Are you truly maximizing your productivity, or just filling your days with tasks? Discover essential productivity tips that differentiate being busy from being genuinely productive. This video is tailored for coaches looking to enhance their practice by focusing on high-impact activities and using time more effectively. If you’re committed to transforming your coaching business and achieving a more fulfilling professional life, these insights will equip you with the tools you need.

Are you being productive or just busy? There’s a big difference, and it’s crucial to recognize it. Many coaches lose countless hours to tasks that keep them busy but don’t move the needle in their businesses. If you’re serious about not just stabilizing but growing your coaching practice, it’s time to take a critical look at where you’re investing your energy.

Today’s vlog isn’t about your typical time management techniques; it’s about streamlining your workload to ensure you’re operating in your zone of genius. It’s about making sure that every day in your business is not only enjoyable but also leads you to live your ideal life, free from the drain of endless busywork

So, if you’re ready to shift from being merely busy to genuinely productive, let’s get into it.

Welcome coaches. I’m Jackie Appleby, Online Business Manager, Business Coach and your guide on this journey towards not just building a successful coaching business but creating a transformative one. You want to grow your coaching business while leading your best life, and I share tips, tricks and strategies to make that dream achievable. With years of experience in the coaching industry, I’ve helped countless coaches transition from being overwhelmed and chaotic to calm and thriving through my coach-to-CEO framework. So, if you feel like it’s time to fish or cut bait, you are in the right place

Ok so let’s start by digging in deeper to the difference between busy work and productive work, as you may not even realize where you are spending your time. There’s a significant difference between the two. Being busy often means having a lot on your plate, but not necessarily making substantial progress toward your goals. Productive people, on the other hand, focus on accomplishing important tasks and achieving their objectives.

Being busy involves tackling numerous tasks that might feel urgent but aren’t necessarily important. It’s easy to get caught up in a whirlwind of activities that don’t add substantial value to your business. Conversely, being productive means prioritizing tasks that are both urgent and crucial to your success—those that directly contribute to your goals.”

  • Busy People: Often multitask and struggle to focus on completing one task excellently. They might have admirable work ethics but are not necessarily advancing toward their goals efficiently.
  • Productive People: They prioritize effectiveness over mere efficiency, focus on critical tasks, know how to decline unimportant activities, and often achieve more by collaborating rather than working in isolation.

To shift from merely being busy to genuinely productive, it’s crucial to evaluate how your current activities align with your primary goals. Many of you are familiar with the Eisenhower Matrix, which categorizes tasks by urgency and importance—a fantastic tool, especially when you have a team to delegate to. However, for those who are handling everything solo, I suggest adding a few more categories to this method to really hone in on what needs your attention.”

Let’s start with ‘Quickies.’ These are tasks that take 10 minutes or less—like making a quick phone call, sending a follow-up email, or ordering supplies. Each morning, scan your to-do list and mark these quick tasks with a star. Why does this work? It’s a bit of a Jedi mind trick: most tasks expand to fill the time you allocate to them. By setting shorter time limits, you maintain focus and efficiency. Plus, knocking out these ‘Quickies’ first thing can dramatically cut down your to-do list and boost your sense of achievement.”

Next up are ‘Focused Tasks.’ You might know this concept as ‘eating the frog’—tackling your most challenging task first. This is crucial because such tasks require significant energy and focus. However, everyone’s peak productivity times differ. You might be a night owl or an early bird, and it’s important to identify when you are most alert and capable of intensive focus. Block out these optimal times for your ‘Focused Tasks.’ And remember, break down larger tasks into manageable segments to fit within these focused periods. Tasks will take the time you allocate to them, so setting a time limit prevents them from consuming your whole day.”

Finally, we have ‘Recurring Tasks.’ These are activities you perform regularly—daily, weekly, or monthly. While some might be ‘Quickies,’ others will require more time. Because of their familiarity, these tasks often require less mental energy. Examples include weekly bookkeeping, daily email management, or monthly computer maintenance. Allocating specific times for these tasks ensures they are handled efficiently without disrupting your focus on more pressing projects.

