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The Profit Vault October 2025
Lead Yourself Before You Lead Others Your Team Will Mirror You. Make It Worth Reflecting.
I’m going to say something that might sting a little … If your days are chaotic, your priorities are fuzzy, and your time management is slipping, you cannot expect your team to be disciplined, focused, and efficient. Leadership isn’t just about managing people, it’s also modeling behavior you want to see. And that starts with one thing: mastering yourself . If you want a team that operates with purpose and clarity, you must first build a personal productivity plan that keeps you operating with purpose and clarity. Otherwise, you’re just passing your bad habits down the chain. This isn’t about becoming a robot or cramming more into your day. It’s about knowing when you’re at your sharpest, making decisions about where your energy goes, and creating systems that keep your brain clear, your priorities straight, and your momentum strong. I’ve hosted numerous training sessions on personal productivity planning (which you can watch by scanning the QR code), and I can tell you without a doubt that those who lead effectively have one thing in common: they’ve stopped letting their days “just happen” to them. They run their day. They don’t let the day run them. WHY THIS MATTERS MORE THAN YOU THINK Your team will follow your lead, consciously or not. If they see you constantly putting out fires, missing deadlines, or skipping the important for the urgent, they’ll absorb that chaos as “normal.” On the flip side, if they see you setting boundaries, planning ahead, and tackling the right things at the right time, you’re teaching them how you expect them to work without saying a word. But here’s the kicker: You can’t train them on productivity until you’ve nailed your own system. That’s why we’re diving deep into the personal side this month. Whether you want to hear this or not, leadership starts with managing yourself well, which means developing a personal productivity plan before you start delegating.
Before I share the core components of a personal productivity plan, I want you to know three essential productivity tips. 3 PERSONAL PRODUCTIVITY TIPS TO GET STARTED The Power of the Brain Dump Our brains weren’t designed to be filing cabinets. They’re incredible at problem-solving and creative thinking, but terrible at remembering 47 different to-dos and ideas simultaneously. That’s why I swear by the “brain dump.” Get every thought, task, and idea out of your head and onto paper (or your preferred digital tool). Once you’ve unloaded everything, sort it into categories: Urgent, Important, Low Priority, and Ideas. This becomes a living document you add to, subtract from, and reorganize regularly. You keep your mental space clear, spot delegation opportunities more easily, and avoid the anxiety of “I know I’m forgetting something …” The Daily 1–3 Rule A long to-do list can feel overwhelming before the day even begins. Instead, I make a daily list that includes no more than 1–3 “must-do” tasks, things that absolutely have to get done no matter what. When you knock those out, you make real progress on what matters most and give yourself the satisfaction of a win ( hello, dopamine hit ). You can add more tasks if time allows, but the day will already be a success if you handle those top priorities. Work in the Wellness Factor Your productivity is only as good as your health. I’ve learned this the hard way: When I neglect my physical well-being, my focus, energy, and decision-making all take a nosedive. So, I make personal wellness a non-negotiable part of my productivity plan. That means prioritizing sleep, staying hydrated, getting outside and moving my body, and keeping up with my supplements. For me, that includes adrenal support, magnesium, and a few other essentials that keep me
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Productivity Starts With Your Calendar Teach Everyone Around You to Respect Your Calendar (Including Yourself)
You already know time is your most valuable asset and your biggest challenge. The phone rings, patients ask questions, employees need direction, and suddenly the day is gone. But here is the harsh truth: Productivity will never happen by accident. You must design, plan, and most importantly, schedule it . PRODUCTIVITY IS NOT THE SAME AS BEING BUSY. You can work 12 hours straight, feel exhausted, and still realize you got practically nothing done that mattered. Being busy is not the same as being productive. Productivity means consistently moving the needle on tasks that matter most to your business and your future. Every minute spent on distractions or avoidable rework is a minute stolen from your goals. The secret weapon to fight this? Your calendar . LIVE AND DIE BY YOUR CALENDAR. Your calendar should not be a suggestion. It needs to be your command center. Whether you are a pen-and-paper person or prefer Google Calendar, Notion, Trello, or a Remarkable tablet like Lisa, the system does not matter. What matters is this:
When you build this discipline, your calendar becomes more than a schedule. It becomes your freedom.
