Critical Time Blocking Tips to Get the Most From Every Day

Would you like to be better at time management?

Have you ever heard of Parkinson’s Law? Even if you’ve never heard of it, you have almost certainly felt it happen to you. Here it is:

As per the Wikipedia definition, Parkinson’s law is the adage that “work expands so as to fill the time available for its completion.”

All of us have experienced the superpower of cramming a huge amount of work into the last minute to meet a deadline. We’ve probably also felt ourselves working for hours on a project because we had all day to get it done.

That’s Parkinson’s Law at work. If we give a job seven hours to finish, it will take seven hours. If we limit the time to four hours, we will finish it in four hours. The law is about how to be more productive at work.

What does that tell us? Here’s a crucial thing to grasp to get more done:

If we control our schedule, we control our productivity.

Setting realistic time goals and then working on them lets us get our urgent tasks and important tasks are done while avoiding wasting time.

In this article, we’re going to show you three things:

• What Time Blocking is.
• How you can use it to get more done.
• Productivity planner apps and suggestions to help you get started.

Ready to get started? Let’s get into it.

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What is Time Blocking?

Time blocking is a time management technique in which you break up your day into chunks of time. Each block is only used to do a certain thing or complete tasks. You won’t keep an open-ended list of things to do that you’ll get to as you can. Instead, you’ll start each day with a clear plan for all your tasks.

The key to this method is putting your list in order from important tasks to less important jobs ahead of time. You must review your list every week. Look at what you have planned for the next week and make a rough sketch of how you will spend your time each day.

At the end of each workday, look over the tasks you didn’t finish and any new ones that came in. If you need to, change your time blocks for the rest of the week to make up for what you didn’t get done. In a nutshell, find ways on how to be more productive.

If you schedule your days ahead of time, you won’t have to decide what to work on all the time. All you have to do is stick to the plan you made. If you get off track or distracted, all you have to do is look at your schedule and go back to the specific task for which you set aside time.

Time Blocking Variations

There are different time management strategies you can employ. Each is a variation on the same theme of planning your time use before the day begins. Let’s take a brief look at a few of them.

1. Batching

   The term “batching” refers to the scheduling of several similar (but usually smaller) tasks at once. By keeping similar tasks together, you may save time and effort by not constantly adjusting your mind’s focus. A more time-efficient approach than checking every 15 minutes is to schedule two 20-minute sessions to deal with email.

   Because of time blocking and task batching, you don’t have to plan out each individual task. Instead of making a list of five tasks related to email, simply block out twenty minutes each day to deal with it.

2. Day theming

   If you have a lot of responsibilities that all need your attention at once, day theming may be helpful. To provide just one example, a small business owner must frequently juggle several tasks, such as marketing, sales, product development, customer service, and human resources.

   In day theming, each duty is given a whole day once a week rather than smaller chunks of time throughout the week. Keeping your focus on a single topic each day helps establish a routine and reduces the mental strain associated with constantly moving between different work.

3. Timeboxing

   Many people use the terms “time blocking” and “time boxing” interchangeably, although they’re really very different. The idea of time blocking is to dedicate certain blocks of time to specific activities.

   Timeboxing, on the other hand, requires you to set strict time limits on yourself in order to get work done.

   You’ll be more productive if you give yourself a strict deadline and work inside that constraint (or “time box”). This might be a great way to spice up your workday by adding an element of competition.

   Plus, there is no prescription mix-up — the pharmacist ensures patient safety by giving them the correct one. It also eliminates the chances of misplacing a prescription.

How Does Time Blocking Help You Work Efficiently?

Time management skills aren’t magic. They work because they help you schedule meetings and specific tasks appropriately. Instead of reacting to things or working on a constantly shifting to-do list, you can control your time. This is often the difference between effective project management and failure.

So, how does it work?

1. Builds flow and your ability to concentrate

   When you’re in the flow, you’re completely immersed in your task and making rapid, quality progress. By setting aside blocks of time throughout the day to focus only on certain tasks, time blocking might help you enter a productive “flow state” (and nothing else).

