Tuesday morning, 8:15 AM. My old school rugby coach’s voice echoed in my head as I stared at my to-do list of 14 items: “Rhodri, focus on your pass. Quick, accurate service to your outside half, then move to the next phase. Don’t think about three phases ahead while you’re delivering the ball—that’s where errors start coming into your game.”
Thirty+ years ago, that advice helped me become a better scrum half. Today, sitting in my home office with three client deadlines, a son who’d need breakfast in 30 minutes, and a revenue target I was tracking obsessively, I realised I’d completely forgotten it.
I was trying to execute every task simultaneously—mentally rehearsing client calls while drafting proposals while planning Shaw’s afternoon activities while calculating whether I’d hit my monthly numbers. The result? Nothing got my full attention. Everything got my divided, anxious, half-focused effort.
In rugby, that approach as a scrum half causes errors to compound. You’re thinking about the backline move while your hands are still on the ball. You’re visualising your support lines while you’re meant to be delivering an accurate service to your ten. A 9s primary role—providing quality ball to the backline—falls apart because you’re not focused on the job in hand. One poor pass leads to dropped ball. Dropped ball leads to a turnover. A turnover leads to opposition pressure. All because your attention was already on the next phase.
In business ownership and parenting? That approach gets you burned out. You’re working 60 hours but producing 20 hours of actual value. You’re physically with your family but mentally still at work. Everyone suffers.
For months, I kept thinking I just needed more discipline. Wake up earlier. Work faster. Say no more often. Push harder. But here’s what finally changed everything: entrepreneur parent time management isn’t about finding more hours or becoming superhuman—it’s about building systems that make decisions for you, so your brain can fully commit to delivering quality service in this moment, then moving cleanly to the next phase.
This is part of our complete guide on work-life balance for remote working parents. If you’re constantly behind and feeling like you’re failing at both business and parenting, this post will show you the four systems that actually work—not by adding more to your plate, but by helping you execute the task in front of you with full focus before moving to the next one.
The Problem: Why Traditional Time Management Fails Entrepreneur Parents
Most time management advice is written for people who work in offices with predictable schedules and no children interrupting client calls.
“Time block your day!” Great advice—until your kid gets sent home sick from school.
“Batch similar tasks!” Brilliant—except your client emergencies don’t respect your batching schedule.
“Protect your deep work hours!” Perfect—but what happens when those hours coincide with school pickup?
Traditional time management assumes you have control over your time. But as an entrepreneur parent, you’re managing two unpredictable variables simultaneously: business demands and parenting needs. Both are urgent. Both matter. And both refuse to stay in their assigned boxes.
I spent two years trying to force myself into rigid time management systems. I’d plan the perfect week every Sunday evening—color-coded spreadsheets, ambitious goals, optimistic time estimates. By Tuesday afternoon, the plan would be in ruins. A client would need an emergency call. Shaw would need help with homework. I’d underestimate how long a project would take. And the guilt would hit: If I were better at time management, this would work.
But the problem wasn’t me. The problem was treating business owner time management like employee time management. Employees have managers who filter demands and protect their time. Entrepreneurs have clients who expect immediate responses. Parents have children who need attention. You’re both—and neither role comes with a gatekeeper.
After tracking my time obsessively for three months, I discovered something shocking: I wasn’t bad at time management. I was working with a fundamentally broken model. And once I rebuilt my approach around systems instead of schedules, everything changed.
The Time Tracking Wake-Up Call
That rugby lesson haunted me for days. My coach’s words kept playing on repeat: focus on the pass in your hands, then move to the next phase. But I didn’t actually know where my focus was going. I thought I was being productive. I felt busy. But busy and effective aren’t the same thing.
So I did something I’d been avoiding because it felt tedious: I tracked every single minute of my work for two weeks. Not just work tasks—everything. Client calls, email, focused work, social media scrolling, kid interruptions, meal prep, driving Shaw to activities, even the time spent “just checking” messages.
I needed to understand where my time actually went—not where I thought it went, but where it actually went.
The results were brutal:
- Actual focused work time: 18 hours per week (not the 40 I thought)
- Email and messages: 11 hours per week
- Kid-related interruptions and activities: 22 hours during “work time”
- Task switching and transition time: 8 hours (moving between different types of work)
- “Productive procrastination”: 6 hours (busy work that felt productive but didn’t move anything forward)
That’s 65 hours of “work week” that produced maybe 20 hours of meaningful progress.
The biggest shock? I was spending almost as much time managing my schedule and feeling guilty about falling behind as I was actually working. I was like a scrum half constantly adjusting his positioning but never actually delivering the pass.
Your first step: Track your time for one week. Use a simple timer app and note every activity. Don’t change anything yet—just observe. You cannot improve what you cannot measure, and most parent entrepreneur productivity problems start with invisible time leaks.not measure, and most parent entrepreneur productivity problems start with invisible time leaks.
