Efficiency 101: How to Save Time and Get More Done with Time Blocking

Ready to GET MORE DONE in the New Year? If so, this article is for you!

In today's fast-paced business world, entrepreneurs are constantly looking for ways to increase productivity and save time. With a never-ending list of tasks and responsibilities, it can be overwhelming to manage everything efficiently. However, there is a simple yet effective solution to this problem - time blocking. Stay with me...!

By allocating specific time slots for different tasks, entrepreneurs can effectively manage their time and get more done in a day. In this blog post, we will discuss how time blocking can help entrepreneurs save time and increase productivity, making their lives easier and more organized.

First, let's debunk a very common myth and mistake most people make.

?News Flash...Multitasking can decrease productivity and increase errors.

Ok, now let's get to business.

Embrace the "Morning Me Moment"

Are you tired of waking up to a chaotic morning filled with stress and rushing? It's time to embrace the "Morning Me Moment" and start your day off right. This is a crucial time for you to focus on yourself and set the tone for the rest of your day. Use this time to practice self-care, whether it's exercising, meditating, journaling, or simply enjoying a cup of coffee in peace. By prioritizing yourself in the morning, you'll be able to approach the rest of your day with a clear mind and a sense of calm. This small but significant change in your routine can have a big impact on your overall time management and productivity. So, make it a habit to embrace the "Morning Me Moment" and start your day off on the right foot.

Emails – Start and End Your Day with Them

When it comes to time management, emails can be a major distraction. Constantly checking and responding to emails throughout the day can interrupt your workflow and break your focus. That's why it's important to designate specific times for email management. Start your day by addressing any urgent or important emails, and then move on to your other tasks. By setting aside dedicated time for emails, you can ensure that you're not constantly being pulled away from your main priorities. Similarly, at the end of the day, take some time to clean out your inbox and tie up any loose ends. By bookending your day with email management, you can stay organized and prevent your inbox from becoming a time-sucking black hole.

Identify and Schedule Your Fixed or Priority Tasks

One of the key principles of effective time management is identifying and scheduling your fixed or priority tasks. These are the tasks that are non-negotiable and require your immediate attention. By clearly defining and prioritizing these tasks, you can ensure that they get the time and attention they deserve. Start by making a list of all your fixed/priority tasks and then allocate a bulk block or specific time slots for each one in your calendar. Be realistic about how much time each task will take and try to schedule them during your most productive hours.

Client Work - Your "Do Not Disturb" Time

When it's time to focus on your client's work, it's important to create a "do not disturb" zone for yourself. This is the time when you need to block out all distractions and give your undivided attention to your client's to-dos. Whether you're working on a project, meeting a deadline, or engaging with clients directly, it's crucial to set boundaries and communicate that this time is dedicated solely to client work. This means turning off notifications, closing unnecessary tabs, and letting your team know that you're in your "do not disturb" mode. By prioritizing and protecting this time, you'll be able to give your clients the attention they deserve and ensure that your work is of the highest quality. Remember, happy clients lead to a successful business, so make sure to carve out dedicated time for your client work.

Lunch – A Time to Recharge - YES you need to eat!

As an entrepreneur, it's easy to get caught up in the hustle and bustle of the day, often neglecting to take a proper break for lunch. However, lunchtime is not just a time to grab a quick bite to eat. It's an opportunity to recharge and refuel both physically and mentally. Use this time to step away from your desk, stretch your legs, and enjoy a nourishing meal. Take a moment to clear your mind and relax. Whether you choose to take a walk, read a book, or simply sit in silence, make lunchtime a priority. By giving yourself this time to recharge, you'll come back to your work with renewed focus and energy, making the rest of your day more productive. So, don't skip lunch - embrace it as a valuable opportunity to recharge and take care of yourself.

Strategize Your Phone Call Block

In today's digital age, phone calls can be a major interruption to your workflow if not managed properly. To save time and stay productive, it's essential to strategize your phone calls. First, determine the purpose and priority of each call. If it's a quick question or update, consider scheduling a designated time for short calls. For more in-depth conversations, block out longer periods in your schedule. Set clear boundaries and communicate your availability to avoid unnecessary interruptions. Utilize call scheduling tools like Calendly to streamline the process. By strategically planning and prioritizing your phone calls, you can maximize your time and maintain focus on your most important tasks.

Always leave space for Variable Tasks - these are unexpected - life happens!

Life is unpredictable, and as an entrepreneur, you know this all too well. That's why it's important to always leave some space in your schedule for variable tasks that may pop up unexpectedly. (Working parents, you know what I mean)

These tasks could include last-minute meetings, urgent client requests, or even personal emergencies. By setting aside some flexible time in your calendar, you'll be prepared to handle whatever life throws your way without feeling overwhelmed or stressed. This also allows you to be more adaptable and responsive to the needs of your business and clients. So, don't try to pack your schedule to the brim – leave some breathing room for those variable tasks. Remember, it's better to have a little extra time than to be constantly scrambling to catch up.

Ready to TIME BLOCK your calendar??

In this video from my LinkedIn Learning “How to Work Smarter Not Harder” course,? I will walk you through how to set up your calendar step by step.?

GOOD LUCK!

And hey, I would love to know if this is helpful. What is your favorite time management method or tool? Drop your thoughts in a comment below.

DISCLAIMER* We all work differently! Use this Time-blocking example as a FRAMEWORK that you can customize to meet your needs!