How do you plan and review your time blocks weekly or monthly?

1 Why time blocking works

Time blocking works because it helps you overcome some of the common challenges of diary management, such as procrastination, multitasking, and lack of clarity. When you time block, you commit to doing a certain task for a certain period of time, and nothing else. This reduces the temptation to switch to something easier or more interesting, and increases your sense of urgency and motivation. Time blocking also helps you set clear expectations and boundaries for yourself and others, so you can avoid interruptions and communicate your availability.

2 How to plan your time blocks

Planning your time blocks is the essential first step to successfully implementing this technique. You need to have a clear understanding of what you want to achieve, how long it will take, and when you will do it. To plan your time blocks, begin by breaking down your weekly or monthly goals into smaller tasks or projects. Estimate the amount of time each task or project will require, and add a buffer for unexpected delays or difficulties. Select a duration for your time blocks that aligns with your attention span and energy level; this could range from 15 minutes to 90 minutes, depending on the task and your preference. Assign each task or project to a specific time block in your diary and ensure there are adequate breaks and transitions between them. Utilize a digital or paper calendar to visualize your time blocks, and color-code them according to different categories or priorities.

3 How to review your time blocks

When reviewing your time blocks, evaluate how well you followed your plan, what worked and what didn't, and how you can adjust them for the future. Ask yourself questions such as if you completed all tasks or projects, if you stayed within the time limit, if you minimized distractions and interruptions, if you enjoyed the tasks or projects, and if you balanced your time blocks between different categories or priorities. Think about what you can do differently or better in the next week or month to optimize your time blocks.

4 How to use tools and apps for time blocking

Using tools and apps can help you plan and review your time blocks more easily and effectively. Depending on your needs and preferences, there are many options available. For example, Google Calendar is a popular and free tool that allows you to create and edit your time blocks on any device, sync them with other calendars, and share them with others. You can also set reminders, notifications, and goals for your time blocks. Toggl Track is a simple and intuitive app that allows you to track how much time you spend on each task or project in each time block. You can also generate reports, analyze your data, and compare your actual time with your planned time. Focus Keeper is a minimalist and elegant app that helps you follow the Pomodoro technique, which involves working for 25 minutes and resting for 5 minutes. It also lets you customize your time intervals, set daily goals, and track your progress.

5 How to overcome challenges and obstacles of time blocking

Time blocking is not a fool-proof solution for managing your diary. It requires discipline, flexibility, and adaptation, and you may face some challenges and obstacles along the way. For example, you could overestimate or underestimate how much time you need for each task or project, or you could be met with resistance from others who don't understand or respect your time blocks. To overcome these issues, you should review and revise your time blocks regularly, plan for contingencies, communicate your time blocks clearly and politely to others, and negotiate and compromise with them when necessary. By doing so, you can find a balance between your time blocks and their needs.