How often do you find yourself staring at your calendar in frustration, wondering, “How am I supposed to get all of this done?” As a busy parent, I know that feeling all too well. I used to feel defeated before I even started, which didn’t do much for my motivation—or my mood. The stress would often make me short-tempered with my family because I was juggling so much.

But that was then, and this is now. Over the years, as a coach, mom, wife, and all-around “busy person,” I’ve experimented with countless strategies to maximize my time. Some of them worked—at least for a while. But I’ve learned that as you grow and take on new challenges, your strategies need to grow with you. For example, I used to meticulously draw out my schedule in a journal every day. It was a calming ritual for me. If I tried that now, though, I’d probably lose my mind! These days, I rely on a planner with hourly slots to keep me on track. Overkill? Maybe for some, but it’s exactly what I need right now to stay organized and successful.

In this blog, I’ll share some of the time management tricks that have been most effective for me. They’re not just useful for you; they can also set a great example for your kids and help the whole family stay on track.

The Family Calendar:

Absolutely essential. Yes, my family calendar and personal calendar are two distinct tools. The family calendar is where I track all the sporting practices, events, doctor’s visits, school functions, and any other family obligations. My personal calendar, on the other hand, holds my appointments along with the activities I aspire to complete each day. What does that include? Everything that contributes to my self-care, like working out (which I call “movement”), practicing gratitude, meditating, reading, and more. If these are priorities for me, they need to be scheduled, just like any other commitment.

The Family Calendar is a sanity-saver because it’s accessible to everyone, centrally located in the house. The girls can easily check it themselves instead of constantly asking when “x” is happening or what time “y” starts. They can’t change anything, but they’re fully aware of what’s coming up and can plan accordingly. If your kids are like mine and often struggle with remembering when to leave for a practice, I also mark the calendar with a “Leave House” time. This might include a list of items they need to bring, like “water bottle, snack, cleats,” etc. This way, they can prepare in advance, set reminders on their phones, and be ready to go on time. And don’t forget to build in a buffer if needed!

Time Guidelines for Your Day:

In addition to scheduling my self-care activities, I follow a few key guidelines to structure my day effectively. For example, I limit myself to no more than three coaching appointments per day. I do this deliberately because if I’m distracted or tired, I can’t give my clients the attention they deserve, and I’m not willing to compromise on that.

I’ve recently taken up pickleball, and I make sure to schedule time for it on my calendar every week. Another routine I’ve established is “weekly prep” every Friday afternoon. This is when I review and organize my schedule for the upcoming week, ensuring everything is in order.

Learn to say no. Yes, it’s okay to decline invitations if you just want to stay home and relax with your family in your pajamas. Saying no is essential for setting and maintaining boundaries, even with other family members.

One of the biggest challenges I’ve faced (and I’m sure you have too) is the last-minute project or homework assignment that your child suddenly remembers, sending you on a 9 PM run to Target. To avoid this, I encourage my girls to text me or leave a sticky note on my desk with anything they need, so I can help them in advance. Stocking up on essentials, like buying a value pack of poster board at the start of the school year, also helps prevent these late-night emergencies.

I’ve made it clear to my girls: “Your poor planning is not my emergency.” I’m more than willing to support their success, but they need to meet me halfway. While I don’t hover over them or check their agendas for important dates, I do ask casually once a week if they have any big projects or tests coming up. I make sure they go through each class and think it through, rather than just giving me a quick “nah” or “I don’t know” response.

Delegate:

You don’t have to be in multiple places at once, and rushing around like a headless chicken doesn’t make you a better parent. Consider asking your partner, a friend, or setting up a carpool to lighten the load. If necessary, don’t hesitate to hire someone to help get your kids from one place to another.

Don’t be afraid to ask for help. Too often, I hear parents say they don’t want to be a burden or inconvenience others. Nonsense. Ask. Because one day, that mom or dad who’s helping you out might need a favor too, and you’ll have the chance to return it. Plus, it’s important for your kids to see that it’s okay to ask for help—model that behavior for them.

Prioritize and Decision Making:

Every weekend, my girls are eager to get out and do something, and I’m usually right there with them. Meanwhile, my husband, who’s been working at the office all week, craves a quiet Sunday at home. As you can imagine, this creates a bit of a conflict.

It’s crucial for everyone’s needs to be heard and considered. Before Friday afternoon, think about how you’d like to spend your weekend. If my girls want to go both downtown and to the beach, they’ll have to make a choice. It’s healthy for them to learn how to prioritize and decide how they want to spend their time.

Communication:

Yes we have our family meetings when we need to get something conveyed but those are maybe, once a month. However, the hubby and I realized that we need some time weekly in order to sync up. So, Sunday afternoon, we get together in my office to decide what the week will bring. Among the topics for discussion are meal planning (so we are not making crappy choices because we did not plan for something), budget matters, and schedule! We use this time to determine what is working well in the schedule and our time management and what we need to tweak. We always need to be re-assessing our time management!! 

Dealing with Distractions: 

Yes, distractions are inevitable, and yes, they might be the reason something doesn’t get done. I wrote a blog about the concept of becoming “indistractable,” which you can check out here. But it’s the little daily distractions—the interruptions—that tend to throw me off track the most. For example, I might be in my office, fully immersed in my work, and everything is flowing smoothly, then suddenly, one of the kids bursts in. Just like that, my train of thought is derailed, and I’m left feeling frustrated.

To manage this, I now have a sign on my door indicating whether or not I’m available, which has helped tremendously. Another tip: when your child interrupts you, take a minute before responding. Use this time to mentally detach from your current task and shift your focus entirely to your child. This way, you’re fully present when you engage with them, rather than half-heartedly splitting your attention between them and the work you were just doing. This brief pause allows you to transition smoothly from one task to another, ensuring that you’re truly present in each moment.

Conclusion:

Balancing the demands of family, work, and personal life can feel overwhelming, but with the right strategies, it’s possible to stay organized and maintain your sanity. Whether it’s setting boundaries, learning to delegate, or managing distractions, each small step you take adds up to a more balanced and fulfilling life. Remember, it’s not about doing everything perfectly—it’s about making intentional choices that align with your values and priorities. By modeling these behaviors, you’re not only creating a healthier environment for yourself but also teaching your children valuable life skills. So, take a deep breath, make a plan, and give yourself the grace to adjust as you go. You’ve got this!