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How to Boost Productivity With Time Blocking

The benefits, pitfalls, and best practices of time blocking vs other time management strategies.

Emma Baigey
HR and HR Tech Journalist
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Maintaining focus and motivation throughout the workday can be a challenge. The office can be a distracting environment. Remote workers also have their fair share of trouble with focus. A poll taken by Upgraded Points found that the majority of workers are carrying out non-work-related activities in front of their screens, such as scrolling social media (75%), online shopping (70%), and watching TV (53%).

Productivity has become so concerning that many organizations use time-tracking tools and productivity surveillance to ensure their employees are focused on work.

An effective way to reduce procrastination and sustain longer periods of productivity is to employ time management techniques like time blocking. This article explores the benefits of the practice and how to implement it, as well as a comparison to similar methods.

In This Article


What is Time Blocking?

Time blocking is a time management technique that involves scheduling specific blocks of time for different tasks or activities throughout the day. The idea is to allocate dedicated time periods to focus on specific types of work rather than trying to tackle everything at once or constantly switching between tasks.

These blocks of time can be set by the company, or each individual can make their schedule accessible via collaboration software. By sharing work schedules, teams can preserve their opportunities for teamwork and ensure they use the best times for collaborative tasks. 

How Does Time Blocking Work?

Creating blocks of time based on types of work allows the quality of your work to improve. As a bonus, you’ll be able to achieve more in a shorter space of time.  It does so by:

  • Helping you identify the most urgent tasks and ensuring accurate prioritization.
  • Improving deep focus by making it easier to shut out distractions for a specific period of time.
  • Allowing you to reclaim the time usually lost from flicking between tasks.
  • Empowering you to regain control over your schedule, reducing anxiety and work-related stress.

Typically, time blocking follows the following process:

  1. Identify: Start by listing the tasks and activities you need to accomplish.
  2. Prioritize: Determine the importance and urgency of each task.
  3. Allocate: Assign specific time blocks to different tasks or types of activities. For example, you might allocate a block of time in the morning for focused, deep work, another block for meetings in the afternoon, and a separate block for email and administrative tasks. Color code these on your calendar for ease!
  4. Commit: During each time block, focus solely on the task at hand and avoid distractions. This includes turning off notifications, closing unnecessary tabs or applications, and creating a dedicated, focused work environment.
  5. Adjust: Periodically review how well your time-blocking schedule is working for you. Adjust the time blocks and priorities based on your experience and changing circumstances.

Time Blocking vs Other Time Management Methods

According to Timewatch, a massive 88% of people don’t have an official process or system in place to manage their time, instead opting for a calendar, inbox, and to-do list. Of the few remaining that do, they found that time blocking is the most common technique, with 5% working in this way.

It may be the most popular method, but it’s far from the only one. Here are some impactful practices people use to get the most out of their day. 

Rapid Planning Method (RPM)

RPM focuses on results-oriented planning and execution. It encourages individuals to prioritize tasks based on their significance in achieving long-term goals.

Steps:

  1. Clearly define your long-term goals and the purpose behind each task.
  2. Determine the desired outcomes for each task.
  3. Break down tasks into smaller, actionable steps.
  4. Rank tasks based on their impact on your goals.
  5. Allocate time for high-priority tasks in your schedule.

Eisenhower Matrix

A Timeular survey found this to be the most successful time management technique. In fact, 50% of participants reported feeling like their work is ‘under control’ daily due to using it.

The matrix helps prioritize tasks based on urgency and importance, dividing them into four quadrants:

  • Quadrant I (Urgent and Important): Tasks that need immediate attention.
  • Quadrant II (Not Urgent but Important): Long-term planning, strategic thinking, and important tasks that are not time-sensitive.
  • Quadrant III (Urgent but Not Important): Tasks that are often distractions and can be delegated or minimized.
  • Quadrant IV (Not Urgent and Not Important): Time-wasting activities that should be minimized or eliminated.

Pomodoro Technique

This technique involves breaking work into intervals, traditionally 25 minutes in length, separated by short breaks. These intervals are called "Pomodoros."

Steps:

  1. Select a task you want to work on.
  2. Set a timer for 25 minutes (one Pomodoro).
  3. Focus on the task until the timer rings.
  4. Take a short break (around 5 minutes).
  5. Repeat the process. After four Pomodoros, take a longer break (15-30 minutes).

