Why You Should Leave 20% of Your Calendar Open

We get it, your calendar fills up fast. It’s easy to say yes to every client who needs you, every consult request, every urgent email. But here’s the truth: when you overbook yourself, it doesn’t just lead to burnout, it chips away at your ability to truly show up for your clients.

The good news? There’s a simple, sustainable shift that can change everything:

Only open up 80% of your calendar for client sessions.

Why the 80/20 Rule Works

That remaining 20% of your calendar isn’t wasted time, it’s vital space for the work that keeps your practice running and your energy intact:

• Writing notes

• Returning calls

• Following up with referrals

• Managing your practice

• Taking a breath between clients

  
  

When you build margin into your schedule, you’re not being lazy, you’re being strategic. You’re giving yourself permission to protect your time, your energy, and the quality of care you provide.

Pro Tip: Protect Your CEO Time

Block out your “CEO Time” in your calendar the same way you would a client session.

• Make it recurring.

• Treat it as non-negotiable.

• Use it not just to catch up, but to stay ahead.

This is your space to think big picture, work on your practice (not just in it), and keep your systems humming smoothly.

Try This Next Week

Here’s a small experiment to test how it feels:

1. Look at your schedule for next week.

2. Reduce your availability slightly—just by one or two client time slots.

3. Use that space for follow-ups, systems, or simply to breathe.

4. Notice what shifts.

Most therapists are surprised by how much lighter, more present, and more in control they feel with just a little extra breathing room.

Your Time is Valuable

Your time is your most important resource. Protecting it isn’t selfish; it’s what allows you to keep showing up fully for the people who rely on you.