NASM Premier Global Personal Trainer Charlotte Tooth leads a masterclass on how to be a productive personal trainer. Further, she outlines the ways one can plan out their training schedule.
Time management is a critical part of personal training, and learning ways to help your productivity and work/life balance will greatly influence your career.
Video and Transcript
Charlotte Tooth (00:00):
Hello, Premier Global. My name is Charlotte Tooth. And today I'm going to take you through a session on productivity and planning as a PT.
Charlotte Tooth (00:08):
Now, first of all, why would we want to plan our day and maximize on our time? You will spend less time working, more time enjoying yourself, and actually be a bit more productive in the times that you are working. You will achieve more in a shorter space of time. You will get the gift of time.
This will give you time for other important things like social activities, relationships, spending time watching your favorite documentary, or even education. And crucially, we need to be organized as a personal trainer because this will affect our client retention.
This will affect how people view our service. We already have a lot of admin with our programs, our fitness tests, our measurements. There's a lot of admin there. You need to be organized to stay on top of it all, particularly if you're going to build your business and have a lot of clients.
Charlotte Tooth (00:52):
So straight after the session today, I want you to try some of these things, put them into action, and notice the difference in your life when you're organized and you're on top of things.
Now we all get busy and overwhelmed, and the first thing we do is start to drown and ignore the fact that we've got loads and loads of work going on around us. But the most important thing is that you don't just sit there flailing, that you react to the situation and you get on top of your work.
Charlotte Tooth (01:15):
So let's start first of all with something that's so important. It will shape your entire day, your entire life if you have this down. It is goal setting. So I am the whiteboard queen. This is my goal board. I've got three, six, nine and 12 months. And it's separated into two, four, yeah, six basic projects that I'm working on right now.
If I didn't have this, I don't think I would be half as focused as I am now. I need something visual. I need something that's going to remind me every day what I'm trying to achieve. And I put this whiteboard right next to me when I work every day. So it's a constant reminder.
Charlotte Tooth (01:53):
Now whiteboards are a great way not only to save the environment, yay, but also to set up your day. I actually have a blank whiteboard every single day and I write down what I want to achieve in that day. And I actually give everything a time. I even give my lunch break a time.
I even give my exercise time as well. These are two important things that you should be structuring into your day. If you are only doing work and nothing to feed back into yourself, then you are going to feel fatigued very quickly. You're going to start to procrastinate. And you're going to find that you feel under-energized.
Charlotte Tooth (02:27):
If we don't do goal setting and we don't have a purpose in mind, we'll just fill our day with useless things like playing on the PlayStation, scrolling on Instagram, whatever it is that you might do to procrastinate. Have goals and a purpose in mind and then it will be easier to structure your day and be productive.
Charlotte Tooth (02:45):
So we've spoken a little bit about goal setting, but I really want to go into diary management and scheduling now. If you give your day a structure and you organize what you are doing the day before, you are more likely to stick with it, particularly if it is written down. Don't be reactive with your day.
Don't wait for the day to fall to pieces for you to actually step up and start going, okay, I need to do this, this and this. Plan the day before, wake up with a purpose, and then you can finish work earlier because you've got stuff done that you needed to get done. And instead of being reactive to your day, you were proactive. You planned in advance.
Charlotte Tooth (03:19):
What small things can I do every single day to take me closer to my goal? And these small things won't take up much energy either.
These small things will be just scheduling and maybe 30 minutes of studying, maybe 30 minutes of exercise. Whatever it might be, make sure these small things are scheduled in and that they lead you towards what you said earlier, your goal.
Charlotte Tooth (03:41):
Assessing also when you work best is really important. I know that I have loads of energy in the mornings. I wake up bright and early, 6:00 a.m. I've got so much energy to give the world. So I put my most important things first thing in the morning. I'm very protective over that time.
Charlotte Tooth (03:56):
Ask yourself what your distractions are. I know mine personally is social media. So I put a timer on my social media to make sure it kicks me off when I've had a certain amount of time there. I also start leaving my phone in other rooms so that I can just do my work on my laptop and not get distracted.
Can you turn off your notifications so that your focus is on the task at hand so you're not getting distracted by your phone bleeping at you or the TV in the background.
If you set your environment up right, you are setting yourself up for success. I cannot stress this enough, make sure you're scheduling in your breaks. Make sure you're scheduling in your exercise and time for have lunch and time to just have a little wander in the park if you need it.
Charlotte Tooth (04:38):
We spoke about goal setting and we spoke about diary management. I now want to speak about simplifying. A really interesting thing I read the other day was that CEOs of companies actually have people making decisions for them. Lots of small decisions, right? So let's say the CEO has someone to decide what his food shopping's going to be, has someone to decide what he's going to wear every day.
So that way, when he comes to make a big decision, when he comes to tell everyone, okay, this is what we're doing with the company, he doesn't have decision fatigue. This is a thing. When you make lots and lots of decisions, you have to do a lot, a lot of thinking, you can get to a point where actually you cannot make a decision and it's a bit more confusing and conflicting when you start to try and make a decision.
Charlotte Tooth (05:19):
So how can you simplify your life? Well, number one, get an online shop that's on a repeat order. That way if you want to add anything to it, you've already got the basics and you can just add to it, get it delivered. Easy. It takes out the decision fatigue of going around [inaudible 00:05:34] going, do I need this? Do I need that? Because that's too many decisions in your life. Simplify.
