendar Management Tips for Coaches

by Amanda Abella  - July 4, 2022



calendar management tips

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In today’s video, we’re discussing time management tips for coaches. Why? Because I’ve been having conversations with many of you who are running yourselves into the ground, wasting time on things that don’t grow your business and flailing. Now, I too, struggled with this especially during 2020 when I was stuck at home and got into some bad habits.

Let’s get into these calendar management strategies.

The Best of the Time Management Tips: Time Blocking

Time blocking is one of my favorite calendar management tips Simply put, EVERYTHING gets put into my calendar – including my down time and fun activities. On most days my calendar looks like this:

6:00am to 9:00am 

This is my morning me time. I meditate, journal, pray and get connected before starting my day. From there I put on my workout clothes and exercise. Lately this looks like going for daily walks around a nearby golf course. While I’m exercising I do my sales skills training for the day and my mindset training for the day.

9:00am Daily Team Meeting

This includes wins, priorities, and daily sales role play.

10:00am to 12:00pm

Usually I’m doing my sales tasks for the day. I spend the first two hours of every day on income generating activities. This looks like outbound sales, direct messages, follow ups and sometimes phone calls. I spend all morning getting in front of new potential customers.

12:00pm to 1:00pm 


The rest of the afternoon:

It’s usually sales calls or sales presentations.

Around 5:00 or 5:30 pm I shut down for the day. This includes a final check in with my team and making sure we’ve accounted for our key performance indicators for the day.

6:00 pm onward:

I’m winding down, relaxing, reading a book, drinking tea, hanging out with family, personal calls, etc.


The biggest problem I see women coaches have with calendar management is they don’t know what their priorities are. The number one priority in your business is sales. Period. Everything needs to revolve around that.

However, that’s not what most women coaches do. Instead here is what I hear during our complimentary Sales Diagnostic Calls:

  • “I spend all day scrolling on social media.”
  • “I was working on my website.”
  • “I’m working on building this funnel.”
  • “I’m working on a bunch of autoresponder emails.”
  • “I have to do this for a client.”
  • “I have a bunch of coaching sessions.”
  • “I have a bunch of coffee chats.”

Part of the reason why this happens is because most women coaches have not set up their businesses in a way where they can spend 80% of their time on income generating activities. I recenly did a free training on how to properly set up your coaching business so you have more time to generate new revenue. You can watch that here.


One of the best calendar management tips for coaches is to know where your boundaries are. It’s easy for work to take over our lives, especially when we love what we do, so we need to have the proper boundaries in place so we don’t burn out.

For me, that looks like the following:

  • Closing my calendar off to potential collaboration calls once I have a certain amount for the month. I already had to close the calendar for July.
  • Setting specific days and times for marketing.
  • Setting specific times for just about everything.
  • Making sure my personal time is also on the calendar and respected.

Calendar Management Tips: Taking Responsibility and Self Worth

Implementing calendar management strategies is really about taking responsibility. It’s also about self worth. The truth is if you don’t value your time no one else will and one area where I see women coaches give their power away constantly is by not respecting their own time. Implement these calendar management tips and watch how much more productive and fruitful you become.




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