Time Management Strategies for Notaries: Balancing Multiple Roles
Let’s be honest—being a notary is rarely just a single role. You’re a business owner, an appointment setter, a document wrangler, a content creator, a marketer, and maybe even a mentor or course creator. On top of that, you have a life outside the notary world that deserves just as much attention.
So how do you get it all done without feeling like you’re constantly on the verge of burnout?
Here are some practical time management strategies designed specifically for notaries who wear all the hats.
1. Time Block Like a Boss
Time blocking is a lifesaver when you’re juggling multiple roles. Instead of reacting to tasks as they pop up, assign blocks of time to specific activities.
Try this sample time block schedule:
9:00 – 11:00 AM: Admin tasks (emails, invoicing, scanning documents)
11:00 – 3:00 PM: Notary appointments (buffer time included)
3:00 – 4:00 PM: Content creation or marketing
4:00 – 5:00 PM: Follow-ups, prep for tomorrow
Evening: Family, rest, or light business reading
Bonus tip: Keep one hour per week open for unexpected tasks or personal buffer time.
2. Batch Your Content Like a Pro
Notaries who are active on social media often get stuck in the daily posting grind. Instead, batch-create your content weekly or biweekly.
Here’s how:
Pick one day (ex: Fridays) to record reels, write captions, or schedule posts for the upcoming week.
Use scheduling tools like Loomly, Later, or Meta Business Suite to automate posts.
Reuse and repurpose! That helpful caption you wrote last month? Turn it into a short video, blog snippet, or email tip.
This saves hours during the week and keeps your online presence consistent and professional.
3. Automate the Admin
Don't manually do what you can automate.
Here are a few time-saving tools and systems to streamline your backend:
Calendar booking tools like Calendly, Acuity, or my favorite, Notary Calendar, make it easy for clients to schedule with you without the back-and-forth.
Email templates for appointment confirmations, follow-ups, and FAQ responses save you from rewriting the same info a hundred times.
Automated invoicing systems like NotaryAssist or QuickBooks ensure you stay on top of billing without needing a spreadsheet army.
And here’s a bonus strategy that’s helped dozens of notaries: leveraging ChatGPT to write your emails, appointment reminders, and marketing content in half the time. If you’ve ever wished your admin tasks could write themselves… they kinda can.
I’ll be teaching exactly how to do this during my free “ChatGPT for Mobile Service Businesses” workshop on May 31st (with two optional encore dates in August & November). If you’re a mobile notary, hairstylist, inspector, or any service-based business owner—this is for you. You’ll walk away with real examples, free prompts, and tools to save hours each week.
P.S. The“ChatGPT for Mobile Service Businesses” course is available now.
4. Learn to Say “No” (or “Not Right Now”)
Burnout often comes from saying yes too often. Be selective about your time.
Ask:
Does this appointment conflict with my planned downtime or content day?
Will this last-minute job throw off my entire flow?
Is this a $40 job two counties away that will cost me more in gas and time than it’s worth?
It’s okay to say no. Protecting your energy is part of running a smart business.
5. Schedule Downtime with Intention
You can’t pour from an empty journal.
Here’s what intentional downtime might look like:
A 30-minute walk after your last signing of the day
Tech-free dinners with family or friends
A scheduled "CEO Day" once a month to reflect, plan, and rest
Monthly massages, reading days, or even Netflix nights (yes, really)
Downtime isn’t laziness—it’s business strategy.
6. Use a Weekly Review System
End your week with a quick review:
What worked?
What drained you?
What do you need more of next week?
Pair this with a quick weekly plan. Keep a running task list but only schedule what’s actually doable. Your calendar should feel motivating—not like a punishment.
Final Thoughts
As notary entrepreneurs, we’re not just managing appointments—we’re managing energy, vision, marketing, admin, and everything in between.
With the right time management systems in place, you can grow your business and enjoy your life.
Don’t forget—you’re building something beautiful, and it doesn’t all have to happen in one day. Or alone.
💬 What’s one time management strategy that’s saved your notary business? Drop it in the comments or share this post with a fellow notary who needs a little balance boost!
