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5 Steps to Reclaim Your Time and Build Lasting Business Success

Kathleen Winsor-Games • August 29, 2025

If your business feels like it’s running in place, it’s not because you aren’t working hard enough.

In fact, let’s be honest—you’re probably working too hard.

The real problem? You’re stuck in the same gear, mistaking “busyness for progress.”

Plateaus are normal in business. Staying there is optional.

The difference between stagnation and breakthrough growth isn’t more hustle. It’s knowing when and how to pivot.

Here’s the truth: working harder on the wrong things wears you out faster. Working smarter on the right things changes everything.

That’s why in the Pinnacle Success System™, we start with clarity—aligning your business with your Pinnacle Gift™—and then focus relentlessly on high-impact actions.

It’s not about doing everything. It’s about doing the right things and creating space to lead, innovate, and grow.

Step One: Audit Your Time for Growth

The simplest way to begin is by running a quick micro time audit.

For one workday, jot down everything you do—every meeting, email, client call, or errand. At the end of the day, put a star next to anything that directly drives revenue or long-term growth. Those are your high-value activities.

Circle the rest. That’s your low-value zone, the territory ripe for delegation, automation, or elimination.

As a bonus, take note of which high-value activities actually energize you. These are clues to your Pinnacle Gift, the unique zone where you create the most significant impact.

Scaling your business isn’t about grinding harder. It’s about shifting into growth mode by leveraging your strengths, refining your focus, and building systems that free you up to lead.

This brings us to the second trap that holds back too many small business owners.

Step Two: Stop Doing It All Yourself

Yes, you can do it all. But should you?

For many small business owners, the answer often feels like, “I have to.”

The truth is that doing it all yourself is the slowest path to growth.

Delegation feels difficult for three common reasons:

Control: “No one will do it as well as I can.”
Cost: “It’s cheaper if I just do it myself.”
Confidence: “I don’t have the time to train someone else.”

Sound familiar? You’re not alone. But every hour spent chasing invoices, fiddling with social media posts, or scheduling appointments is an hour stolen from the high-value work only you can do.

The fastest way to scale is to stop being the only one holding the steering wheel. That means:

Putting the right people in the right seats.
Outsourcing tasks that keep you in the weeds.
Building a business that runs even when you’re not in the driver’s seat.

Your business isn’t an endurance test. It’s an ecosystem. And ecosystems thrive when you let them breathe.

Start small. Write a “Do-Not-Do” List with three tasks you shouldn’t be doing.

Commit to delegating one of them this month.

Or, track your time for a week and highlight everything you’d never pay yourself your hourly rate to do.

Those tasks are at the top of the list for delegation.

Growth requires you to step out of the weeds and into the role of a leader.

And the tools to help you do that are closer than you think.

Professional man holding up a sign in front of his face asking

Step Three: Automate for Freedom

Every time you copy and paste the same email, manually chase an invoice, or juggle your calendar, a tiny part of your business momentum slows.

Those “just five-minute” tasks add up, stealing hours you could spend landing bigger clients, creating new offerings, or finally taking that long-overdue vacation without your laptop.

That’s where smart systems come in.

Automation isn’t about being fancy—it’s about freeing your brain and time so you can lead.

Make the admin invisible: Automate invoicing, scheduling, and onboarding so they happen while you sleep.
Turn tools into teammates: AI apps, CRMs, and dashboards aren’t gimmicks. They’re your always-on support staff.
Trade chaos for clarity: With the right processes, you’ll spend less time chasing files and more time making confident decisions.

The bold truth? If you’re still clinging to manual work because “that’s how I’ve always done it,” you’re choosing bottlenecks over breakthroughs.

Automation isn’t optional anymore; it’s a growth strategy.

Step Four: Face the Lie Your Calendar Is Telling You

If “busy” really meant “productive,” you’d already be a millionaire.

Most business owners don’t need more hours in the day. They need to stop wasting the ones they’ve got.

Here’s the trap: your calendar looks full, so you feel like you're accomplishing something.

