February 4, 2025

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How to Reclaim Your Capacity and Run Your Business Like a CEO

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Does it feel like your business is running you instead of you running your business? Like you’re working round the clock but still falling behind?

In today’s post, we’re diving into how to take back control, reclaim your capacity, and step into your CEO mindset instead of showing up like a freelancer. 

The Big Problem: Capacity is Your Biggest Constraint

When you first start your creative business, you’re trading time for money—building your portfolio, getting clients, and proving yourself. But soon, the business takes over, and you find yourself overwhelmed, verging on burnout. Your capacity as a creative becomes your biggest constraint. And when you hit that capacity ceiling, your income ceiling follows.

So how do you break free?

Understanding Your Capacity Ceiling

If you’re working 80-90 hours a week just to keep up, something’s got to change. The solution? Unlock more capacity. This isn’t just about managing your time; it’s about managing your energy, mindset, and boundaries.

1. Set Boundaries to Protect Your Time and Energy

Without boundaries, you’re at the mercy of every email, Slack message, and Instagram notification. Ask yourself: Would a CEO do this? Be disciplined with your time and energy. Avoid people-pleasing, and say no to projects that don’t align with your bigger goals.

2. Shift from Freelancer to CEO Mindset

Many creatives are stuck in the freelancer mindset—doing all the work themselves. It’s time to put on the CEO hat. Focus on the high-impact tasks that grow your business, like marketing and sales, and delegate the rest.

3. Build Systems to Scale

If you want to grow, you need systems. Without them, you’re just spinning your wheels. Start documenting processes, automate what you can, and delegate the rest. This shift will turn your craft into a real business.

Reclaim Your Capacity: A 5-Step Framework

Want to reclaim your capacity and get back in control? Follow these five simple steps:

  1. Audit Your Time: Be honest about where your time goes. Check your screen time and calendar. Identify time-wasters and focus on what drives results.
  2. Prioritize Tasks: Categorize tasks into $10, $100, and $1,000 activities. Focus on the $1,000 tasks that move the needle.
  3. Automate Before You Delegate: Use tools to handle repetitive tasks. Automate client onboarding, invoicing, and contract management before hiring help.
  4. Delegate Effectively: Once automation is in place, create job descriptions for tasks only a human can handle. Freeing up your capacity for strategic work.
  5. Redesign Your Ideal Week: Structure your week around energy and focus. Batch similar tasks together, and design your week to maximize productivity.

Create Space for Creativity

Your creativity needs room to breathe. Schedule “white space” in your week for rest and inspiration. It’s not lazy—it’s essential for long-term success.

Final Thoughts

Your capacity is your biggest constraint. Break through that block, and you’ll find more freedom, flow, and fun in your business—and yes, more income, too!

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