Real-Life Time Management Hacks for Women in AEC: Balancing Business, Babies & Burnout

10 Real-Life Time Management Hacks for Women in AEC (That Actually Work)

I’m writing this blog post on time management for women in AEC while treating myself to my favorite Thai lunch (Thai iced tea and drunken noodles with extra carrots and onions; YUM) – not because I have time for it, but because this week has already felt like a marathon I didn’t sign up for. The client load is heavy (love you ladies), the to-do list is relentless, and somehow my inbox is multiplying like dishes in the sink when you just cleaned the kitchen. 

This isn’t going to be a post about waking up earlier or color-coding your Google Calendar like your sanity depends on it. Because if you’re anything like me – running a business, maybe raising a family, maybe navigating elder care, a marriage, school, or just trying to keep yourself fed and functioning – you’ve already been there, done that, and probably burned out doing it.

Here’s the real talk: most time management advice isn’t written for women who are handling both their companies and their households. It doesn’t factor in the 3 AM wakeups, the mental load of remembering which kid needs a spirit week costume tomorrow, or the reality that your most productive time of day might fall squarely in the middle of carpool.

So let’s drop the Pinterest-perfect productivity tips and talk about what actually works. I’m talking gritty, in-the-trenches hacks that make life smoother, not shinier. Because at the end of the day, we don’t need perfection. We need systems that serve us.

1. Batch Errands the Lazy Genius Way (aka Target Pickup Is a Love Language)

Let me introduce you to my version of multitasking magic: placing Target or Walmart pickup orders as I think of them. Diapers? Add to cart. Poster board for a school project? Add to cart. Forgot we’re out of toothpaste again? You guessed it.

Sometimes I’ve got three separate orders waiting by the next day, and guess what? I pick them all up in one swoop, in the same 30-minute window between a job site visit and picking up my littlest from daycare – without stepping foot inside. No navigating the toy aisle, no impulse buys, no toddler meltdowns. Just a click, a drive-up, and done.

💡 Pro Tip: Use voice-to-text to build your cart on the go. I’ve dictated grocery lists in the school pickup line, mid-dinner prep, and even in the shower (don’t judge – the phone was on the counter).

2. My Real-Life Meal Planning System

You don’t need a meal planning system with 42 tabs and a degree to use. You just need something that works — and that you’ll actually stick with.

Here’s what works for me:
Over the weekend, I sit down at the kitchen table with a few of my favorite cookbooks (and yes, I own a ridiculous number of them because I genuinely love trying new recipes). I open up my Simplified Planner – this one right here – and map out the meals for the week.

And here’s the basic formula:

• 1–2 new recipes to keep things interesting
  
• 1 tried-and-true family favorite (I keep a list in the front of the planner)
  
• 1 “theme night” like Taco Tuesday or Sheet Pan Thursday
  
• A few meals that can stretch into leftovers
  

I cook for a large and picky family, so variety is key. I jot down notes each week about who liked what, what needed tweaking, and what was a hit – that way I can flip back through past entries and quickly fill in blanks with meals I already know will work.

When I’m done, I make the grocery list and head to the store myself. After too many Instacart disasters (wrong items, missing produce, the time I got one tiny kitty litter instead of the three I ordered…), I’ve gone back to good old-fashioned in-person shopping. Yes, it takes a little more time, but I can choose exactly what I want, and I honestly don’t mind it.

This isn’t the simplest system, and it’s definitely not automated, but it’s become a rhythm that I enjoy, and that works for my actual life. And that’s the point. 

💡 Pro tip: If you’re more digital-minded, apps like Paprika or a Notion recipe tracker are great ways to store recipes and avoid re-Googling “easy slow cooker chicken” for the 87th time.

3. Match Tasks to Your Energy, Not the Clock

I don’t time-block. I energy-match. There’s a difference.

My brain doesn’t do spreadsheets at 8 AM. But by 10am I’m ready to strategize like a boss (mostly because that caffeine injection has hit). By 4 PM? I’m toast. That’s when I schedule things that don’t need as much brainpower – inbox cleanup, respond to emails, light marketing work, etc. 

The truth is, your energy isn’t consistent throughout the day – so why should your schedule be locked in like it is?

💡 Try this: Track your energy for a few days. When do you feel sharpest? When do you zone out? Align your schedule accordingly, and you’ll work less and get more done. And ladies, keep in mind where you’re at in your cycle, that plays a huge role as well! Your body’s rhythms matter. Plan around them when you can. That’s not a weakness — it’s a strategy.

👉 We talked about this in February’s Ratio Reads (read it here!), but if you haven’t checked out In the Flo by Alisa Vitti yet, it’s a must-read. She breaks down how to align your productivity and planning with your hormonal cycle so you’re not working against your body every week. 

