Mid Week Gyan - Time Blocking

Ever feel like there isn’t enough time in your work day to get everything done? From phone calls to meetings to just getting your Google calendar in order, your day can suddenly be zapped before you’ve even gotten a handle on your most important work. Time is one of the element which is similar for everyone - be it Employees or Entrepreneur, Rich or Poor, Child or Adults, Male or Female, etc. but still very few are able to manage it or make the best use of it.

Time Management is one of the most talked subject and still people find it difficult to execute. Even I tried to work on several techniques and implement before tumbling upon one of the technique Time Blocking. This technique can be useful to boost your productivity and help you power through your priority tasks.

Lets take few minutes to understand how Time Blocking can work and help you to make most of your time.

What is Time Blocking?

Time Blocking is the practice of planning out every moment of your day in advance and dedicating specific time "blocks" for certain tasks and responsibilities.

While a standard to-do list tell you what you need to do, time blocking tells you when you're going to do it.

The simple reason why time blocking can work is that its designed for focus. The human brain needs guardrails at work. by scheduling every minute of the day not only guard against distraction but also multiply your focus.

Single Tasking - focusing on one task a time - can make you up to 80% more productive than splitting your attention across multiple tasks.

As Deep Work author Cal Newport writes:

Sometimes people ask why I bother with such a detailed level of planning. My answer is simple: it generates a massive amount of productivity. A 40-hour time-blocked work week, I estimate,?produces the same amount of output as a 60+ hour work week?pursued without structure.”

Types of Time Blocking

There are different ways to use time blocking to streamline your work day -

1. Traditional Approach - Dividing your day into specific time blocks, each dedicated to a particular task or activity.
2. Energy Management Approach - Planning your day based on your energy levels.
3. Batch Time Approach - Grouping similar tasks together and then dedicating specific time blocks to complete them all at once.

Of Course, the above are few of the techniques, you can create your own or combine that works best for you based on the Industry you work.

Why does Time Blocking work?

Time blocking helps you protect two extremely precious resources - your time and your focus. The time blocking method works because it encourages you to think mindfully about your time and work to optimise how you use your working hours.

Advantages of Time Blocking Method

Some of the major benefits of the strategic are -

1. Promoting a flow state where you're focused and working at maximum efficiency.
2. Minimising distractions
3. Creating a sense of control over the day.

How to Start Time Blocking?

Time blocking is a powerful time management strategy especially when you see it as a framework. Lets walk through a simple process for setting up time blocking system -

1. Dedication and Disciplined Approach for taking the initiativeThe first step will be to make up your mind for identifying the need for setting up Time blocking system and be disciplined in the approach. Time Blocking is not only applicable for Office Hours - so ensure to include blocks for Habits, Family Time, Work, Exercise etc. Is it because you want more time for focused work? Or to reduce time in meetings? Or to spend time on your habits or family?Whatever you choose, knowing why you want to use time blocking and goals will shape your schedule.
2. Create a Template for your dayNow its, time to actually creating your block. Instead of jumping straight into your workday, start with guardrails for your time outside of work. What's your morning routine? How will you disconnect from work and make time for hobbies, exercise, family & friends? Here are few examples of what it might look like. Each morning, you can have a 2 hour block set aside for Exercising, Meditation and reading. After office hours 2 hour block set aside for spending time with family/children and 1 hour before sleep for your hobbies or reading.
3. Create a Template for your Work hoursBased on your routine to do list, you can actually block time for certain tasks. Many Organisations have policies to schedule morning meetings, so you can set aside the block accordingly. You can create blocks based on your work routine and can bifurcate into following categories - Priority, Recurring and Meetings. There is no specific categories, but above can be used as references. Many people uses Emails and Checking Facebook & Instagram as Categories to take some break. The more you can block out your best time for productive and meaningful work, the better. But do not forget to take mini breaks between the blocks to rejuvenate the energy and increase productivity.
4. Add blocks for reactive tasksTime blocking will never work if you do not include some urgent tasks or unplanned tasks. We are humans and not robots, so unplanned tasks on daily basis are bound to occur. So one should always keep a buffer in each block for such tasks. For example, if Recurring tasks block gets completed in 1.5 hrs keep a block of 2 hrs as in case of any unplanned tasks or urgent meeting it can be utilised.

There is no standard method or formula for creating time blocks. It will differ from each Individual. But it is important for everyone to keep a track of their to do lists. It is a practice that I follow, wherein at the end of the day I ensure to note down major tasks being completed or people I met. It gives me a sense of satisfaction for completing the tasks at the same time plan my next day. Each Individual should be aware of their daily tasks, only then they can plan it better and Time blocking can work.

This isn't to say that time blocking is a perfect solution, and there are times you wouldn't want to block your daily schedule:

• Constant interruptions and urgent tasks can destroy your system
• it takes a lot of time and effort to schedule
• Flexibility is the key as you cannot tell your boss that you won't be able to get that urgent fix

But with the help of Time Blocking you would be able to achieve productivity and focus towards your work. As Abby Lawson writes in Forbes:

[My Day] rarely goes exactly how I planned, but it does... keep me on task, and a lot less likely to go down the Facebook rabbit hole, or get distracted by something else because I know that if I take too much time on this task, it pushes the rest of my schedule back.

Quick Tips

• Place buffers between tasks
• Overestimate how long things will take
• Put in time for relaxation, learning, urgency
• Schedule your breaks (not only meal breaks)
• Revise as needed

There are plenty of tools or apps available. You can even start it on a piece of paper. Either you control your calendar or calendar controls you.

Time blocking is only one of the many time management strategies out there. Did you come across any? Please leave in comment.