Beginner’s Guide to Time Blocking

Time blocking is a time management technique that divides your day into blocks of time. Each block is dedicated to a specific task, or a group of tasks, that you complete during the designated block. Time blocking helps you strategically plan what tasks you will focus on for the day, so you are not just randomly completing tasks off a multi-page to-do list. This beginner’s guide to time blocking will explain the value of time blocking, the different variations of time blocking, and how to implement time blocking into your own schedule.

the value of time blocking

Time blocking requires you to brainstorm, prioritize your tasks, and plan your week in advance based on your priorities. You can’t block out time on your schedule until you know what tasks you need to work on, and how long they will take to complete. Time blocking enables you to focus on completing tasks most important to you, and helps you maintain that focus throughout your block. By dedicating a specific amount of time to a particular task, or group of similar tasks, you can concentrate more easily and focus more deeply on that task without distraction.

Another value to time blocking is the productivity and efficiency you will get by focusing on like tasks during a dedicated block. For instance, reviewing and responding to all your emails during a scheduled block of time, or spending an entire block focused on outlining 3 new blog posts allows you to work on single type of task. The ability to concentrate on just one type of work, instead of switching between tasks, makes you more efficient.

Time blocking also makes you more aware of how you spend your time. When you block out your days, you are noting which tasks are important to you and what you will spend your time on this week. If another task comes up, you will have to evaluate if it is important enough to change your blocks around. This heightened sense of awareness about your time will help you stay focused on tasks that are truly important to you, and keep you from jumping from task to task on a whim.

Other forms of time blocking

There are several other time management methods that are similar to time blocking. Task batching, day theming, and time boxing are often used in conjunction with time blocking. You can go deeper with time blocking by grouping similar tasks, dedicating an entire workday to one specific type of task, or setting specific task deadlines.

task batching

Switching between tasks, even small tasks, wastes your time and energy. You are more productive when you are focused on just one type of task. According to an article on Asana.com, task batching reduces your need for multi-tasking and content switching- keeping you focused on the one task at hand. Examples of task batching include replying to emails, social media, exercising, writing, or meal prepping.

Task batching is often confused with time blocking. The two techniques are very similar and are often used together. Task batching is working on smaller, similar tasks during a time period. Time blocking is actually scheduling a block of time in your day to do specific tasks. So if you take a few minutes to stop and reply to emails, you are task batching. If you schedule a dedicated block each day at 9 am to review and respond to emails, you are time blocking. You can take your time blocking to the next level by combing the two techniques and scheduling a block of time to complete a group of similar tasks.

day theming

Day theming is an advanced version of time blocking and task batching. It is a great tool for entrepreneurs and leaders who have multiple areas of responsibility. This technique allows you to dedicate a specific theme for the types of tasks to complete that day. For example, Mondays are for meetings, Tuesdays for marketing, Wednesdays for writing, etc. This helps you focus on one specific area of responsibility and reduces your context switching.

Time boxing

People often confuse time boxing and time blocking. Time boxing is setting a specific amount of time to complete a task or project while time blocking is scheduling a specific amount of time to work on a tasks or project. For example, I will work on outlining chapter one of my book from 9 am to 10 am today is time blocking. I will finish chapter one’s outline between 9 am and 10 am today is time boxing. In the time boxing example, I am setting a hard deadline to complete chapter one’s outline while the time blocking example is merely blocking out an hour to work on the outline.

how to implement time blocking

The key to successful time blocking is knowing your key tasks and priorities for the upcoming week. Create a weekly, time blocked schedule to ensure you meet all of your top priorities. At the end of each day, review your schedule and adjust the next day’s blocks based on the tasks you did not complete or start. Time blocking helps you stay laser-focused on the specific task at hand so that you are able to achieve your desired goals by the end of each day and the end of each week.

Take some time at the beginning of each week to think about the upcoming week and create your schedule. Complete steps 1-5. Each day, complete step 6 and adjust tomorrow’s schedule as necessary. Repeat this process each week. As with anything, the more you do it, the easier it will become. You’ll be a time blocking guru in no time!

step 1: Think about what is important to you

What do you want to achieve by time blocking? Are you trying to create more free time or family time? Are you trying to reduce the frequency of responding to emails, or attending meetings? Do you want to create more time to work on a big goal? Think about what you are trying to accomplish and what is most important to you as begin to time block your days.

step 2: brainstorm

Do a quick brainstorming session and write down all of your tasks you want or need to do. Next, group together as many like tasks as you can (i.e. emails, phone calls, social media, writing, researching, etc.) Make a note of which tasks or group of tasks are most important.

step 3: Use task batching, day theming, and/or time boxing

Use other time management methods to enhance your time blocking. Batch similar tasks to reduce context switching and improve your productivity. Select a day theme and focus on one specific area of your business for the day. You can also add more structure to your day by scheduling times to complete specific tasks. Time batching, day theming, and time boxing are three easy ways to take your scheduling to the next level.

step 4: create your schedule

Time block your schedule using a paper planner or digital calendar. Be sure to schedule your most important tasks first. You can create personal blocks first thing each morning and at the end of your workday to ensure you have time to complete important personal tasks and set definitive boundaries on your workday hours.

Color-code your time blocks based on task groupings. Keeping a consistent color scheme will enable you to quickly glance at your schedule and know what type of task you are working on. For example, if “content creation” is green on the calendar, you will automatically know you are working on content creation this afternoon if you see a green block. If “email” is yellow, then every time you see a yellow box on your calendar you’ll know you are scheduled to review and respond to emails.

step 5: Build in Buffer time

Sometimes our schedules do not go as planned- an urgent meeting is scheduled, your child gets sick, or a task took way longer to complete than originally thought. To help negate some of the negative impact, it’s wise to build in some daily buffer time. Add a block or two during your day to help you catch up or have time to handle any unexpected issues.

step 6: Review your schedule at the end of the day

Take a few minutes at the end of your day to review your schedule. Were you able to complete all of your important tasks? Did you underestimate the amount of time needed to complete a project? Did you have some unexpected meetings arise? Evaluate what you completed, and what is outstanding and determine if you need to adjust tomorrow’s blocks based on what happened today.

common time blocking mistakes

One of the most common time blocking mistakes is underestimating the amount of time needed to complete a task. Until you’ve learned the average amount of time it takes to complete certain tasks, you’ll need to add some buffer time into your blocks. Schedule “buffer” blocks during the middle and end of your day to give you extra time to catch up if you’ve underestimated your times or been delayed by unforeseen issues.

Another common time blocking pitfall is lack of flexibility. Being too rigid can hinder your progress. Life happens and schedules have to change. Remember that your time blocked week is a roadmap guiding you to stay on track and achieve your goals. If an unexpected detour happens (and they will), just make the necessary adjustments to your schedule and blocks and keep moving forward.

The final common time blocking mistake is forgetting to schedule in time for rest and breaks. You must remember to block out time for lunch, family, and fun! Time for rest, relaxation, and rejuvenation are critical to your health and ability to be productive.

Get started today!

Creating a daily schedule can seem overwhelming and like a waste of time. But planning your schedule enables you to stay focused on your big goals, complete your most important tasks, improve your productivity, and reduce your decision fatigue. Scheduling out your week and days with time blocking will help you better manage your days and your life.