Mastering the Art of Managing Overwhelm: How Strategic Scheduling, Creative Flexibility, and Self-Care Help Business Owners Thrive

If you’re a business owner, entrepreneur, or ambitious professional, you’ve likely found yourself staring at a jam-packed calendar and wondering, “How am I going to get it all done?” In a recent episode of The Ownership Advantage podcast, hosts Tanner and Kay dove deep into the challenge of managing overwhelm. Their candid conversation is a treasure trove of practical advice, mindset shifts, and creative strategies you can use to take control of your schedule — and your sanity.

This blog post expands on their insightful discussion, drawing out the key themes and actionable steps you can apply right away.

1. Rethink Your Calendar: Optimize, Automate, and Adjust

Both Kay and Tanner agree — your calendar should serve you, not the other way around. Kay’s approach? “I automate as much as possible,” she shares. Instead of going back and forth to set up meetings, she uses a calendar link so others can book time easily, and she’s intentional about blocking out only certain hours (or even weeks!) for meetings.

Tanner echoes the importance of pre-planning and “time-blocking,” reserving specific types of activities for certain days or times. This helps prevent calendar creep, where meetings and tasks spill over into your downtime and eat away at your productivity and peace.

Key takeaway:

Set boundaries on your meeting windows, plan your week before it starts, and use automation tools to keep appointments streamlined. Don’t be afraid to regularly audit your schedule and cut back when it gets too packed.

2. Protect Your White Space as Fiercely as Client Meetings

A striking moment in their conversation comes when Tanner points out that most business owners would never think of canceling a client meeting — but they often ignore or relinquish the time they’ve set aside for themselves.

Kay agrees, noting that her routines, like morning walks and gym sessions, are essential for her well-being and productivity. Skipping these personal non-negotiables throws her off and diminishes her work output.

Key takeaway:  

Put “you time” on your calendar and defend it with the same tenacity as you would a high-stakes sales call. Your energy and clarity are the foundation on which your business success is built.

3. Lean Into Flexibility and Creativity

While structure is vital, both speakers acknowledge that rigidity can sometimes backfire—especially when it comes to creative work. Kay shares how scheduled content creation sessions occasionally felt forced, but those experiences still sparked valuable ideas later. Sometimes, a spark of inspiration hits at odd hours; she makes sure to capture those moments, whether it’s jotting lyrics on her phone or sending herself a quick message.

Tanner, too, allows for flexibility within his time blocks. If he’s in a creative mood when he was supposed to handle reports, he’ll swap tasks to ride that wave of inspiration.

Key takeaway:  

Structure your week for focus, but be prepared to pivot when creative energy strikes. Build in opportunities for “flow”—and give yourself grace if not every session is a home run. Use what you learn for next time.

4. Stack Your Schedule for Efficiency — and Balance

Kay’s “meeting stacks” are another smart strategy. If she’s already at a relaxed event, she’ll invite partners or colleagues to join her there for casual brainstorms or catch-ups. Walking meetings, coffee meetups, and other out-of-the-box approaches let her multitask relationship-building and decompressing.

Likewise, Tanner encourages switching up environments — taking calls while walking or swapping a conference room for a park bench — to boost morale and break up the monotony.

Key takeaway:  

Look for ways to blend work and wellness, maximizing time in environments that energize you. Not every meeting needs to happen at a desk!

5. Refill Your Cup—The Essential Practice

Ultimately, both guests land on a crucial principle: the more energy you put out, the more you need to replenish. Whether it’s “disco naps,” nature walks, or simple daily rituals, create intentional space to recharge. The ROI is clear — when you’re at your best, so is your business.

Final thought:  

Overwhelm is a reality for every go-getter, but it doesn’t have to rule your life. With thoughtful planning, disciplined boundaries, and creative self-care, you can thrive even when your plate is full.

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Check out the full episode on YouTube HERE

Listen to the full episode on Apple Podcasts HERE