Here's how you can maximize productivity by using time blocking as an internal communicator.

Setting aside specific blocks of time for important tasks, such as crafting messages or developing strategy, reduces the need to multitask and improves the quality of work. I find it particularly helpful to prioritise the tasks that require the most concentration and then devote uninterrupted time to them.

Time blocking starts with understanding its basic premise: dedicating specific chunks of your day to accomplish certain tasks, thus reducing the need to multitask. For internal communicators, this could mean setting aside a block in the morning for crafting important messages and another in the afternoon for strategy development. The key is to prioritize tasks that require the most focus and allocate uninterrupted time to them. This approach helps produce higher-quality work in less time, enhancing productivity and efficiency.

One simple yet effective mechanism to prioritizing is to always prod and prompt when Someone needs Something by. Often, matters come across as urgent and so we run, when in reality the answer might be “in two weeks’ time” or “we don’t yet have a date”. This allows us to plan ahead, and it also helps us shift the conversation to become more strategic.

Use a triage system for managing priorities and be clear when deadlines are project led or self determined. It's easy to drop other pieces of work to meet a given target only to discover that this is a self imposed deadline that 'Barry' has decided on because it means he can remove it from his to do list a day early. I know, I've been there!

Prioritization is critical in time blocking. Identifying the most important and time-sensitive tasks is essential. As an internal communicator, urgent press releases or employee announcements might take precedence. By prioritizing these tasks and blocking out time for them first, you ensure that the most critical communication pieces are handled promptly and effectively. This approach is vital for maintaining the trust and confidence of your audience, as it demonstrates reliability and responsiveness.

Writing often requires deep focus. Constant distractions are a recipe for shallow writing that takes 3x as long and is 1/2 as good. Figure out your sacred hours where you do your best work and block this time FIRST. Then when people schedule meetings, they schedule around it. You have to respect your own time before other people will.

As internal communications professionals, we have several tasks that take different skills and different focus levels to complete: - creative skills to write and articulate information - analysis skills with information gathering and data review - information collection and organization - preparation and presentation of information - etc. Time blocks are the most efficient way to focus on one skill area in internal communications to be more effective in our positions. I find this to be especially true with writing, organizing and articulating communications like newsletters and campaigns. Using time blocks allows IC professionals to get more done in focused work blocks with limited distractions.

Absolutely what I do. All my notifications are off all the time. My phone is on silent unless I am expecting a call. Just my watch is allowed to interrupt me, I can glance at it and decide whether to answer without reaching for my phone or PC. However, I also have some Outlook rules and certain contacts that can break through the silencing.

Things that help me focus during my time blocking: - Get some headphones to block out any distracting noises - Write down a specific task that you want to complete during this time. This helps to keep you motivated as you can visually see your progress. - Don't block too much time at once. First of all, it may seem like you have endless time and you're more likely to procrastinate, and secondly, taking breaks and chatting with colleagues can improve your workflow by giving you new ideas or just letting you breathe for a minute.

This one is key for me, the way that I do it is close down anything with notifications, Outlook, Microsoft Teams, and switch phone to 'do not disturb', switch on Windows 11 Focus mode and then off I go.

Be patient with those around you. They need to get used to the concept too. Don't dismiss them, but be there for them when they need something urgently. Don't forget to set boundaries and know what's important.

Here are three final things to consider: 1. Be realistic in setting your goals as you set time parameters. Never set yourself up for failure. Remember—these are self-imposed deadlines. 2. From a client relations perspective, be sure to carve out time to provide periodic updates and check-ins. Radio silence doesn't mean you're not working on your project, but your client may not realize that. 3. Build your deadline schedule in increments. If you manage newsletters and other publications, don't set one single deadline to complete all your deliverables. For example, add interview deadlines, writing deadlines, and photography deadlines. There is nothing worse than scrambling at the last minute to complete a publication.

Time blocking is valuable. However, what you do with that time matters. While focusing on core deliverables is important, what can maximize your time and grow respect is when you use part of that time to empower stakeholders. I am often surprised by how little stakeholders know of the team's capabilities or what #internalcomms can do or the resources available to self serve. Taking time to #coach stakeholders will result in more time downstream to focus on the important stuff.