Another strategy to add to your toolbox is the ability to say no. It’s important to remember that saying ‘no’ isn’t just about managing your time—it’s about strategic alignment with your business goals. As coaches, we’re naturally inclined to want to help everyone and take on every opportunity, like ‘Can I pick your brain?’ calls or invitations to guest on podcasts. However, it’s vital to assess whether these activities genuinely benefit your business or merely contribute to the ‘busyness’ cycle. Wearing your CEO hat means making tough decisions about what you invest your time in. This isn’t about withholding your generosity; it’s about being discerning and focusing on actions that truly move the needle. Sometimes, saying ‘no’ to smaller things means saying ‘yes’ to bigger opportunities that align more closely with your goals. Learn to love the strategic choices that pave the way for your success.

Now, let’s talk about where you should be investing your time, particularly if you’re yet to hit your financial targets. Ideally, at least 50% of your day should be dedicated to marketing and sales activities—these are what I like to call your ‘needle movers.’ Ask yourself, are you spending enough time on these crucial areas, or are you bogged down with administrative tasks or other work that doesn’t directly contribute to your growth?”

No matter the size of your coaching business, or whether you aim to keep things small, working within your zone of genius is key to creating a life and business you love. Many of you might feel comfortable being a one-person show, handling every aspect of your business. But let’s face it—if it’s just you, you’re inevitably spread thin across tasks that may not play to your strengths. Engaging help, whether it’s a freelance bookkeeper, web developer, graphic designer, or copywriter, can make a significant difference. They can handle those tasks that aren’t in your zone of genius, freeing you up to focus on what you do best.”

However, there’s one critical area you should primarily handle yourself: sales and marketing. Nobody knows your business and coaching style like you do. No one can sell your services better than you. While you can certainly get help with aspects like social media or writing sales copy, the core ideas, insights, and client interactions should ideally come from you. You’re the face and the personality of your brand, especially when your clients might be investing thousands in your services.”

It’s crucial that you carve out time every day for sales and marketing activities. This might include brainstorming ideas for social media, reviewing and guiding your marketing team, or conducting sales calls. Remember, these tasks can vary in nature—being on a ‘get acquainted call’ can count as focused work, while follow-up emails might be your ‘quickies.’ If your financial goals aren’t being met, consider dedicating up to 50% of your working day to these activities. This is the kind of strategic focus that can propel your business forward.

While building a team, delegating tasks, and wisely allocating your calendar are essential strategies to enhance efficiency, there’s another pivotal area that can significantly boost your productivity—leveraging technology. In today’s digital age, there are countless tools and software platforms designed specifically to make your life as a coach easier and your business operations smoother.”

Let’s discuss a few key systems that can transform the way you work. First, consider a Customer Relationship Management (CRM) system. A good CRM can automate follow-ups, track client interactions, and help you manage your sales pipeline efficiently. This means less time spent on manual tasks and more time for coaching and growing your business. Check out our other vlogs and videos on CRM platforms for additional insights, I’ll link them in the comments.

Next, project management tools. Whether you’re a solo coach or you have a team, tools like Asana, Trello, or Monday.com can help you keep track of your tasks, deadlines, and projects. They enable you to see at a glance what needs attention, helping you stay organized and focused. My favourite is Clickup, but it’s a beast. I’ve been able to set my tasks up with the Quickie, Focus and Recuring tags which helps me and my team work effectively, but it does come with a steep learning curve.

And let’s not forget about marketing automation platforms. Systems like Aweber, ConvertKit, or ActiveCampaign can automate much of your email marketing efforts. From sending out newsletters to managing drip campaigns for new subscribers, these tools can help you maintain consistent communication with your audience without having to manage each step manually.

Integrating these advanced tools isn’t just about doing less work; it’s about working smarter. By aligning your business activities with strategies and tools that enhance efficiency, you not only save time but also increase the quality of your output and the satisfaction of your clients.

To sum up, being productive isn’t just about filling your schedule with tasks. It’s about strategically choosing what tasks to focus on, how to effectively delegate, and how to leverage technology to maximize your efficiency. Today, we’ve explored not just the importance of focusing your efforts on high-impact activities like sales and marketing but also the significant role that advanced efficiency strategies and tools play in scaling your business without scaling your workload.

Remember, the ultimate goal isn’t to do more in less time simply for the sake of efficiency; it’s to ensure that every minute you spend contributes to your larger business objectives. It’s about making smarter choices that lead to real growth and more fulfilling interactions with your clients.

If you found these insights helpful and you’re ready to transform the way you manage your time and your business, don’t forget to like, subscribe, and ring the bell for notifications. Stay tuned for more strategies that will help you stabilize and grow your coaching business.

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