As you know all too well, running a gymnastics club means wearing many hats. Without proper time management, administrative tasks can easily eat into your day, leaving little room for coaching or other priorities. And where’s the fun in that? You no doubt went into gymnastics management with the goal of spending time on the gymnastics – that’s where your real skills lie – not on the admin that goes alongside it.
But we get it. Admin is a key part of so many roles. To help you stay organised and focused on what matters most to you, here are some time management tips and techniques you can try for yourself:
1. Prioritise tasks
The Urgent-Important Matrix (AKA the Eisenhower Matrix) is a time management tool that helps you prioritise tasks, focus on high-priority tasks first, and delegate or automate the rest.
So, how do you do this? Easy! Split a sheet of plain paper into 4, then add labels to each quadrant: Important and Urgent, Important but Not Urgent, Not important but Urgent, Not Important and Not Urgent.
Important and Urgent
Under the first one (Important and Urgent), write down any tasks that are both critical and time-sensitive. These are immediate priorities and should be done right away, such as dealing with an emergency.
Important but Not Urgent
Under the second one (Important but Not Urgent), write down any tasks that are important but don’t need immediate attention. You can then go ahead and schedule these for a later time.
Not important but Urgent
Under the third heading (Not important but Urgent), jot down any tasks that require immediate attention, but that don’t significantly contribute to your long-term goals. You might want to consider delegating these tasks so you can focus on the bigger picture.
Not Important and Not Urgent
Under the fourth and final heading (Not Important and Not Urgent), make a note of any tasks that don’t add value or are unnecessary, and can be eliminated. Keeping track and on top of tasks will, ultimately, give you more control over them and allow you to claw back a bit of time.
2. Batch tasks
Group similar tasks together, such as answering emails or handling registrations, to make your workflow smoother and more efficient.
3. Use digital tools
Honestly, one of the best things you can do to manage your time in a better way is utilising an automation tool. This will make your life so much easier when it comes to a whole manner of admin tasks – from payments management and registration management to tracking cashflow and member attendance – all in one place. This really does reduce manual workload and gives you the opportunity to get back to doing what you do best.
4. Delegate where needed
Assign administrative tasks to trusted staff members or volunteers where possible. For example, let a coach handle attendance or a team member manage communications. Don’t try to do everything yourself; while you’re incredible, you’re not (quite) a superhero. When you do delegate, make sure everyone’s clear what their responsibilities are so you’re free to get on with the more strategic side of things.
5. Set boundaries and have downtime
When it’s your business, or you’re in charge, it can be easy to work yourself into the ground. The best way to overcome burn-out (apart from getting an automation tool that will do much of the work for you) is to establish set working hours and stick to them.
Set clear boundaries for when you’re available to handle admin or club finance tasks, coach, or respond to emails, and make sure parents, guardians and staff know your schedule.
Make sure you actually schedule in some downtime, too. It sounds simple, but so many business owners forget to take much needed time out. Avoid working late into the evening or on weekends unless absolutely necessary, and, instead, use time outside these hours to rest and recharge. By looking after yourself, you can take better care of your business.
6. Limit distractions
We’re all guilty of getting distracted in our day-to-day and working lives – whether it’s our phones, chatting with colleagues, or anything else. A good way to overcome this is to set time blocks for focused work, so that when you look at your calendar or task tool, you know exactly what you should be doing and when.
Closing unnecessary tabs, muting notifications, and creating a distraction-free environment all helps in getting tasks done faster. And if you have a specific space where you can work that’s quiet and separate from the coaching environment, this is a wonderful way to find room to focus.
7. Use task management tools
If you find you have a lot of day-to-day tasks, and you’re struggling to manage them all, using a task management tool will likely help. There are tonnes out there (such as Asana and ClickUp) which are brilliant for breaking down larger projects into smaller ones, allowing you to assign them to team members and track progress.
8. Plan ahead
Speaking of getting organised, creating a weekly or monthly plan for key activities is another brilliant way to avoid last minute scrambles. You know when your busy periods are (competitions, start of the school year registration drives, etc), so being well-prepared in advance is a good idea, so that these dates don’t creep up on you and end up making you feel more stressed than they need to. Instead, create a task list and stay focused.
By managing your time more effectively, you can focus on the aspects of your club that matter most.
This article is part of the series The ultimate guide to running your gymnastics club without admin overwhelm