TIME BLOCKING: TURN INTENTIONS INTO ACTION. A to-do list is not enough. The way to transform intentions into reality is time blocking. Block specific times for critical tasks like reviewing KPIs, creating a marketing plan, or meeting with consultants. Even block your lunch. If it is not on the calendar, it probably will not happen. Interruptions will come. That’s just the nature of pharmacy. But when you have committed blocks, you can return to your plan instead of letting the day run away. Even 20 minutes of focused time is better than none at all. Over weeks and months, those blocks add up to real progress. FREE YOUR BRAIN AND FOCUS YOUR ENERGY. Pharmacy owners carry endless mental checklists: patients to call, vendors to follow up with, staff issues to address ... the list goes on. That endless cycle drains your energy. When you put everything into your calendar and system, you free your brain to focus on what really matters. You stop wasting mental energy on remembering and start investing it in strategic thinking, growth, and leadership. BUILD THE HABIT TO CLAIM THE REWARD. The first step in productivity is not delegating to employees. It is mastering yourself. And that starts with your calendar. Begin today. Schedule one task and obey it. Then another. Over time, this habit becomes the foundation of consistent progress. Because in the end, productivity is not about working harder. It is about working smarter with intention. Your calendar is the tool that makes it possible.
• Everything goes on the calendar. Meetings, deadlines, calls, errands, even family commitments.
• Always obey the calendar. If it says you are busy, you are busy. Period.
• Teach others to respect it. Your employees, spouse, and colleagues must learn that when your calendar says no, the answer is no .
• Program reminders. Never rely on memory alone. Let your system remember for you.
• Carry it everywhere. Your calendar should always be within reach on your phone, watch, or tablet.
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Take Back Control With Themed Days How Themed Days Transform Chaos Into Clarity
Pharmacy ownership is chaos by design. You’re usually putting out one fire after another, and if you’re not careful, your day runs you instead of the other way around. That’s why one of the most powerful tools you can add to your personal productivity plan is deceptively simple: themed days . Themed days allow you to regain control without any heavy-lifting, just a bit of purposeful planning. So, how does it work? You bring order to the chaos by assigning each day of the week a business focus and sticking to it . THE CLARITY OF THEMED DAYS Themed days are more than just clever labels. They are a framework for discipline. Instead of juggling marketing, finances, staffing, and operations in one exhausting blur
(where nothing really gets done), you dedicate specific days to specific priorities. This approach strips away decision fatigue, creates intentional focus, and makes progress inevitable. You can wake up knowing exactly where your energy belongs. No more scrambling, no more scattered effort, just focused action. REAL-WORLD EXAMPLES THAT WORK Themed days can be customized to fit the unique needs of each pharmacy. Here’s a model other pharmacy owners have successfully used:
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Marketing Mondays: Focus exclusively on advertising,
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TAKE A BREAK
CANDY GOURD HAUNTING LEAVES LIBRA MARIGOLD
MOON OPAL PUMPKIN SOUP TEACHERS TOUCHDOWN
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You’re probably juggling the roles of pharmacist, owner, marketer, and maybe even part-time janitor. But you’re supposed to do it all without losing your mind. Well, here’s the thing: Most pharmacy owners are wasting HOURS every week trying to finish every task as it falls in their lap. Why? Because they haven’t mastered batching , aka the single most underrated productivity hack out there. When preparing your personal productivity plan, batching is an essential tool you need not just to survive, but to surpass your competitors. WHAT IS BATCHING (AND WHY SHOULD YOU CARE)? Batching is the practice of grouping similar tasks together and handling them in dedicated blocks of time, instead of scattering them across your entire day. Instead of checking one email here, verifying one prescription there, and calling back one patient in between, batching says, “Nope. Let’s handle these tasks all at once.” Why does this matter? Because every time you switch between tasks, your brain hits the brakes and then has to speed back up again. Studies show you lose precious minutes (and energy!) with every shift. For pharmacy owners already strapped for time, that’s a productivity killer. Batching flips that script. You decide: this is my email block, this is my Rx check block, this is my callback block. And suddenly, you’re not drowning anymore. Pharmacy Chaos Ends When Batching Begins Your Pharmacy Doesn’t Have a Time Problem — It Has a Focus Problem
Batching is the antidote. It lets you keep your brain in high gear, crush more in less time, and stop running around like a firefighter in a pharmacy full of tiny flames. HOW TO PUT BATCHING INTO ACTION Here’s how you stop the madness and start batching like a boss:
1. Identify your time-suck tasks: Email. Insurance claims. Patient callbacks. Bill paying. CE tracking. These are prime candidates. 2. Block them on your calendar: Don’t “wing it.” Pick times and stick to them. For example: respond to emails at 2 p.m. and 7 p.m. ONLY. 3. Train your team: Build batching into your pharmacy’s workflow. Prescriptions don’t need instant checking unless it’s a true waiter.
