“How do people focus on so many things all at once?”
If you think like this, you are not alone. Multitasking is not everyone’s cup of tea. And rightly so.
Though the technique has gained popularity over time, research by Stanford University suggests that the process can do more harm than good. Multitasking overstimulates the brain and reduces its ability to differentiate between items based on importance.
Along with that, it also links to the development of poor retention and focusing skills for individuals who are not prone to the technique. In short, multitasking isn’t good for productivity.
Luckily, a solution exists: time chunking!
What is chunking your time, you ask?
The short answer is that chunking time involves dividing your day into set blocks dedicated to specific tasks, enhancing focus and efficiency. This method streamlines task management, fostering deeper concentration and improved productivity. But time chunking is more than simply writing down the items from your to-do list into your daily planner.
Learn how to use the time chunking method to manage time and prioritize tasks for a more balanced and less overwhelming schedule.
What is the Time Chunking Method for Productivity?
Time chunking is a time management technique that allows an individual to hyper-focus on one task at a time.
The process involves dedicating a specific chunk of time to one piece of work, completing the task in that chunk, and moving on to another, eliminating the need for multitasking.
How an individual divides their time depends on the complexity of the project.
A chunk of time could be minutes or even hours. The goal of chunking time to complete tasks based on priority while taking small breaks in between.
For example, a manager might dedicate one hour to planning daily assignments, the next hour to assigning them, and then thirty minutes to answer any questions their team members might have.
All while not bouncing between tasks of different natures.
The aim is to increase productivity by reducing the probability of getting distracted by unrelated activities.
The process of time chunking, although somewhat related, is not the same as the “chunking” process, which is a core element of Tony Robbins’ Rapid Planning Method (RPM). In RPM chunking, you brainstorm and group all the related tasks into chunks. Time chunking could be used in Step 4 of the RPM model, where you take action and schedule accordingly.
How Is Time Chunking Different From Time Blocking?
Frequently, the terms “time chunking” and “time blocking” are used interchangeably (as well as “chunking time” and “blocking time”). However, although they work together, they are not the same thing. In simple words, the former is a fine-tuned version of the latter. Time chunks break down the components of a time block.
Time blocking involves segregating the day into different sections, each responsible for a separate routine. For example, an individual might block their morning hours for running personal errands, the afternoon for work, and the evening for social obligations.
Time chunking helps plan and execute all the tasks related to each block.
Let’s use a fitness routine as an example. Your calendar might block out 2 hours for “Go to the gym.” Time chunking would break down those 2 hours into the time dedicated to each specific exercise and rest breaks.
Some might argue that while time blocking is a time management technique, time chunking deals more with focus management. Either way, both help to increase work productivity and efficacy similarly.
How Does Time Chunking Work? 3 Steps for Chunking Your Time
Time chunking is designed to increase productivity and focus by allocating dedicated time slots for particular activities, thereby reducing distractions and enabling deeper concentration. It's a way to manage time more effectively by organizing tasks into manageable segments, allowing for more structured and efficient use of time.
In his book, The Time Chunking Method, productivity expert Damon Zahariades proposes a 10-step action plan. However, you can get started now with just three.
These are three main steps in the process of time chunking — planning, chunking, and execution.
Step 1: Planning
Planning includes assessing the path needed to reach the end goal of a particular project on your to do list. Here, an individual looks at the technicalities to figure out what their work schedule will look like.
The process looks for answers to the following statements:
- Which task requires urgency? (The Eisenhower Matrix can determine this.)
- How much time will each task need?
- What sub-tasks will be present for each task?
- How will completing each task help in moving on to the next one?
Step 3: Chunking
Here, time chunks get allotted to respective sub-tasks.
This step helps create a schedule to complete the assigned task on time. More importantly, without any external distractions.
- Decide upon the duration of the time chunks (typically about 25 minutes)
- Create a schedule and assign time chunks to each sub-task
- Remember to add in small five-minute breaks between consecutive time chunks
Once all the sub-tasks of a task are completed, a longer break can be scheduled before the start of the next activity.
