Trust me, I get it - as the owner of a boutique digital agency, I'm living this reality right alongside you. Just this morning, I was reviewing a client's HubSpot workflow, when a sales prospect needed a proposal, and meanwhile, our own quarterly marketing report was waiting for final review, plus I’ve got at least six blog topics rolling around in my brain. Managing multiple business functions is like being an air traffic controller for your company - everything needs to land safely, on time, and in the right order.
When you're responsible for sales, operations, AND marketing, your day can feel like it's running you instead of the other way around. I've been there, trying to balance client deliverables while growing our own business and keeping all the internal plates spinning. Over time, I've developed strategies that help me maintain my sanity (most days, anyway) while driving results across all areas. Let's break down how to structure your day to make it all work.
The Morning Power Block: Setting Up for Success
7:30 - 9:00 AM: Strategic Review and Planning
Start your day before the chaos begins. Use this time to:
Review key performance indicators across all departments
Check for any overnight emergencies or urgent requests
Plan your attack for the day's most critical tasks
Process high-priority emails that came in after hours
Pro tip: If you're going to block time on your calendar, make this block sacred. Your morning sets the tone for everything that follows.
Mid-Morning: Tactical Execution
9:00 - 11:00 AM: Department-Specific Deep Work
This is your golden time for focused work. Rotate your focus daily between departments:
Mondays: Sales pipeline review and strategy
Tuesdays: Marketing campaign planning and analysis
Wednesdays: Operations process improvement
Thursdays: Cross-functional projects and integration
Fridays: Data analysis and reporting
The Lunch Block: Team Connection
11:00 AM - 1:00 PM: Team Meetings and Check-ins
Schedule your regular team meetings during this block:
Sales team pipeline reviews
Marketing campaign status updates
Operations process check-ins
Cross-departmental coordination meetings
Yes, this means sometimes working through lunch. Keep a protein bar handy - you're going to need it.
Early Afternoon: Problem-Solving and Innovation
1:00 - 3:00 PM: Responsive Work
This is when you tackle:
Unexpected issues that have arisen
Strategic planning sessions
Vendor or partner meetings
Project reviews and course corrections
Late Afternoon: Integration and Planning
3:00 - 5:00 PM: Cross-Functional Integration
Use this time to:
Ensure departments are aligned on priorities
Review and adjust automation workflows
Update project timelines
Evening Wind-Down: Setting Up Tomorrow's Success
7:30 - 8:30 PM: Strategic Planning
After dinner and some personal time, I find it valuable to:
Clear out any remaining urgent emails
Review tomorrow's calendar and commitments
Create my priority list for the next day
Flag any potential issues that might need early attention
This evening routine helps me sleep better knowing I'm prepared for whatever tomorrow brings. It also means I'm not starting my day trying to figure out where to focus first.
Essential Tools for the Integrated Leader
Project Management System
One central source of truth for all departments (we use Monday.com)
Clear task ownership and deadlines
Automated status updates
Integrated Calendar System
Color-coded blocks for different departments (in my world, I keep calendar colors for different clients, but, basically the same)
Protected time for deep work
Shared team calendars for coordination
Communication Platforms
Designated channels for each department
Clear escalation protocols
Response time expectations (ah yes, those SOPs)
Making It All Work: Key Strategies
Theme Your Days: Instead of trying to do everything every day, assign themes:
Monday: Strategy and Planning
Tuesday: Marketing Focus
Wednesday: Operations Deep Dive
Thursday: Sales and Revenue
Friday: Analysis and Adjustment
Set Clear Boundaries
Establish "office hours" for each department
Create communication protocols for different priority levels
Define what constitutes a true emergency
Leverage Automation
Set up cross-functional automated reports
Use workflow automation tools
Implement self-service solutions where possible
Delegate Effectively
Identify department champions
Create clear decision-making frameworks
Trust your team to handle their areas
When Things Go Wrong (Because They Will)
Have a Triage System
Define what constitutes an emergency for each department
Create clear escalation paths
Document common issues and solutions
Build in Buffer Time
Leave gaps in your schedule for unexpected issues
Don't book yourself solid - you'll regret it
Plan for interruptions - they're part of the job
The Power of No-Meeting Days
One strategy that's been a game-changer for many integrated leaders (myself included) is establishing a no-meeting day each week. Fridays often work well for this because:
Many clients and team members are wrapping up their week
It provides uninterrupted time for strategic thinking and planning
You can use it to catch up on any tasks that slipped through the cracks
It's perfect for deep-dive analysis and reporting
Team members can focus on individual work without interruption
If you can't make every Friday a no-meeting day, try for at least two Fridays per month. The key is protecting this time once you establish it - treat it as sacred as your morning planning block.
Looking Forward: Sustainable Growth
Remember that managing multiple functions is a marathon, not a sprint. Focus on:
Building sustainable systems
Developing team capabilities
Creating clear documentation
Regular process review and optimization
Making the Right Choice for Your Leadership Style
Every integrated operations leader needs to find their own rhythm. What works for one person might be chaos for another. The key is to:
Understand your peak performance times
Know your limits and respect them
Build systems that complement your strengths
Address your weaknesses with strong support system
As you develop your daily structure, remember that flexibility is as important as organization. The goal isn't to create a rigid schedule that breaks under pressure but rather a resilient framework that can adapt to changing priorities while keeping all departments moving forward.
As an integrated operations leader, you keep the engine running smoothly while steering toward growth. With the right structure, tools, and mindset, you can turn what feels like chaos into a well-oiled machine that drives results across sales, operations, and marketing.
Anne Fellini Bromley is the founder of Anneomaly Digital, an award-winning HubSpot agency, where she's spent over 15 years helping businesses transform their digital marketing operations. As a certified HubSpot expert and Most Promising HubSpot Solutions Provider (CIO Review), she's built her career on becoming a trusted extension of her clients' teams, growing from general marketing strategy to full-stack digital implementation. When she's not crafting marketing magic, Anne can be found at her home in the greater Denver area with her husband, and business partner, Shane and their menagerie of pets - three dogs and two cats, who serve as her unofficial "meeting management" team.