4 Time Management Tools for Trainers

By January 20, 2020 No Comments

If I had a dollar for every time I’ve heard, “I just don’t have the time,” I would be writing this from my own island.  Lack of time is an age-old excuse that we tell ourselves when we think we are too busy.

We either make time for something or we don’t.  As a trainer or coach, you always have something to do:  Coaching your clients, writing programs, creating content, building your website, marketing, establishing relationships in your community, etc.  At times, you may feel overwhelmed but I want to share a few ideas that help me manage my time, stay on track, and keep my sanity.

Leverage Technology

We are in an incredible period of human existence.  Tasks that would take previous generations months can take us hours or even minutes. I’m not writing this only because I believe in the power of Milo’s technology.  I utilize technology in every area of my life that makes sense.  

Milo is a brilliant tool that consolidates your services and provides a simple, intuitive platform to host your training programs.  We created it because we saw a definite ‘need’ in the marketplace. However, there are other technologies I subscribe to like dictation software, marketing software, web design programs, and artificial intelligence platforms.  These are just some of the many tools that I use to save time and energy.


“Life is a marathon – not a sprint.”  While I hope this is true for all of us, I think ‘sprints’ are a great way to maximize your time (in both work and exercise).  

Take large, seemingly insurmountable tasks and break them down.  If I have a 4 hour task, I may break it down into six 40-minute periods.  I know that I can devote my full attention for 40 minutes at a time. I have found that my productivity actually increases if I ‘sprint’ for a specific duration, give myself a [short] mental break, and repeat the process.  If you sit down at the computer for 4 straight hours, you are going to get distracted. You will likely lose focus. This is your body and mind asking for a different stimulation – take advantage of it. On your break, do some push ups, sit ups, squats, go for a walk, etc.  Refresh and then come back strong for another ‘sprint.’

Find Your Prime Time

Everybody has a ‘Prime Time.’  Your Prime Time is the period that you feel the flow – you are energized, focused, and productive.

For me, I have a couple different Prime Times.  When I wake up, the first hour or two is devoted to creative thinking.  This is when I am most imaginative – perhaps it is because I am well rested and excited about the possibilities the universe offers.  My other Prime Time is late in the evening. Once the day-to-day activities have ceased and I can dedicate the entirety of my energy toward something, I feel unstoppable.  These are two very different states of flow ,but I know when and how to take advantage of my Prime Time.

Let me contrast this with my 3:00pm state.  Afternoon is not my Prime Time – at least when it comes to business.  If my schedule permits, I enjoy working out at this time, but it is not the time for me to be writing, creating content, focusing on business operations, etc.  Know your Prime Time, show up, and show out!

Establish a Plan

Benjamin Franklin coined the phrase, “If you fail to plan, you are planning to fail.”  I have been on both sides of this spectrum and planning has made me exponentially more productive.  Without a plan, I succumb to distractions very easily. I know that if I have a ‘Power List’ (thanks Andy Frisella) with 3-5 important tasks for the day, I will accomplish much more.

Perhaps the ‘Power List’ is a topic for another discussion, but try not to have a list of 20 things that need to get done.  You will bounce around too much and not be efficient. Take 10 minutes at the end of your day to write down the important tasks for the next day.  This way, you will not be scrambling in the morning to figure out which tasks should be prioritized.  

Closing Thoughts

One of the biggest factors that has led to our (and my personal) growth is investing in time management.  Whether it is a consistent plan, new technology, or some other method, I strongly believe that we need systems in place to maximize our time.  It is too easy to become distracted or overwhelmed. I want you to be as productive as possible and time management comes with that territory. To recap, here are your 4 Tools for Time Management:

  1. Leverage Technology
  2. Sprints
  3. Find Your Prime Time
  4. Establish A Plan

If you felt this article shed some light on a new idea or concept that you would like to share with someone, please do.  If 21-year-old Alex had known some of these concepts, I honestly believe I would be much further along in my journey.  

If you have a Time Management Tool, I’d love to hear about it in a comment below. Let’s learn from each other!

Thanks for all of your support – let’s keep growing this thing.

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