   When you set up a certain amount of time to concentrate on a specific issue or activity, you are able to focus all of your cognitive resources on that one item rather than spreading them out over a number of lesser priorities. By practicing “single tasking,” you strengthen the cognitive processes essential to sustained concentration and productivity.

2. Removes opportunities for distraction

   Distractions cause problems because they interrupt your flow of work. A simple notification of the latest Slack message can break your concentration. If you take time to do “just one task,” you might find ten or fifteen minutes have slipped by before you even notice. This can cripple your ability to complete important and urgent tasks when necessary.

   Combining time blocking with some form of distraction control is a powerful way to get a lot done. Here are a few simple distraction control techniques:

   • Turn off all notifications on mobile devices and computers.
   • Work in a specific place that is free of interruptions.
   • Share your schedule, so those who work with you know when to let you work.

3. Allows you to control your time

   Many individuals struggle with poor time management skills. In addition to being awful at predicting how long things will take, we also have a habit of making excessive commitments to our future selves. You have to face your existing priorities and responsibilities and become more deliberate about how you use your limited time when you use time blocking.

   As you accept more obligations, you must make more concrete plans for how to fit them into your life. It’s much easier to say “no” when the opportunity cost of accepting a new task is clearly laid out in this way.

Is Time Blocking the Best Time Management Technique?

Maybe yes, but it’s not for everyone. Time blocking may not be worth the bother if your position and schedule are reactive.

Some careers are all about responding to events, assisting others, or continually prioritizing. Customer service, emergency response, and other jobs focused on responding to things as they happen are not suitable for time blocking.

Time management techniques are not easy for everyone. There are several reasons not to arrange your day:

• It’s time-consuming. Schedule every minute of your day. It’s more difficult than writing a quick task list.
• Few people have a daily routine. Clear tasks make time blocking easy. We must adjust to requests and demands, nevertheless.
• Our time estimates are off. We overestimate how much we can do in a day. Feeling behind schedule is demoralizing.
• Interruptions and “urgent” chores damage systems. When one item goes wrong, the entire system collapses.
• Most workplaces value flexibility. You can’t tell your employer you can’t address a critical issue today because it’s not in your schedule. A rigid timetable doesn’t always match working expectations.
• Losing perspective is possible. Focusing on each day might make it challenging to create long-term growth.

Source: Unsplash

How to Start Time Blocking

Now that you know a little about the Time blocking method, let’s get into the details of how to create time blocks to stay focused and organize tasks.

Step 1: Start with your big-picture goals

Why do you need time blocking? Knowing your objectives and goals will determine what you schedule and how you plan your day. Ask yourself a few clarifying questions:

• Want extra time with your kids while following a schedule?
• Want fewer emails and meetings?
• Want more meaningful, impactful work?

These questions will affect your time blocking schedule. Your priorities will determine how you spend your time, how to be more productive, as well as which tasks get the most time blocks.

Step 2: Plan the beginning and end of your day carefully

The beginning of your day sets you up for success. The end of your day is crucial because it is often when family and personal priorities must be addressed. So, your time blocking starts with creating a template for how you will start and end each day.

Here are some things to plan in your template:

• At the beginning of the day, add some time for planning. You’ll need fifteen minutes each day for scheduling time blocks, prioritizing tasks, reviewing your Google calendar, and adding new tasks.
• Your top priority should be addressed in the first section of your day. These are the most productive hours for many people, so use them wisely.
• Manage time at the end of your day to take care of yourself and your family. Exercise, bedtime routines, and free time are important for your personal health.

Step 3: Plan deep work and shallow tasks

Now that you’ve taken care of your personal responsibilities, it’s time to apply the same level of focus and organization to your workplace. The majority of individuals find that the most appealing aspect of time blocking is the ability to set aside extended periods of time for the purpose of doing concentrated work.

Throughout the course of the day, we all stick to something that’s called a “productivity cycle.” The more you are able to set aside your prime working hours for work that is both fruitful and significant, the better.

