How I Actually Make It All Fit: Behind the Scenes of My Schedule as a CEO and Mom
- Kelsea Koenreich
- 1 day ago
- 5 min read
Every ambitious mom entrepreneur I work with struggles with the same thing: time and energy.
There’s never enough of either.
But instead of chasing the impossible goal of “doing it all,” I’ve built my life around doing what matters most. And that started with building a schedule that reflects my actual priorities, not just what looks good on paper.
Read on to learn more about how I structure my workweek to only work 4 days and still having time for family and myself.
Why I Work a 4-Day Week (and Still Get It All Done)
Weekends aren’t “rest” days for moms (IYKYK).
We are still “on,” still leading, still doing emotional and physical labor.
Which is exactly why I intentionally work a 4-day week.
If my kids are in school five days a week, I deserve one of those days to just be mine.
Whether that looks like:
Business/Personal Planning
Movement for My Body
Sauna Dates with My Husband
Drinking Coffee in Silence
That time belongs to me. And I protect it fiercely.
This is how I teach my clients to approach their schedules too…not starting with what everyone else needs, but starting with what YOU need.
My Signature Four-Day Work Week Framework
Over the years, I’ve developed a simple structure that helps me compartmentalize my tasks, stay grounded, and reduce mental load. This framework includes:
CEO Day
Admin & Operations Day
Client-Facing Days (2)
Let me break them down for you.
CEO Day: Big Picture Thinking + Personal Refill.
We all know our best ideas often come in the shower or during a massage. That’s not accidental. It’s because our minds need white space to innovate.
This is why I fiercely protect my Monday CEO days.
This is where I dream, plan, and develop. It’s the day I work on the business, not in it.
Sometimes that looks like a content strategy session. Other times it looks like Pilates in the morning followed by deep journaling or creative planning. It’s where I refill myself so I can lead everyone else.
Admin & Operations: The Business Backbone
This day isn’t glamorous, but it’s essential.
It’s when I:
Catch up on emails
Handle internal team check-ins
Knock out podcast interviews
Handle logistics and tasks that keep the machine moving
I don’t schedule client work on this day. It’s just for the stuff that sustains the backend of the business.
I often use Thursdays for this, especially because it’s a more flexible day in our family rhythm. But you can adjust this to whatever day suits you best.
Client-Facing Days: Deep in the Work
Tuesdays and Wednesdays are all about my clients.
These are the days I:
Lead private partnership calls
Review deliverables for VIP Days
Hold Freedom Collective group sessions
Create strategies for client growth, team structure, and time redesign
Having two days strictly dedicated to clients means I’m never bouncing between admin, meetings, or Slack messages. And that focus is a game-changer.
Task-switching is a major drain on your energy. By grouping like tasks together, you preserve focus and give clients your best, without burning out.
My Real-Life Daily Schedule
Let’s talk about the actual flow of my days. Because, while I can spew about having CEO days and in client-facing days, I’m still a mom of three. I have a personal life, and other responsibilities in between.
So, how do I make that work and still be able to follow a 4-day work week?
Here’s what that looks like:
5:00–7:00 AM: My time (journaling, movement, reading)
7:00–8:00 AM: Heavy mom mode duties - breakfast, backpacks, school prep
8:30 AM–3:00 PM: Work (rotating between the four categories)
12:00–1:00 PM: Lunch and nap song with my youngest
3:00–8:00 PM: Family time (outside play, dinner, unwinding)
See that morning block? It’s non-negotiable. Not because I’m in some “5 AM hustle club,” but because it’s the only time nobody needs me.
That time sets the tone for my entire day. I start by pouring into me—so I have something to pour out to everyone else.
Getting Ready Everyday is The Start of How You Show Up
I work from home. I could technically show up to Zoom calls in a hoodie and top knot.
But I don’t.
Why?
Because I believe in showing up for myself. When I do my makeup or change into a “real” outfit, it tells my brain: you matter.
It’s a reminder that how I feel impacts how I lead. That doesn’t mean glam every day, but it does mean intentionality.
Whatever helps you feel anchored and confident—do more of that.
How to Structure Your Own Schedule (Around What Really Matters)
A lot of women resist structure because it feels restrictive.
But in truth, structure is what gives you flexibility!
When I know what gets done on what day, I don’t have to scramble. I can take a Friday off without guilt. I can move my Thursday ops block to Friday afternoon if a kid gets sick. There’s flow because there’s a system.
That’s why I also schedule in:
Two blocks a day for client communication
Overflow windows for catch-up
Rest and play (yes, these go in the calendar too)
Everything lives in my calendar, from my kids’ activities to my sauna date with my husband. Nothing is too small if it matters to me.
Start by looking at your calendar. What does it say about your values?
Are your priorities actually reflected there or are you stuck in default mode, saying yes to everything? If your calendar is filled with back-to-back work calls, but none with your partner or solo time for yourself... something’s out of alignment.
Here’s how to start rewriting your schedule to align with your values:
Block your personal priorities first
Say no (or “not this week”) more often
Time-block like tasks together
Build in overflow hours
Track your actual capacity
Stop erasing yourself from your schedule. Stop saying “it’s fine” when you’re drowning. Start showing up for yourself in the same way you show up for everyone else.
Create Your Schedule On Your Terms
If your schedule feels like chaos…if you’re constantly overcommitted, exhausted, and running from thing to thing…
I want you to know it doesn’t have to be that way.
You get to redesign your business around your life, not the other way around.
This is what I help women do every single day. Inside my partnerships, we dive into the exact systems, structure, and strategy that create real-life freedom.
You don’t need to DO more. You need clarity, boundaries, and a schedule that reflects what you actually care about.
Apply now to partner with me, and let’s build your life-first business strategy together.