4. Turn off the noise: Silence the pings. Close the tabs. Trust your batch block and that you will get to it.
BATCHING = TIME, CLARITY, AND CONTROL Owning a pharmacy will never be easy. There will always be fires. But if you’re living in reaction mode all day, you’re burning yourself out. Batching gives you back control. It lets you own your time instead of letting your time own you. More done, less stress, more focus. You can keep drowning in a sea of tiny interruptions … or you can batch, breathe, and finally run your pharmacy like the powerhouse it should be. So, start today. Pick one task, batch it, and see what happens. We guarantee you’ll feel the difference in your brain, your business, and your sanity.
TASK SWITCHING IS KILLING YOU Here’s what’s really happening when you don’t batch:
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You start reviewing a prescription.
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Ping! Email distracts you.
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Patient calls, so you drop everything.
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Staff interrupts, so you pivot again.
Repeat that a hundred times a day. You feel busy, but you’re spinning your wheels. That’s not productivity; it’s just chaos disguised as work.
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When Customers Speak, Let It Echo USER-GENERATED CONTENT CAN BOOST YOUR BUSINESS
Marketing is a difficult beast for any business owner to tame. You have to determine your target audience, explore the best way to appeal to them, stay consistent with your branding, establish campaigns across various media, and so much more. It can get overwhelming quickly, leading many to fall into the trap of diverting most of their attention to marketing efforts while ignoring other business areas. While marketing is challenging, there are strategies to take the pressure off yourself and create new marketing materials without investing in a third-party company or spending hours of your workday exploring new campaign ideas. Social media has allowed businesses to connect with their customers with ease. Most of you already know this, as you’ve created social media accounts for your business hoping to communicate with customers effectively, discover any issues they’re having, and see how they interact with your products or services. You may not have realized that your current customer base may already be creating your next big marketing campaign. All you have to do is capture their posts or messages and turn them into user-generated content (UGC). You can grow your brand and community by sharing genuine user experiences and thoughts. You may wonder where to start if you’ve never used user- generated content. Chances are that you already have the materials you need to put together a quick UGC campaign. LEVERAGE REVIEWS AND TESTIMONIALS. What are your clients saying about your business? Look through your reviews on Google, Yelp, or any other place where people discuss your business. Pick out your favorites and start using them in your marketing efforts. They’ll look great in your newsletter or website, but you can go even further by creating social media posts highlighting good reviews. Adding the review as a text accompanying a picture of your product, service, or business will build trust for your brand and entice other potential customers to consider your company an option for their needs. If you don’t have many reviews or testimonials, encourage your current customers to leave some. Offering a small discount or gift in exchange for a review will generate more interest.