Step 4: Execution
The main goal of time chunking is to reduce distractions and let an individual focus solely on one thing at a time.
That means staying put and keeping all other activities (be it personal or professional) aside. Only after the time chunk completion can an individual engage in another act. For this, breaks in between sub-tasks are allocated.
Benefits of Time Chunking
The most considerable benefit is control over what one needs to do. The process helps one to prioritize goals and effectively work on them without wasting time.
That helps to create a fast-paced work environment where each task guarantees the use of focus and attention. Along with that, it also helps to cultivate a sense of achievement after the quick completion of each project.
Over time, the chunking time technique helps to cultivate other skills like:
These skills help time chunkers reduce work-induced symptoms of anxiety. They learn to navigate through their tasks effortlessly and showcase high levels of professional performance.
Who Can Use Time Chunking?
If you are someone who is easily distracted, loves to procrastinate, or is unable to leave the phone alone during work hours, time chunking is for you. It’s also a good strategy for adults with ADHD because of short-term focus requirements.
This strategy is excellent for anyone interested in getting a lot of work done in a small amount of time.
The technique comes with numerous benefits, mainly finding a healthy work-life balance. It allows individuals to work effectively and efficiently while reducing the risk of getting overwhelmed with the workload.
According to reports, 77% of US employees report experiencing burnout due to work-related stress.
Hence, it is crucial to cultivate healthy working habits through time management techniques. That too in today’s fast-paced world where responsibilities and distractions know no bounds.
Is Time Chunking For Everyone?
If you are not fond of hyper-focusing, time chunking might not be for you. The technique calls for complete dedication toward a task without paying attention to any external stimulus.
Depending upon the tasks, some people need diversions to keep them motivated.
They need to get up and walk around every five minutes, listen to music while they work, or munch on some chips as they fill in a report. And all these things end up increasing their productivity!
Additionally, many creative personality types and professions perform better in more of an unstructured work environment. For them, a preplanned break or a timer going off would interrupt their flow of creativity — for example, writers or artists. The Flowtime Method may be a better option, as long as they still remember to take stretch breaks!
After all, everyone can have different time management styles and skills.
5 Tips for Time-Chunking Beginners
Distractions will always be there. For someone just starting with time chunking, the following tips might help.
1. Start small: one task or project per day. You will need some practice before you use the time chunking technique on every piece of work throughout the day. You can use this with the Staircase Model to celebrate the little success as you move towards bigger goals.
2. Set up shorter time chunks in the beginning. Lengthen them slowly till you reach the desired level, starting with 25 minutes. However, the duration can fluctuate depending on the nature of the tasks as well as on how long an individual spends on one activity with proper focus.
3. Set up a timer at the beginning of your time chunk so you know when it ends. After all, you are on a schedule. Unlike the Pomodoro Method, which advocates equal time blocks for just about everything, time chunking allows for more flexibility. However, the two methods could be used together to work in productivity breaks for longer tasks.
4. To help lower distractions, let people know that you are working (especially if you are in a creative flow). Put up a sign, send out an email, or whatever lets others know you are busy.
5. Stay away from your distracting devices, especially the ones that have nothing to do with your work. Do not check your phone when it pings, wander towards your inbox, or get up for a snack. You can do all of that when you get your break.
Would You Try Time Chunking?
Time chunking is a proven technique that is easy, simple, and effective.
Chunking your time divides your day into distinct blocks or “chunks” of time, each dedicated to a specific task or group of tasks. It's a way to manage time more effectively by organizing tasks into manageable segments, allowing for more structured and efficient use of time.
Time chunking boosts productivity, helps you focus on the most important tasks, and motivates individuals to live a well-organized work life. It helps reduce stress and cultivates numerous skills that are useful throughout life.
Along with that, it can be used by anyone, anywhere. Be it at school, work, or even at home!
So, what are you waiting for? Grab your planner or bullet journal and start time chunking for your next project!
Recommended Free Members Series:
