A time management method worth implementing.
Time blocking is a time management method where you divide your day up into blocks of time. Each block of time is then dedicated to one specific task or a group of related tasks.
The result? Those important items that looked so overwhelming on your To-Do list get ticked off far more efficiently than you would’ve thought possible!
Before we dive deeper into time blocking, we need to look at some relevant terms. Did you know that when people talk about multi-tasking they are (more often than not) referring to switch-tasking?
Switch-tasking.
Switch-tasking refers to doing multiple unrelated tasks. For example, writing a blog post and taking a call, and eating a wrap – all at the same time. At that moment, your brain is literally switching between the tasks as you juggle them. This switching is not efficient or effective and it drastically reduces your productivity!
Multi-tasking.
Multi-tasking, on the other hand, is doing multiple related tasks at once. For example, when you’re driving, you are watching the road and your mirrors, as well as changing gears and steering. This is productive!
Okay, back to time blocking.
Time blocking & Parkinson’s Law.
Parkinson’s Law states that ‘work expands to fill the time allotted.’ For example, if you have 1000 words to write by 5 pm, chances are it’ll take you until 5 pm to complete! However, if you time block your morning by diving it up into multiple 90-minute slots up until noon (making provision for small breaks in between) it’s likely you’ll discover that the project is finished by lunchtime!
Essentially, the practice of time blocking helps you to guard against distractions and experience a deeper level of focus by ascribing a specific amount of time to a particular task or related tasks. (That is, multi-tasking – not task-switching!)
You will be surprised at what you can accomplish in an undistracted and focussed block of time!
Preventing distractions during time blocking.
Naturally, distractions like to pop up when you need to be productive. Unless it’s an emergency, there are simple structures that you can put in place to minimise – if not totally remove – distractions during your planned time block:
Set A Timer.
Using a timer is better than looking at the clock for two reasons. Firstly, it allows you to start the work immediately (instead of perhaps waiting for the next hour to strike before beginning to work). And, secondly, knowing that the alarm will go off will prevent you from wasting time monitoring the clock to check how much time has passed.
Make use of ‘Do Not Disturb.’
Putting your phone on do not disturb or airplane mode is more practical than switching your phone off, and it prevents unnecessary notifications from distracting you during deep work.
Close Your Email Account.
Even if you don’t click into them, having emails pop up in the corner of the screen is unnecessarily distracting. It’s best to prevent that from happening in the first place!
Tell others what you’re doing.
No man is an island and if people are in the habit of coming into your space during the workday, let them know in advance when you’ll be unavailable for a block of time – or simply put a note on your door.
When to time block.
For most people, time blocking an entire day is just not realistic. This is especially true if you don’t work from home or your schedule differs from Monday to Friday.
If you’re an employee, you’re probably also at the mercy of ad hoc tasks arriving on your desk – so flexibility is key! Instead of dividing up your entire day, look to a portion of time that you can control, and time block that.
How long should one time block be?
Research shows that our brain can continue at optimal levels for 90 minutes before losing steam. I have found that 45-minute blocks are best, but it really does depend on the task at hand. Regardless of what works for you, be sure to follow each block of work with a short break.
As a writer, I haven’t found a better time management tool than this one. It allows me to be fully immersed in what I’m writing and it gives my creativity the space it needs to flow freely.
If you are a time blocker let us know in the comments below. Alternatively, why not share this blog post with someone who could benefit from this method!