If your day is anything like mine, there always seem to be too few hours for too many tasks on your daily list. Staying productive can feel like an uphill battle. As a business professional or entrepreneur, managing your time effectively is crucial for success.
I’d like to introduce my favorite way to organize my day: time blocking. It’s a simple yet powerful productivity technique that has been embraced by many high achievers who attribute their success to time blocking. They use it to maximize productivity and maintain balance in their lives.
For instance, Bill Gates, Microsoft’s co-founder, has been a long-time advocate of time blocking, using it to allocate time for deep thinking, meetings, and personal development. Author of Deep Work and a computer science professor, Cal Newport, promotes time blocking as a way to achieve high levels of focus and meaningful work.
And one of my favorite historical legends, Benjamin Franklin, used a structured daily schedule to allocate time for work, learning, and self-improvement. Smart move from the 18th century.
What Is Time Blocking?
Time blocking is a time management method where you divide your day into dedicated blocks of time, each assigned to a specific task or category of work. Instead of reacting to tasks as they arise, you proactively structure your day to ensure your most important work gets done. This technique helps eliminate decision fatigue, reduces wasted time, and enhances focus.
Unlike a traditional to-do list, which often leads to multitasking and constant interruptions, time blocking forces you to commit to single-tasking. This, to me, is what gives this method a powerful advantage. By setting aside intentional time slots for work, breaks, and personal activities, you create a structured plan that boosts efficiency and minimizes procrastination.
I highlighted “intentional time slots” because that is the key for getting things done. When you fill a slot in your daily schedule with one specific task, it helps you focus on that specific task just for that time.
The Benefits of Time Blocking
I’ve used time blocking for years and will admit a few things. First, I have become distracted or de-railed at times regarding the blocks of time I’ve set aside for working on projects or completing a task. But second, because I time block a few of my daily activities at the same time for each day, it creates a rhythm that makes it easier to stay on track or get back on track and accomplish what I need to do.
Here are a few other benefits of time blocking:
Increased Focus and Productivity – Time blocking helps eliminate distractions by allocating dedicated time for deep work. When you know exactly what you should be working on at any given moment, you can concentrate fully and accomplish tasks more efficiently.
Better Time Awareness – Many people underestimate how long tasks take to complete. Time blocking forces you to evaluate your workload realistically, leading to better planning and more achievable goals.
Reduced Decision Fatigue – Decision fatigue occurs when constant choices drain your mental energy. By pre-scheduling tasks, you remove the need to decide what to work on next, allowing you to conserve cognitive resources for more critical thinking.
Improved Work-Life Balance – A well-structured schedule includes time for both work and personal activities, reducing stress and preventing work from taking over your entire day.
Minimized Multitasking – Studies show that multitasking reduces efficiency and increases errors. Time blocking encourages single-tasking, allowing you to complete tasks faster and with greater accuracy.
How to Get Started With Time Blocking
If you’re ready to take control of your schedule and boost your productivity, follow these steps to implement time blocking effectively:
Use a Calendar or Planner
Whether you prefer a digital calendar like Google Calendar or a paper planner, visually mapping out your time blocks keeps you accountable. I use a paper planner that gives me a vertical layout for each day of the week. The vertical layout allows you to list the hours of your daily schedule. I work a second shift schedule, so I start my workday at 3:00 PM and end at 10:00 PM. Set reminders and color-code tasks for better organization.
Identify Your Priorities
Before blocking out time, make a list of your most important tasks. Identify which activities require deep focus, which are recurring, and which can be batched together. I use the top portion of my planner to list my 3 priority tasks for the day. Those are the tasks that no matter what, I put my best efforts toward completing them.
Determine Your Peak Productivity Hours
Everyone has periods of the day when they’re most alert and productive. Schedule your most demanding tasks during these peak hours to optimize efficiency. For the areas in your day when your energy is mid-level or low-level, use those slots to focus on responding to emails or prep work.
Create Time Blocks for Different Activities
Divide your day into blocks, assigning each one to a specific task or category. Common blocks include:
- Deep work sessions
- Meetings and calls
- Email and admin tasks
- Breaks and meals
- Learning and self-improvement
Set Boundaries and Minimize Distractions
Inform colleagues or family members about your schedule and set clear boundaries. Use tools like Do Not Disturb mode, noise-canceling headphones, or website blockers to maintain focus. I also use the OneTab extension for Firefox’s browser. You can save all your tabs as “one tab” in the extension and even rename the group of open tabs.
That way, you can close your browser if you need to focus on writing documents or other tasks where you need your computer but you don’t necessarily need to be online. Later, you can just click the OneTab in a new window and all your open tabs will be restored.
Include Buffer Time
Avoid overloading your schedule by incorporating buffer time between tasks. This helps accommodate unexpected interruptions and prevents burnout. This is especially true if you schedule a lot of meetings and one-on-ones. I’ve been on plenty of Zoom calls where the person says, “I have another call at the top of the hour…” and it’s five minutes away. Your brain needs a break to relax and shift into the next call, so give yourself a little breathing room in between calls so you can hydrate, take a bathroom break, stretch, or grab a snack.
Review and Adjust Your Schedule
At the end of the day or week, review your schedule to assess what worked and what didn’t. Adjust your time blocks as needed to improve efficiency. Sometimes I have to carry over certain tasks and will schedule those for the next day. To me, nothing feels better than to open my planner the next day and see I already have scheduled tasks. I can truly hit the ground running.
What If…?
What If My Day Is Unpredictable?
If your schedule changes frequently, consider using a flexible time-blocking approach. Allocate broad blocks for specific types of work instead of assigning tasks to rigid time slots. If you use a paper planner, you can always use my pen of choice: Pilot’s FriXion Erasable Pens. Gel pens that erase easily. Or go “old school” with the classic pencil.
What If I Don’t Stick to the Schedule?
It’s normal to struggle with consistency at first. Start with a simple approach, be patient with yourself, and refine your schedule over time. Remember, tomorrow’s another day.
What If Tasks Take Longer Than Expected?
To combat this, track how long tasks take and adjust your schedule accordingly. Building in buffer time can also help accommodate overruns. My phone timer is my best friend for telling me exactly how long it takes me to complete a task.
Listen, everyone has their own preferences for time management styles. What works for me may not work for you. That said, time blocking is a game-changer for many who are looking to reclaim their workday and improve productivity. By planning your day in advance and committing yourself to focused work sessions, you can accomplish more in less time while maintaining a healthy work-life balance.
Experiment and test it for yourself. Start time blocking today and see if you don’t see an improvement in your productivity with this highly effective time management approach.