CREATE OPPORTUNITIES FOR INTERACTION. You can’t expect your clients and customers to do all the heavy lifting. You have to create opportunities for them to interact with you and your brand. One of the best ways to do this is by creating polls or asking questions on social media. Not only can this give you valuable information about your business, but it also has the potential to boost your brand awareness. As more people answer a poll, the more visible it becomes, introducing even more potential clients to your business. Another great way to accumulate user-generated content for your marketing campaigns is to create contests for your customers. Ask them to submit images of them using your product or service or anything else related to your business. Offer a prize to increase participation. Just like that, you’re gaining more brand awareness while stocking up on images you can use for future social media posts or marketing campaigns. Utilizing UGC in your marketing efforts is one of the best ways to connect with your customer base, increase brand awareness, expand your community, and grow your business. UGC doesn’t have to come solely from your customers, either. Your employees can get in on the fun, too, showcasing your business in a different light and proving it’s a great place to work. So, what are you waiting for? Find a way to utilize user-generated content and include it in your marketing efforts!
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you through the building blocks of a rock-solid personal productivity plan:
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performing at my best. But wellness isn’t just physical; it’s mental, too. Sometimes, that means shutting everything off, unplugging from the demands of the day, and giving my brain a break. LEAD BY EXAMPLE Most people don’t naturally know how to prioritize their time or manage their workload effectively; this skill needs to be taught. But you can’t teach what you haven’t mastered yourself. Show your team what intentional time management looks like. Share your systems, your daily must-do lists, and even your wellness habits. When they see you operating from a place of focus, discipline, and balance, they’ll be far more likely to follow suit. WHAT WE’LL TACKLE IN THIS ISSUE Stop winging it and start leading with intention. The rest of this newsletter will break down exactly how to do that by walking
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Choosing the Right Tools
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Finding Your Energy Peak
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Adhering to Themed Days
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Batching Tasks For Optimum Efficiency
By the time you finish this issue, you’ll have a clear plan that works for you, built around your energy, priorities, and leadership goals. In a future issue, we’ll cover the next step and help you teach these same skills to your employees so they can match your level of focus and efficiency. This is where leadership begins. Not with managing others. Not with delegation. But with you, owning your time, owning your priorities, and setting the standard for everyone who follows your lead.
Scan the QR code to watch the full personal productivity planning webinar today!
Scan the QR code to watch the full personal productivity planning webinar today! HAVE A LAUGH
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Find Your Peak Hours and Own Them
How to Unlock Peak Productivity (Without Working Longer Hours)
levels throughout the day. You’ll start to see patterns emerge, and once you know your peak hours, you can schedule your “hard” work (the projects that require deep focus and decision- making) during that window. DON’T WASTE PEAK HOURS ON ‘EASY’ WORK. Too many pharmacy owners waste their high-energy hours standing at the bench waiting for scripts to roll in or clearing low-priority emails. That’s not just inefficient. It’s expensive. Why? Because when you burn your best energy on shallow tasks, you leave nothing in the tank for the big stuff: growth strategies, financial decisions, staff training, and patient relationships. Those are the things that move the needle in your business. So, here’s the challenge: Figure out when you’re at your best, and guard that time like a hawk. Do the hard, brain-heavy work then. Push the repetitive stuff like emails, filing, and light admin, into your lower-energy zones. YOUR TEAM HAS ENERGY CLOCKS, TOO. And this isn’t just about you. Your employees have their own internal clocks. Scheduling matters more than most owners realize. If your technician’s natural energy slump is at 8:30 a.m., assigning them to tackle the most detail-oriented tasks at that time is a recipe for errors and frustration. Flip that. Let them handle lighter work during their low-energy hours, and save the high-focus projects for when they naturally perk up. That one shift alone could transform your team’s efficiency and morale. WORK WITH YOUR ENERGY, NOT AGAINST IT. Independent pharmacy ownership is demanding enough. The last thing you need is to drain your energy by forcing yourself into someone else’s schedule. Use the Energy Tracker. Learn your rhythm. Learn your team’s rhythm. Then redesign your day so you’re swimming with the current, not against it. Because when you align your work with your energy, you’ll get more done, with less stress, and keep your pharmacy (and yourself) thriving. Scan the QR code to download our Time Management & Productivity workbook, which includes an Energy Tracker worksheet, and regain control of your productivity.
