Lift The Bar

Being a personal trainer is more than just coaching workouts. You’re managing client sessions, creating programmes, tracking progress, marketing your services, and often running your own business. With so many moving parts, time can feel like your scarcest resource.

Here are practical time management tips to help busy PTs stay productive, reduce stress, and make room for growth.

1. Time Block Your Day

Instead of reacting to tasks as they come, plan your day in blocks. Allocate specific time slots for client sessions, admin work, programming, content creation, and rest. Example: 6–10am: Client sessions, 10–11am: Programme updates, 11–12pm: Social media/content, 12–1pm: Lunch & break, 1–3pm: Consultations or admin, 3–6pm: More sessions or personal training. Time blocking helps you stay focused and avoid multitasking, which can drain energy and reduce efficiency.

2. Use Scheduling Tools

Automate your calendar with tools like Calendly, Google Calendar, or Acuity Scheduling. These platforms allow clients to book sessions without back-and-forth messages and send reminders to reduce no-shows. Bonus: Sync your calendar with your phone so you always know what’s next.

3. Batch Your Tasks

Group similar tasks together to save mental energy. Instead of writing one workout plan at a time, batch several in one sitting. Do the same for emails, social media posts, or client check-ins. Batching reduces context switching and helps you get into a productive flow.

4. Set Boundaries Around Availability

It’s tempting to say yes to every client request, but overextending leads to burnout. Define your working hours and stick to them. Let clients know when you’re available and when you’re not. Reinforce your boundaries and make sure you aren’t sabotaging yourself by ignoring them. This creates a healthier work-life balance and sets professional expectations.

5. Delegate or Outsource Where Possible

If you’re spending hours on tasks like bookkeeping, graphic design, or admin, consider outsourcing. Hiring a virtual assistant or using freelance platforms can free up your time for high-impact work like coaching and growing your business.

Understand your strengths and weaknesses and where someone else can do a better job than you.  Sometimes it’s not feasible to outsource but where it is possible it can be a huge relief to let someone else deal with the things you dislike. 

Also consider if you need to spend as much time on non-coaching tasks as you do.  Some tasks can expand to fill all available hours when in reality you can get the outcome you need with a much shorter investment of time.

6. Incorporate Flexibility

However tempting it is to create a ‘perfect’ schedule, life rarely plays along which means that if you are too regimented in your approach, you can spend more time rearranging things than making progress.  Include times for the unknown tasks that crop up on a day to day and week to week basis to keep your schedule realistic and sustainable.  

We all need some structure and some flexibility but each of us will thrive with different amounts of each. If you don’t already know, learn what level of structure vs flexibility works best for you to get things done.  

7. Choose a Schedule and Approach That Works for You

Unless you are employed you get to choose when you do and don’t work.  There are no rules on when you ‘have to’ work.  If you are best in the mornings and want to finish at lunch time every day, you can organize your schedule that way.  If you don’t want to have to do anything before 10am, then set things up that way.  If you want to work school hours, 9-5, every other day or any other combination of hours, it’s all fine.  The important thing is that you have some down time too.  

One of the things many PTs struggle with is letting go of the idea that they should be working during traditional working hours irrespective of any work they do at other times.  If you are working in the evenings, then make sure you have time off during the day.   You aren’t being lazy if you are watching Netflix / having a nap / going for a walk / meeting a friend for coffee in the middle of the day.   

It’s also important to play with different approaches until you find what works for you.   There are countless tips and systems for productivity but none of them are guaranteed to work and none of them will work for everybody.  Some people like having a countdown timer they can see while they work.  For others this is their idea of torture.  Some people work well with strict rules whilst others want more freedom.  Don’t try to force yourself into a pattern that isn’t effective. If something isn’t working for you tweak it and see what happens. 

8. Create Templates and Systems

Save time by creating reusable templates for: Workout programmes, client onboarding emails, progress tracking sheets, social media captions. Systems reduce decision fatigue and make your workflow more efficient.

One of the more important processes you can have is one for capturing things that come up at a time when you can’t / shouldn’t be dealing with them.  Whether it’s a client question during your down time or a random thought on a different topic when you are working on a particular task you’ll need a way of keeping track of things.  This will not only allow you to make sure nothing slips through the net but it will give you peace of mind that you have things under control, remove the worry that you will forget to do it and prevent the ‘respond now’ reaction that keeps you in reactive mode.

Another key process is one of prioritisation.  Knowing what is genuinely important to you and your business and what can and can’t wait is critical for decision making when it comes to managing your time.

Don’t over engineer things either.  If you are a pen and paper person use that, a note on your phone or sending yourself an email or voice message may be the answer for you or go for a combination of them all.  

9. Prioritize Your Own Training and Recovery

Don’t neglect your own health. Schedule your workouts and downtime just like you would for a client. A well-rested, energised trainer is more effective and inspiring.

10. Review and Reflect Weekly

Take 30 minutes each week to review what worked, what didn’t, and what needs adjusting. This helps you stay intentional with your time and avoid repeating mistakes. Ask yourself: What drained my energy this week? What tasks could I automate or simplify? What are my top priorities for next week?

Recognise where you are getting in your own way and come up with strategies to change your behaviour.  

Conclusion

Time management isn’t about doing more, it’s about doing what matters most. By planning intentionally, setting boundaries, and streamlining your workflow, you’ll not only serve your clients better, you’ll create space to grow your business and enjoy your life outside of work. That sets you up for a long term career doing what you love.

 

If you are an LTB member struggling with this let us know and we can book in a chat to help you. If you’re not a member you can access a free trial (new members only) here.