Time Blocking: Work by the Block Instead of the Clock!
Today’s post is going to introduce a concept that I have personally used to get more focused work done. And just recently I came to find out that there was a name for it – time blocking.
I am not the first person to write an article on time blocking; not by any stretch. But then again Steve Jobs wasn’t the first person to invent any of the electronic gadgets he was famous for, he just took the best of what was out there, then tried to improve upon it in his own way. So, that is what I am going to try to do here, I will attempt to write a different article on time blocking by making it entertaining and actionable. I will also try to integrate some other time management principles that we have covered in previous blog posts that you can use alongside time blocking.
Ok, So What Exactly is Time Blocking?
Time blocking is exactly what it sounds like. You allocate chunks of time on your calendar to different tasks on your to-do list, then you work uninterrupted on that task during that chunk of time. Sound simple? It is, and it works.
Let’s jump back to how I first started using time blocking, even though I didn’t know there was a name for it. Most of my days would consist of me spending an inordinate amount of time in pointless meetings that seemed to quickly fill up my calendar. Since I spent most of the workday in meetings I would end up having to stay late and/or work weekends just so I could get my real work done. Not good!
Finally, I had enough…
…and decided to do something about it. I went to my Outlook calendar and started blocking off periods of time for actual work – usually in the mornings since I am a morning person and am more focused then. I then asked my administrative assistant not to schedule any meetings during that time unless it was my boss (tough to say no to the CEO) or a special case.
It Worked Like a Charm!
I was able to get a ton of focused work done in the mornings, which left the afternoons for meetings for when my focus and energy waned a bit.
Why Does Time Blocking Work?
There are a few reasons that time blocking works, it:
Holds you accountable – When you have an appointment set up with someone you usually keep it, why is that? Because you don’t want to be a flake and you don’t want to let the other person down. The same logic holds here, but instead, you are setting an appointment with yourself.
Forces you to estimate how long something takes – Instead of just starting a task without thinking about how long it takes, time blocking forces you to estimate its length. This means you are more unlikely to overcommit.
Neutralizes Parkinson’s Law – If you are unfamiliar with Parkinson’s Law, it basically states that a task expands to fill up the space allocated to it. Therefore, allocating a block of time to a task (providing you don’t overestimate it) means you are more likely to get it done due to the fact you know you only have that much time.
Allows you to keep track of your time – That way you can go back later and use it as a tool for reflection. You can look at your calendar and determine if you are spending your time doing the right things.
Macro Time Blocking vs. Micro Time Blocking
Time blocking can be used on both a macro and micro level.
At a macro level, you can use time blocking to schedule long-term things by the year (such as doing an Executive MBA that takes 2 years), a month (your favorite mother in law wants to spend a month with you) or week (taking time off for vacation).
On a micro level is where you will use it on a daily basis to make progress on that ever important to do list. Depending on the task you are trying to accomplish, you can schedule time blocks by the hour or even by the minute (Tesla and SpaceX founder Elon Musk is said to utilize 5-minute time blocks). Do whatever works for you.
How to Use Time Blocking – Use It or Lose It
Now for the actionable part of this post, how to use time blocking in your life:
(1) Figure out what you need to do i.e. your list of tasks.
(2) Next, prioritize them. One method that you can use to prioritize things is the Eisenhower Urgent-Important matrix which we discussed in a previous post.
(3) Figure out how long each will take.
(4) Assign blocks of time for each, the length of the block will be proportional to the estimated length of the task. Remember to assign only 1 task per block.
(5) Execute the task.
(6) Move on to the next block.
Helpful Hints and Things to Remember:
Saying No
You are going to have to get good at saying no to things, people, and whatever else tries to interrupt your time blocking. Being unapologetic with your time is not being an asshole; it is necessary to get stuff done.
Limit Distractions
Another thing you will need to do is limit distractions such as social media, cell phones etc.
Utilize Best Time of Day
You may want to schedule time blocks based upon the time of day when you can do them the best. For example, many people have less energy in the early afternoon, making it ideal for more robotic and less intellectual activities like sending emails or doing administrative tasks. Recall a previous post I wrote on the best time to do things based on science.
Avoiding Parkinson’s Law
Make sure you give yourself enough time, but not too much time as you don’t want to be a victim of Parkinson’s Law!
Learn on the Fly
As you do more time blocking you will get better at it. You will learn the best times to do things, and how long things take, so you are allocating the proper amount of time.
