Are you stuck trying to plan with an unpredictable schedule? Being both a mom and an entrepreneur, every day can be different. That’s why today I am sharing a few solutions that have made a world of difference in my productivity and business.
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How to Keep Moving on Projects and Get Stuff Done When Your Days are all Different
Before having kids, I planned and worked differently in my business. Not just because I had more time, but because the rhythms of my week were far more predictable. Now? Every day looks different. And when you’re being pulled in a million directions between home and business, it’s easy to feel like you’re never gaining traction. But your goals haven’t gone anywhere. They’re still big and ambitious—your plate is just fuller than ever.
So what do you do when no two days of your week are the same?
You Need a Flexible Framework for Unpredictable Schedules
If you’re called to both, you already know traditional planning methods don’t always work. That doesn’t mean you can’t plan, it just means you have to plan differently. When every day feels unpredictable, you don’t need another cookie-cutter planner. You need a flexible structure that can hold your ambition and your current season.
Here are 8 strategies I personally use to stay productive through an ever-changing schedule:
1. Adjust Your Expectations and Beliefs
We often make our situation harder by resisting our reality. Maybe you believe you need long, predictable work blocks to make progress. Or maybe you think your business can’t grow while your kids are young or without full-time childcare.
Those beliefs? They limit you more than your schedule does.
You might have to shelf some incredible ideas temporarily (I know I do—hello, Notion graveyard), but that’s the nature of entrepreneurship. No one gets to do it all. Start making note of the beliefs that might be holding you back. I like to jot mine in my Notes app to revisit later when I have time to journal.
Ask yourself: Are you waiting to go all in on your business until your schedule settles? Are you assuming growth is off the table until you have more help?
Let’s reframe that. Be open to new possibilities right now.
2. Weekly Priorities > Daily To-Dos
Since I don’t know what each day will hold, I plan in weeklong chunks. I look at what needs to happen in the week and keep those tasks ready for whenever time opens up.
3. Use a Digital Dashboard
Paper planners don’t work for my life anymore. I use Notion to manage weekly priorities, recurring tasks, and one-time to-dos. I can drag and drop when things shift (which they always do).
4. Plan in Shorter Time Spans
I sit down every Sunday to plan the 5 days ahead. I ask: what’s happening this week, personally and professionally? That plan becomes my anchor. And if I unexpectedly get a 4-hour work block? I won’t touch my inbox until I’ve reviewed my dashboard and picked a priority.
5. Block Time in Categories, Not Rigid Hours
I use broad categories instead of rigid schedules: client work, content creation, CEO tasks. This makes my plan usable even when timelines shift.
6. Build in Buffer Blocks
I block 15 minutes before and after all Zoom calls and I never schedule something that ends right before I need to go into “mom mode.” I’ve learned the hard way: shifting from coach to mom in 5 seconds isn’t great for anyone.
7. Choose Daily Themes
Give your days focus: Admin Mondays, Client Tuesdays, Marketing Fridays. Ask yourself: what do you wish you got done more consistently? Turn that into a theme and make space for it.
8. Save Low-Energy Tasks for Kid Time
Some work can be done while folding laundry or cooking dinner (like listening to a course or a podcast). But coaching calls or recording content? That requires solo time. I match the task to the time available.
What about you? What helps you navigate the moving pieces in your life and schedule? DM me on Instagram and let me know—I’d genuinely love to hear what’s working for you.
What to Listen to Next
If you’re juggling little kids, a growing business, and trying to keep the house from falling apart, I’ve got more episodes just for you:
- Need energy? Listen to Episode 150 with Kim Perez. It’s full of simple, real-life advice for moms looking to boost energy through better nourishment.
- Struggle with transitions? Check out Episodes 59 & 60 on starting and ending your workday with intention. Perfect for shifting between mom and business mode.
- Feeling stuck? Episode 14 is the mindset reset you didn’t know you needed.
Find It Quickly:
2:04 – Traditional planning methods just don’t work
4:43 – Adjusting our expectations around our schedules
9:50 – Weekly priorities vs. a daily to-do
11:07 – Digital dashboard over a paper planner
14:12 – Plan in shorter timespans
16:14 – Blocking my days by categories
17:18 – Creating buffer blocks
18:56 – Building your goals into a theme day
20:33 – Making the most of my childcare time
Mentioned in this Episode:
Episode 150 How to Reclaim Your Energy with Kim Perez: joymichelle.co/reclaim-your-energy-focus
Episode 60 How to Create an End-Of-Day Work Routine: joymichelle.co/end-of-day-work-routine
Episode 59 How to Create a Start-Of-Day Work Routine:
joymichelle.co/start-of-day-work-routine
Episode 14 3 Steps to Reset Your Mindset: joymichelle.co/3-steps-to-reset-your-mindset
Notion: joymichelle.co/notion
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