5 Ways to Manage an Overwhelming Task List

Being a gym owner can be a stressful and exhausting profession. Overwhelming and burnout are common, and it can seem impossible to complete everything promptly. If you are experiencing these feelings, remember that you are not alone!

Maybe it’s the lingering aftermath of the pandemic or fierce competition in your area forcing you to pick it up a notch. Either way, it’s not easy and takes sufficient organization and time management skills to keep your facility operating the way you want. So how do we do this? In this post, we will discuss 5 ways gym owners can manage their time effectively with an overwhelming list of tasks.

1. Create a “Must Do” list

Typically, when gym owners first start, they are wearing all the hats and responsibilities. Before you are truly the CEO, you are coaching classes, handling admin tasks, performing various maintenance tasks on top of other duties just to keep your facility afloat. 

Start by creating a list of everything you need to complete and try to separate tasks by importance. When possible, list the number of hours required to complete those tasks. Add a separate category for unexpected tasks, like when the toilet overflows or a machine requires maintenance. This will keep you organized and focused while also making it feel less overwhelming as your tasks will be put into categories instead of one giant list. 

2. Focus on Revenue Generators First

Once your must-do list is complete, put a star next to any task connected to increasing revenue. For example, coaching classes are connected to membership revenue. Plus, you’re coaching (versus paying a coach), saves money on payroll. On the other hand, cleaning the bathrooms is likely not connected to revenue.

Make sure to add a new category for future revenue-generating tasks. This would be ways you can be spending time growing your business with the available time you do have. From forming local partnerships to creating new revenue streams, adding this to your list and schedule is integral for future success. 

• Delegate Responsibilities Accordingly 
• Now that you have your list of current and future “to-dos,” it’s time to explore the areas where you can delegate.

This could be as simple as hiring a cleaning company or a manager/ assistant manager to handle a lot of the tasks on your list. Perhaps your first thought is, ‘I don’t have the budget for that.’ But consider this: It’s not about what you're spending vs. the hours you’re gaining back by delegating the task.

3. Take Care of the Quick Tasks First 

Sometimes just looking at your daily task list can make you want to head back into bed. It can be defeating for gym owners to feel like it’s just not possible to get everything done.

One trick is to start with the smallest, easiest tasks. Even if it takes 20 seconds to complete, there’s satisfaction in checking things off. Check off quick to-do items, then focus on gym revenue and growth.

4. Connect with Your Community

Chances are, you started your gym with the intent of helping people. Most gym owners get true satisfaction when they’re surrounded by their community.

Therefore, it’s important to include connection tasks in your to-do list. Coaching is a great one because it’s connected to revenue. Perhaps it’s planning a gym event or maybe you’re setting up 90-day check-ins with your members or dinner with your coaches. Find ways to incorporate some community connection as a refreshing reminder of the greater purpose.

5. Above All, Make Yourself a Priority

At the end of the day, don’t forget to prioritize yourself and ask for help. The only way you can get your facility to new heights is by using your time efficiently and productively to ensure you have enough time and energy to make things happen. 

Your mental health is incredibly important and you’re not alone. Find a community of gym owners and seek out the things you enjoy about the life of a gym owner.  Just remember, there’s only one you, and you matter.

In conclusion, to effectively manage your time as a gym owner, organize the list of your daily tasks by importance, delegate tasks to staff, work on getting the quicker tasks taken care of first, actively engage with members, dedicate specific time slots for revenue-generating tasks like marketing and sales, all while trying to maintain a balance between operational duties and personal time. It may seem like a lot, but if you can create an effective approach and strategy to attack your daily and weekly tasks, you will find success over the long term.