Here’s how to get it done:

• Plan routine tasks, phone calls, and small tasks to take place in one or two blocks when you are normally feeling least productive.
• Add blocks for deep work and focus when you can count on being free of distractions. If you have a long time block before lunch, this is often the ideal time for deep focus.
• Keep a list of all the tasks and estimate how long tasks will require. This will help you schedule manageable tasks into the most appropriate time block.

Source: Unsplash

Step 4: Plan for the unexpected tasks

Effective time management strategies must accommodate the things that come up during the day. Most people don’t have the luxury of simply refusing to respond to messages, requests, and other new events. So, your time blocking has to include a place for these items.

Here are some time blocking tips for making this happen:

• Add a block of time for email-checking every day. Then, close your inbox at other times to avoid distractions.
• A short block of time near the end of each day is a good way to avoid the anxiety caused by not knowing when you can react to events. During the day, you know you can respond to people with a specific time to call them back or follow up on a message.
• Set aside time when people can book a meeting with you. For example, keeping an hour free each afternoon for two half-hour meetings gives you space to respond to urgent needs.

Step 5: Write out your to-do list and plan your blocks

Now that you’ve made your list of priorities, created a starting and ending routine, and clarified how you’d fit in the different kinds of work, it’s time to finish the job. Plan a daily schedule and weekly schedule. Then try it for a week or two to see if it helps you. The ultimate goal of this exercise is to find ways on how to be more productive.

Where People Go Wrong with a Time Management Method

We don’t want you to waste time or have a tough time implementing this. So, let’s look at a few of the common ways people go wrong using time management tools. This will help you get the best results for your efforts.

1. Scheduling too little time

   Most of us underestimate task completion time. When constructing a new block, add extra time to avoid frustration. With experience, you’ll know how long a project takes and can prepare appropriately.

2. Not planning breaks

   It’s crucial to schedule lunch and breaks. For best performance, take rests between jobs. Stretch or walk during the day to give your brain (and eyes) a break.

3. Being too rigid

   Sometimes you must abandon your schedule. Time blocking isn’t a rigorous method; it fosters productivity and progress. Try to be realistic when setting your plan, but be ready to change things or skip a day if a crisis arises.

4. Creating general time blocks

   If you don’t say what you want to work on, you won’t know what to do. For bigger jobs, try to break down each step. Then, figure out how long each small step will take.

5. Scheduling only a few things

   Don’t merely schedule your biggest priorities. Schedule administrative activities like email replies, social media scrolling, and other minor things you do each day. Scheduling distractions will eventually limit them. After the break, it’s back to work.

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Apps to Help You Complete Tasks and Control Your Schedule

Another major mistake people make is– trying to use time blocking apps or other time management techniques on a paper calendar. It is simply too difficult to create and constantly update a schedule with a physical calendar. Instead, try to find a productivity planner app or a small collection of time blocking apps that will help you get the job done.

1. Calendar

   Your calendar is the foundation of your time management technique. This is where you’ll plan time blocks, reschedule based on changes, and review what’s coming up in your schedule. An internet tool, such as Google Calendar, helps you set priorities, manage tasks, and share your schedule with others.

2. Time Tracker

   If you don’t know how you spend time, you may never know where time is being wasted. A simple time tracker helps you log the time you spend on each job. With practice and review, you will become better at estimating the time required for jobs. This will make scheduling more accurate and reliable.

3. Focus Tools

   Distractions eat into our time so easily. Thankfully, there’s a productivity planner for that. You can add apps to your phone and tablet to restrict your time voluntarily. There are programs for your computer to track your time and show you when you are being distracted from your work. These tools will give you insight into how your time is wasted.

Conclusion

Time blocking is just one way to manage your time. There are many other ways to do this. But there’s a reason why it’s one of the most popular. We all have calendars and schedules to follow. The more you can control what’s on yours, the more you’ll be able to manage your time, stay focused, and get things done.

Planning your days and weeks beforehand can appear to be a waste of your time that you could use to get stuff done. But if you don’t keep track of your schedule, it’s easy for other things to take over. If you decide what you’re going to work on for the day or week ahead of time, you’ll save time and mental energy when it’s time to get to work.

Get started by trying this technique for a week or two. Then step back and see what positive changes it has brought to your schedule.