But look closer. How many of those hours are swallowed by tasks a tool, template, or teenager could handle?

Every time you say yes to the wrong thing, you’re saying no to the right thing.

Every time you cling to busywork, you stall your growth.

And every time you decide, “I’ll just do it real quick,” you tax your future self.

If you’re the bottleneck in your business, it’s not a capacity problem, it’s a choice problem.

To shift, try this one-week experiment:

Track everything you do in 15 to 30-minute blocks.
Spot the “sneaky thieves,” tasks that drain your energy or don’t require your expertise.
Cut ruthlessly by automating, delegating, or ditching anything outside your Pinnacle Gift.

Growth doesn’t come from filling your calendar. It comes from freeing it.

The Bottom Line

Your business isn’t broken.

But your growth gear might be.

If you’re running in place, it’s not because you aren’t working hard enough—it’s because you’re working too hard on the wrong things.

Breakthrough growth happens when you:

Get clear on your Pinnacle Gift™ and align your work with it.
Delegate the tasks that drain your time and energy.
Automate systems that free you to lead.
Stop equating busy with productive.
Reclaim just five hours a week to focus on what matters most.

Scaling isn’t about hustling harder.

It’s about working smarter, protecting your energy, and building a business that can thrive without you.

What’s Next?

If your business feels stuck in the same gear, it’s time to shift. I help small business owners stop doing everything themselves, reclaim their time, and scale with confidence using the Pinnacle Success System™.

Let’s talk about what your next breakthrough could look like.

Reach out today to schedule a conversation.

Book time with me here

Business woman at clear whiteboard tracking productivity graphs

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How to Transform Your Freelance Business to CEO Success and Reclaim Your Freedom

By Kathleen Winsor-Games • July 25, 2025

If my July social media posts had a theme, it was this: Stop running your business like a one-person rescue mission. All month long, we explored one of the most powerful and overdue shifts a small business owner can make—moving from scrappy, overworked solopreneur to confident, strategic CEO. It’s a shift that unlocks growth, sanity, and sustainability—but only if you're willing to do the deep (and often uncomfortable) work. Let’s walk through the key lessons from this transformation, one powerful step at a time. 7 Signs You're Ready to Level Up Still calling yourself a freelancer? It might be time for an upgrade. There’s a big difference between being self-employed and being a business owner. One trades time for money. The other builds something that can grow without you. Here are seven signs you’re ready for the shift: Your calendar is full, but your income has plateaued You’re constantly putting out fires instead of planning ahead You dream about taking a vacation… but can’t unplug You’ve hit the limit of what you can do alone You’re attracting more opportunities than you can handle You’re doing high-level work and low-level tasks—daily You know there’s a bigger vision for your business… but you’re stuck in the weeds If even two of these hit home? You’re not just ready—you’re overdue for a change. Let’s talk about how to make that leap.

Why 93% of Successful Business Owners Actually Embrace Innovation Before the Competition

By Kathleen Winsor-Games • June 30, 2025

Innovation Isn’t Optional Anymore Staying the same is a risk. After guiding business owners through multiple economic downturns, I’ve learned that innovation isn’t about flair or flash. It’s about survival—and relevance. Here’s the truth: What worked last year might stall this year. But here’s the good news—innovation doesn’t require a Silicon Valley budget. Sometimes, it’s as simple as improving your onboarding process, rethinking how you re-engage past clients, or packaging your expertise in a more scalable way. Start here: Choose one area—your offer, your delivery, or your customer experience. Then ask: What’s one experiment I can run this quarter? Small shifts often spark big momentum. Innovation Starts with You The best innovations don’t come from mimicking others. They come from alignment with what you do best. When you’re grounded in your Pinnacle Gift™—your unique brilliance—creativity flows naturally. If you’re forcing innovation, check your energy first. Review your calendar: What drains you? What lights you up? Double down on what energizes you. Let go—or delegate—the rest. When your energy aligns with your genius, innovation becomes your natural next step.

