WHAT: Time blocking, or Timeboxing is a time hack where I divide my workday into dedicated blocks of time, each assigned to a specific task or activity.
HOW: Here's a detailed approach of how I do this hack:
—Step 1: Identify Priorities → I start by listing out my key tasks and projects for the day or week. I determine which ones are the most important and will have the biggest impact (see Daily Highlight).
—Step 2: Schedule Time Blocks → I assign specific time slots in my calendar for each of my priority tasks. I make sure to account for the time required to complete each one, and adjust the blocks real-time. I use a physical planner — Cal Newport's Time Block Planner is my favorite approach.
— Step 3: Protect My Time Blocks → Once I’ve scheduled my time blocks, I treat them as immovable commitments. I avoid the temptation to let other meetings or tasks encroach on this dedicated time.
— Step 4: Minimize Distractions → During my time blocks, I silence notifications, close unnecessary browser tabs, and eliminate other potential distractions. This isn't easy so I use mobile apps to help me stay laser-focused on the task at hand. My all-time favorite is One Sec — a mobile app that prompts me to take a 1-5 second break before opening distracting apps.
— Step 5: Batch Similar Tasks → I group together related tasks, such as responding to emails or making phone calls, and tackle them in dedicated time blocks. This reduces the mental fatigue of constant context switching.
— Step 6: Build in Breaks → I remember to schedule short breaks between time blocks to recharge. A 5-10 minute pause helps me return to my work refreshed and re-energized.
— Step 7: Review and Adjust → At the end of each day or week, I review how I spent my time and make any necessary adjustments to my schedule. This helps me optimize my time blocking approach over time.
WHY: By allocating a set amount of time for each job, I can minimize distractions, stay focused, and ensure that all necessary tasks are completed within my working hours.
By consistently practicing Time Blocking, I also gain a more realistic understanding of how long tasks actually take, allowing me to better manage my workload. This feedback mechanism helps me identify tasks that may require more time than allocated or are better suited for others, enabling me to adjust my approach accordingly.
Over time, Time Blocking provides clear insights into the actual duration of my tasks, empowering me to schedule them more accurately and control my workload more effectively.
For managers, this technique can be extended to team members, providing valuable insights into the team's overall time usage and informing decisions regarding project feasibility, resource allocation, and pricing.