You can block off your schedule, color-code your calendar, and swear up and down that you’ll “just power through,” but if you’re trying to do deep, focused work when your energy tank is running on fumes, you’re setting yourself up for failure. That’s where energy tracking comes in. It’s not complicated. It’s not corporate fluff. It’s paying attention to when you feel sharp, creative, and focused (and when you don’t). And here’s the kicker: There’s no right or wrong answer. Some of you are early birds, crushing complex problems before the rest of the world has had its coffee. Others come alive in the late afternoon or evening. The magic is not in trying to force yourself into a mold but leaning into your natural energy flow . WHEN ARE YOU ACTUALLY PRODUCTIVE? Think about it: Are you really at your best at 8:30 a.m.? Or do you feel like you’re dragging your feet until after lunch? Most pharmacy owners never stop to ask this question. Instead, they run on default mode, working against their own biology. Business culture tells us mornings are “prime time,” but what if your prime time is actually at 2 p.m. or even 9 p.m.? Plenty of people have been forced to fit the standard morning routine for so long that they likely don’t even know when their energy naturally peaks. Here’s the good news: You don’t have to guess. That’s what our Energy Tracker worksheet is for. Spend just a few days jotting down your energy and focus
Scan the QR code to download our Time Management & Productivity workbook!
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417 Ravenaux Dr. Southlake, TX 76092
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INSIDE THIS ISSUE
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The Secret to a High-Performing Team? A High-Performing You
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Busy Is Not Productive. Here’s How to Take Control of Your Time
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Marketing Mondays, Team Tuesdays, Financial Fridays — What’s Your System?
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Want to Feel Less Stressed? Batch Like Your Business Depends on It
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Your Customers Are Your Best Marketers
Stop Wasting Your Best Hours on Busywork
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HOW TO PUT THEMED DAYS INTO PRACTICE Getting started is simple but requires consistency:
social media planning, community events, and patient outreach campaigns. • Team Tuesdays: Devote time to one-on-one meetings, staff training, performance reviews, and scheduling. • Workflow Wednesdays: Tackle compounding, inventory, or refining prescription processes to boost efficiency. • Therapeutic Thursdays: Review clinical services, patient consultations, and new treatment opportunities. • Financial Fridays: Pay bills, review P&L statements, analyze AR reports, and meet with your accountant. The categories don’t matter as much as the consistency. Identify what’s most pivotal to your pharmacy’s success and assign days accordingly. WHY THEMED DAYS TRANSFORM PRODUCTIVITY The power of themed days is rooted in focus. Let’s all agree that muddled multitasking spreads your energy thin and produces mediocre results. Themed days allow leaders to go deep. Marketing gets the undivided attention it deserves on Monday. Financials are not neglected or rushed because they get their own dedicated Friday. Instead of jumping between payroll and Instagram posts, you spend hours moving the needle in one direction. That level of focus compounds over time.
• Pick the themes that matter most. Choose five areas that drive growth and stability in your pharmacy. • Write them down and post them. Make your themed-day schedule visible so staff know what to expect. • Stay disciplined. Unless there is a true three-alarm fire, only tackle tasks that fit the day’s theme. • Resist the urge to cheat. If a marketing idea pops into your head on Wednesday, jot it down and save it for Monday. Protect the integrity of your theme. • Build habits over time. Adjust the categories as your pharmacy grows, but keep the system intact. While the chaos of running an independent pharmacy can’t be eliminated, it can be managed. Themed days give pharmacy owners a clear, repeatable system for replacing scattered effort with intentional progress. You wake up knowing exactly what deserves your attention, and, just as importantly, what can wait. The result is more than productivity. It is confidence, focus, and the kind of leadership that transforms a pharmacy from surviving the chaos to truly thriving
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