Embracing Time Boxing: How I Unlocked Productivity and Balance in My Day

Not enough hours in the day? Hack Time Boxing.

Things are moving faster then ever in both our professional and personal lives, this often has us feeling like we have an endless to-do list with items added every day that never get done.?

Here’s my advice — chuck the to-do list(s) and prioritize via time-boxing. I’ve been doing it for years and it's taken over my life.?

Let’s break it down;?

First, let's agree to accept that each day has finite hours, minutes seconds — you cannot change it so don’t fight it, lean into it and organize accordingly.?

Next, let's all come to terms with the fact that not all activities are created equal. I read a post from Codie A. Sanchez recently on how to prioritize what you spend time on into three pillars; it’s derived from Navy Seals and breaks tasks into Critical, Essential, Enhancing categories. I encourage you to read the post.

Using this method triage the backlog (to-do list) of activities in your life into three categories

1. It adds immediate value / must be done now. It is a requirement.?
2. It adds value in the near-term. I need to do this but not now.?
3. It is a nice to have that will add value long-term but not urgent or necessary.?

If activities do not add value you need to revisit if they make justifiable sense to allocate time toward, no ROI = no value

Pause on ROI; ?only you can determine if an activity gives you value and what the ROI could be. I put a lot of value in walking my dogs, you might not even have dogs.

Once you have triaged the action items into the three sum categories above, you now need to estimate how much time each will require to complete + the style of work they require. Deep focus, collaboration, other stakeholders that need to be available etc..

Some tasks require multiple days so forecast that. Also not expect to do 8 hours of deep work in a row. Experts say more than a couple hours of focused work is counter-productive. Now you have all the information, you can plot out your week(s) into blocks of undivided attention.

There are a couple key blocks that I add consistently that never change and suggest you consider what works for you.

1. My morning routine — a strong start is important in all races.?I block the first hour of every day for two main things. Receiving / categorizing inbound communication from the day before (ie check messages across platforms) and confirm / adjust the time-boxed calendar based on those messages should priorities change based on the value criteria.
2. Time to walk the dogs, good for everyone + nothing resets your brain like a good walk between workflows.
3. Family time at dinner. Do not underestimate the value of having your meal as a family.

Now we have a skeleton of unchanging activities. You have the blank space in the day to fill now based on the remaining priorities. It's a good idea to plug in any key meetings or collab time that are dependent on multiple people with varying availability next as these things are less flexible. And finally block off deep work and light work tasks based on when you are most productive. For my learning style and routine 10 - 3 is best for deep work with light tasks or team connects after lunch (I eat a late lunch around 3).

Top Tip! There are many great reads on Start-up capital (I’m not talking about VC’s) when it comes to getting things done. Each time you pause a task to shift focus onto your inbox, your phone or something else, you lose momentum -- then when you try to start back up it takes extra effort to hit the same flow. Try and avoid loosing your groove at all costs to keep the flow going, put the phone on DND mode and only check emails once or twice a day during time-boxed time. It's amazing how many senior leaders I know that get sucked into their inbox, perpetually busy and never achieving forward momentum.?

If your role requires it, schedule time to be creative. This usually means sit around, do nothing, and think of ways outside of regular operations you can improve yourself and your projects. You have to look down at your goals from 30K feet to get a big picture pulse check so this time to zoom out or brainstorm is very valuable.?

With all this I plot out my week in advance and get to it. I never start a day without a plan and that way there is very little chaos, I know where I am in my activities and I almost always feel in control.?

Benefits From Time Boxing;?

1. Increased Focus and Concentration:

As I began time boxing, I noticed a significant improvement in my focus and concentration. By setting dedicated time frames for each task, I eliminated the distractions and overwhelming thoughts that used to hinder my progress. This allowed me to fully immerse myself in the present task, leading to heightened focus and improved efficiency.

2. Enhanced Time Management Skills:

Time boxing is instrumental in developing time management skills. As you allocate specific time blocks to various activities, you gain a better understanding of how long each task truly takes. This newfound awareness helps one plan their day more effectively, accurately estimate project timelines, and avoid the trap of procrastination. With consistent practice, you become more proficient in estimating task durations and optimizing the schedule accordingly.

3. Improved Productivity and Efficiency:

Embracing time boxing transforms productivity levels and overall efficiency. By dedicating focused time slots to individual tasks, you eliminate the urge to multitask—a habit that often leads to decreased productivity and compromised quality. With undivided attention and minimal distractions, you find yourself completing tasks more efficiently and accomplishing more throughout the day. The sense of achievement from completing each time box propels you forward, leading to a consistent flow of productivity.

4. Reduced Stress and Overwhelm:

One of the most significant benefits experienced from time boxing is a reduction in stress and overwhelm. Breaking ones day into manageable chunks allows you to gain a clear overview of commitments and deadlines. This clarity eliminated the constant anxiety of feeling lost or unsure of what to focus on next. Knowing that allocated time blocks are for for different tasks provides a sense of control and peace of mind, allowing one to approach their day with a calm and composed mindset.

5. Enhanced Work-Life Balance:

Time boxing plays a pivotal role in promoting a healthier work-life balance. By setting boundaries and dedicating specific time slots to both work and personal activities, you ensured that you make time for self-care, hobbies, and meaningful relationships. This balanced approach helps to prevents burnout, increased overall satisfaction, and allowed you to enjoy the benefits of a fulfilling life outside of work.

Take it from me:

Embracing time boxing has truly transformed how I manage my day, unlocking a world of productivity and balance. Through increased focus, enhanced time management skills, improved efficiency, reduced stress, and a better work-life balance, I have experienced remarkable personal growth. I encourage you to embrace the power of time boxing in your own life, set realistic goals, prioritize tasks, and witness the positive impact it can have on your productivity and overall well-being.

I’ve shared this method with many colleagues over the years to great success.

Top tip! If you manage a team, combine this with a Kanban board and you’ll really be flying!

Do you time box? Let me know!?