Be Flexible
There are going to be times when a crisis or emergency pops up. It happens, be flexible, if something pops up, simply move your time blocks around.
Use Batching!
Utilize the concept of batching, which involves grouping similar tasks together – which we covered in a previous post. This way you aren’t wasting time jumping from task to task. For example, setting a time block for doing emails instead of doing them at all different times.
Where to Use Time Batching
You can use time blocking in various places – at work, at home, when you are studying etc.
Don’t Just Batch Tasks…
Remember not just to time block tasks, you will also want to time block other stuff. Some examples are reading, exercises, date nights, time with friends, time to sleep!
Plan Ahead!
I also recommend not doing your time blocking at the last minute. Do it in advance. Ideally, do it the night before. You may even want to make it part of your bedtime routine!
Think and Reflect
Lastly, block off time to plan and think and reflect and read Prime Your Pump!
“So, Do You Still Get Your Assistant to Block Your Calendar?”, you ask.
Good question. I am no longer at that job. You see my boss who was CEO left, and the new CEO brought in his own people. And as usually happens, they wanted to bring in their own team. So, I was given the boot. It happens, such is life and expected when you are in those types of positions.
It turned out to be a blessing and has allowed me to pursue my passion for writing. I truly believe things happen for a reason.
So, I was totally ok with what happened to me, the problem is that my new boss told the people who worked under me that they were all safe after my departure and had nothing to worry about. Sadly, he was not being upfront with them and proceeded to lay them all off as well, less than a month later. Not cool and not a good way to treat people.
So, to answer your question, no, my assistant no longer blocks my calendar…I block my own calendar these days and still use time blocking, just for different tasks.
In case you were wondering whatever happened to the guy who got rid of me and my team? Turns out he only lasted a year in his position before he was asked ‘to find his happiness elsewhere’…I’m not sure if he was into time blocking, but if he is, he is doing it somewhere else too!
Until next time…work by the block not by the clock, watch out for karma, and as always…PYMFP!
–Rick
When to Use It:
When you need to get more focused work done.
What Do You Think?
Do you use or have you ever used time blocking? How did it work for you? Are there any other areas of your life where you use it other than the ones mentioned above? Please share in the comments below!
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References
15 Secrets Successful People Know about Time Management: The Productivity Habits of 7 Billionaires, 13 Olympic Athletes, 29 Straight-A Students, and 239 Entrepreneurs by Kevin Kruse – https://www.amazon.com/Secrets-Successful-People-Management-Straight-ebook/dp/B016FPTIZ6
Master Your Time Master Your Life: The Breakthrough System to Get More Results, Faster, in Every Area of Your Life by Brian Tracy
i am planning on giving it a try.Never used it before.
Very cool Delbra, let me know how it goes! Thanks, Rick
i haven’t tried time blocking yet but plan on giving it a try.It’s just that in my position it is hard for me to say “NO”.There are things that tend to break down and i am looked at to try and fix or solve the problem even though i am working on a project.That’s just how it is,but i will try it.
Yup, I hear you. It’s tougher for some jobs than others Robert. Maybe you can figure out certain times when no one comes to you, like early in the morning, for example. Best regards, Rick
I have started using time blocking and feel as though it can be applied to my personal needs as well as my professional needs. Thanks for the advice.
Hi Bubba, thanks for reading and for commenting. Totally agree, it can definitely be used for personal needs, I use it a ton in my personal life. You may want to try batching or grouping similar tasks together instead of jumping from different task to different task. Multitasking has been shown not to work as it takes time to refocus. Take care and let me know if you have questions. Best, Rick
Thanks for the information. My new experience with blocking has helped me realize I need to schedule more realistic time lines for my tasks. It has also helped me recognize when the majority of interruptions occur so I can plan my focused blocks accordingly.
Hi Debbie, our pleasure, thanks for reading! Yes, agree, scheduling realistic times can be tricky, but it gets easier with practice. That is good awareness by you of recognizing when interruptions occur, well done! Take Care and holler if you have questions, Rick
I grew up using my own time blocking method at home & it was very useful! My office at work is up front in the lobby area & I am also the back up to the receptionist. There can be a lot of commotion, calls, customers & employees coming & going & everyone wants to say “Hello” out of common courtesy. It is very distracting. Unfortunately, I would have to close my door at time blocking time, because i cannot ignore people, period.
