Everything you need to Know about Time Blocking

Time blocking could be the way you organize your daily schedule and the answer to your productivity problems. Here’s everything you need to know about the time management technique used by the likes of Bill Gates and Elon Musk and how it can help you make the most of the hours you do have.

Time Boxing

The idea of allocating a defined amount of time in advance to an activity and then completing the activity within the time frame you defined.

• A common question asked is what is the difference between time blocking and time boxing?
• Timeboxing involves limiting the time you spend on the activity while time blocking includes strictly reserving time for the activity.

Day Theming

Day theming works by dedicating a day of the week to each responsibility a person has

• Dedicating a single day to a particular type of task allows you to create a reliable pattern of work and limit the cognitive load of context switching
• Most people average only 3 minutes on a task before switching to something else

Task Batching

When you batch similar tasks together so you can do them all at once. This eliminates the act of working on them sporadically throughout the day.

Step 2: Define and Create Time Blocks

Define your time blocks by deciding guardrails for your time.

• Section of when you want to start blocking your time, as well as when and to when you will need to set aside time for work/personal tasks.

Plan with Priorities in Mind

Determine what needs to be done

• Prioritize all items on your to-do list
• Identify your biological prime time
• This will help you determine what is most important
• Understand why you are trying this time management method

Encourages you to Reflect on your Priorities

The way blocking your time works effectively highlights what your priorities are

Inadequate Planning

It takes time to plan, but it generates a massive amount of productivity.

• Organize your to-do list and schedule in priority work, which will get you to work more efficiently and give more focus to the work at hand
• A 40 hour time-blocked work week produces the same amount of output as a 60+ hour work week pursued without structure

Promotes Focused Deep Work

By scheduling a block of your time to work on any particular task, you avoid distractions and context switching.

• Single-tasking: The act of doing one thing at a time. When you “single-task” you build mental muscles that are needed to do deep work.

How Does Time Blocking Work?

This method of time management is designed for focus

• You are effectively guarding against distraction
• With such time management, you don’t just know what you have to get done, but also when you need to get it done
• Communicate the hours that you dedicate to these activities in your voicemail message or email signature

Not Allowing Buffer Time

Buffer time could be for going to the bathroom or giving yourself a breather, or even just having a small chat with someone

• Accounting for time to transition is important because if this time sneaks into your next time block this will delay your tasks for that block.

What is Time Blocking?

Time blocking is a time management technique that divides your day into defined chunks of time

• Each block of time is dedicated to completing a specific task or group of tasks
• The stricter you are with the time you allot to each task, the outputs will be more results-driven and focused

Step 3: Follow your Schedule

After deciding on the what, when, and for how long it is finally time to follow the schedule you have created.

• A good way to do this is by starting with one block at a time. Start with a certain block you have scheduled for a week and slowly ease into the schedule.

Common Mistakes to Avoid

Blocking time is a great way to stay organized and be more productive

It helps you Follow Through on Your Goals

Having a concrete plan helps people see their intentions through.

Become Aware of how you Spend Your Time

It is common for people to underestimate or overestimate how long it takes to complete any particular task.

Forgetting to Account for Leisure Time and Breaks

Take breaks and decompress: small breaks throughout the day help to stay fresh and focus and add to productivity

• Use your buffer time for these breaks or create small leisure blocks to account for the time when you talk to colleagues or grab a snack

Being too Rigid

Creating time blocks in your schedule is meant to be seen as a guide.

• See your time blocks as flexible ways to stay organized and challenge yourself. Don’t punish yourself by making these blocks as binding contracts that you will fall short of following.

It Becomes Easier to Say No

Blocking time in your calendar helps you say “no.”

How to Time Block

To effectively block your time, you need to live proactively

• Living proactively ensures that you are planning your days around those tasks that will help you meet your long-term goals
• At its most basic, blocking time involves; planning, defining time blocks, following your schedule, testing, and revising

Step 4: Revise

Track your time using tools such as nTask to determine what your time blocks should be

Combats Perfectionism and Procrastination

When following the blocking method, you are encouraged to schedule your calendar with your most challenging tasks first to reserve your energy and will power.

Discourages Multitasking

Blocking off time promotes deep focused work and limits focus for those tasks that are not essential

• When you constantly switch between tasks your attention is going to be divided and thus you will not be able to give your best for anything you are working on

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