We live in a beautiful but hectic world. Distractions abound, and the pace of life seems ever-accelerating. Managing time efficiently has become paramount. More and more, we look at productivity boosters and time management solutions as the only way to get through the day, not to mention the month.
Let’s explore time blocking, an amazing productivity technique that can help you organize your time and boost your output effortlessly. It’s designed to be your antidote to the hectic pace of modern life, guiding you to create a well-structured schedule that not only curbs procrastination but also sharpens your focus. Here’s a friendly look at how time blocking works and the ways it can empower you to take back control of your life.
Quick tip! Start implementing a time-blocking routine if you:
TABLE OF CONTENT
Time blocking is a productivity solution that teaches you to divide your time (e.g., day, week, month, etc.) into blocks of time, each slot being dedicated to a specific task or group of tasks.
Instead of having an open-ended to-do list, you assign fixed time chunks to activities, ensuring that you focus on one of them at a time. The time blocking technique helps you allocate time for your most important tasks, minimizing waste and enhancing productivity.
It works for both work schedule and personal life, and you are more than welcome to mix things around. For example, you may reserve time slots for important work tasks in the morning, but also include an unmovable time slot for having lunch or going to the gym.
Most successful people, such as Steve Jobs, Benjamin Franklin, Elon Musk, Jack Dorsey, Venture capitalist Marc Andreessen, or authors like Cal Newport, use time blocking to manage their time. You will find concrete examples in the lines below.
Image: Wikipedia
Benjamin Franklin popularized and used the methodology long time ago, where he used six blocks of time scheduled each day, as following:
Time blocking is a productivity hack; its primary benefit is helping you be more efficient and get more done. Nevertheless, the technique has plenty more advantages, such as:
As not all productivity hacks are for everyone, make sure you choose a method that suits your work style, preferences, and personality. There is no way you will develop a healthy habit (and using time blocking is a healthy habit) if it doesn’t fit you. So, consider time blocking if the following persona is you:
Time blocking starts with identifying what you have to do and what you would like to do. It’s basically task planning with a twist and may include several other techniques, such as the Eisenhower matrix and Pomodoro technique. Following a step-by-step approach, follow this recipe to time block your day:
Evaluate your tasks and divide your calendar into time blocks allocated for each assignment. Thus, you visually represent your working day for you and your coworkers. Learn to build your calendar, emphasize your tasks, and focus on your commitment. Imagine every task in an appointment that cannot be interrupted or postponed.
The detailed to-do list of tasks and activities can cover the entire day, including both work-related and personal activities, just the professional part (i.e., the work schedule), just personal life, or just a certain part of the day, either when you are the most productive or when you procrastinate the most.
Have you ever started working on a project just to be interrupted by a coworker who needs you in the meeting room? I know your frustrations. All these disruptions scattered throughout the day fragment your concentration and deviate you from deep work.
The second fundamental step of time blocking is grouping similar tasks into a single chunk of time. Create larger blocks of time for similar activities (like marketing tasks, meetings, or answering emails) and focus your undivided attention exclusively on those tasks.
Allocate time slots to each activity on your list. Add priorities to your list and ensure the total amount of time required to do all the tasks on the list matches the allocated time (e.g., 8 hours a day, half a day, etc.). The Eisenhower matrix is an excellent method of prioritization based on urgency and importance.
Determine your energy peaks and get the most out of them. Identifying when you are most productive, creative, or communicative allows you to adjust your schedule to your energy and concentration levels.
For example, find your best time to reply to a few emails and messages or make a few phone calls. Set your brain on the "communication mode" and mark it on your calendar.
Nobody can work and concentrate continuously. Life is more than work. Life is about yourself, family, friends, and moments that enrich our lives and deserve a block in your schedule.
We work and live in a fast-forward environment. It is easy to get caught up in the rush of the day and forget about the things we love to do. Remember to create time blocks for your passions and hobbies as you plan your week. Life is about balance, and time-blocking helps you to achieve it.
So far, you have established your activities, identified your power hours, and grouped your tasks and meetings. Now, it is time to schedule your time blocks and stick to your calendar.
