How to Stop Feeling Overwhelmed in Your Coaching Business | 3 Productivity Tips

Overwhelm sucks... especially when it comes up while doing something you love, like running a business.  That's why today is all about helping you overcome feelings of overwhelm in your coaching business so you can increase your influence, impact and income!


So, if you're constantly feeling:

  • behind
  • like you’re chasing
  • or like there just aren’t enough hours in the day

...and no matter what you do your to-do only gets longer and longer,  then this one’s for you.


Let's start from the beginning.  How did you get to this place in your coaching business?


Real talk - I’m willing to bet you’re not super organized. But it’s okay! We’re going to turn it all around during this blog/video. 


Here’s what’s up, Coach...  when you’re not organized it makes it tough to focus on your most important tasks, which leads to feeling extra “busy” all the time, but not actually getting shit done.


Coach… it’s time to make a shift, and here are 3 simple productivity tips to get started.


Productivity Tip #1:

Get The Right Tools!  

A great place to start getting organized and upping your productivity is to find a project management tool that works for you and your brand.  Some things to look for when choosing are:

  • Team Collaboration & Communication- meaning how easy is it for your team to communicate clear objectives, as well as project status, and when they’ve achieved goals and deadlines.
  • User Friendly Features like custom viewing options, document sharing sections, time and project tracking, commenting, integrations and more. 
  • And lastly, Simplicity. The last thing you want is to buy into an organization tool that’s complicated and overwhelming to learn.


Favorites among coaches are Asana (which is the tool I use), as well as Trello, Monday, and Clickup . 


So, here’s what you do when you find the best project management tool for you. Block out a day in your calendar to learn the tool and fill it up with all of your tasks and projects. 


My coaching clients and I plan out our quarterly launches so we know what to work on and when to work on it, and I suggest you do the same.


Then, take it a step further and plan monthly and weekly topics to talk about on your social media platforms, youtube videos, or blogs that relate to your launch and position you as an expert.


Not sure how to plan your content? CLICK HERE to dominate your content marketing strategy this year!


Chunking it down even FURTHER, you can create daily themes. For example Monday you could introduce a topic, Tuesday share some tips on it, Wednesday share an example, and so on.


Before you know it, you’ll have your business strategy and launch plan completely organized in your project management tool… hence relieving yourself of the overwhelm of having it all “up here” in your mind, but not actually having a plan.


Productivity Tip #2:

Create Systems 

If almost everyday of your life looks like:

  • posting on social
  • creating blogs, podcasts or youtube videos
  • writing email campaigns
  • developing sales funnels
  • and straight up exhausting yourself with content creation

...then it’s time to create some solid systems.


I mean, one of the reasons you started an online coaching business is because you wanted more freedom, right?!


The solution? Scheduling Systems.


The most common scheduling systems in the coaching world are:

  1. First and foremost a Social Media Scheduling System. Posting on social media is a fantastic free marketing opportunity that can support you in attracting clients & students, building an email list, and developing genuine relationships with your audience.  In order for you to maintain consistency and not drive yourself nuts you can batch create your content and schedule your posts ahead of time. 
  2. The next system is your Searchable Content Scheduling System. This represents any blogs, YouTube videos, podcasts, or pins that you plan to schedule for the month. For me personally, I create one youtube video each week and then repurpose that script for my blog. I also create multiple pins for both pieces of content.  So, in the beginning of each month I
    • think about what I’m launching
    • create content that supports my launch
    • schedule everything ahead of time
  3. Another common system is your Email Scheduling System.  Whether we’re talking about newsletters, email broadcasts, email campaigns, or sales funnels… the best way to continually nurture your audience is by scheduling emails at every stage of them entering into your online community. For example, if someone downloads a freebie you can have a welcome email campaign scheduled. Or if you write a months worth of blogs ahead of time you can also create and schedule your email broadcasts for the month.
  4. The last common scheduling system is your Calendar Scheduling System.  This allows you to block out time for coaching clients, as well as discovery calls, and create an enrollment system that includes intake forms to use as an outline for your calls. Having this type of system supports your future clients in feeling comfortable because they’ll see how organized your business is from the get go.

To get you started, here’s what you do with all these systems. First, identify how much content you need for one month. For me, I know I need 30 IG posts, 30 FB Group posts, 4 YouTube scripts, about 40 pins, and 4 email broadcasts that will link to my YouTube video/blog.  So, take a moment and write down what this looks like for you.


Then once you have clarity on what you need, you’re going to create your content in batches about one week before the new month begins.


Block out a day to write all your Facebook posts for a month, or designate two days to write a months worth of blogs, for example. Get a bulk of your content created and then schedule it ahead of time.


You can use this strategy for social media, blogs, YouTube videos, podcasts, email newsletters, or anything else you’re needing to create content for.


I promise you that making this ONE strategy a habit will help you become much more productive, create less overwhelm, and invite in more flow and ease into your business model.


Productivity Tip #3:

Outsource & Hire 

Coach, you are the visionary in your business. This is your number one responsibility. You get to focus on doing the things you love, and can outsource the rest. 


Having a team to help you implement your strategies is not only a great way whittle down your to-do list, it’s also a great way to hold yourself capable to completing projects.


Your VA isn’t going to be able to schedule your Instagram posts if there’s no content ready for him/her, and your copywriter isn’t going to be able to write your sales page if there isn’t a program created to sell.


There’s no shame in asking for help and getting support, and it’s one of the best and smartest ways to get rid of overwhelm in your online coaching business.


AND, if you’re someone who’s thinking “KellyAnne, I don’t have the money to hire out",  I’m going to encourage you to at least do a little research before you shut the idea down. 


CLICK HERE to learn about some of my favorite, inexpensive outsourcing resources that won’t break the bank! 

And now that we’re talking about this- what tasks in your business would you love to have someone else take care of? Leave a comment here and I’ll help you find a way to outsource it!



Now you know my top 3 Productivity Tips so that you can stop feeling overwhelmed and start feeling like the real badass online coach I know you are.


Also, if you want to join a community of online coaches who are building their coaching businesses just like you, I’ve created a Facebook group to help support your journey and connect you with like-minded people.  CLICK HERE to join it now! 


Lastly, if this video was just what you needed in your coaching business, please let me know by sharing it with your coach friends.


Until next time, keep building your empire!




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