How do you balance time blocking with flexibility and responsiveness to urgent requests or emergencies?

What I'm trying out recently is - Instead of having a 30 item ToDo list that feels like a bottomless pit, I now create a list of exactly two things that I must accomplish today. MIT (most-important-thing) and SMIT (second most-important thing). Every thing else goes in a backlog, (that I can pull from as needed). What this does - A. forces me to ruthlessly prioritize, B. forces a level of focus, C. brings me heavy gratification when I'm done, I've achieved my daily goal everything else is extra (as against being lost in a sea of ToDos which brings me no closure at the end of day)

Prioritizing tasks is the cornerstone of effective time blocking. It might also be beneficial to weave in buffer times within the schedule. These small time blocks can cater to unexpected tasks or task overflows, providing a cushion against unforeseen urgencies and making the schedule more realistic and manageable.

In a given work day there is likely some task that alters your priorities. Having a packed schedule and task list for you isn’t very productive since everyone does need to take a break. So keep some buffer and breaks in your day for contingencies as well as for your own well being such as taking a walk, having a snack etc. Communicate any major changes to your schedule with relevant stakeholders for their awareness.

I can never accomplish 15 min of buffer in every 90 minutes. This rule worked when I worked for a startup and when I was an IC. The role you're in and the company's meeting culture make a huge difference. Instead what I now do is (thanks to @Anita Desai who's a boss at managing time) keep atleast 1 uninterrupted block of Flow time in the morning before meetings starts at 10:00am. In the absence of 1-2hrs of that time, I find myself working after hours to complete my day. Would love to hear from others who also operate in a meeting heavy culture, what flow time and breaks work for you

I've noticed that sprinkling in buffer time is like giving my schedule room to breathe. It’s that little cushion that catches the unexpected stuff that pops up. And let’s face it, something always pops up. Those 15-minute pockets of buffer time become tiny life-savers, giving me a minute to pivot without throwing off the whole game plan. And when it comes to breaks, they are like mini vacations for the brain. Stepping away, even briefly, is like hitting the refresh button. It keeps the momentum going without running on empty. It's a subtle nod to the fact that while our schedules need structure, they also need a dose of real-world flexibility to actually work.

One thing that helps me is just scheduling meetings 5 min after the "typical start time" (e.g., 9:35-10am, instead of 9:30-10am) — it reduces the pressure for people to show up right "on time" (especially for those in back-to-back meetings) and gives me time between meetings to check emails/slacks to triage any burning items that need to be addressed before the end of the day. Plus, there's no 30 min meeting that can't happen in 25 min.

Learn to say No. This is one of those I'm still learning after 14yrs in tech. I tend to say yes to way more than I should and then end up with a lot on my plate, I get it all done, but it comes at personal cost. Don't be me.

This a 3 step process. First you need to be self aware of what you can manage in your day and prioritize the most important items regardless of any emergency. It could just be 1 or 2 items you always make sure you get done. Second when people request your time that isn't scheduled, you need to process the request quickly to determine if it's worth looking further into yourself. Third, if it isn't worth you time pass it off quickly. If it is, and not sure how much time should be spent, this is where negotiation comes in with your stakeholders. You may need to setup an adhoc meeting, spend time in deep work looking at the task etc. You can relay to stakeholders this is the time you can allot to it and compromise of what is best for all.

I've found that keeping a shared calendar is a game-changer. It cuts down the scheduling back-and-forth and everyone knows when I’m in the zone or free for a chat. It's kinda cool how this small share opens up the floor for easier interactions and just makes the whole time management gig a lot less of a hassle. Plus, it's a nifty way to blend time blocking with that needed wiggle room for unexpected stuff.