Free tool for coaches
Coach Time Audit: How to Use the Spreadsheet
Are you spending most of your time in your zone of genius? Log one week, sort every block of time into green, yellow, or red, and see how many hours you could delegate.
What you need
The spreadsheet (coach-time-audit.csv) and one ordinary week. It opens in Google Sheets (File, then Import) or Excel. Plan on two or three minutes at the end of each day.
Step 1: Log your week
Each row is one block of time. Type the start and end time (like 9:00 and 10:30) and a few words about what you did. The Hours column fills in by itself. Log everything, including email, admin, and the small jobs that "only take a minute." Those add up.
Log as you go, or at least at the end of each day. Recalling a whole week on Friday tends to miss the small tasks.
Step 2: Give each block a color
| Color | What it means | Coaching examples |
|---|---|---|
| Green | Your zone of genius. Work only you can do, and the work that grows the business. | Client sessions, designing programs, sales conversations, speaking, creating your signature content. |
| Yellow | Necessary work that someone else could do with a checklist and some guidance. | Editing content drafts, preparing session materials, managing your community, following up with leads. |
| Red | Low-value, repeatable work. Delegate it first. | Scheduling, inbox sorting, invoicing, data entry, uploading posts, chasing paperwork. |
Type the color word (Green, Yellow, or Red) in the Color column exactly as written, so the totals pick it up.
Step 3: Read your results
The Summary column on the right adds up your green, yellow, and red hours, shows the share of your week in each, and shows how many hours you could hand off each week.
- Set your own target. Type the green share you want (for example, 60%) in the target cell. The sheet shows how many green hours you need to free up each week to get there.
- Optional cost line. Enter your annual income and the weeks you work each year. The sheet works out what an hour of your time is worth and what your red (and yellow) hours cost you each year. It is a simple estimate based only on the numbers you enter.
Step 4: Decide what to hand off
- Sort your red rows and list the tasks that repeat every week.
- Pick the five that take the most time. Those are your first hand-offs.
- Write a short checklist for each, or record your screen the next time you do it.
- Repeat the audit a month later to see how your week has changed.
Need ideas? Our free list of 101 tasks coaches can delegate is grouped by business function.
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