We all have the same 24 hours in a day, yet many of us complain that we do not get enough time. From the moment you wake up till you hit your pillow again at night, you are engaged in tasks that take up your time.
Sometimes it so happens that even after working the entire day you may feel that you did nothing or that the important things are still pending. Where did you go wrong? Work is not an issue but what work you do matters too. Whether you want to admit it or not, everyone has a limited supply of energy, focus, and willpower.
Eventually, those crazy workweeks will come back to haunt you as you begin to crash and burn.
Without having some sort of time management technique you’re just spinning your wheels. You may be a hustler but what are you hustling for? Is your hustle getting you the expected results?
If not then this blog is meant especially for you! Read about one of the most efficient ways of time management “time blocking” in the article below.
What is Time Blocking?
Time blocking is a pretty straightforward concept where you segment your day into defined chunks of time. You schedule your tasks and activities hour by hour throughout the day. It is just like your to-do list but with the component of time. Your to-do list tells you what you have to do while your time blocking tells you when to do it and for what duration.
This time component is important as without the time you may end up doing one single activity the entire day and not get enough time to do something that is a priority. For example, instead of checking your emails throughout the day, you set a block of time, let’s from 8:00 am to 8:30 am, to clear your inbox and respond to messages. Once your inbox is at zero, you move on to the next task.
The key to time blocking is organizing the tasks that need to be completed and then setting aside a specific timeframe to focus only on those items.
How to Time Block?
In the beginning, the idea of time blocking may sound overwhelming. However, as you practice this method you will notice that you aren’t scheduling everything in detail. Instead, you are only dividing your day into blocks so that you can focus on one thing at a time. Here are some pointers that can help you get started.
Block your priorities
This is probably the most difficult part of time blocking. Sometimes we may feel like everything is important and everything is a priority. Of course not! So, take a couple of minutes and create a to-do list of the tasks that you need to complete each day. Next, list each task and rank them in order of importance. These are usually the responsibility that helps you reach a goal.
Now, take your list and block out the most important and urgent task for first thing in the morning or during that time of the day when you feel you are the most productive. From there, set blocking out chunks of time for your second most important task and so forth. If you don’t get to the tasks that are neither important nor urgent, no worries. You’ll get to them tomorrow.
Stop working on clock time – work when you’re most productive.
This means you can create a schedule that’s based on when you’re most productive. Now, for most of us who work a 9 to 5 job, this may not always be possible but you can try managing your day at work depending upon your productive work time. If you are more productive from 1:00 pm to 4:00 pm, then block out that in your calendar for your most important work.
Create theme days
Instead of attempting to do 10 different things in one day, create theme days. Arrange all your related tasks according to one theme and try finishing it on that day itself. This creates a flow, prevents multitasking, and ensures that you have all of the tools and resources needed for that specific day.
Reserve breaks and time off
It’s tempting to block out every hour of the day. But, that’s counterproductive. Always schedule an empty block of time in your calendar. You can use these blocks to meditate, go for a walk, or just do absolutely nothing. It also adds some flexibility to your schedule in case there’s an emergency. Because there are blank spaces in your calendar, that’s not a disaster since you have the extra time to push everything back.
Set boundaries but be flexible
When you’re involved in deep work, then that’s the only thing that you’re focusing on.
Emails, phone calls, and knocks on the door all have to wait until you’re done. Just make sure that you let others know when you wish not to be interrupted. At the same time, life is unpredictable. While you should try to stick to your schedule as much as possible, don’t be afraid to be a little flexible.
Use a calendar to track your blocks
Nowadays there are many calendar apps with different features that you can choose from. Having a calendar app is a key component of time blocking since it can be used to track your blocks and avoid scheduling conflicts. You can even use a paper calendar for this exercise, but with an app, the biggest advantage is that you can carry it around wherever you go.
Revise
Finally, track your progress either every week or month and revise your schedule as needed. For example, if I blocked out two hours to write a blog post, and it only took me only one, then I can adjust my calendar to reflect that by pulling my next task forward.
Advantages of Time Blocking
Time blocking prevents multitasking and interruptions from dictating your day. As a result, you will cross-off items from your todo-list faster and you’ll be more productive.
It also encourages those busy bees to schedule time for themselves. The much-needed “me time” in your calendar can help you recharge when running on fumes while giving you the time to enjoy life.
It will also help you balance your urgent and important tasks and force you to commit to your priorities.
Time blocking promotes deep work while combating procrastination and assists you in becoming more realistic with your time so that you aren’t over- or underestimating how long it will take to complete a task.
Let’s you say “no” without feeling guilty since you know when you’re available and when you’re not.
Some Challenges To This Method
Although time blocking may be very effective for planning your day even this method comes in with a few difficulties. Knowing them beforehand can make your time-blocking exercises more effective.
Requires effort to plan
Scheduling your day to the level of tasks by hour requires careful planning, time, and effort. Whether your reason is laziness or lack of time, not everyone can plan to run their whole day on a premeditated schedule.
Things may go against the plan
More often than not, some tasks may take longer to complete. This may in turn disturb your entire day and leave you flustered.
Wrong estimation of time
As human beings, you and I tend to overestimate our abilities. You assume you can complete 10 tasks in a day but manage only 5. People may misinterpret the time available in a day to get work done.
An unplanned event derails the plan
Unexpected events are bound to occur and when they do, you have to go against your schedule. Such anomalies may annoy you and confuse your schedule leading to unproductive hours.
Complete time blocking undoubtedly yields fantastic results, but it is not everyone’s cup of tea to plan the day with blocks. Nevertheless, you can devise ways and means to incorporate this method into your routine or for a specific task and reap its benefits.
So, would you practice this technique of time management? Do let us know in the comments section below!
Author: Dr Pooja Nilgar (Content writer and editor)
