The Life-First Approach to Business Planning
As a creative, it’s easy to let your business dictate your schedule. Deadlines, client demands, and another round of revisions to get that typography ‘juuuuuuusst’ right. The to-do list can slowly take over, leaving your personal life sidelined. Sound familiar?
You know your business should work for you, right? Not the other way around?
If you’re feeling stretched, and I mean constantly stretched, it’s time to rethink your approach—and it all starts with capacity planning.
Start with Your Life, Not Your Work
Let’s flip the script. Instead of squeezing life around your work commitments, prioritise what matters most to you.
What are my non-negotiables? (e.g. time with kids, holidays, health)
What does my ideal week look like?
How many hours am I willing and able to dedicate to work?
For instance, if Mondays are for homeschooling or Fridays are reserved for personal projects, those become fixed points in your schedule. Build everything else around them.
Calculate Your True Capacity
Next, figure out your true work capacity. This isn’t just about the hours you’re willing to work; it’s about understanding how much of that time can actually be billable or revenue-generating. This is your utilisation.
Start with your total available hours (e.g. 32 hours per week).
Subtract activities like admin, meetings, and breaks that you can’t bill for.
What’s left is your true capacity—say 24 billable hours per week.
This number becomes the foundation for how you price your services and structure your workload.
Align Your Pricing and Offerings
Now that you know your capacity, it’s time to align your offerings and pricing. Limited time means being strategic:
Tiered Offerings:
Premium: High-touch, high-value services for your top clients.
Mid-Tier: Retainers or packages with balanced access and deliverables.
Scalable: Group programs, workshops, or digital products that don’t demand 1-on-1 time.
Refined Client Base: Focus on clients who align with your ideal working style and are willing to pay for the value you provide.
Clear Boundaries: Set expectations early and stick to them. Whether it’s limited office hours, specific communication channels, or project scopes, clarity protects your time.
Build in Flexibility
Life happens, so build flexibility in so you don’t get caught out:
Buffer Days: Leave one afternoon unbooked each week to handle overflow or catch up.
Seasonal Breaks: Plan longer downtime during quieter periods to recharge.
Sprints: Work in focused 3-5 month bursts, followed by intentional breaks in between and schedule the work accordingly.
Flexibility isn’t just a backup plan; it’s what keeps your business sustainable.
Measure and Adjust
Capacity planning isn’t a set-it-and-forget-it exercise. Regularly review your schedule, workload, and income to ensure they’re still aligned with your goals. Ask yourself:
Am I working the hours I want to work?
Is my income reflective of my effort and value?
Am I maintaining the balance between work and life I envisioned?
Is my partner happy with me? 😉
If the answer is “no…” revisit your capacity and adjust. Maybe that means raising rates, refining services, or saying “no” to projects that don’t fit your values and vision.
Building a successful business doesn’t mean sacrificing your personal life. It means creating systems that support your goals, protect your time, and deliver value sustainably.
Remember: Your business is a tool to help you live the life you want!
Take control of that tool and make it work for you.