Real-Life Time Management Strategies for Busy Women

One typical weekday evening, while I was busily making dinner, overseeing homework at the kitchen table, and externally trying to problem solve the fact that my childcare provider had called in sick that day, my husband looked at me and said: 

“You have to create room for ‘walk-ins’ in your day.”

It was during a time when my life felt like it was spinning out of control. I was being all things to all people.

Doing too much.
Always go-go-go.
Exhausted.

I remember looking at him, completely incredulous that he would say this to me in the middle of everything that was going on and thinking how impossible that would be for me to execute. 

He was referring to the fact that if one thing doesn’t go according to plan – like my childcare provider getting sick – that my whole meticulously planned matrix of tasks that was my day falls apart.

Like what was currently happening right at this moment.

He wasn’t wrong. But how could I possibly make more room in my day?
Every single minute was already spoken for by my endless “to-do” list.
I was maxed out.

I sputtered something along those lines, sure that he couldn’t possibly understand the mental load I was carrying — running a business, managing a home, raising children, navigating all kinds of invisible responsibilities he knew nothing about.

He explained that in his family medical practice, they intentionally leave some time unbooked each day — space for emergencies, walk-ins, or things that just come up.

“You never know when someone will need you urgently,” he said. “This way if someone walks in the door with an urgent request, you have time to help them.”

I nodded, getting the concept in his scenario, but mine? I was certain there was no possibility of space. 

But later, I kept thinking about it.

And it stuck.

What if I could create more space — not for more hustle — but for more ease, more breathing room, more calm? What would shift if I stopped planning my day like a game of Tetris and started leaving margin? Additionally, what if I accessed more support than I needed, so if something didn’t work out, I still had margin and I wouldn’t be set off in a mad scramble.

That idea started me down a path of looking at other, seemingly unrelated professions — and how their time habits could help me run my service-based business (and life!) more sustainably.

So, here are…

1. From the Doctor: Make Room for Walk-ins

In business — and in life — unexpected things happen. A client needs immediate support. A child gets sick. A deadline moves up. Life throws curveballs. And if every moment is booked and spoken for… you’re more likely to tumble.

What “walk-in” time does is allow for agility. Flexibility. Compassion. Room to respond without tipping into burnout or impatiently responding to requests.

Here’s how I applied that concept:

• I added more support than I thought I needed.
  Delegation isn’t indulgent, it’s strategic. And just because you may have created the “to-do” list doesn’t mean you have to execute everything on that list.  Hire the cleaner, get a VA, order the groceries. 

Time Management and Prioritization

• I got clear about the work that was mine to do, and what others could do instead. I also refer to this as Zone of Genius work. It’s ideal for you, and for the members of your team to only be working inside your Zone of Genius or Zone of Excellence. If you’re spending time in the Zone of Competence or Zone of Incompetence, this is going to be a time suck. 
  
  Free Resource: Want to uncover your own Zone of Genius? Download this free worksheet so you can start finding more time in your day.

• I created space between commitments.
  Instead of back-to-back meetings, I built in 15-30 min buffers between meetings. I also reserved time at the end of each day, and at the end of the week to wrap up key deliverables from the day and plan for the next one. That desk time? It became almost a secret weapon where I could thoughtfully be strategic instead of always racing between commitments and meetings. Carving out this space honestly changed my life.

• I got honest about time.
  I started tracking how long things actually take. I did a time evaluation of where I was spending my time and I uncovered a few places where I was needlessly allowing myself to spend more time than needed on some things. I also noticed where I was saying yes to things I hadn’t planned on doing. Curbing my tendency to people- please was also essential. A good goal is to under-promise and over-deliver so you’re not feeling like you’re always behind and if you get things done faster, bonus!

In summary:  Time management isn’t about doing more. It’s about doing less — with more focus.

2. From the Hairdresser: Set (and Honour) Your Working Hours

My hairdresser doesn’t cut hair at midnight.
And yet — I used to write proposals or edit client content into the wee hours of the morning.

She sets her hours — 11 to 7, weekdays only — and if she’s full, she’s full.
She doesn’t overbook. She doesn’t apologize. She’s clear.

It’s professional, not personal.

I realized if I kept saying “yes” to every client, every request, every invitation to help, I was the one paying the price — with my sleep, my energy, and ultimately, the quality of my work.

So I did the scary thing:
I set clear working hours. And I practiced sticking to them.

Here’s what changed:

• I stopped working and sending emails late at night. This meant that I was getting to bed earlier and allowing my brain to wind down. Plus, it started training my clients and colleagues that I wasn’t going to be responding until morning.

• I structured my week around my energy, not just client needs. I planned to do the most challenging work that uses more brain power when I was at my freshest, and the easier work at a time of day when I needed more of a mental break. It meant I felt like I was hustling less and working in alignment with my own energies. This was a gamechanger too.

• I gave myself permission to stop “fitting it all in” and start “letting some of it go.” I know my hairdresser would love to please everyone, but she’s just one person. There is literally only so much space in a day, and if a client has a special event – that’s great – but they have to book in, in the time allocated. My lovely hairdresser isn’t going to boot another client out just because an urgent request came in. This trains her clients to be more mindful of their time too and what they’re asking of her.
  

In summary: Clear time boundaries protect your energy, your creativity, and your joy.

3. From the Waiter: Make Your Clients Feel Like the Only One

Have you ever had that dining experience where the waiter made you feel like you were their only guest – or at least their favourite?

Recently my husband and I have been trying new restaurants and there was one that we liked so much we went back again for a repeat visit a few weeks later. We walked in and the same server we had previously welcomed us at the door and said “Welcome back!” I looked at him, incredulous. “You remember us?” I asked 

“Of course!” He said as he walked us to our table.  Even though the restaurant was full on this busy Friday night, he still had time to make us feel special. I noticed, that evening, how he made everyone smile. He was singing Happy Birthday to one table, bringing a bottle of wine to another, and ensuring another table was happy with their food. While he was clearly juggling several tables, his ability to be enjoyable and thoughtful wasn’t compromised. Clearly, he’s a very good waiter, and it wasn’t magic — it was intentional presence.

That’s the kind of experience I want my clients to have.
And guess what? You can’t create that feeling when you’re stretched too thin.

Time management isn’t just about being efficient — it’s about being available to fully show up for the people who matter. Presence requires margin.

So now, I leave space in my calendar not only for walk-ins, but for white space — quiet time to think, reflect, prepare, and truly be with the person in front of me.

Whether it’s a coaching session, a team meeting, or a family meal — I want the important people in my world to feel seen, heard, and supported.

In summary: Time invested in presence pays dividends in trust, loyalty, and referrals.

Time management isn’t a one-size-fits-all strategy. The resources and strategies to do more in less time, to eat the frog first and to be ruthless with your boundaries all work.

But the best time managers I know — from doctors to hairdressers to waiters — all have this in common:

✅ They honour their time – and yours.
✅ They plan for the unplannable.
✅ They build in buffer and breathing room.
✅ And they show up fully — because they’re not constantly catching up.

What would change for you if you gave yourself permission to do the same? Which time management strategy are you excited to try first?