4. Build in a Buffer (and Then Guard It With Your Life)

Every week, I block off a half-day as my “catch-all” window. It’s not for client work. It’s for overflow — reschedules, unexpected errands, appointments, or honestly, just breathing room.

Clients don’t need to know it’s there (unless you want them to). I label it as “internal operations” on my calendar. It’s my secret weapon against chaos.

💡 Why it works: When the week inevitably goes sideways (and it will), you’ve got margin built in. No guilt. No scrambling.

5. Delegate Without the Guilt Trip

I used to wear “doing it all” like a badge of honor. Now I know better.

Delegating isn’t admitting defeat, it’s being the CEO. That might mean hiring a virtual assistant to filter your inbox, asking your partner to take over one morning drop-off, or outsourcing laundry during install season.

Delegation doesn’t have to be expensive. It just needs to be intentional. 

💡 Tip: Keep a running list of things you do that someone else could do. That becomes your delegation roadmap — for your team, your home, or even your future self.

6. Keep a “Between Moments” Task List

You know those weird little in-between times? The five minutes between meetings, or the eight minutes before the school bell rings?

I keep a running list of 5-minute tasks in my Notes app. Things like:

• Reorder ink cartridges
• Follow up on a fabric sample
• Send that one reminder email
• Schedule the dog’s vaccine

It’s not about squeezing in more. It’s about using the odd time you already have.

7. Rituals Over Routines

I used to strive for strict routines. Now? I build rituals – because they’re flexible, forgiving, and actually enjoyable.

For me, that looks like a Sunday “CEO Hour” with coffee (or wine), my planner, and a 30-minute reset for the week ahead. I light a candle and breathe. And then I look at what’s coming with intention instead of dread.

If Sunday doesn’t work? I move it to Monday. No guilt, no rigidity. 

💡 Use what works: Asana, Notion, Google Calendar, a paper planner — there’s no gold star for using what’s trending. Use what sticks.

8. Stop Holding It All In Your Head (You’re Not a Filing Cabinet)

Mental load is real and trying to remember everything all the time is quietly draining your energy.

The fix? Get it out of your brain and into a trusted system. Not a system that looks good, one that feels good to use.

For me, that’s a mix of Asana for business, a Notes app brain dump for in-the-moment chaos, and a physical note pad when my brain is short-circuiting and I just need to get it out so I can figure it out. I don’t judge the tool – I just get it out.

💡 Pro tip: Keep a running “Open Loops” list: things you’ve started, are waiting on, or need to follow up on. Update it once a week so things don’t slip through the cracks (or haunt you at 2 AM).

9. Make Your Mornings Easier the Night Before

Even if your morning routine is chaos (hello, school drop-off), you can still set yourself up for a smoother start the night before.

Things I do that take 10 minutes or less:

• Set out clothes (mine and the kiddos)
  
• Get everything ready for my morning coffee
  
• Pack lunches or at least stage the ingredients
  
• Review my calendar so there are no morning surprises
  

These aren’t glamorous habits, but they reduce morning decision fatigue and that’s half the battle.

💡 Optional upgrade: Keep a “launch pad” by the door, like a designated basket or table for keys, client folders, or anything else you’ll need on your way out.

10. Accept the Season You’re In and Adjust Accordingly

Not every season of business (or life) can look the same. If you’re in a growth season, a heavy design/install season, a caregiving season, or a survival season – honor that. Adjust your expectations and your systems to match.

Maybe that means:

• Fewer meetings
  
• Simpler dinners
  
• More white space on the calendar
  
• Saying “not right now” instead of “yes” to that new project
  

💡 Reminder: Flexibility isn’t failure. It’s the secret sauce of sustainable success especially for women running businesses and the home.

Final Thoughts: You’re Not Behind – You’re Overloaded

If you’ve ever wondered why you feel like you’re always falling behind, let me gently suggest: it’s not because you’re disorganized. It’s because you’re carrying more than most.

Traditional time management advice wasn’t built for women in AEC who are managing projects, clients, and snack duty all before 9 AM. That’s why we need strategies that actually support our lives – the real ones, not the curated social media ones.

So here’s to you! The woman doing more than most will ever understand. I hope something in this list helps you breathe a little easier this week.

And hey friend, if you’ve got a go-to time hack that saves your sanity, I’d love to hear it. Share it in the comments or shoot me an email. Let’s keep lifting each other up.

P.S. Some links above are affiliate links, meaning I may earn a small commission if you purchase through them. I only recommend books I genuinely love and use in my own life and business.