Why Successful Business Owners Love Our New Success Accelerator Program

By Kathleen Winsor-Games • June 19, 2025

Because growth shouldn’t be a guessing game. At Capstone Coaching Group, we’ve spent years working closely with small business owners, supporting them through the highs, the lows, and the in-between moments when it’s not quite clear what the next move should be. Along the way, we started noticing a pattern. Clients who worked with us one-on-one consistently told us that coaching gave them something they hadn’t found anywhere else: clarity, accountability, and forward momentum . They left each session with a renewed sense of purpose and direction. Meanwhile, business owners who joined our Peer Advisory Boards found something equally powerful: a confidential community of fellow entrepreneurs. Here, they could solve real problems, speak openly, and feel supported—not judged. The feedback was clear. These collaborative boards were a game-changer, providing a much-needed relief from the isolation that often comes with entrepreneurship. Others went through our Pinnacle Success System™ courses, discovering their Pinnacle Gift™, learning how to structure their time and achieve Pinnacle Productivity™, designing their Pinnacle Offering™, and scaling their business by crafting their Pinnacle Process™. Every course led to breakthroughs. But then something bigger happened. Clients who engaged in all three—coaching, peer advisory boards, and the Pinnacle Success System™—saw exponential progress. The combination created a synergy that accelerated their growth far beyond what any single element could do alone. And just like that, the idea sparked: What if we built a program that delivered the whole experience—strategic coaching, powerful community, proven tools—under one roof?

Navigating Change: How Resilient Businesses Stay Ahead in 2025

By Kathleen Winsor-Games • May 30, 2025

In today’s turbulent economy, one thing is crystal clear: standing still is not a strategy. Markets are shifting. Customer needs are evolving. Competition is fiercer than ever. If you’re a small business owner, reacting to change isn’t enough anymore—you need to lead it. Adaptability is no longer optional. It's the price of entry into a future where only the most resilient businesses thrive. Those business owners who anticipate and plan for change will stay in the game. Those who don't may find themselves outpaced, outperformed, or out of business. So how do you prepare for what's next without burning out or blowing up your business model? Let’s take a deeper look at what it takes to not only survive change—but use it as a competitive advantage. Adaptability as a Strategic Advantage Proactive change management is quickly becoming one of the most important business skills of our time. It’s not enough to be great at what you do—you must also be great at evolving when the market demands it. Ask yourself: How quickly can your team pivot when the unexpected hits? Do your systems empower change—or strangle it? Are you building a brand that stands out when others are shrinking back? Now is the time to review, refine, and rebuild with resilience at the core. Choose one process, product, or service this week and stress-test it: If the market shifted tomorrow, would this still work—or would we scramble? Small adjustments today can prevent big regrets tomorrow.

Quarterly Power Moves: How to Review, Reset, and Reignite Your Business in Q2

By Kathleen Winsor-Games • April 30, 2025

The first quarter is behind you. But before you charge into Q2 full speed, let me offer this: pause with purpose. In the daily whirlwind of small business ownership, it’s easy to stay busy but miss the bigger picture. That’s where a strategic quarterly review comes in—not as a judgment session, but as a tool for clarity and course correction. Ask yourself: What did I plan? What actually happened? And most importantly—what do I need to shift now to move forward with greater focus, alignment, and momentum? In this article, we’ll walk through five critical areas every small business owner should assess at the close of Q1—financials, marketing, team, time, and tools. Use this as your reset ritual. You’ll come out sharper, stronger, and more prepared to lead the next 90 days with intention. Financials First—Are You on Track? Revenue, profit, and cash flow are the pulse of your business. That’s why we begin here. Start your Q1 review by looking at the numbers—not just how much you made, but what you kept, and how well your money moved. Even if you’re not a finance pro (I’m certainly not a CPA, nor do I play one on TV 😊), understanding your numbers is a non-negotiable leadership skill. Ask yourself: What was your gross revenue vs. net profit? Are your expenses aligned with your growth goals—or eating into margins? What do your receivables and payables say about your cash flow health? If the numbers aren’t telling a clear story, it’s time to clean them up. Don’t wait for tax season to find out where your profits went. Financial clarity builds confident decision-making—and that’s the foundation for a strong Q2.