Maybe you could set yourself up a meal plan every Sunday. This is what I'm going to eat Monday to Friday. That's decided. I don't have to think about it when it comes to lunchtime. Maybe set out your clothes for the next day so you're not having to worry about that first thing in the morning. Have your clothes ready to go. Simplifying your life will make it easier for you to move forward with your goals.
Charlotte Tooth (05:58):
So somebody that speaks really well about this is Daniel Levitin. He has written The Organized Mind. I really, really, really recommend this. And it's a book about sort of thinking straight in an age of information overload. Our brain is not designed to take in as much information as we are giving it. The world that we live in right now is very overstimulating. And so he speaks about how we can simplify.
But also, he goes into the details about how the brain works and how we process information. And he actually compares us to computers at one point, which is fascinating. But the insights in this book are incredible. So if you have time to read it, maybe spend one week off social media and when you would normally go on social media, read a book instead.
Charlotte Tooth (06:41):
So we've spoken about goal setting. We've spoken about diary management. And we've spoken about simplifying. All of these three things will help you hugely. Yes, they sound simple, but it's the simple things that people always, always struggle with.
Charlotte Tooth (06:54):
So the last thing I want to speak about is apps and technology. I use probably three or four apps that I feel simplify my life. Number one is Google mail. Google mail is fantastic because they do this wonderful thing called labels. Okay? Labels are like little sticky notes that you can put at the side of each email. You can color code them and you can personalize them. So I have labels that have dealt with to-do, for reference, education and so forth.
That way, when an email comes in and I read it, if I don't have time to do it, I mark it as to-do, this is in red. If I deal with something, it goes in green. My inbox is color-coded so I can see what is going on very, very clearly. And I never ever miss an email anymore. The amount of times that I get emails through and I used to miss it and people would be so annoyed, why did you miss this? This was the deadline. This was this. Now it never happens.
Charlotte Tooth (07:48):
Tell people to contact you in one way. If you're getting text messages, if you're getting WhatsApps, if you're getting emails in five different inboxes, it's too much for your body to process, okay? It's too much for your brain to process.
So tell people WhatsApps is for emergency only, email me. And then when you've got that email labeling system, life is just a dream
.Charlotte Tooth (08:09):
The second app I use is called Tide. So when you open up an account with Tide, it's like a banking account, you get that app. Now the app does your invoicing for you and the app will do your accounting for you. This is fantastic. I've spent years on Excel spreadsheets inputting everything one at a time. As long as you put everything through on your card, it does your accounting for you and you can export it.
Oh, it is a dream. It has saved me so much time. I only started using it recently, but it really, really does make a difference. If you want to join Tide, let me know because I can send you a code and we both get money off, which is great.
Charlotte Tooth (08:44):
The last app I'm going to talk about is Google Calendar. You can color coordinate your meetings. You can schedule meetings and invite your clients to join as well so they can see the meeting on their calendar as well. You can also create recurring meetings as well. So it's not like you have to schedule everything again each week.
So I do all of my planning on Google Calendar and then it goes onto my whiteboard daily so then I know what I'm doing. It's all planned out. There's no questions. There's no decision fatigue. I have simplified my life.
Charlotte Tooth (09:11):
So we've spoken about goal setting. We've spoken about diary management. We've spoken about simplifying. And we spoken about apps. I know there was only three or four, but I literally only use those three or four.
So now we are going to speak about some actionable points that you can do straight after this video. So hit pause, grab yourself a pen and paper and take note of these.
Charlotte Tooth (09:30):
Number one, set yourself your goals. What do you want to achieve? Do three, six, nine and 12 months. Next up is diary management. Am I scheduling my day-to-day activities to take me towards my goal or what I want to achieve? Am I limiting my distractions? When do I work best? How should I align my week so I can get the best out of myself? Have I scheduled exercise? Have I scheduled breaks? And the final point is to simplify, right?
So make a list of five things that you can simplify right now. It might be getting one of those apps I told you about. It might be doing a food shop that's just a regular food shop that arrives every week. It might simply be just getting rid of that old email address that spam only ever comes through to. You never use it for anything else, right? How can you simplify your life in five ways right now? Write them down.
Charlotte Tooth (10:20):
Now, once you've written all that down, do not lose that piece of paper. Stick it up somewhere where you can see it every single day. Us humans are such funny creatures. We get so distracted by little things, right? Oh, something shiny. Pick it up, right? The brain loves distraction.
So put it somewhere where you can see it, put it somewhere where you work every day, and take a look at it every single morning. You will achieve what you set your mind, what you set your energy towards. If you put that piece of paper at the bottom of the pile, you forget about it like you never wrote it, it won't happen.
Charlotte Tooth (10:55):
So good luck with actioning these points and let me know how you get on. You can drop me a message. I'm charlotte_tooth on Instagram. I would love to hear how you get on and which of these points you found the most useful. Feel free to drop it in the comments as well.
Charlotte Tooth (11:10):
So thank you so, so much for joining me Premier Global on this session on productivity and planning as a PT. Let me know how you get on and I will see you again on the next one.