I’m a career coach with 3 kids in school. Here are my 6 efficiency hacks for the back-to-school season.

When I worked in a fast-paced corporate leadership role, years ago, the transition from summer to school felt like a jolt to the system. It was like adding a full-time job on top of my actual one.

Even now, as a business owner with a more flexible schedule, I still feel the shift. The logistics, decisions, emotions, school emails, and supply runs pile up quickly.

I’m a life, leadership, and career coach for working parents with three daughters of my own, ages 9, 7, and 5.

Over time, I’ve learned practical strategies that help both me and my clients navigate the back-to-school season with less stress and more intention.

Here are six tips that can help lighten the mental load and set you and your family up for a smoother start to the school year.

1. Start blocking your calendar now

Many school calendars are already out, and fall activity signups are in full swing.

Block out time for key school and activity events like back-to-school night, early dismissals, or weekday games. Identify which dates conflict with key work meetings, deadlines, or travel, and put a plan in place.

If you’ll need backup care or carpools, coordinate those early. If a future conflict is likely but not yet solvable, set a calendar reminder four to six weeks out so you can revisit the need. You’ll thank yourself later for the proactive reminder.

2. Do a weekly preview

I like to take 15 minutes either at the end of the workweek on a Friday afternoon or on a quiet Sunday morning to preview what’s coming up and what actions need to be taken.

This quick reset helps me reduce weekday stress because I can make thoughtful decisions ahead of time before I’m in the thick of it.

I also recommend to clients to loop in your partner, childcare provider, and your kids to prevent all tasks from landing on your shoulders. A short weekly conversation can save you hours of miscommunication, confusion, or last-minute scrambling.

3. Use visual and shared systems

Clear systems help my home run more smoothly and reduce the number of questions and decisions I have to ask and answer on a daily basis.

For example, we use a large chalkboard to display each child’s after-school schedule and what they need to pack for the day.

This weekly dashboard helps everyone see what’s ahead: school “specials,” after-school activities, and what to pack.

My husband and I also sync our work and home commitments through a shared Google Calendar.

These systems reduce missed appointments, lost or forgotten items, and the need to constantly repeat yourself. Most importantly, they distribute the mental load so it doesn’t fall on one person.

Our 3 go-to items for back-to-school

• Daily alarms: I pre-set alarms on both my phone and our kitchen Alexa to cue key tasks, like grabbing lunches or heading to the bus.
• Reusable Bento lunchboxes: These make packing healthy, varied lunches easier (and eliminate the hunt for matching lids).
• Family chalkboard: A weekly dashboard helps everyone see what’s ahead: school “specials,” after-school activities, and what to pack.

4. Automate and simplify

Let technology support you. Aim to get tasks out of your brain and on to paper or in a calendar.

For example, I pre-set alarms on both my phone and our kitchen Alexa to cue key tasks, like grabbing lunches or heading to the bus. It keeps us on track in the mornings without me needing to be the clock-watcher. A bonus is that it builds my kids’ independence, too.

I also like to set calendar notifications that ping me on the weekends for things that require action later that week, like buying a birthday gift or sending in school supplies. That way, I get nudged on a weekend, not in the middle of a busy workday.

The fewer things you need to remember in the moment, the lighter you’ll feel.

5. Make decisions ahead of time

Apply “decide once” thinking. Batch decisions wherever you can to reduce mental fatigue.

Pick out outfits for the week on Sunday. Prep backpacks and lunches the night before. Create themed dinner nights, like “Meatless Monday” and “Taco Tuesday,” to reduce nightly meal planning.

For lunch prep, I prefer these reusable Bento lunchboxes because they make packing healthy, varied lunches easier and eliminate the hunt for matching lids.

These routines streamline hectic moments and can give you more mental space for what truly matters.

6. Progress over perfection

Above all, I encourage my clients to embrace the power of “progress over perfection.“

Give yourself permission to skip the picture-perfect lunchboxes or color-coded calendars. Instead, build rhythms that actually work for your life, not someone else’s highlight reel.

With a few simple systems and a little foresight, this season can feel far more manageable, less stressful, and even enjoyable.

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