Don't create rigid, hour-long blocks. You may need 15 minutes to complete some tasks or an hour or two for others.
Include breaks, time for drinking water, eating, resting, meditating, and moving your body. Time blocking is not a marathon and should be sustainable.
For example, Cal Newport, author of the popular Deep Work book,spends 20 minutes in the evening to schedule their calendar for the next day. He goes more into detail here.
Next step is actually to work on the activities you're planned for. Make notes, such as how well you estimated how long an activity will take, what distractions affected you regardless of your focus, how difficult you found sticking to doing a single task, and any other information that may help you improve time blocking. Then, adjust and adapt how you time-block your day.
Each person is different. Some use a planner, others a journal, or a to-do app. If you’re more traditional, maybe you need to communicate your schedule to your colleagues or family members and ask for their support. Ensure you give yourself the best chances for success.
Your calendar is now a visual roadmap that guides your day. It is not a law that must be obeyed. Don't stress out if a task takes longer than planned or you complete an assignment earlier. Be flexible and adjust your schedule.
Your purpose is to be efficient and live a balanced life. Time-blocking is a tool to serve you, not to restrict you.
Find an example of time blocking shared by productivity, and time management expert Matt Ragland on X, with his real schedule and routine.If you want to expand into the topic, and the metod of implementing it, we do recommended the following book: Timeboxing: The Power of Doing One Thing at a Time by Marc Zao-Sanders.
Additionally, the following time-blocking methods are proven to help you avoid distractions and get things done. Check them out, test them, and stick to the one that best fits your profile.
Time blocking can be approached in various ways, depending on your goals and preferences. Here are some popular methods:
The Pomodoro technique, developed by Francesco Cirillo, requires you to work in short, focused bursts, typically 25 minutes, followed by a 5-minute break. After four cycles, you take a longer break, typically 15 to 30 minutes. A pomodoro refers to each work interval of 25 minutes. Working with such intervals increases productivity, boosts your morale, builds confidence, and helps maintain high concentration levels.
Themed days are systematically scheduled items within your calendar, exclusively devoted to a singular focus. The easiest way to understand this method is to see two examples:
Elon Musk’s favorite technique to structure their day, facilitate concentration, and work on big projects is themed days. The billionaire entrepreneur assigns each day of the week to a particular theme or type of work. For example, Mondays could be dedicated to administrative tasks, Tuesdays to client meetings, Wednesdays to creative work, etc. This method helps you focus your energy and cognitive resources on similar tasks, reducing the mental shift required to switch contexts.
Another example comes from another superstar entrepreneur.
Jack Dorsey, the co-founder of Twitter (X) and Block, takes a similar time-blocking approach to his weekly routine. He also divides his week into themes.
Timeboxing refers to allocating a specific amount of time to tasks with a more rigid approach. Like with the Pomodoro technique, you set a timer for each task and work strictly within the confines of that period. This method is particularly effective for combating procrastination and enhancing focus. It’s like giving yourself strict deadlines for each activity.
In an HBR article, timeboxing is ranked the most useful productivity method.
Many times, people read such articles, yet, they struggle with the implementation in their daily lifes. To go from theory to practice, just download our template, print it, and shedule your activities like a pro. This template is usually a premium, paid digital product, yet we offer it for free.
Similar to themed days, the task batching method involves grouping similar tasks together and allocating a block of time for completing them. This reduces the inefficiencies associated with switching between different types of tasks. For instance, you might batch all your email responses into a single block rather than responding sporadically throughout the day.
To make it even more clear, find an example of time batching shared by ReclaimAI.
Time blocking works because it promotes what psychologists call “deep work.” In other words, you create a suitable environment for focus and put all your energy into doing a single activity. In the end, you achieve what psychologist Mihaly Csikszentmihalyi called flow, a state in which you experience a deep enjoyment, creativity, and involvement with a certain activity.
Another reason why time blocking works is that it encourages you to stick to a schedule and master urgent but dull or unimportant tasks faster. By grouping similar tasks or knowing that in a few hours, all your repetitive, uninteresting tasks of the day will be done, you program yourself for success and become more invested in your work.
