Productivity in 2023: a guide to healthy time blocking

Work culture has been changing and with it so has the view on productivity. Historically speaking, productivity has been associated with quantity. Today, the tables are turning, with individuals and companies alike starting to value quality over quantity. Even though still in the incubator, the 4-day work week has never been closer to becoming reality and “being productive” is gaining new meanings.

In this landscape, productivity tools seem paradoxical when the consensus is to shift focus from producing lots to producing better. However, some of these tools can support both the quality of what you produce and your mental health when faced with the hustle culture - it comes down to the way you implement it.

In his book “Four Thousand Weeks: Time Management for Mortals”, Oliver Burkeman philosophizes about our unhealthy relationship with time. Elaborate productivity tools and intricate to-do lists, he says, don’t necessarily help us feel productive. We might accomplish more but never feel like we do because we’re too focused on wanting to control time. The fact is, we can’t ever fully control it. Once we accept this, we can use productivity tools more healthily to make our life easier and feel fulfilled with what we achieve.

Time blocking?

Time blocking is a simple yet effective productivity strategy that involves planning out your day in advance and dedicating specific time "blocks" for each task and responsibility. Unlike a traditional to-do list, time blocking provides structure and direction to your day, helping you establish flow and minimize distractions while allowing room for flexibility (but that’s up to you!).

How to time block in 5 steps:

1. Identify the tasks that need to be accomplished.
2. Estimate how many hours each task should take.
3. Decide how much flexible time you allot in your schedule.
4. Review your plan and ensure you have a healthy balance between work and leisure.
5. Implement time blocking using your favorite calendar app or tool.

Step 1: Identify the tasks that need to be accomplished

Write a list of what you need to accomplish: work-related tasks, such as writing a report or attending a meeting, and personal tasks, such as going grocery shopping or spending time with your family. Prioritize them based on urgency and importance.

Step 2: Estimate how many hours each task should take

Once you have a list of tasks, estimate how long each one would take to complete. Be realistic and honest with yourself - try to break down larger tasks into smaller, more manageable chunks. This will help you to accurately allocate your time and ensure that you don't overcommit yourself.

Step 3: Decide how much flexible time you allot in your schedule

Flexibility is key. Unexpected things can always pop up, and if you don't leave room for them, you may find yourself falling behind or feeling overwhelmed. Decide how much flexible time you want to allot in your schedule, and be sure to account for things like breaks, meals, and other activities that are important for you outside of work.

Step 4: Review your plan and ensure you have a healthy balance between work and leisure

More play, less work - or at least just as much time for each. Before implementing your time-blocking plan, review it to ensure that you have a healthy balance between work and leisure. Make sure that you've allotted enough time for self-care and activities that you enjoy, as well as for work-related tasks. It's important to avoid burnout and to take care of yourself both physically and mentally.

Step 5: Implement time-blocking using your favorite calendar app or tool

Finally, it's time to implement your time-blocking plan using your favorite calendar app or tool. Many calendar apps, such as Google Calendar or Microsoft Outlook, have built-in features that allow you to block off chunks of time for specific tasks (and breaks!) Stick to your plan as much as possible because remember, time-blocking is only effective if you actually follow through with it!

The takeaway

Productivity should be synonymous with mental health and, luckily, we’re slowly heading there. When used mindfully, time blocking allows you to prioritize tasks and ensures that you keep up with essential tasks while eliminating distractions and unimportant tasks. By dedicating specific time slots for tasks, you'll stay focused and motivated, leading to higher productivity and less stress.

Remember to prioritize your tasks based on importance and urgency and, most importantly, block time for play - breaks, workouts, or staring into a blank wall. With practice, time-blocking can help you move closer to your goals and create a better work-life balance.?

Remember too, that working on your relationship with time is essential for you to feel at peace while achieving your goals. You can never fully control time (it’s literally a neverending race), but what you can control is your mindset and how you use productivity tools in relation to your mental health.

Want to learn more? Listen to this podcast on the three elements of true fun (hint: it’s connection, playfulness, and flow - key elements to learning and being able to be productive!)

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