Do you find yourself rushing through your day, feeling overwhelmed by an ever-growing to-do list, and struggling to find time for important tasks?
Imagine waking up knowing exactly what you have to work on, when, how long it will take and then call it a day and fully relax knowing that everything is taken care of.
That’s exactly what we are going to cover today.
Everything you need to know about planning your day effectively using the power of time blocking.
In a nutshell, time blocking is about allocating specific blocks of time to tasks or activities, so you can gain clarity, focus, and control over your schedule.
In this guide, we’ll explore the benefits of time blocking, I will provide you practical step-by-step guide and share best practices to help you master your time, organise your life and achieve work-life balance.
Note: In order to get the maximum value from this guide I recommend reading it in full first and then use your preferred tool and go through this guide again from the top to plan out your week step by step.
Let’s dive in and start planning!
Benefits of Time Blocking
- Time blocking helps you prioritize tasks and allocate dedicated time, leading to increased productivity.
- Time blocking minimizes distractions and improves focus and concentration on one task at a time.
- Time blocking provides a structured schedule and prevents overcommitment, reducing stress and overwhelm.
- Time blocking allows for dedicated time to important activities, fostering better work-life balance.
- Time blocking facilitates consistent progress towards goals and helps identify areas for improvement, enhancing goal setting and achievement.
How to plan my calendar using time blocking
Getting started with time blocking is easier than you might think! Follow these simple steps to begin your journey towards a more productive and organised life.
Step 1: Decide your preferred time blocking tool
There are many different ways you can plan your week ahead, both digital and physical.
Physical: Downloaded weekly template, bullet journal, simple pen and paper
Digital: Sunsama, Google Calendar, Notion
[Sunsama image]
There are pros and cons to each one of these and it is a personal preference which tool you will choose. For example, some people tend to commit more when they are writing things down while others prefer the flexibility of a digital planner that allows them to move things around or create weekly templates they can use each week.
Tip: If you find it hard to decide, go for the most simple option for you for this exercise (ex.pen and paper) and transfer your final version to your preferred tool later on.
[Free template]
Step 2: Add your non-negotiables
Start by adding your non-negotiable time-bound activities, such as your 9-5 work hours and any events or appointments you have scheduled.
Step 3: Add your wants
Next, include activities you WANT to do, such as your morning routine, yoga session, or Friday dinner with family. These are important for maintaining a healthy work-life balance and if not planned out, they are usually pushed back since there are always “more important things to do”.
Step 4: Add work and lifestyle tasks
Add your tasks in dedicated time blocks, dividing them into sessions so you can focus on one big task at a time (Ex. social events, online course). Also, gather all your mini tasks in a separate session to avoid constant distractions throughout the day (Ex. House chores).
Not sure what to add?
Identify your tasks: Make a list of all the tasks and activities you need to complete, both personal and professional.
Prioritize: Determine which tasks are most important and need to be completed first. Consider deadlines, urgency, and importance.
Break down big projects: If a project with take several days or even months, break it down in smaller steps in logical order and estimate how much time each step will take.
Set weekly tasks: Which of these tasks do you want to complete this week?
Allocate time blocks: Assign specific time slots for each task on your list.
If your tasks vary a lot from week to week but you still want to keep a schedule, you can allocate themed time blocks or even themed days and then fill them out with relevant tasks.
[Image]
Step 5: Review your calendar
Lastly, ensure that your schedule is realistic and feasible. Make tweaks if needed and allow some room for unforeseen changes in your plan. Flexibility is key to adapt to unexpected situations and maintain an organised and calm day.
Step 6: Adjust and optimize
Regularly review and adjust your time blocks as needed to accommodate changes or unexpected events. Did you decide to start an online course or a hobby? Did you realise that you are not a morning person after all and prefer to do more work tasks during the evening? Adjust your schedule and time blocking approach to reflect your needs.
One great way to reflect how you use your time to make the necessary changes is time tracking. Track your time for a week using tools like Toggl, Sunsama or a simple pen and paper to identify: – Where you spend most of your time
- How long some activities take so you can make better estimations in the future
- Where you spend too much time so you can plan to minimise it
- Where you spend too little time, maybe a priority you should focus on more
If you were planning along, you should now have a great first draft and much more clarity of your next steps. However, no matter how nice and well organised your plan looks, what’s most important is that it is functional and will help you get things done rather be one more cause for overwhelm.
Here are some of the most common mistakes I have seen and how to avoid them.
Mistakes to avoid
Don’t plan for the best case scenario.
We tend to be very optimistic with time. If you have not repeatedly done a task in the past to know how long it takes, add a little more than your initial guess. A rule of thumb is to add 50% more time than anticipated to avoid over-commitment and that awful feeling of falling behind your schedule which causes stress and overwhelm. Over time, you will become more confident
Don’t fill out the whole day
Add buffer time between your tasks. We forget the inevitably time lost during the day for unexpected events or that we need to catch our breath before moving to the next task. Don’t forget to add buffer time for your transportation or before and after tasks (ex. prepare for gym, change clothes when return home).
Don’t only plan work tasks.
Time block your fun activities as well that can be often neglected if not planned in advance. You are not just your work title after all and your worth is not determined by your productivity (no matter how much you love what you do).
Don’t plan and forget.
Most people absolutely looooove planning but then find it hard to follow through. Identify what is holding you back and make adjustment until you feel confident following your plan.
By following these steps, you can effectively use time blocking to plan your week and optimize your productivity while also taking care of your personal well-being. Remember, the key is to find a time blocking approach that works best for you and be consistent in sticking to your schedule for maximum effectiveness.
Happy time blocking!
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