System 1: The Priority Pyramid (Not Another To-Do List)
After my time tracking wake-up call, I realized my to-do list wasn’t helping—it was paralyzing me. Twenty-seven items look equally urgent when they’re all on the same list.
The Priority Pyramid changed everything. Every Sunday evening, I categorize my tasks into three tiers:
Tier 1 – Revenue-Critical (Maximum 3 items per week)
These directly generate income or prevent income loss. Client deliverables with deadlines. Proposals for new business. Critical website fixes. If I accomplish nothing else this week, these must get done.
Tier 2 – Business-Building (Maximum 5 items per week)
These grow the business but aren’t immediately revenue-generating. Marketing content. Networking. Process improvements. Systems building. These matter, but they don’t pay bills this month.
Tier 3 – Everything Else (Unlimited, but acknowledged as flexible)
Admin tasks. Nice-to-haves. Learning and development. These happen if time permits, and I don’t feel guilty when they don’t.
The magic is in the limits. Only three Tier 1 tasks per week forces me to identify what actually matters. When a new “urgent” request comes in, I don’t just add it to the list—I ask: “Is this more important than my current Tier 1 items?” Usually, it’s not.
This system is part of building work from home boundaries with yourself. You’re protecting your focus time for what truly moves your business forward, not just what feels urgent in the moment.
System 2: Energy-Based Time Blocking (Not Clock-Based)
Forget trying to work 9-5 with kids at home. Solopreneur schedule optimization isn’t about working specific hours—it’s about working during your peak energy hours.
I spent a year trying to force my best work into afternoons (when Shaw was occupied) even though I’m a morning person. I was fighting my biology and wondering why I felt so drained.
My energy-based schedule now:
5:30-6:45 AM: Personal Foundation Block
Prayer, meditation, 20-30 minute exercise (run or calisthenics), cold plunge or cold shower, get dressed. This isn’t “me time”—it’s the foundation that makes everything else possible. I show up better as a father and business owner when I’ve taken care of my physical and mental wellbeing first.
6:45-7:45 AM: Morning Family Block
Breakfast with Shaw, school prep, morning connection time. Fully present. No phone, no work thoughts.
8:00-11:15 AM: Peak Energy Blocks (2 blocks with coffee break)
This is my golden window. Two focused 90-minute blocks with a 15-minute coffee break in between. Strategy work, client proposals, content creation, complex problem-solving—anything requiring deep thinking. No email. No admin. No interruptions. This is when I move my business forward.
11:15 AM-3:30 PM: Flexible Work Block
Client calls, meetings, collaborative work, email responses, admin tasks—anything that can handle interruptions. This is when other people are available anyway, and my energy is better suited for social/reactive work rather than deep focus.
4:00-7:30 PM: Afternoon Family Block
School pickup, Shaw’s activities, dinner prep, homework help, family time. Completely offline. Phone in another room.
7:30-9:00 PM: Peak Energy Block 3
After Shaw’s bedtime routine. If I need additional deep work time or didn’t complete my Tier 1 priorities, I have it here. Sometimes I use this block, sometimes I choose rest and connection time with Hayley instead. The key is it’s available but not mandatory.
Total weekly focused work: 20-25 hours across my peak energy blocks, plus 15-20 hours of flexible work. But they’re genuinely productive hours aligned with my natural energy rhythms, not 40 hours of distracted half-working while feeling guilty about not being present.
Creating your ideal day around your natural energy patterns means you accomplish more in less time and have energy left for your family.
System 3: The Decision Matrix (Stop Deciding the Same Things Repeatedly)
Here’s what nobody tells you about time management tips: decision fatigue kills more productivity than poor planning.
Every time you decide when to answer emails, when to take calls, whether to accept a project, or how to respond to a client request, you’re burning mental energy. Multiply that by dozens of daily decisions, and you’re exhausted before you’ve accomplished anything meaningful.
My Decision Matrix eliminates repetitive decisions:
Client Communication Rules:
- Email responses: Twice daily at 11:30 AM and 3:15 PM only (after Peak Energy Blocks, never during)
- Emergency calls: Must text first, I’ll respond within 2 hours during Flexible Work Block (11:15 AM-3:30 PM)
- New project inquiries: All go into Friday afternoon review session, no immediate responses
Meeting Rules:
- Client calls: Tuesday and Thursday during Flexible Work Block only (11:30 AM-3:15 PM slots available), 30-minute default
- No meetings before 11:15 AM (protects Peak Energy Blocks) or after 3:30 PM (protects Family Block)
- All meetings must have agenda sent 24 hours prior
Project Acceptance Criteria:
- Minimum project value: £1,500
- Must align with my core services (no scope creep)
- Timeline must allow at least 2 weeks for delivery
- If it doesn’t meet criteria, decline immediately with templated response
These aren’t rigid rules I never break—they’re defaults I follow unless there’s compelling reason not to. That one shift eliminates hundreds of micro-decisions per week.
System 4: The Weekly Review (Your Most Important 30 Minutes)
This is the system that makes all other systems work: every Sunday evening at 8 PM, I spend 30 minutes reviewing and planning.