The Two-Minute Rule

The rule here is simple: if a task takes less than two minutes to complete, do it immediately rather than postponing it. The idea is to handle small, quick tasks right away to prevent them from piling up and taking more time later.

Steps:

  1. As you go through your to-do list or encounter new tasks, assess whether each task can be completed in two minutes or less.
  2. If the task is a quick one, tackle it immediately. This helps prevent small tasks from accumulating and becoming overwhelming.
  3. For tasks that require more than two minutes, decide whether to delegate them to someone else or schedule them for later, adding them to your to-do list or calendar.

Timeboxing

Setting yourself a set period to complete an entire task. For example, “I will write job postings for three hours. I aim to complete four job descriptions and upload them to my applicant tracking system.”

Day theming

Day theming involves allocating work areas to each day of the week. This is more applicable to people working in varied roles that can be compartmentalized easily.

An HR manager planning her week in her diary with the help of time blocking.

Benefits of Time Blocking

Those who implement time blocking see a lot of value in the process. Here are some of the most significant impacts.

Increased Productivity

By dedicating specific, uninterrupted time blocks to individual tasks, you create a focused environment that allows you to complete tasks more efficiently. The structured approach helps prevent procrastination and ensures you allocate time to high-priority activities, resulting in higher productivity.

Improved Time Management

Time blocking lets you plan your day strategically, allocate time to tasks based on their importance and urgency, and minimize time wasted on low-priority activities. This systematic approach helps you maximize your time, leading to a more organized and well-managed schedule.

Enhanced Focus and Concentration

When you allocate a specific time block to a particular activity and eliminate distractions during that period, you enhance your ability to concentrate, promoting deep work. This focused work can lead to higher-quality output and more excellent performance overall!

Drawbacks of Time Blocking

We’ve established that time blocking is a highly effective time management technique, but not everyone feels the same way. There are some potential drawbacks to consider.

Rigidity

Many people may find adhering strictly to a predetermined schedule challenging, especially if unexpected tasks arise. This lack of flexibility can lead to more stress than a lack of time management!

Overcommitment

By cramming in as many blocks as possible, time blocking can easily overload your calendar and potentially lead to burnout, meaning a reduced quality of work and a hit to your well-being.

It’s Not Always Applicable

Some tasks may not fit well into the time block structure. For example, creative tasks that require a more fluid approach might be hindered by the rigid time constraints imposed by this technique. Individuals with a more spontaneous or adaptive work style may find time blocking too constraining.

Time-Consuming Planning

The process of planning and organizing time blocks can be time-consuming in itself. Some individuals may find it challenging to consistently invest the necessary time to plan their days, reducing the technique's effectiveness.

Tips for Implementing Time Blocking

If time blocking still sounds like the method for you after weighing up those pros and cons, keep these tips in mind before getting started.

Prioritize Carefully

Identify your most important and high-impact tasks that align with your goals. Allocate dedicated time blocks to these tasks during periods when you are typically most alert and focused. This way, you ensure that your energy and attention are directed toward activities that contribute significantly to your overall success - and achieve your goals quicker!

Be Realistic and Allow For Buffer-Time

Try not to overcommit. Allow for buffer time between blocks to accommodate unexpected interruptions or delays - which are a given in any workplace! This flexibility helps you adapt to changes without derailing your entire schedule.

Review and Adjust Regularly

Set reminders to review your time-blocking patterns once every two or three weeks. Take note of what worked well and where adjustments are needed. Life and priorities can change, so be open to refining your approach!

Regularly updating and adapting your time blocks ensures that your schedule remains aligned with your goals and current priorities.

Streamlining Work with Time Blocking

There is no one-size-fits-all approach to time management. The rigidity and order of this technique won’t work for everyone, yet many swear by it as an effective way to get more out of each workday and ultimately achieve more while spending less energy and stress.

Your first attempt might not be perfect, but be patient and adapt your approach to create a tailored schedule that meets your needs as time passes!

Emma Baigey
HR and HR Tech Journalist
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Emma is a Content Writer with five years of Marketing experience. She specializes in HR strategy and modern workplace trends and is currently writing for HR software company Factorial. When she's not writing, she's running by the beach or cooking Italian food.

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