Hi Tammy, thanks for reading and commenting. So cool that you figured it out at home on your own, good job! Yeah, I hear you it is definitely more difficult in some positions than others. Take care, Rick
My days include a lot of interruptions and answering the phone constantly. I have applied the Time Blocking system but I have not been able to follow it due to the constant interruptions. I think with more practice and careful planning the system would be a great and effective tool to use.
Hi Autumn, Thanks for reading. It definitely is a great system, it sounds like your challenge will be figuring out how to limit the interruptions and distractions. If the phone calls are ones that you can deal with later you may want to send them straight to voicemail and then set a time block to deal with phone calls and voicemails. The problem with phone calls is that they interrupt your focus and then you need to get re-focused which takes time. Multi-tasking has been proven not to work. Best of luck and holler if you have any questions! Best regards, Rick
While I blocked out time for different projects, I wasn’t always able to stick with the time block I allotted. I have never used time blocking, but hopefully I will become better with practice. I think closing my door, not answering the phone or e-mails during these times would help me benefit from time-blocking.
Hi Myka, Thanks for the comment. Yup, you got it, you definitely need to limit distractions like the phone and email. What I do is set a time block just for email and another for phone calls. Interruptions and multi-tasking will just distract you. I wrote another blog post on Best Time of Day to do things that you may want to check out – https://primeyourpump.com/2018/05/15/best-time/ Best of luck and holler if you have any questions! Rick
I will definitely be be using this not only at work but at home as well.
Hi Donna, Yeah I use it at home for errands and chores all the time, works like a charm! Best, Rick
It was good to apply the time blocking at work. The week wasn’t as rushed and ran a little smoother.
Hey Kristi, thanks for the comments. Totally, and you will only get better at it the more you use it. If you have any further questions please let me know. Take care, Rick
I think with time and practice this will be useful both at work and home.
Hi Melissa, 100%. The more you do it, the better you will get at it. Thanks for commenting! Take care, Rick
This is very helpful, I definitely need to apply this to my household chores and errands.
Hi Sunny, Totally – I use time and batching (I have a previous article you may want to check out on that) together for household chores and errands – you would not believe how much time you can save. Thanks for reading and commenting! Be good, Rick
I used this method and I have done so before. It is a great system to use, you just have to get used to it.
Hi Tambria, thanks for reading! Yep, totally agree, you just need to get used to it. Best, Rick
I tried this, and I really liked it! I found that while I wasn’t able to stick to the actual times that I blocked out, I was able to complete all the tasks by the end of the day. I think over time and with more practice, I will be able to time block more realistically and use the system in an efficient manner.
Hi Zoe, thanks for the comment! You nailed it, it does take practice to estimate the time it takes to do things. And yes, stuff does pop up that interrupts you the odd time, so being flexible is important. But, if you stick with it, in the long run it will make you more efficient. Take care, Rick
I will definitely be using time blocking daily! This will benefit me on a daily basis.
Hi Cynthia, thanks for reading and for the comment! It really is a great tool that I use daily myself. Cheers, Rick
Medical professionals (including veterinarians) have been using time blocking for decades. The front desk people maintain a list of appointments in 15 minute increments – a routine checkup may be 15 minutes, needing to draw blood may be half an hour, a physical may take an hour, in-office minor surgery might also last an hour. Doctors prefer to perform scheduled hospital surgeries in the morning, they are more alert and fresh – “Ok, today I have 2 gall bladders and then a boob job on that chick who wants to win the Miss Mugwump County beauty pageant. Finish at 11, then golf.” Of course, there’s the unexpected emergency that will throw all the planning out the window, and everything backs up.
People time block without even realizing it. Take watching TV – using your pen, mark up the TV section of the newspaper – begin with Amateur Sword Making, then Dancing with Baboons, followed by the Family Guy all-night marathon. And if there’s an hour with only crap on TV- that’s when the floor gets vacuumed and the laundry get washed. If we are going to visit our friends over in the Central Valley and need to be there at 10, it takes 45 minutes to drive so leave at 9:15, it takes my CYT half an hour to get ready, so set the alarm for 8:45. Sort of Time Blocking in reverse. Most people call that Scheduling – take the end result and work backwards to define the start.
Well, now I have 5 minutes to put on my shirt, socks, and shoes. CYT says she’s leaving in 5 to do grocery shopping. Bye!
Good examples, Dave. One of the big problems medical professionals make is misjudging the time it takes to do something or overbooking which like you say throws the whole thing out of whack. Yup, you really can use time blocking for various things in your life. Glad to see you time blocked 5 minutes to get ready for your shopping trip with CYT! Be good, Rick