Time Block Your Day and Get More Done

How do you go about remembering all of your tasks?  Do you try to keep all those thoughts and ideas in your head and hope to not miss any? Or do you write things down as you think of them and then cross off what’s done?

Either of these is fine but trying to rely on your memory to remember everything you think of during the day is kind of scary and writing everything down on a master to-do list can feel overwhelming if there’s a lot on that list. We usually have so much going on in our lives and the next thing we know, something gets forgotten or we just run out of time to get it all done.

So, how do we tackle our tasks and get it all done? It starts with time blocking our tasks, starting with our most important tasks for that day.

Time Blocking

Time blocking is blocking out a set amount of time each day for your tasks.  Let me explain how this works.

First, you need to figure out what your most important tasks are for each day.  Maybe it’s getting your house cleaned.  Maybe it’s running a bunch of errands.  Or maybe it has to do with working towards your goals.  Once you know what these are, you can block out part of your day for these tasks.  These are tasks that are important to you so only you know this.

When setting up your time blocks for the day, set them up in 30 minutes to one-hour time blocks. When each time block is finished, take a quick five to ten-minute break and then move on to your next task or if you’ve decided to continue on with the same task you were just working on, do that.

Make sure you’re abiding by those blocked-out times.  Research shows that we lose focus after doing the same task for an extended period of time.  Working yourself too long without a break won’t be a productive use of your time.  Just work your time blocks as your day dictates and make sure you’re taking a quick break to recharge after each blocked time.

I work best with working a one-hour time block and then taking a ten-minute break.

Buffer Time

Now, there will be times when things pop up that you weren’t expecting and sometimes those things could be urgent or important and they’ll need to be taken care of.  If your schedule is booked up, you won’t have any available time to fit anything extra in.  This is where adding in buffer time is important.  You have the option on how often you want to add this whether it’s every day or once a week or something in between.

The important thing is adding this in. Things are bound to happen. And most of the time it’s because of our families. Your kids may need your help with a project. Your spouse may need to abruptly leave town and you’re left to watch your kids until they’re back. Numerous scenarios could happen and having a buffer time built in will allow for those surprises.

The other benefit to buffer time is if you don’t end up using it for any surprise events, you’ll have the option to keep working on more tasks or taking some time for you to do something you enjoy.

Adding in Additional Time

When you’re just getting started, you may not realize how long some or all of your tasks will take. When you aren’t sure how long a task will take, always err on the side of caution by adding in more time than you think you’ll need. Add in about 15 – 30 minutes more than you think you’ll need and as you get more comfortable with your tasks, you can adjust the time.

Eliminate Distractions

As you’re working through your blocked times, you’ll need to eliminate all distractions.  Leave your cell phone in another room and turn off notifications.  You won’t be able to concentrate with your phone pinging every minute or so.  And no sneaking on Facebook or checking your email either.  Try to be in a quiet area where others can’t bother you. This is your time to work on your tasks so work in a quiet place without any distractions.

Use your break time between your time blocks for those small distractions if needed.

Time Blocking Works

The reason time-blocking works is because it keeps you focused. There’s no time spent wondering what to do next which eliminates wasted time. It’s also highly effective if you’re short on time. Since you don’t have a lot of time to commit to your tasks, time blocking ensures you’re using your time wisely.

My Time Blocked Tasks

When I time block my tasks, I group similar tasks within a group name.  Here are my blocks:

• Focus – blogging work, course-related work
• Strategic –  monthly and weekly goal planning, Mastermind group
• Home – all my home tasks
• Admin – calls, email, busy work, to-do task list
• Errands – anything outside my home

This is how I typically focus my time blocks during my working hours, 9:00 – 3:00. I block my time in 30-minute increments. (TB –  time block)

• Focus:          4 – 6 TB (2 -3 hours)
• Strategic:     1 – 2 TB
• Home:          2 TB
• Admin:         1 – 2 TB
• Errands:       2 – 4 TB

By making a plan and blocking out time for it, I always know what I need to be working on at any given time.  I need this type of order in my life.  Otherwise, I will waste an entire hour or two on my phone checking Facebook, email, and other mindless things.

And I’m so guilty of getting stuck in the planning phase. Notice how I block out no more than one hour for my strategic block which includes planning? I would spend so much wasted time planning everything out and very little time executing those plans. With time blocking, I don’t have a choice. Once my time is up, I’m done and I have to work on something else so I am more intentional with how I use my allotted time.

Getting Started

Time blocking is very effective when done properly.  First, figure out what your most important tasks are for each day.  Then, figure out how much time you’ll need to give to each task (and add in some buffer time too).  Finally, structure your day (or the time you have available) in 30 minutes to one-hour time blocks with a small break between each task so you don’t lose focus.  And don’t forget to block out all of your distractions.

You will get more things done with time blocking.  There’s no more wasted time spent spinning your wheels wondering what task to work on next.  And at the end of the day, you’ll feel satisfied that you got some things done.

Time blocking has really helped me to organize and structure my day. I want the same for you. Once you’ve tried this, let me know what you think of time blocking. I’d love to hear from you!

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