In addition, time blocking works because it helps you better plan your tasks and meet deadlines. It’s good practice for getting project estimations right, working under the pressure of a deadline, and beating perfectionism and procrastination.
Last but not least, time blocking works because it also involves others. You have to minimize distractions to do an activity in a limited time slot. So, you will kindly ask your colleagues to give you a few hours of quiet to do it. You will protect your silent environment by switching off notifications. You will communicate your schedule to your family members and synchronize your common activities. The external support is invaluable and makes this habit sustainable.
Utilize technology to assist in your time-blocking endeavors. Numerous apps help organize your schedule, set reminders, and track your time efficiently. Here are our top choices:
With an intelligent, customizable calendar, Clockwise provides all the tools one needs to implement time blocking efficiently, from regular scheduling and group scheduling to creating focus time by moving tasks in the calendar to create longer blocks of time.
Sunsama is a daily planner app that integrates with many other management tools and provides a single environment for all your tasks, whether they come from calendars, Trello, or Asana. At the same time, you decide how much time you allocate for every task. It includes timeboxing, a focus mode, and analytics to help you improve time blocking.
If you aim to improve focus, then Forest could be the right app for you. It provides a warm atmosphere and a goal bigger than you: planting trees as a reward for staying focused. Forest will keep you engaged with your task until the time chunk is over, provide something to look forward to (your forest), and entertain you.
Clockify is a popular free time-tracking tool that allows you to schedule tasks, manage time off, clock in/out, generate detailed reports, and monitor your time use. The app also lets you block time for specific activities. As it tracks time automatically, you can later see if your time estimation was correct and make informed adjustments.
Morgen is also a daily planner app that uses AI to prioritize your to-do list and generate time slots. Of course, the AI planner only provides recommendations; you fully control your calendar and time-blocking technique. Like other time-blocking apps, Morgen also integrates with many other tools, which is great for not missing tasks and meeting deadlines.
By experimenting with these apps, you can find the time-blocking strategy that best suits your personal and professional needs. Remember, the key to effective time-blocking is consistency and adaptability.
If you’re eager to dive into time blocking, here are some tips to get you started:
A time-blocking template is a schedule that proactively divides time into blocks designated for specific tasks, goals, or types of activities. Using a template to time block can help professionals at work in several ways:
The suitable time-blocking template tuned to your workflow can be a simple yet powerful tool for maximizing productivity and minimizing burnout. Taking a proactive approach to time management ultimately helps professionals perform at their best.
Download our free template in Excel, or PDF format where you can add your activities for the week, or customize accordingly.
Time blocking template - Excel
While time blocking is a powerful productivity tool, it can be challenging to put it into practice. Here are some mistakes you should avoid applying this method successfully:
Underestimate your time
When you start blocking your time, you will first realize that tasks take you longer than planned until you master this technique; set aside extra time to complete and switch between different tasks.
Tip: In time, you will learn your working rhythm and be able to estimate accurately your future blocks.
Being too rigid
Time blocking gives you a structure to navigate through your day. But occasionally, unpredictable events will occur.
Tip: Be flexible and ready to rearrange the blocks in your schedule to serve you best.
Overcommitting
Attempting to handle too many tasks simultaneously affects your concentration and efficiency. Overcommitting is counterproductive and leads to stress and underperformance.
Tip: Create several time blocks (a maximum of ten per day) for meetings, tasks, goals, or priorities.
Neglect leisure time
Blocking leisure time may seem redundant, but when your calendar is overloaded, it is one of the most crucial things to schedule. Ignoring time off impacts every aspect of your life, leading to exhaustion, low focus, and anxiety.
Tip: Block leisure time in your calendar, but don't plan how to spend it. When the moment comes, be spontaneous!
Conclusion
In conclusion, time blocking is not just a time management technique but a lifestyle change that enhances productivity, reduces stress, and promotes a balanced life. By thoughtfully allocating your time, you can ensure that your most important tasks receive the attention they deserve while allowing yourself the flexibility to adapt, take breaks, and focus on personal goals.