Time Blocking 101
A step-by-step guide to getting your critical work done + having 20% more time:
Appointments, meetings and constant reminders: our calendars run our lives.
But often you’re busy, lacking focus and run out of time doing your 'real' work.
Never mind finding meaningful time for your family and hobbies.
You need to take control of your calendar:
What is Time Blocking?
It is assigning a task to every part of your day.
This sounds very restrictive but is actually freeing.
Because instead of just switching from task to task, you take control of what to do
How do you start taking control of your calendar?
1. Make a list of all your recurring items
2. Assign them to a calendar (work, family, personal, etc)
3. Mark each item either as fixed or flexible
4. Make another list of all the things you’d like to do, but don’t find time for
If you feel lost and are not sure where your time’s going, track how you spend your days for a week.
This exercise in itself will help you find clarity.
Next, create some broad categories for how you spend your time.
Then rank them.
(Mine are: family, then work, then personal)
When you populate your calendar, include one item from your top-ranked item every single day to make each day feel like a win.
Now it’s time to fill in your calendar.
First, all your fixed items from your list.
But be specific.
Avoid assigning a 2 hour block to ‘studying’.
Instead, make it:
• 30 mins of brainstorming
• 75 mins draft paper outline
• 15 mins to capture further actions.
Then look at your flexible items, where do they slot in best?
Try and avoid task switching and batch items to increase your focus.
Also build in regular rest periods.
Your brain can only manage deep work for a max 90-120mins.
Slot in a 15min walk to clear your head, before the next meeting or call.
Fill your calendar with regular items, you do on autopilot (e.g. meal prep, journalling, commute)
Why?
Because you’re trying to be more intentional with how you spend your time.
This way allows you to analyse and change unhelpful patterns.
Also it helps you fight overwhelm.
Be honest with yourself.
If you spend every night watching Netflix, put it in the calendar.
This forces you to be accountable to yourself.
Because if you’re looking to find time to work on your side business, now you know where to make adjustments.
3 keys to making time-blocking a sucess:
1. Make it a habit. You need to do this weekly.
2. Build in buffers. We tend to underestimate how long things take.
3. Be flexible. Sticking to your time-blocked calendar helps you stay focused. But adjust to changing circumstances.
Calendar Time-Blocking Summary:
1) Take control of your calendar
2) Create category buckets
3) Note all recurring events
4) Fill in flexible events
5) Batch similar tasks
6) Take time to relax
7) Build in buffers
8) Do it weekly
9) Be flexible