The Weekly Review Process:
Minutes 1-5: Last Week Analysis
- What were my Tier 1 priorities? Did I complete them?
- Where did I lose time unexpectedly?
- What worked well? What felt chaotic?
Minutes 6-10: Calendar Audit
- Shaw’s school schedule for the week (field trips, early dismissals, activities)
- Client deadlines and commitments
- Family events and appointments
- Where are the potential conflicts?
Minutes 11-20: Next Week Planning
- Identify 3 Tier 1 priorities
- Schedule them into my Peak Energy Blocks
- Block out family time
- Note decisions I need to make this week
Minutes 21-25: System Adjustments
- Is my Decision Matrix still working or do I need new rules?
- Are my energy blocks aligned with reality?
- What’s one small improvement I can make?
Minutes 26-30: Tech Setup
- Update task manager
- Set calendar blocks
- Prepare templates for recurring communications
This 30-minute investment prevents 10+ hours of wasted time during the week. It’s the highest-ROI activity in my entire schedule.
Understanding entrepreneur parent time management means accepting that planning time isn’t wasted time—it’s the foundation that makes all other time productive.
The Tech Stack That Makes It Work
Systems without tools are just good intentions. Here’s my minimal tech stack:
Calendar: Google Calendar
Color-coded blocks: Red (Peak Energy/Deep Work), Blue (Client Time), Green (Family Time), Yellow (Flex/Admin). I can see at a glance where my week is balanced or overloaded.
Task Management: Todoist
Three projects: Tier 1, Tier 2, Tier 3. Everything goes in one of these buckets. No complicated systems.
Time Tracking: Toggl
I still track time quarterly for 2 weeks to audit where reality diverges from plan.
Communication: Templated Responses
I have 15 saved email templates for common situations. “Thanks for your inquiry.” “Here’s my availability.” “I need to reschedule.” Eliminates decision fatigue.
Weekly Review: Notion
One page. Same format every week. Review last week, plan next week, adjust systems.
That’s it. If your time management system requires more than 5 tools, it’s too complex to maintain.
Implementation: Your First Week
Don’t try to implement all four systems simultaneously. Start here:
Day 1-2: Time Tracking
Before changing anything, track where your time actually goes. Use your phone’s timer or a simple app. Every task, every interruption, everything.
Day 3-4: Build Your Priority Pyramid
Look at everything you’re trying to accomplish. What are the 3 revenue-critical items this week? What’s Tier 2? What’s Tier 3?
Day 5-6: Map Your Energy
Pay attention to when you feel sharpest, when you’re dragging, when interruptions frustrate you most. Note these patterns.
Day 7: Your First Weekly Review
Block 30 minutes Sunday evening. Review the week. Plan next week around your priorities and energy.
What to expect: The first week will feel awkward. You’ll want to add more Tier 1 items (resist). You’ll want to skip the weekly review (don’t). You’ll realize how much time you’re actually wasting (good—now you can fix it).
Common mistakes to avoid:
- Overloading Tier 1 with more than 3 items
- Skipping time tracking because “I know where my time goes” (you don’t)
- Creating complicated systems that require more management than they save
- Expecting perfection immediately rather than incremental improvement
The goal isn’t perfect time management. It’s building systems that make your default choices better, so you spend less mental energy managing your schedule and more energy actually building your business and showing up for your family.
Conclusion
Entrepreneur parent time management isn’t about finding more time or becoming superhuman. It’s about building systems that make your limited time actually productive.
The four systems that transformed my chaotic schedule:
Priority Pyramid – Only 3 Tier 1 items per week forces ruthless focus
Energy-Based Time Blocking – Work when you’re sharpest, not when it’s “supposed” to be working hours
Decision Matrix – Eliminate repetitive decisions with default rules
Weekly Review – 30 minutes of planning saves 10+ hours of wasted time
You don’t need more discipline. You don’t need to wake up at 4 AM. You don’t need to sacrifice family time for business success. You need systems that work with your reality as an entrepreneur parent, not against it.
Since implementing these systems two years ago, I’ve grown my agency revenue by 40% while working fewer hours and being more present with Shaw. Not because I became more productive—because I stopped wasting time managing my time.
What’s your biggest time management challenge right now? Drop a comment below—I read and respond to every one, and sometimes the best solutions come from hearing what other entrepreneur parents are struggling with.
Continue Reading
For more strategies on creating sustainable work-from-home systems as an entrepreneur parent, explore these articles:
Work-Life Balance for Remote Working Parents: The Complete 2025 Guide – Our comprehensive pillar covering all aspects of achieving harmony while working from home
Work From Home Parent Schedule: How to Design Your Ideal Day – Deep dive into energy-based scheduling and creating your optimal daily structure
Work From Home Boundaries: Setting Limits Without Guilt – Learn to protect your time blocks and communicate boundaries effectively with clients and family
Part of the Work-Life Balance & Harmony series. For the complete guide, see our Work-Life Balance for Remote Working Parents pillar post.
