How Do I Stay Organized as a Personal Trainer?

by Anonymous
(Sarasota, FL, USA)

staying organized as a personal trainer

Hi, I'm starting to get clients and my schedule's getting busier. I'm wondering how do I stay organized as a personal trainer? Any tips?

Epicenter Training Insight

I left money on the table when I was broke. I remember it clear as day and it sure as hell didn’t happen again. I double booked myself because I wasn’t on top of my schedule. I had just started an hour-long session with one client, and another client walked up the stairs, waved to me and signaled she would wait in the corner. And I realized I made a mistake.

I had to quickly run over, say I messed up, apologized….and lost $150 because I couldn’t train her that day. It was MY FAULT I wasn’t organized and worst of all, I wasted someone else’s time, & I don’t want this to happen to you!

In our training certs, we’re taught exercise principles BUT NOT THE ADMIN WORK! That’s what we have to learn with time and it’s a whirlwind especially as you get busier, so start implementing these best practices TODAY, even if you don’t think it’s necessary!

Staying Organized as a Personal Trainer

  1. Know your schedule
  2. Have a way to organize and manage your leads
  3. Schedule when you're doing client and administrative tasks
  4. And, reach out if you have questions and need help!

That last one may be the hardest, but LEARN from people who have made these mistakes before 🙋🏻‍♀️.


Step 1: Find Your System

Whether it’s Google, the notes app on your phone, or if you’re old school like me, you can be a pen paper kind of person. No matter what, know what works for you and the best way you can stay on top of your tasks.

Step 2: Divvy Up Your To-Dos by Type

What are your client-related tasks? What are admin tasks? What are tasks to help you grow for the future that need to be done with time, not necessarily right this second?

Step 3: Prioritize Time-Sensitive Tasks

Without forgetting about the long-term ones. Come up with daily, weekly, and monthly to-do lists.

Step 4: Bringing It All Together - Use a Calendar

Whatever way you manage your calendar, fine, just do what works best for you! As you’re building your business, you might not think this is valuable right away, but start implementing a specific schedule and it will become a lot easier to manage as you get busier (and seemingly small tasks won’t get pushed to the wayside).

You can color code, have separate calendars for different types of tasks (you just can’t forget to look at all of them), schedule out those daily/weekly/monthly tasks, etc.


Put these steps into action, and you'll be on your way to improved organization for yourself and your clients! Join the newsletter for more tips, and keep me posted on how things go!

Yours in fitness,

Laura Mahoney
Co-founder, Epicenter Training

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