Although calendars have existed since the Bronze Age, time blocking, which assigns specific tasks to designated timeslots, is a more recent innovation. Although its true origins remain mysterious, figures like Benjamin Franklin led the way, meticulously planning their days hour by hour. Productivity gurus like Stephen Covey and Peter Drucker have also championed this method. Unfortunately, only 5% of people use time-blocking despite its undeniable benefits for focus and productivity.
While we’ve discussed this powerful technique before but this time, we’re digging deeper. After all, it’s not enough to simply block off time; you need effective strategies. So, to maximize your day and increase your productivity, here are 10 actionable hacks.
1. Start by creating a brain dump.
Before you do anything else, take a few moments to write down everything you need to get done. This is called a “brain dump.” Doing so lets you identify all the tasks you must complete and avoid forgetting anything important.
When you have your list, categorize tasks according to urgency and importance. As a result, you’ll be able to prioritize what deserves a dedicated time block and what can wait.
Bonus Tip: Sort tasks according to the Eisenhower Matrix into four categories: urgent/important, urgent/not important, urgent/not important — and not urgent/not important.
These tips will soon become automatic for you and won’t seem cumbersome to you. Just stick with the strategy until it becomes second nature for you.
2. Prioritize your MITs (Most Important Tasks).
Block your time around your MITs, which will most impact reaching your goals. Ensure these are scheduled during your peak productivity hours to maximize your energy and focus.
Start by identifying 1-3 MITs daily and allocating your first blocks of time to them. In addition to creating momentum, completing these early reduces stress as well.
3. Sort and batch similar tasks together.
Switching between different types of tasks can drain your energy and reduce efficiency. This is known as context switching. It can result in the following;
- When interrupted, returning to a task can take over 20 minutes.
- A context switch results in a 20% reduction in cognitive capacity.
- People who switch contexts are less productive by at least 45%.
- On average, professionals attend 25.6 weekly meetings, resulting in 5.1 context switches per day.
To avoid this, group similar tasks, such as replying to emails or making telephone calls, into one block of time. By batching tasks, you minimize context-switching and maintain focus.
You could, for example, block out time for all administrative tasks, meetings, and creative work to keep your brain in the same “mode” for longer periods.
4. Adhere to the 80/20 Rule.
According to the Pareto Principle, or 80/20 rule, your results are determined by 20% of your efforts. As such, organize your time-blocking schedule to prioritize the tasks that generate the most value.
Review your task list and ask, “Which tasks will help me achieve my goals?” After that, you will assign those tasks prime time slots within your day.
5. Build in buffer time.
If you pack your schedule too tightly, you may experience stress and burnout. Instead, consider buffering time between tasks to account for unexpected delays. As a result, you won’t have to play catch-up all the time.
For example, if you expect a task to take 30 minutes, block out 40-45 minutes to allow a little breathing room. When time is left over, take a quick break or accomplish a small, quick task. I try to go to the hallway quickly and run down and back up the stairs during these extra minutes. I also have a list of 5-minute or less tasks that I’d like to complete, and pick one or two of those to complete.
6. Schedule breaks and downtime.
Time-blocking isn’t just for work. It’s also about maintaining a healthy balance in your life. As such, to prevent burnout, schedule regular breaks into your schedule.
Consider using the Pomodoro Technique to encourage breaks. In this case, you work for 25 minutes and then take a 5-minute break. After completing significant tasks, you can schedule longer breaks.
Bonus Tip: Take advantage of your evening downtime to relax and reflect on the day’s accomplishments.
7. Leverage technology.
Streamline your time-blocking process with digital tools. Calendar, Google Calendar, Notion, and Todoist are some apps that make it easy to visualize your schedule, set reminders, and adjust your plans.
Also, I suggest color-coding your calendar to differentiate between different types of tasks. For instance, blue could be used for work tasks and green for personal errands. I color my most important tasks in red.
8. Plan for energy, not just time.
Throughout the day, your energy levels fluctuate. Therefore, align your time blocks with your natural rhythms. For example, if you’re a morning person, you should tackle complex tasks early in the day. When your energy peaks in the afternoon, save high-focus work for this time.
Take note of your energy levels for a week and adjust your time blocks accordingly.
9. Review and adjust daily.
Time-blocking isn’t a set-and-forget system. At the end of each day, spend 5-10 minutes reviewing your schedule. Look at what worked, what didn’t, and what needs to be adjusted.
For example, if a task takes longer than anticipated, allocate more time for similar tasks in the future. The more often you review your process, the more accurate it becomes.
10. Set boundaries and stick to them.
The biggest challenge with time-blocking is keeping your schedule uninterrupted. Communicate your time blocks to colleagues, friends, and family to minimize distractions. The easiest way to do this? Sharing your calendar with them.
You can do this by turning off notifications, setting your phone to “Do Not Disturb,” and letting others know when you’re unavailable.
If you need uninterrupted time, you can also use a “do not disturb” sign to signal your need for uninterrupted time.
Final Thoughts
When implemented and adapted correctly, time-blocking is a transformative productivity technique. Utilize these 10 hacks to make your day more productive while creating a long-term system supporting your goals.
Remember: the goal isn’t to fill every moment of your day but to ensure your time aligns with your priorities. Eventually, with practice, time-blocking can become a key to achieving more with less stress.
FAQs
What is time blocking?
When you block time for specific tasks or activities, you manage your time effectively. Instead of making a to-do list, you assign time slots to each item, treating those blocks like appointments.
What are the benefits of time blocking?
- Increased productivity. Setting aside specific time slots for tasks makes you less likely to procrastinate or get distracted.
- Improved focus. By blocking your time, you can focus on one task at a time, which results in better-quality work.
- Reduced stress. You’ll feel less overwhelmed and anxious when you have a clear schedule.
- Better time management. Time blocking is to make you aware of how you spend your time and make better use of it.
- Improved work-life balance. A balanced lifestyle can be achieved by scheduling work and personal activities equally.
How do I start time blocking?
- Start small. Block just a few key tasks daily and gradually increase as you feel more comfortable.
- Be realistic. Make sure you don’t overschedule yourself. Allow for breaks and unforeseen events.
- Prioritize. You should prioritize your most important tasks first.
- Review and adjust. Maintain regular reviews of your time blocks and adapt them as needed.
- Find what works for you. Try different scheduling methods and time block durations to determine what works best for you.
What if I can’t stick to my time blocks?
It’s okay if you don’t follow your time blocks exactly. The key is to be flexible and adapt as needed. You may find that you constantly deviate from your schedule if you follow these tips;
- Re-evaluate your time estimates. Are you underestimating how long tasks will take?
- Identify distractions. What keeps you from staying on track?
- Adjust your schedule. It’s possible that your current schedule doesn’t work for you. You may want to experiment with different scheduling methods or time blocks.
- Be patient. You need to practice and put in the time to become proficient at time blocking.
Is time blocking suitable for everyone?
It’s important to realize that time blocking is not a solution that works for everyone. It may be too rigid or restrictive for some people. Look for other ways to manage your time if you do not like time blocking.
How long should my time blocks be?
There’s no magic number. Find what works for you by experimenting. Working in shorter blocks (25-50 minutes) is popular, followed by short breaks (the Pomodoro Technique). Others prefer working in longer blocks (1-2 hours).
Image Credit: Nothing Ahead; Pexels
John Hall
John Hall is the co-founder of Calendar a scheduling and time management app. He’s also a keynote speaker that you can book at http://www.johnhallspeaking.com.