Time is something we can never reclaim. Once it has passed, it's gone forever. Because of this, how we manage our time dramatically affects the efficiency and quality of our lives.
Time blocking offers an effective way to take charge and maximize productivity — one of many techniques for managing time wisely.
If you haven’t taken the “How’s Your Time Management?” assessment yet, now’s a great time to do it!
Why Time Blocking Works
Time blocking is an efficient way of planning your day by allocating certain “time blocks” for specific tasks or activities. There are several reasons why this technique proves to be beneficial and contributes to your overall performance and time management.
Firstly, breaking your day into time blocks for each specific task you need to accomplish is an effective way to combat procrastination. It gives you a sense of control and helps prevent that overwhelming feeling when there's too much on your plate to know where to start.
Secondly, time blocking can be a real game changer regarding productivity. There is a widespread belief that our brains are designed for multitasking. Of course, there are specific scenarios where you can multitask effectively.
However, too many tasks at once usually lead to mistakes and heightened stress — not exactly practical for getting things done. By carving out dedicated time blocks in your schedule focused solely on one task or project each day, you will create a productive environment by focusing on one task at a time.
Time blocking gives you a clear visual representation of your daily, weekly, or monthly schedule. This can help identify any time-wasting activities and allows for readjustment to meet priorities and goals.
Time Management Skills Developed Through Time Blocking
Time blocking encourages the development of several crucial time management skills.
- Prioritization: Time blocking teaches us to differentiate between what's crucial and unimportant. It encourages us to assign priority according to urgency, necessity, and how closely the task is related to our goals.
- Scheduling: Creating a solid plan of action for our tasks — with the time blocking technique — helps us to get an overview of what lies ahead. Allocating suitable amounts of time will enable us to accomplish more with less effort, allowing us room to breathe while tackling each item on our list.
- Avoiding Procrastination: Time blocking is a great way to avoid procrastination and help stay focused. It helps break down goals into manageable pieces, reducing feeling overwhelmed and providing an organized approach that encourages motivation.
In general, time blocking will help to make your day more organized, and it will help you to develop a productive routine.
Considering this approach is rather flexible, you can modify it to ensure it perfectly aligns with your short and long-term goals.
How to Apply Time Blocking
Now that you know the benefits time blocking offers, let's dive into how to apply it and what steps you should take to identify time blocks and allocate your time effectively.
Step 1: List Tasks You Have
Creating an extensive, realistic to-do list is the cornerstone of successful time blocking. After all, how can you appropriately manage your day if you don't clearly understand what needs to be done?
Here's a step-by-step guide to creating such a comprehensive and helpful checklist.
Brainstorming:
Start by brainstorming all the tasks you need to do. Consider every area of your life — work, home responsibilities, personal growth goals, social engagements, recreation activities, and getting enough restorative sleep each night.
Categorize:
Once you have a list of tasks, start sorting them into categories. These can be based on various areas of your life (work-related, home duties, personal projects, etc.) or the type of task (strategic, operational, and developmental activities). Categorizing will help you better understand where to focus your time and energy. Remember to include your daily tasks, including your morning and before-bed routine.
Break Down Large Tasks:
If your to-do list has large tasks, break them into more manageable chunks. Not only will this give you a better sense of precision in what needs doing, but it'll also make scheduling easier and keep the overwhelmed feeling at bay. For instance, instead of writing down "Complete Project X,” divide that task into several subtasks.
Consider Dependencies:
It's important to consider what tasks rely on others being done first. Take preparing a report, for instance. You won't be able to start writing until your research is finished. Taking this into account can help ensure that when it comes time to plan out the next step of the time-blocking process, you know which tasks should take priority.
Effective time blocking requires a realistic approach to workload and available time. It's easy to overestimate what you can accomplish in one day, but bear in mind that 24 hours is all the time we have! Be honest with yourself about your capabilities and limitations. Don't forget to factor in much-needed rest periods too!
Step 2: Prioritize Tasks You Have
Prioritizing is a critical element of the time blocking process. After you've listed your tasks, it's crucial to determine which ones are most pressing and should take precedence.
To ensure effective task prioritization, here are some steps that can help:
Prioritize for Urgency and Importance
By employing the Eisenhower Matrix, named after former President Dwight D. Eisenhower, you can quickly prioritize tasks into four categories:
- Tasks that are both urgent and important
- Important but not necessarily urgent
- Urgent yet unimportant
- Neither significant nor demanding of time — these should perhaps even be eliminated from your to-do list.
This tool clarifies which items need to be addressed with urgency and care versus what can wait for a later date to maximize efficiency while ensuring all matters receive adequate thoughtfulness.
