Tips For Organising Your Time As A Personal Trainer

Posted 15 October 2024

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Are you a passionate personal trainer but organisation isn’t necessarily your strong point? Don’t worry, we’re here to make sure you get plenty of advice for organising and allocating your time wisely as well as ensuring you have the digital tools to excel in your health and fitness career.

There are plenty of different ways to ensure you're the absolute best personal trainer you can be for your clients in terms of choosing how to organise your client’s data, choosing a personal trainer software to act as an online calendar, schedule and reminder system - and generally just how to divide your time. 

Keeping on top of this will help you tremendously by ensuring that you’re productive, set up for success, and not overwhelmed by your upcoming appointments with clients. Keep reading for our top tips for organising your time and weekly agendas as a personal trainer.

Create A Schedule For Yourself And Stick To It

If you’re a self-employed personal trainer, you’ll know the importance of setting a clear schedule for yourself throughout the week is optimal for feeling organised and being proactive too. Whether you want to do it through a specific app, website or software like Google Calendar and spreadsheets - it’s totally up to you. Simply choose which layout you prefer and overall, what works best for you. 

You’ll also need to keep in mind that unexpected changes can occur in fitness schedules. So, you’ll need to be prepared for clients requesting a new time or date, but at the same time, it’s important to set boundaries for yourself so you aren’t completely dictated to by your clients. You don’t want constant fluctuations and changes throughout your week, month or year so be sure to find that balance between being flexible and a little strict too. Know your value in other words!

Consider Getting A Work Phone To Make Your Job Easier 

You’ll thank us for this later. By getting yourself a phone solely for work purposes, you’ll find it much easier to separate your work from personal messages and calls. With a work phone, you can have it switched on during working hours and create a more client-focused, professional voicemail as well. 

If you’re using one phone for business and your personal life, there’s a higher likelihood of receiving client calls out of hours and feeling pressured to reply to messages in your downtime. Everybody needs time to switch off. You don’t want to start feeling burnt out and ultimately your clients want the most passionate, energised version of yourself. So don’t feel guilty about creating that separation on your phone. 

Use Online Scheduling Tools To Stay Ahead 

To really keep on top of your client appointments and how you want to spend and plan your week or month, it’s good to explore a variety of scheduling options. This will help you see what works for you and will make you more efficient in the long run. 

There are loads of personal training-oriented software out there which can help you organise your time. Some of these can even send out reminder alerts to your clients to reduce the chance of no-shows and will give your more forgetful clients a helpful nudge prior to your session. What’s not to like? 

Another key aspect to staying organised and utilising online tools for personal trainers would be to make sure you’ve organised your client’s data. You could do this on Google Sheets or another tool of your choice, either as an A-Z contact list or you could do it alphabetically by class and one-to-ones instead. 

Whatever option works for you, ensure you’ve got this list handy by either saving it on the Cloud or creating a backup. 

Make Sure You’re Keeping Up A Healthy Lifestyle Yourself

Sounds like a no-brainer but it’s a good reminder, nonetheless. Maintaining a well-regimented, active, and efficient lifestyle while keeping up with all obligations is crucial to organising your time as a PT. It’s important that you feel organised, capable, and your schedule is in order because clients expect you to be the one to lead by example. 

They’re actively seeking to apply the same self-discipline and action to their own lives. If they feel as though you’re a bit half-hearted and uninterested in maintaining your own wellbeing, this will be a red flag for them, and you could very well lose some good business as a result. 

Get Yourself Some Referrals To Fill Your Schedule 

Gaining new referrals is a huge bonus for every personal trainer and helps to fill up your schedule. Some personal trainers feel a bit embarrassed asking for referrals from clients but you’re perfectly within your boundaries to do so. 

You can either sit and wait then hope the referrals start coming in, or you can be a little more assertive and find a way to lightly suggest whether or not your client has friends or family who could benefit from taking up some sessions too. 

Qualify As A Personal Trainer And Upskill Along The Way 

We offer a first-class Level 3 Personal Trainer course that is highly recognised by hiring managers within the health and fitness industry. We’ll teach you everything you need to know to become a skilled and dependable personal trainer who’s able to provide clients with the kind of experience they’re looking for. 

The Training Room provides a comprehensive selection of health and fitness courses which cater to enhancing all our students' goals going into the health and fitness industry - whether you're a career switcher, upskiller or education leaver. 

Do you want to continue studying and enhancing your career after finishing your Level 3? We’re proud to offer a range of more advanced courses and course packages that can boost not only your skills but your earning potential too. We offer a Level 4 Nutritionist course, as well as our expert and elite course packages. 

Our fantastic tutors have a wealth of industry experience and will keep you engaged, motivated and on track to getting certified. Not only that but with our courses being online, you can study in a flexible way that works around your commitments. Get started today to put your health and fitness career prospects into action.