Time Management: Balancing Advice, Business Growth, and Life

Being an IFA business owner is incredibly rewarding, but let’s face it—it can also be exhausting. You’re not just managing clients; you’re managing everything: compliance, client meetings, business operations, and planning for growth. The question many advisers face is, “How do I make time for everything without sacrificing my sanity?” The answer lies not in working more hours, but in working smarter.

This blog dives into actionable strategies for creating better workflows, prioritising client meetings, and freeing up time for the strategic work that drives growth.

1. Start with a Time Audit: The Foundation of Better Workflows

Before you can optimise your time, you need to understand where it’s currently going. Conduct a time audit by tracking your activities for one or two weeks. Log each task—whether it’s a client call, admin work, or email follow-ups—and record how long each takes.

Once you review your log, ask yourself:

Are these tasks aligned with my business goals?

Which tasks are high-value and which are just “busy work?”

What could be delegated, automated, or eliminated altogether?

Often, you’ll find that 20% of your activities are driving 80% of your results. Identifying this ratio allows you to streamline your efforts.

2. Master the Art of Time Blocking

Time blocking is a simple but powerful framework for structuring your day. Instead of letting tasks fill your schedule randomly, block out dedicated time for specific activities.

Here’s how to make time blocking work for you:

CEO Time: Reserve a few hours each week for business strategy and long-term planning. Treat this time as sacred—no client calls or admin tasks.

Deep Work Blocks: Schedule distraction-free periods for focused work on high-priority projects, such as preparing client reports or business growth plans.

Buffer Zones: Include time to handle minor tasks, email catch-ups, and unexpected client requests.

Non-Negotiable Downtime: Block time for rest and self-care, just like you would for client meetings.

By giving structure to your day, you can protect your energy and focus on what truly matters.

3. Prioritising Client Meetings: Quality Over Quantity

Client meetings are an essential part of your role, but not all meetings need to be lengthy or frequent. Here are some tips for making client meetings more efficient:

Set Clear Agendas: Share a meeting agenda in advance so both you and your client know what to expect.

Use Structured Reviews: Implement a consistent format for review meetings to stay on track and cover essential points.

Combine Updates with Automated Reports: Use tools that provide clients with up-to-date reports so they can review their portfolio ahead of time. This makes meetings more focused and strategic.

Limit Reactive Calls: Encourage clients to book time during set hours rather than interrupting with ad-hoc calls.

By managing meetings intentionally, you’ll reduce unnecessary touchpoints while maintaining strong relationships.

4. Reduce Busy Work with Automation Tools

Technology can be your greatest ally when it comes to reducing administrative workload. There are numerous tools designed to streamline tasks so you can focus on advisory work.

Here are some recommended categories of tools:

CRM (Client Relationship Management) Software: Automates client communications, appointment reminders, and follow-ups.

Workflow Automation Tools: Platforms like Zapier can connect different apps and automate repetitive tasks.

Compliance Software: Helps you stay up-to-date with regulatory requirements by generating reports and alerts automatically.

Document Management Tools: Secure cloud-based storage allows quick access to important documents, reducing paperwork.

By automating routine tasks, you can free up hours in your week that would otherwise be spent on manual processes.

5. Delegate Like a Pro

Delegation is a skill that every IFA business owner needs to master. If you’re trying to do everything yourself, you’re limiting your capacity for growth.

Here’s how to delegate effectively:

Identify Repetitive Tasks: Hand over admin-heavy work such as document preparation, appointment scheduling, or data entry.

Hire the Right Support: Whether it’s a part-time assistant, a paraplanner, or outsourced services, ensure they have clear instructions and a defined role.

Trust Your Team: Avoid micromanaging. Delegation works best when your team members feel empowered to make decisions within their responsibilities.

By building a reliable support system, you’ll be able to spend more time on high-value activities and client relationships.

6. Framework for Decision-Making: The Eisenhower Matrix

The Eisenhower Matrix is a simple but effective tool for prioritising tasks based on urgency and importance:

Important and Urgent: Do these tasks immediately.

Important but Not Urgent: Schedule these tasks during your strategic time blocks.

Not Important but Urgent: Delegate these tasks.

Not Important and Not Urgent: Eliminate or defer these.

By using this matrix, you can avoid spending valuable time on tasks that don’t contribute to your long-term goals.

7. Set Boundaries and Communicate Them Clearly

One of the fastest ways to lose control of your time is by being too available. It’s important to set boundaries and communicate them to clients and your team.

Office Hours: Let clients know when you’re available and when you’re not.

Communication Expectations: Specify preferred methods of communication (e.g., email for non-urgent queries) and response times.

Protect Your Calendar: Use scheduling software to prevent back-to-back meetings and allow buffer times.

Clear boundaries help you stay in control of your schedule and prevent burnout.

8. Review and Reflect Regularly

Time management isn’t a “set it and forget it” process—it requires regular reflection. Schedule time at the end of each month to review what’s working and what isn’t.

Ask yourself:

Did I achieve my key priorities?

Which tasks consumed more time than expected?

What can I streamline or delegate further?

By reflecting on your time management, you’ll continuously improve your productivity.

9. Don’t Forget Self-Care

Finally, remember that you’re not just building a business—you’re building a life. Prioritise your mental and physical well-being by scheduling downtime, exercising, and spending time with loved ones.

Taking care of yourself is the foundation for long-term productivity and growth.

Final Thought: You Control Your Time

Time management for IFA business owners is about more than squeezing more tasks into the day—it’s about making space for what truly matters. By implementing better workflows, prioritising client meetings, and leveraging tools and support, you can reclaim your time and balance your role as an adviser, business owner, and individual.

What strategies have worked for you when managing your time? Share your tips and experiences in the comments—we’d love to learn from each other!

Thank you for reading ‘Time Management: Balancing Advice, Business Growth, and Life’. Check our other blog articles.