Prioritize for Value and Impact
Giving priority to tasks that align with your long-term objectives and have the potential for a real difference is essential. Consider their value, and weigh the impact they could make — these should be top of your list! On the other hand, those that don't contribute much towards reaching larger goals or don’t have a significant value or impact should be given low priority.
Prioritize for Effort and Resources
Take the time to evaluate how much effort and resources each task requires. It is beneficial to tackle tasks that demand more energy when you feel most energized. Those that require less exertion can be completed when your energy is running low.
Prioritize for Deadlines:
Deadlines are an essential part of determining which tasks should be prioritized. Generally speaking, those with tighter deadlines should take precedence over those with more flexibility regarding due dates. However, it's important not to overlook the ones without any set timeline. These may carry greater long-term value and can often be neglected or postponed too easily.
Remember, the way you identify tasks depends on your preference.
You can use time blocking by skipping the two abovementioned steps. However, they are likely to make your time-blocking process easier.
Step 3: Create Blocks
Now that you know your tasks, it is time to put them into time blocks throughout your day. To effectively use this technique, here's what you need to know.
Start With Fixed Commitments
Take some time to plan out your fixed commitments. These are the absolute musts, such as work hours, meetings, classes, or family events that you have no choice but to attend at a specific time. Prioritizing these ahead of other activities will help ensure they get done and won't be forgotten.
Block High-Priority Tasks
Once you have all your fixed commitments blocked out, it's time to put the most important tasks in blocks. Allocate specific periods for each one and consider how much energy you typically have during different points in the day so that more demanding projects can be tackled when you have more energy.
Include Breaks
Be sure to give yourself some downtime! Performing your tasks without a break can be tiring, resulting in decreased efficiency and eventual burnout. To avoid this, plan short pauses between tasks or longer ones when it's time to eat.
Block Low-Priority Tasks
Once you've blocked out your most important tasks and breaks, start filling blocks with low-priority tasks. These can often be taken care of when you feel less energized.
Flexibility
It's essential to remember that your time blocks are not necessarily written in stone. Unexpected tasks can arise, and plans may need to be adjusted as circumstances evolve. While it is vital to try sticking close to one's schedule, being flexible enough for these shifts could prove even more valuable.
Now you may wonder what the end result will look like.
There is no universal strategy to create time blocks. You can make a list like this:
- 7:00-8:00 – Morning routine
- 8:30-9:00 – Commuting to work
- 9:00-12:00 – Writing a business report
- 12:00-14:00 – Having a business meeting
- 14:00-14:30 – Lunch break
- 14:30-17:00 – Analyzing data
- 17:00-17:30 – Driving to yoga class
- 17:30-18:30 – Attending a yoga class
- 19:00-20:00 – Having dinner with family
- 20:00-21:30 – Playing with children
- 21:30-23:00 – Watching a movie
- 23:00-7:00 – Sleeping
But it can be better to use time blocking planner, as it provides better visualization of your tasks.
Here is an example of a very simple example with time blocks for the same schedule.
We also suggest different colors for each block to make it easier for you to see what’s going on at a glance. Use a color code that makes sense for you. For example, you could use colors related to priority level or by type of task, such as work, family, and self-care.
Additionally, there may be blocks of time, such as when you are driving, where it makes sense to multi-task or habit stack. This time can be used to tune into educational podcasts, make phone calls (as long as you are hands-free and safe), or make this a time to listen to music to energize or de-stress.
You can use a traditional planner to block out your time, or you can purchase one that is designed specifically for time blocking.
Another option is to use printable sheets. We've created a simple time block planning instrument you can use to plan your day and organize your tasks.
You can also make a time-blocking planner with Google Sheets. Make two columns, "Time" and "Task," and fill in the rows with your tasks, or use one of the ready-made scheduling templates.
Once you have gotten the hang of this time management technique, if you’re a “techy,” you may want to consider using a time-blocking app.
Execute and Adjust!
Once you've established your time blocks, adhere to them as best you can (you can even break each block down into smaller chunks for more efficiency). When it's time for a task, do what is necessary to remove distractions. You can even use a timer if it helps you. If you finish up earlier than anticipated, use that extra period for downtime or begin work on the next assignment early.
Take a moment at the end of each day or week to look back and assess how well your time blocking technique worked out. Did you stay true to the schedule? Was there anything that took longer than anticipated? Were you able to take enough breaks throughout? These reflections can be quite revealing, offering insight into your performance so adjustments can be made as needed.
Evaluate your reflections carefully and adjust your time blocks accordingly. You may need to extend the duration of some activities, reduce that for others, scrap tasks you don't really need, or shift them around in the day's schedule. Ultimately, it all comes down to maximizing productivity while also finding balance.
Planning your day with the time blocking technique will make your day structured and balanced.
Your priority should be allocating time to complete essential tasks rather than filling every minute with activity. Make sure you include time for rest, as it is crucial for achieving harmony and balance.
