10 Tasks Business Coaches Should Never Do Themselves (Unless They Hate Free Time)

Welcome to the Burnout Olympics

Business coaching is supposed to be a calling—a purpose-driven mission to help others thrive. So why are so many coaches buried under digital paperwork, scheduling chaos, and Canva-induced migraines?

If you’ve ever caught yourself saying, “I’ll just do it myself, it’s faster,” this article is your intervention. Some tasks are noble. Others are a complete waste of your precious genius. Below are the top 10 tasks you should absolutely not be doing—unless you genuinely enjoy drowning in admin work and watching your sanity evaporate.

1. Scheduling Your Own Appointments (You’re Not Your Own Secretary)

Let’s paint a picture. You just finished a powerful strategy session with a client. You’re in the zone. Then—ding! A reschedule request. Followed by three time zone mix-ups and someone asking if “Tuesday works for you.” Sound familiar?

Doing your own scheduling is like trying to conduct air traffic control with a Post-it note.

Why It’s a Time Trap:

• Manual back-and-forth wastes mental energy.
• Time zones are evil.
• It’s inconsistent and error-prone.

Better Alternatives:

• Calendly, Acuity, or Book Like A Boss to automate bookings.
• A virtual assistant (VA) to handle VIP clients or complex schedules.

Reclaim your calendar. Be the coach—not the concierge.

2. Designing Canva Graphics (You’re Not Monetizing Pixel Pushing)

Yes, Canva is tempting. It makes you feel like a brand magician—until two hours pass and all you’ve done is argue with a font.

Why It’s a Drain:

• Design is not the same as strategy.
• Every hour in Canva is an hour not spent coaching or marketing.
• You start “designing” and suddenly you’re choosing between six versions of blue.

Smarter Approach:

• Hire a freelance designer for templates that match your brand.
• Use Canva Pro’s Brand Kit once, then hand the keys to your VA.

Your followers don’t care about the kerning. They care about your message.

3. Bookkeeping (Unless You Really Miss Your Corporate Job)

Receipts, mileage logs, payment disputes—oh my! If you’re spending weekends reconciling Stripe payments and looking for that one rogue invoice, you need an intervention.

Why It’s a Nightmare:

• Stress-inducing and error-prone.
• You are not a CPA, and pretending you are can get expensive.
• It steals time from vision, planning, and yes—coaching.

Smarter Solution:

• Use QuickBooks Online or Xero with a bookkeeper.
• Automate expense tracking with Expensify or Wave Apps.

Focus on profits—not pennies.

4. Writing All Your Content and Copy (You’re Not a One-Person Marketing Agency)

Crafting content can be fun—until it becomes a never-ending to-do list of blog posts, emails, social captions, and sales page rewrites.

Why It’s Unsustainable:

• Quality copywriting is a skill. It’s not just “writing words.”
• Bad copy can tank your launch. Good copy can 10x it.
• Writing steals deep-focus time meant for client results or scaling.

Better Strategy:

• Work with a conversion copywriter for funnels and offers.
• Use AI tools or hire a content VA to help with weekly posts.

Outsource your words, not your wisdom.

5. Managing Your Own Inbox (Where Dreams Go to Die)

Let’s be honest—your inbox is where client brilliance goes to rot under a pile of spam and “circling back” emails.

Why It’s Chaos:

• You miss important client emails under the clutter.
• Responding to everything is a full-time job.
• You’re constantly “checking email” instead of moving projects forward.

Delegation Tips:

• Create a priority inbox system with folders like “Clients,” “Sales,” “Urgent.”
• Train a VA to filter, tag, and summarize important messages.

Your inbox is not your mission. Free yourself from Gmail prison.

6. DIY Website Maintenance (Because That ‘One Tiny Update’ Will Take All Day)

Let’s say you want to change a headline or update your offer. Seems simple, right? Then suddenly, you’re elbows-deep in theme settings and plugins that want to ruin your life.

Why It’s a Productivity Killer:

• Websites break. Often.
• Google “How to fix broken CSS” and kiss your day goodbye.
• You’re not a developer. And your time is not renewable.

Smarter Strategy:

• Hire a web pro to manage updates, backups, and mobile optimization.
• Use platforms like Webflow, Showit, or Kajabi and outsource setup.

Because your genius deserves more than troubleshooting broken buttons.

7. Setting Up Online Courses (A.K.A. Platform Purgatory)

You have a brilliant course idea. Amazing. But setting up Teachable, connecting your PayPal, syncing emails, and testing logins? Not amazing.

What Happens:

• You become your own IT department.
• Course launch turns into a tech tantrum.
• You delay launching because it’s “not perfect yet.”

Solution:

• Hire a tech VA to handle integrations, checkout, and student access.
• Use done-for-you course setup services so you can focus on content.

You should be building transformation—not troubleshooting enrollments.

8. Editing Podcasts and Videos (Death by Timeline Dragging)

You recorded an amazing video. Now it’s time to edit. You open the software… 3 hours later, you hate everything.

Why It’s Not Worth It:

• Editing is repetitive and time-consuming.
• It kills creative flow.
• You start second-guessing every “um,” “uh,” and awkward pause.

Upgrade Instead:

• Hire a podcast editor or video VA.
• Use tools like Descript or Riverside.fm for easy collaboration.

Focus on your message—not your editing timeline.

9. Doing Your Own Customer Support (No, You’re Not the Help Desk)

Nothing dulls your glow like responding to “I can’t log in” 17 times in a row.

Why It’s a Trap:

• You’re emotionally invested—and that clouds judgment.
• You lose precious hours responding to refund requests and tech woes.
• It’s exhausting to always be “on.”

Outsource Without Losing Connection:

• Build SOPs (Standard Operating Procedures) for common support issues.
• Use a support VA or customer service platform like HelpScout or Zendesk.

Give your clients great support—without you being the 24/7 call center.

10. Social Media Scheduling and Engagement (This Isn’t Your Main Gig)

Posting, liking, replying, tagging, hashtag research—it never ends. And don’t get started on the “algorithm gods.”

Why You Should Let It Go:

• Consistency is hard when you’re running everything.
• Social content often becomes reactive, not strategic.
• It consumes hours with little ROI if not done well.

Delegation Made Simple:

• Use tools like Later, Planoly, or Buffer to auto-schedule.
• Hire a social media manager who “gets” your brand voice.

Show up where it matters. Let your team handle the “post-and-pray.”

Don’t Be the Bottleneck in Your Own Business

Every minute you spend on a $10 task is a minute you’re not earning at your full potential. If you became a coach to change lives, then why are you spending so much time doing tasks that don’t align with that mission?

Reclaim your focus. Delegate the noise. Automate the mess. And above all, stop trying to be a superhero in a one-person circus.

The world doesn’t need another overwhelmed coach. It needs you—operating at your full, free-time-filled potential.