If you’ve read my previous blog, The Curious Case of the Disappearing Virtual Assistants: A Wake-Up Call for Busy Coaches, you might already see how being “too busy” isn’t just about having too much on your plate—it’s about how you’re managing it. Today, I want to continue that conversation by sharing some common challenges and practical solutions. If you haven’t read the previous post yet, feel free to check it out here!
If I had a nickel for every time a coach told me they’re “just so busy” that they haven’t been able to delegate properly, well, let’s just say I’d have quite the collection. Take one of my recent clients, for example. They hired not one, not two, but three different virtual assistants (VAs) over six months. Each of them was talented, capable, and ready to help. The problem? My client expected these VAs to magically know exactly how they liked things done—without proper onboarding or instructions. Predictably, things fell apart, and they ended up doing everything themselves again because it was “easier.” (They’d laugh at this now, so feel free to chuckle too!)
Sound familiar? If you’re a coach feeling overwhelmed by the daily grind, wondering where your day went, you’re not alone. Let’s break down the top five reasons coaches often find themselves too busy—and how you can finally get your time back.
1. Lack of Clear Systems (a.k.a. The “It’s Faster If I Just Do It Myself” Trap)
As a coach, your genius lies in guiding people toward their goals. But when it comes to the nitty-gritty of running your business, it can feel like you’re stuck in quicksand. Without clear, repeatable systems, even the simplest tasks consume more time than they should. And when you hire help, they’re left guessing how to support you effectively.
Solution: Set Up Simple, Repeatable Systems
Take a moment to list the recurring tasks you handle regularly. Now, imagine writing them out step-by-step or recording yourself doing them. This doesn’t have to be fancy—a few Google Docs or a checklist in a project management tool like Asana will do the trick. When you bring in help, they’ll have a clear map of how to support you, saving everyone time and frustration.
2. Not Trusting (or Letting Go of) Your Team
This one hits close to home for many coaches. You hire people to help, but instead of delegating, you hold onto every detail. Maybe their approach isn’t an exact match for your style, or you’re nervous about handing off control. The result? You’re just as busy as before, and your team feels disempowered.
Solution: Delegate with Kindness and Clarity
Start small by handing off tasks that don’t require a ton of personalization—things like scheduling, email follow-ups, or simple social media posts. Give feedback that helps them grow rather than taking the task back if it isn’t perfect right away. Building trust takes time, but if you give your team room to work and grow, you’ll find yourself with more time and a team you can truly rely on.
3. Trying to Be Everywhere and Do Everything
You care deeply about your clients and your work, which makes it tempting to try to be everywhere at once. But the reality is, spreading yourself too thin means you’re not showing up at your best—whether it’s for your clients, your business, or yourself.
Solution: Set Priorities and Build Boundaries
First, identify the top channels where your presence really makes an impact. What resonates most with your audience? Narrow your focus to these areas. Next, set boundaries: block off time for deep work, client calls, and personal time. Let clients know when they can expect a reply, so you aren’t scrambling to answer every message instantly. Delegating someone to help manage your calendar and inbox can also make a huge difference, allowing you to focus on what you love without being pulled in every direction.
4. Leaning Toward “Doing” Instead of “Leading”
As a natural doer, you’re used to making things happen and leading by example. But when you’re always doing, you end up stuck in the weeds of your business. Shifting from a doer to a leader is crucial for reclaiming your time and energy. Remember, leadership isn’t about doing everything; it’s about empowering others to do their best work.
Solution: Embrace Your Leadership Role
Start thinking of yourself as a guide. Communicate your vision, set clear goals, and give your team the tools they need to succeed. Resist the urge to jump in and fix things. Leading is about inspiring and empowering others, which ultimately frees you up to focus on growth and strategy.
5. Avoiding Onboarding (or Expecting People to “Just Get It” on Day One)
One of the biggest roadblocks I see? Coaches skipping onboarding, assuming their new team members will intuitively know how things should be done. Without clear guidance, team members struggle to meet expectations, leaving you frustrated and, often, taking back tasks because it’s “faster.” Spoiler: it isn’t faster!
Solution: Create a Warm Welcome with Onboarding
When you bring someone new onto your team, take the time to show them around your business. Share your vision, your preferences, and—yes—those nitty-gritty details that matter. Consider starting with an orientation call to introduce your style and set expectations. Show them examples of work you love (and maybe a few you don’t), and create space for questions. An hour or two of onboarding upfront can save you hours of confusion and frustration down the line.
Final Thoughts: Coaches are busy people with big hearts and even bigger dreams. If you’re finding yourself saying, “I just don’t have time,” maybe it’s time to approach things differently. By building clear systems, trusting your team, setting priorities, embracing leadership, and onboarding effectively, you’ll free up your schedule and find the space to do what you do best—helping others.
Remember, letting go isn’t about losing control—it’s about gaining the freedom to focus on what truly matters. So take a deep breath, share the load, and watch your business (and your life) thrive.
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