The real reason you’re so exhausted (it’s not your clients)

I recently spoke with a coach who told me she was spending more time chasing down client forms and rescheduling calls than actually coaching.

Her work was impactful. Her clients loved her. But her days felt scattered. She’d finish a week and realise most of her energy had gone to the backend: email chains, booking links, and task reminders while her creative brain was running on fumes.

What we did next made all the difference:

We took a step back and looked at how she could bring in more efficiency, not to remove the human touch but to protect it.

Because for most coaches, the goal isn’t to automate everything.
It’s to create just enough structure that you can be more present where it counts.

1. Review what you’re using and why

We started by looking at her tech stack.

She was juggling four platforms that were overlapping in function. It worked, but barely. After we mapped everything out, we realised she could consolidate everything into one streamlined system, saving her money, clicks, and mental load.

Sometimes what’s slowing you down isn’t the work itself: it’s the work about the work.

2. Simplify your social presence

We swapped last-minute posting for a consistent scheduling rhythm using a tool she could batch weekly.

She also set up an auto-reply in her DMs that simply let people know, “Thanks for reaching out. I'll be in touch within 24 hours.”

That one tweak quieted the internal pressure to be “always on” while still serving her audience with care.

3. Clean up your inbox workflow

We set up:

• Labels to organize client comms and priority messages

• Canned replies for FAQs like booking, payment, or session prep

• A clean signature block with links to her booking calendar and free resources

These small systems turned her inbox from a source of dread into a place of flow.

4. Make booking & payments easy

No more calendar tag or waiting on invoices.

With a tool like Practice.do, her clients could book, pay, and get reminders automatically. It made her business feel polished and saved time for both sides.

5. Outsource for breathing room

Finally, we looked at where support could help.

Not a full-time team. Just a few hours a week from someone who could take care of scheduling, follow-ups, and light admin. She stopped carrying the whole business on her back, and started leading it with more clarity and space.

She didn’t just “get organised.”
She got her capacity back.

To think. To create. To coach.

If things feel heavier than they should right now, it doesn’t mean you’re doing something wrong. It might just mean it’s time for your systems to evolve with you.

Start small. Start with one shift.
But know this: you don’t need to run your business at the edge of burnout.

There’s a different way.
And you don’t have to figure it out alone.

Book a free strategy call here.

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Thank you for reading Behind Wellness’s newsletter. I hope you found this week’s edition valuable.

Until next week,

Samara

P.S. If you have any questions, shoot me an email at [email protected], and I’d be happy to help.

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