Scaling Your Business: When and How to Expand for Next Level Success

By Kathleen Winsor-Games • March 30, 2025

The Scaling Dilemma—Are You Ready to Expand? Scaling a business is exciting—but also nerve-wracking. You’ve worked hard to build momentum, and now you’re wondering: Is it time to grow? And if so, how do I do it without losing what’s already working? Many business owners hit a point where they’re turning down opportunities, struggling to keep up with demand, or sensing that their current model can’t take them further. Growth isn’t just about more revenue—it’s about building capacity with intention. Signs You’re Ready to Scale: You’re regularly turning down work because your plate is full. Clients are asking for additional services or support. Your systems (and maybe your sanity) are straining under the current load. If any of these sound familiar, you're likely at a crossroads. The good news? With the right strategy, scaling can actually bring more ease, not just more work. Let’s explore how to grow your business wisely—without burning out or getting overwhelmed. Hiring vs. Outsourcing—Which One Fits Your Growth Plan? One of the first decisions you’ll face is whether to bring on help—and if so, what kind. Hiring an employee may feel like a big leap. But so is continuing to do everything yourself. The key is understanding what kind of support will move the needle without bogging you down. Hire when: The role is critical to your core business operations. You need someone consistently and long-term. You want to build a cohesive team with shared values and vision. Outsource when: The task isn’t in your Pinnacle Gift™—your zone of genius—and doesn’t need to be done in-house. You need short-term or specialized expertise. You want to test a role before committing to a full-time hire. Think of hiring as building your foundation—and outsourcing as adding flexible scaffolding. Both support growth, but in different ways.

Time Management Strategies for Business Owners That Absolutely Move the Needle

By Kathleen Winsor-Games • February 25, 2025

Rethinking Time What do we currently believe about Time? Let’s start by challenging common assumptions. Many of us treat time as though it’s equal—60 minutes of one activity must be as valuable as 60 minutes of another, right? Wrong. Truth bomb: All time is not equal. Some activities deliver exponentially more results, earnings, or success than others. Actionable Item: Perform a time audit this week. Track every activity you do for three days and categorize tasks as high, medium, or low impact. Use this data to identify which activities you can eliminate, delegate, or prioritize. As business owners, the secret lies in prioritizing the right activities. Imagine dedicating 20% of your time to high-impact tasks that generate 80% of your results. That’s the power of the Pareto Principle in action. In future blog posts, we’ll explore how to measure time against productivity and introduce strategies to amplify your effectiveness. Stay tuned for more on Pinnacle Productivity TM ! Time vs. Productivity All activities are not created equal. You’ve heard it before: “Work smarter, not harder.” But what does that actually mean? At Capstone Coaching Group, we emphasize a critical distinction: Time ≠ Productivity. Naturally, spending 8 hours on busy work won’t match the impact of 2 focused hours on strategic decision-making or relationship-building. What’s more, the good ole American standard of doing “more, better, faster” will likely get you marginal change in your results, plus longer workdays (and longer workweeks) . . . and is a sure path to burnout. Instead, ask yourself: Which tasks contribute directly to your long-term goals? Are you spending too much time on low-value activities? Pro tip: Start tracking your tasks for a week. Identify what generates the most meaningful results, then focus your efforts there. Small shifts in how you allocate your time can drive massive results. What’s one activity you plan to prioritize this week?

