Diary and Task Management for Busy Periods

How to Stay in Control (and Keep Your Sanity) When Work Gets Hectic

When you're running a business, busy periods are inevitable. Whether it's the end of a financial quarter, the lead-up to a launch, or simply one of those months when everything happens at once — things can quickly spiral from manageable to messy. Emails pile up, appointments clash, and your to-do list suddenly looks more like a novel than a plan.

The good news? You don’t need to work longer hours or become a productivity robot. The key is setting up smarter systems that help you stay in control, even when the workload ramps up.

Let’s look at how you can manage your diary and tasks more effectively during your busiest times - and how Admin and More can help keep everything ticking along behind the scenes.

Start with a Weekly Overview

One of the simplest yet most powerful things you can do is pause before your week begins and take stock. A quick planning session at the start of each week gives you clarity and direction. Look at your upcoming meetings, ongoing projects, and deadlines. Where do you need to be — physically and mentally? What are your non-negotiables?

Try to map out your week in a way that feels manageable, not suffocating. Avoid cramming your calendar full from morning to night. Leaving short breaks between meetings and allowing space for deep work or admin catch-up can make a world of difference to how in control you feel.

Turn Your To-Do List into a Schedule

Many of us create long to-do lists with the best intentions — but then end the day feeling deflated when we’ve only ticked off one or two items. The issue isn’t laziness; it’s lack of structure.

Instead of letting your to-do list float alongside your day, block time out in your diary for the most important tasks. Scheduling your workload gives each task its own space, which makes it far more likely you’ll actually complete it. You can even group similar tasks together — like answering emails or preparing client documents — to stay in flow and avoid constant switching.

Using a colour-coded calendar can help you instantly see where your time’s going and whether you’ve overbooked yourself.

Prioritise with Purpose

When everything feels urgent, it’s easy to become reactive rather than proactive. But not every task carries the same weight. One helpful strategy is to look at your list and categorise items: What needs to be done right now? What can wait until later in the week? What could be handed over to someone else — or perhaps doesn’t need doing at all?

Asking these questions helps you cut through the noise. Often, we’re busy with low-priority tasks while putting off the things that would move our business forward. By focusing your energy where it counts, you’ll get more meaningful work done — and reduce the stress that comes with constantly chasing your tail.

Carve Out Admin Time (and Stick to It)

One of the biggest mistakes busy business owners make is leaving admin to the end of the day — when energy is lowest and distractions are highest. Instead, schedule regular admin slots into your diary. Whether that’s 30 minutes at the start of each day or a focused hour on Friday mornings, having dedicated time to tackle emails, bookkeeping, or scheduling avoids last-minute scrambles.

And if the admin is starting to take over? That’s a sign it’s time to get help.

At Admin and More, we offer inbox and diary management services designed to take those time-consuming tasks off your hands. From managing client bookings to keeping your calendar running smoothly, we make sure nothing falls through the cracks — and you can actually breathe again.

Stop Multitasking (It’s Not Helping)

When your plate is full, it’s tempting to juggle multiple tasks at once. But multitasking often leads to half-finished jobs and mental exhaustion. Instead, give each task your full attention — even if just for a short time.

Techniques like the Pomodoro method (25 minutes of focused work followed by a short break) can help you stay engaged without burning out. And don’t underestimate the power of a clean workspace and silence — even turning off notifications for an hour can transform your concentration.

Know When to Delegate

Busy periods are part of business, but they shouldn't be a permanent state. If your workload is consistently overwhelming, it might be time to stop doing it all yourself. Delegating isn’t a weakness — it’s a smart way to protect your time, energy, and mental health.

At Admin and More, we specialise in supporting busy entrepreneurs with inbox and diary management, admin, marketing support and more. Whether you need a one-off boost or ongoing support, we can help you take back control of your time so you can focus on what you do best.

Final Thoughts

You don’t have to survive your busy periods running on caffeine and chaos. With thoughtful planning, clear priorities, and the right support in place, you can navigate the busiest times with ease and confidence.

If you're ready to free up your time and stop living in your inbox, we’d love to help.