Time blocking is time management technique of scheduling specific blocks of time for specific activities in a given day. Instead of writing a to-do list where the focus is the task, time blocking emphasizes how long each task is going to take.

The idea is simple.

1. Group similar tasks together. For example: answering emails and team or client check-ins can be grouped together. Basic admin tasks such as reviewing, updating, and approving documents can be grouped together. Errands can be grouped together.

2. Schedule a time duration for each of those group of tasks. Get a good estimate of how long it will take you to finish them, leaving a little wiggle room for the unexpected.

3. Schedule your breaks. Rest is non-negotiable for productivity. Block a time to relax and replenish your energy for the rest of the day.

4. Schedule creative work during your peak productive hours. Your mental and physical resources don’t stay the same throughout the day so if you want to get the most out of it, do your most high-value and demanding tasks when you’re most alert.

Examples of tasks that can be grouped together

Still don’t know how to batch your tasks? Here are some examples of activities, projects, and responsibilities that can be effectively grouped together.

Communication & Collaboration tasks

• Sending and responding to messages
• Attending virtual meetings and conferences
• Reviewing and approving documents
• Writing and sending updates or reports
• Networking on professional platforms
• Responding to customer emails and inquiries
• Coordinating schedules and meetings
• Distributing newsletters and announcements
• Following up on pending projects and tasks
• Providing feedback
• Making phone calls
• Engaging in brainstorming sessions

Personal Errands

• Meal planning
• Grocery shopping
• Picking up prescriptions and medical supplies
• Collecting packages
• Dropping off or picking up dry cleaning
• Getting car maintenance
• Baking tasks such as deposits, withdrawals, and consultations
• Scheduling and attending appointments
• Pet care errands
• Home maintenance tasks

Creative work tasks (for example purposes only)

• Brainstorming ideas for projects and campaigns
• Designing and creating content
• Problem solving and planning
• Storytelling and narrative creation
• User experience design
• Prototyping and mockup creation
• Coding
• Data visualization
• Presentation design and preparation

Image by Nothing Ahead on Pexels

Common mistakes to avoid when time blocking

Time blocking is a great technique for getting things done — if you know yourself. The key to achieving success in time blocking is to remember that you are human and that you can only do so much in a day. As a beginner, don’t fall through these common mistakes.

• Not prioritizing tasks. Life is about constantly making decisions on what to pay attention to. And that includes what you want to get done every day. Not all tasks are created equal; focus your time and energy on what gives you the most return.

Related: Build Good Habits by Learning to Prioritize

• Over-scheduling. Even if you’re someone who is overly conscientious, it’s still a good rule of thumb to leave room in between tasks for transitions. You never know what will come up to mess with your perfectly planned schedule. Build in flexibility to accommodates changes in your priorities.
• Not scheduling downtime. Breaks are necessary for keeping an optimal level of focus and energy throughout the day. Make room for at least 5 minutes of rest in between tasks.
• Not reviewing and adjusting. If you notice that you’re failing to meet certain schedules, you need to ask why, identify the cause, and re-adjust. That’s how you can optimize your schedule sustainably.

Pros and Cons of Time Blocking

Just like any other time management technique, time blocking has its own advantages and disadvantages.

Pros of time blocking

1. Time blocking helps you plan your day purposefully and balance personal goals with necessary tasks.

2. It gives you a sense of authority over your schedule, even if you can't control your work hours.

3. By dedicating specific time slots to tasks, you can focus on doing what matters.

4. Time blocking promotes focusing on one task at a time, reducing mental clutter and allowing you to nurse your concentration.

5. It helps clarify what's truly important, preventing overcommitment and disappointment.

6. Unlike simple task lists, time blocking accounts for how long tasks take, which helps if you’re prone to overscheduling.

7. It allows for scheduling extended periods of focused, creative work.

8. Similar tasks can be grouped together and done in a batch which improves work efficiency overall.

9. Time blocking ensures personal time is scheduled alongside work commitments.

10. It helps allocate time wisely across various responsibilities.

Image by Samson Katt on Pexels

Cons of time blocking

1. Creating detailed schedules can be time-consuming and potentially stressful.

2. There's a risk of overestimating what can be accomplished in a day.

3. Strict schedules might hinder impromptu collaboration or creative problem-solving.

4. This method may not suit everyone's working style or lifestyle.

Tools you can use for time blocking

You can practice time blocking using a variety of tools, depending on your needs, personal style, and workflow.

Digital Calendars

Popular digital calendars like Google Calendar, Microsoft Outlook, or Apple Calendar offer robust features for time blocking. These platforms allow you to easily schedule events and set task reminders

The advantage of using digital calendars is their accessibility across multiple devices and the ability to share schedules with colleagues or team members. Many also integrate with other productivity tools which enhances their utility.

Specialized Time Blocking Apps

For those looking for a more tailored experience, dedicated time blocking apps provide advanced features designed specifically for this purpose. Some popular options include:

• TaskSpur: Combines goal and task management with calendar integration as well as an AI assistant, offering a holistic approach to daily planning.
• TickTick: Provides a clean interface for task management and time blocking, with additional features like Pomodoro timing.

Project Management Tools

While primarily designed for team collaboration, project management tools can be adapted effectively for personal time blocking. Platforms like Asana, Trello, or ClickUp allow users to:

• Create tasks and assign specific time durations
• Visualize schedules using Kanban boards or Gantt charts
• Set deadlines and track progress

The benefit of using these tools is the seamless integration of time blocking with larger project planning and task management.

Analog Methods

Despite the digital age, traditional pen-and-paper approaches remain popular and effective for time blocking.

• Bullet Journaling. This flexible system allows for customized time blocking layouts.
• Printed Planners. Many planners now come with dedicated time blocking sections.
• Whiteboard Scheduling. Ideal for visual planners and easy modification.

Hybrid Approach

Many individuals find success in combining digital and analog methods. For instance, using a digital calendar for long-term planning and appointments, while employing a paper planner for daily time blocking and task lists. This approach leverages the strengths of both systems.

Final Word

Remember, the goal of time blocking is not to create a rigid, unbreakable schedule, but to provide structure that enhances productivity while maintaining work-life balance. If you’re new to this method, or any other goal management technique, give yourself time to adjust to the new rhythm. Create buffers in between tasks, respect your personal biological rhythm and get good at prioritizing.

About the Author

Bernard Boodeea is the CEO of Life Intelligence Group and the original engineer and founder of TaskSpur, a goal management app and passion project. Bernard hopes to incorporate agile principles into the design of products that help individuals achieve their goals in life. 

Download TaskSpur on Android | Download TaskSpur on your iPhone    

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