Achieve Your Top Business Goals in 2025: A Guide to Success

By Kathleen Winsor-Games • January 29, 2025

As small business owners, we know the power of setting clear, actionable goals to drive success. Whether it’s boosting revenue, growing your team, enhancing customer experience, or innovating your products, every step brings you closer to realizing your vision. Let’s dive into how you can define, align, and achieve your 2025 goals with clarity and purpose. 1. What’s Your Top Business Goal for the Year? Every business journey begins with a clear goal. What’s your primary focus for 2025? Is it to increase revenue, expand your team, enhance marketing efforts, or streamline operations? Reflecting on these priorities helps you create a roadmap for success. Start by identifying the most pressing needs of your business and your aspirations for the year ahead. These priorities can provide clarity and direction for the decisions you’ll make. If you’re not sure where to start, consider breaking it down into categories: Increase revenue or profitability Expand your team or build leadership capacity Enhance marketing or customer engagement Innovate your products/services or streamline operations By identifying your focus, you’ll inspire and motivate yourself and your team to achieve great things this year. Remember, clarity is the foundation of progress.

Start 2025 Right: Do This One Surprising, Proven Thing Instead of Resolutions

By Kathleen Winsor-Games • December 23, 2024

After navigating the challenges and demands of 2024, many entrepreneurs and small business owners are feeling burned out by the idea of New Year’s resolutions. You’re not alone. Resolutions often fail because they’re vague, fleeting, and disconnected from what matters most. Instead of resolutions, I encourage you to adopt a proven strategy: set values-based goals that align with your Pinnacle Gift™—your unique talent and purpose. At Capstone Coaching Group, I guide entrepreneurs through the Pinnacle Success System, helping them clarify their gifts and use that clarity to set powerful, actionable goals. The result? Greater momentum, more fulfillment, and measurable success. Why Values-Based Goals Work According to a Harvard Business Study, only 3% of MBA graduates wrote down clear, actionable goals. Those individuals earned 10 times as much as the other 97% combined. Goals succeed where resolutions fail because they are intentional and specific. When grounded in your core values and purpose, they also build resiliency—a must-have for business owners facing today’s uncertainty. Clayton Christensen, renowned author and consultant, once said that committing to a goal 100% is easier than 98% commitment. Why? Because 100% eliminates decision fatigue. Once you’ve fully committed to a meaningful goal, setbacks won’t derail you. You’ve already decided to stay the course.

Part II: How to End the Year on a Strong Note - Six Ways to Finish Strong

By Kathleen Winsor-Games • November 29, 2024

Four: Express Gratitude and Recognize Your Team Ending the year on a positive note involves acknowledging those who’ve helped your business thrive. Expressing gratitude to your team, even if it’s a small group or just a few partners, can increase morale and motivation. If you have employees, consider year-end bonuses or personalized notes of appreciation. Take the time to think about how each person on your team (or your partners) would like to be recognized. What is most meaningful for them? How you show appreciation is just as important as the act of expressing appreciation. Celebrating your team’s contributions reinforces a culture of support and accountability, essential for achieving financial and business goals. Here are a few specific, affordable ideas for expressing gratitude to teams, clients, and strategic partners that a small business owner could consider implementing: Personalized Recognition Gifts for Team Members Create a unique, affordable gift bundle with items that reflect each team member's personality or interests. For example, a set of locally sourced snacks, a coffee mug with a motivational message, or a book that aligns with their goals or hobbies. Personalized gifts show that you see each team member as an individual, reinforcing their value in a meaningful way. It’s also budget-friendly because you can keep each bundle simple yet impactful. Client Appreciation Cards with a Small Holiday Treat Send handwritten thank-you cards to your top clients, acknowledging specific ways they have contributed to your business’s success this year. Include a small token of appreciation, like a gourmet chocolate bar, a branded pen, or a customized complimentary service. Thoughtful, handwritten notes express genuine appreciation and can be tailored to each client. This small act shows your clients that their partnership is valued without needing a large budget. Strategic Partner Spotlight’ Social Media Shout-Out On LinkedIn or other social media platforms, create posts spotlighting each of your strategic partners, sharing a few sentences on why they’re essential to your business's success. Tag their business, highlight a project you worked on together, and express gratitude for their support. Public recognition is meaningful and free, offering your strategic partners valuable visibility while also building goodwill. It demonstrates your appreciation and encourages mutual support within your professional network.