Design Your Ideal Work-Life Schedule and Trade Burnout for Balance
How often do you think about WHY you started your own business?
Most of the business owners that I know and work with started their own business so they could pursue their passion and live life on their own terms.
However, somewhere along the way they often wake-up and realize they’re actually working wayyy more than they did in their 9-5 and showing up wayyy more for others than they do for themselves. Instead of having the freedom and flexibility to do more of what they want, they’re unintentionally confined by the limits of their own self-imposed schedules.
As a Heart-Based Business Mentor, I’m on a mission to change that.
One of the main reasons I started my own business was because I CRAVED freedom and flexibility in my life. As much as I wanted to build something of my own, I also wanted (and needed) time to pursue things that brought me joy, filled my cup and enhanced my life.
In my experience, a schedule that provides more freedom and flexibility doesn’t only lead to more happiness and fulfillment, but actually more productivity too!
One caveat I want to add is that freedom and flexibility doesn’t necessarily mean unstructured. Many of us thrive on routine and structure but within a flexible space.
Keep reading for my step-by-step process on how to map out a schedule that prioritizes your joy, enhances your productivity AND provides you with more freedom, flexibility and fulfillment.
Find a system that works for you.
I’m a big proponent of flowing with the current instead of trying to swim against it and in this case that means working with a schedule or calendar system that you know works for you instead of what you think you should be using or what others are using.
Whether it’s a physical planner, digital calendar, a spreadsheet, etc. find the one that’s easiest for you to use and maintain and start there. I personally use a hybrid approach.
I start by mapping out my ideal schedule on Google Sheets to give me a general idea of what I want, then I block out my client-work windows and availability in Acuity (my scheduling software of choice). I then input all of my personal and family commitments in my iPhone calendar, which I have synced with Acuity and vice-versa.
After much trial and error, this is what works for me - find what works best for you!
Prioritize your joy first.
One thing I’ve noticed is that a lot of business owners typically reserve their joy and cup-filling activities for what’s leftover, instead of making it a priority from the get-go.
Funny enough we also often do this with our business profit, which is why I love and always recommend the book Profit First.
The first thing I do when mapping out my schedule is prioritize the things that bring me joy, make me feel energized and help me feel my best so I can show up as my best. This usually looks like time for exercise, creativity, friends and family and relaxation.
Here’s an example:
Plug in your non-negotiables.
Next I plug in all of my non-negotiables such as things related to my children and family, making sure I take a lunch break and any other ongoing commitments such as taking a course, mastermind calls, health appointments, etc.
Working IN your business.
The next thing I block out is the time dedicated to actively working IN my business, which is basically the work that I am being paid for. For me this is tasks like client calls, group calls, creating content for course modules or mapping out client strategy plans.
I have an online business that revolves around service packages and group programs so I don’t trade time for money. This helps me leverage my time and generate a much higher income while working fewer hours.
For these blocks I like to choose windows of time where I know I’ll feel energized and my clients are getting the absolute best of me. As a general rule I don’t book clients on Mondays or Fridays and that usually works out best for my clients too!
Working ON and FOR your business.
Next up is dedicated time for working ON my business, which I sometimes refer to as CEO tasks.
These are tasks and activities that help to grow and move your business forward and often encompasses things such as marketing, planning, networking, implementing systems, working on projects and professional development.
The other aspects is working FOR your business, which are the tasks that keep your business running day-to-day such as, administrative tasks, answering emails, customer service and bookkeeping.
To determine what these blocks need to be, I suggest making a list of all of your weekly tasks and assigning an average amount of time that it takes to complete each. This will give you a general idea of how much time you need to block out.
Oftentimes I see business owners pushing projects or ideas to the back-burner because they’re too busy being caught up in the day-to-day tasks, so blocking out specific and dedicated time to work on ideas or projects can be helpful to reach those long-term goals and move your business forward.
One thing I’ve also learned is that it usually takes me much longer to do certain things (like write a blog post or email newsletter) and less time to do others (such as update my bookkeeping or go through my email).
If you’re unsure of how much time you need I suggest using a timer for a week or two to give yourself a general idea.
Assess, edit, outsource, update.
The next step is perhaps the MOST important part which is to assess, edit, outsource and update.
Once you’ve created the first draft of your ideal schedule, take a glance over it and see how it feels and if it’s realistic. Do you need more time for client work? Can you update your offerings or raise your prices so you can actually dedicate fewer hours to this work?
Perhaps you notice that you’re spending a lot of time on tasks related to working FOR your business and you could actually outsource those to a Virtual Assistant or Bookkeeper to help free up more time for client work or for yourself.
If you’re happy with how it looks give it a run through for a week and see how it all shakes out. Do you have enough time for the tasks and activities related to working IN and ON your business? Are you able to prioritize your cup-filling activities?
Continue to check-in, make note of what’s working and what’s not and update your schedule as necessary.
For me this isn’t about sticking to a perfectly time-blocked schedule. My days often vary, but what’s most important is that I’m able to flow with my energy instead of against it, while also still being productive and getting everything done that I need to do.
Implement your schedule.
Now it’s time to implement your schedule. This may look like updating your scheduling software with your new availability, letting existing clients know what your availability is or simply committing to it yourself.
I also encourage you to pay attention to any fears or limiting beliefs that come up around this. Do you feel like you should be working more? Do you feel guilty for taking time to yourself? Notice these thoughts and the take the time to question and reframe them.
Align your business with your best life.
If you’re ready to dive a little deeper into this work, my signature Plan for Purpose, Peace & Profit Workshop will teach you how to:
Gain clarity around your core values and the aspects of your business that you love so you can create personal guideposts that you’ll use to check-in and stay on track.
Identify your “needle movers” (aka: money makers!) and understand the difference between working “in, on and for” your business so you can stay laser focused and manage your energy accordingly.
Map out your launches and ideal work-life balance schedule in a weekly, monthly and yearly format.
Break down your revenue projections and business finances in a way that feels empowering, not overwhelming.
Recognize the various “seasons” of business and how to honour and make the most of the one that you’re in.
You’ll also receive access to my Fully-Customizable Intentional Business Planning Worksheets to use in your own business so you can: outline your offerings, beak down your revenue goals, map out your big-picture annual plan, create a weekly feel-good schedule and track your income and expenses.