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What are some best practices for setting and sticking to your time blocks?

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Time blocking is a popular productivity technique that involves dividing your day into chunks of time dedicated to specific tasks or goals. By setting clear boundaries and expectations for your work, you can avoid distractions, focus better, and achieve more. However, time blocking is not a magic bullet that works automatically. You need to plan, execute, and review your time blocks effectively to make the most of this method. In this article, we will share some best practices for setting and sticking to your time blocks, as well as some apps and tools that can help you along the way.

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Choose optimal time block durations:

Experiment with 25-50 minute time blocks followed by short breaks. This balance helps maintain focus and prevents fatigue, making it easier to stick to your schedule.### *Combine calendar and timer tools:Use a calendar to plan your tasks and a timer to stay on track. This dual approach keeps you organized, accountable, and ensures you make the most of your time.

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1 Choose the right time blocks

The first step to successful time blocking is to choose the right size and duration of your time blocks. There is no one-size-fits-all answer to this question, as it depends on your personal preferences, work style, and the nature of your tasks. However, some general guidelines are to avoid too short or too long time blocks, as they can either disrupt your flow or cause fatigue and boredom. A common recommendation is to aim for 25-50 minute time blocks, followed by 5-10 minute breaks. You can also experiment with different lengths and frequencies of time blocks and breaks, and see what works best for you.

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Caroline David

Business Development | Client Relationship Management | People Management | Business Management
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Time blocking is vital for good time management. It lets you set aside specific times for different tasks. Choosing the right time blocks means doing tasks when you're most ready, boosting productivity and reducing delays. You can do this by figuring out which tasks are most important and urgent and scheduling them accordingly. It's also essential to think about what times of day you work best. Here are some steps to follow: - Identify priority based tasks. - Estimate how long each task will take. - Think about when you have the most energy. - Stay flexible to handle unexpected tasks.

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Michael Rivera

RVP| 4x LinkedIn Top Voice| Top Voice Leadership, Leadership Development Coach & Healthcare Management|Retired Military
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Given the limited nature of our attention spans, it is impractical to dedicate an uninterrupted 25 minutes to deep focus tasks without strategic planning. To enhance productivity, it is advisable to segment tasks into manageable portions. Utilizing timers can effectively aid in maintaining this discipline. Additionally, incorporating these focused sessions into your calendar is essential. Inform your team of your schedule to minimize interruptions. To optimize concentration, it is recommended that you create a distraction-free environment: silence your phone, disable notifications, and if necessary, put your computer to sleep. This structured approach facilitates sustained attention and improved productivity.

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2 Prioritize and batch your tasks

Another key to effective time blocking is to prioritize and batch your tasks according to their importance, urgency, and similarity. You can use a framework like the Eisenhower matrix or the ABCDE method to rank your tasks based on their impact and deadline, and assign them to your time blocks accordingly. You can also group similar or related tasks together, such as emails, calls, meetings, or creative work, and allocate them to the same time block. This way, you can reduce the switching costs and mental clutter that come from jumping between different types of tasks.

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Elia Ahadi

building a new venture ??
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Using frameworks like Eisenhower matrix or ABCDE method certainly helps with priority. Once you have assessment of what to prioritize, batching your tasks that are mostly related does help with your efficiency. You can also use tools to block out anything not related to your current task such as setting app timer limits, having a different location/environment best suited to task, and choosing right time of day that makes most sense for you and your team to do these type of tasks.

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Caroline David

Business Development | Client Relationship Management | People Management | Business Management
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Prioritizing the tasks can be done by organizing the tasks based on urgency and importance and then grouping similar tasks to streamline workflow. In doing so, one can focus their time and energy on what matters most, leading to greater efficiency, reduced stress, and improved overall performance and productivity.

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3 Use a calendar and a timer

A calendar and a timer are essential tools for time blocking, as they help you visualize, track, and manage your time blocks. You can use a digital or a paper calendar, or a combination of both, to plan and schedule your time blocks in advance. You can also color-code or label your time blocks based on their category or theme, such as work, personal, or leisure. A timer, whether it is a physical device, a smartphone app, or a web-based tool, can help you stay focused and accountable during your time blocks. You can set a timer for each time block and break, and follow the Pomodoro technique or a similar method to maintain a consistent rhythm.

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Caroline David

Business Development | Client Relationship Management | People Management | Business Management
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Blocking your calendar for daily tasks is a great way to stay organized and focused. It reminds you of what you need to do and helps you stick to your schedule. Using a timer adds another layer of control. It lets you know if you're keeping up with your planned timings or if you're falling behind. Combining a calendar and a timer is a smart move for better time management and getting more done. It keeps you on track, helps you prioritize tasks, and ensures you make the most of your time. Additionally, these tools can also help in avoiding over-scheduling and burnout by allowing for designated breaks and time for relaxation.

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4 Be flexible and realistic

While time blocking can help you structure and optimize your time, it is important to be flexible and realistic about your plans and expectations. You cannot predict or control everything that happens in your day, and you may encounter unexpected challenges, interruptions, or opportunities that require your attention. Instead of sticking rigidly to your time blocks, be prepared to adjust them as needed, and leave some buffer time or white space in your calendar for emergencies or contingencies. You should also be realistic about how much you can accomplish in each time block, and avoid overloading or underestimating your capacity.

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Elia Ahadi

building a new venture ??
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Having a packed schedule and task list for you isn’t very productive since everyone does need to take a break. Also in a given work day there is likely some task that alters your priorities. 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.

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5 Review and improve

The final best practice for time blocking is to review and improve your performance and results regularly. You can use a journal, a spreadsheet, or an app to track and measure how well you followed your time blocks, how productive and satisfied you felt, and what challenges or obstacles you faced. You can also compare your actual output with your planned goals, and identify any gaps or areas for improvement. By reviewing and reflecting on your time blocking experience, you can learn from your mistakes, celebrate your successes, and fine-tune your strategy for the future.

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What are some best practices for setting and sticking to your time blocks?

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1 Choose the right time blocks

2 Prioritize and batch your tasks

3 Use a calendar and a timer

4 Be flexible and realistic

5 Review and improve

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