{"id":4229,"date":"2023-03-10T16:13:25","date_gmt":"2023-03-10T16:13:25","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4229"},"modified":"2024-03-05T09:20:48","modified_gmt":"2024-03-05T09:20:48","slug":"time-blocking","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking","title":{"rendered":"Time blocking 101: An ultimate guide to boosting productivity"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Productivity has always been a tricky subject. We\u2019ve all seen the articles do the rounds on the internet; how to work, when to work, where to work\u2014you name it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We know by now that the same rules don\u2019t apply equally to everyone. So chuck <\/span><span style=\"font-weight: 400;\">the productivity roadmap for CEOs<\/span><span style=\"font-weight: 400;\"> out the window and let\u2019s talk about a practical technique that can help enable productivity: we\u2019re talking about the <\/span><i><span style=\"font-weight: 400;\">time blocking method<\/span><\/i><span style=\"font-weight: 400;\">, of course.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sounds basic? That\u2019s because it is. The secret to boosting productivity and starting your weekend early comes down to a solid time management strategy that you can apply both at work and at home.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we\u2019ll show you how to do just that using <\/span><span style=\"font-weight: 400;\">time blocking<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#What-is-time-blocking\" >What is time blocking?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#The-benefits-of-time-blocking-for-productivity\" >The benefits of time blocking for productivity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#Why-time-blocking-doesnt-work-for-some-people\" >Why time blocking doesn&#8217;t work (for some people)\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#How-to-time-block-your-day-by-following-these-6-easy-tips\" >How to time block your day by following these 6 easy tips<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#From-task-batching-to-day-theming-7-time-blocking-techniques-examples\" >From task-batching to day-theming: 7 time blocking techniques (+ examples)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#Time-blocking-example\" >Time blocking example\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/time-blocking\/#Use-time-blocking-software-to-improve-time-management-and-boost-productivity\" >Use time blocking software to improve time management and boost productivity<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-time-blocking\"><\/span><span style=\"font-weight: 400;\">What is time blocking?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Time blocking<\/span><span style=\"font-weight: 400;\"> (sometimes referred to as time chunking) is exactly what it sounds like. It\u2019s when you \u201cblock off\u201d a set amount of time in your day to dedicate to specific activities, like tasks, deep work, or meetings.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think about the way you typically plan ahead and set aside time when you need to coordinate meetings with teammates. Now, imagine setting aside time the exact same way for every other part of your job\u2014catching up on emails, responding to Slack messages, reviewing work, or focusing deeply on tasks for a specific project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The idea is simple:<\/span><i><span style=\"font-weight: 400;\"> stay focused on one task<\/span><\/i><span style=\"font-weight: 400;\"> (or one type of task) at a time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s say you manage a small content team. At the start of each week, you hold a weekly planning meeting, making sure there are no blockers and the content engine is humming. At the end of the week, you report on campaign performance to key stakeholders in the company, such as the VP of Marketing. Pulling all the relevant data usually takes about an hour.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s also imagine that you like to start your day by reading and responding to emails. Next, your team has its daily standup. You\u2019ve also discovered that you\u2019re the most focused in the afternoon, so you block those off for focus time and deep work, leaving windows open for meetings in the morning. At the end of each day, you\u2019ll do one final sweep of the inbox and Slack to make sure you haven\u2019t missed anything crucial.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With that in mind, your calendar might look something like this:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-4232 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-943x667.png\" alt=\"Google Calendar view using the time blocking method.\" width=\"943\" height=\"667\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-943x667.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-1005x711.png.webp 1005w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-1536x1087.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview.png 2024w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-943x667@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-daily-block-overview-1005x711@2x.png.webp 2010w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">This is a high-level overview. But during that focus time, you\u2019d want to determine on a more granular level which tasks you\u2019re tackling based on priority. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-blocking#How-to-time-block-your-day-by-following-these-6-easy-tips\"><span style=\"font-weight: 400;\">More on that later<\/span><\/a><span style=\"font-weight: 400;\">!<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Time blocking timeframes\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can use various different timeframes to block your time, depending on your working style and the type of project you\u2019re working on, for example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Minutes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Hourly<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Daily<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Weekly\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Different <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-blocking#From-task-batching-to-day-theming-7-time-blocking-techniques-examples\"><span style=\"font-weight: 400;\">time blocking techniques <\/span><\/a><span style=\"font-weight: 400;\">will also influence your chosen timeframe.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now, let\u2019s talk about benefits!<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The-benefits-of-time-blocking-for-productivity\"><\/span><span style=\"font-weight: 400;\">The benefits of time blocking for productivity<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The biggest benefit of time blocking is that it helps you manage your time and remove distractions so that you can be more productive.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That productivity comes from three core aspects of time blocking: deep focus, planning, and less context switching. But before we get into the benefits of time blocking, who can use this technique? Is time blocking for everyone?<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Who should use time blocking?\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Time blocking is for anyone\u2014 you can use it as an individual or as a team. What <\/span><i><span style=\"font-weight: 400;\">does<\/span><\/i><span style=\"font-weight: 400;\"> matter is whether it\u2019s a good time management strategy for you based on your personal productivity patterns. For some people, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-blocking#Why-time-blocking-doesnt-work-for-some-people\"><span style=\"font-weight: 400;\">it\u2019s simply not a good fit<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Benefits of time blocking for productivity: How the time blocking method works<\/span><\/h3>\n<h3><b style=\"font-size: 16px;\">1. Focusing on a single task improves work quality<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Time blocking encourages <\/span><a href=\"https:\/\/www.nytimes.com\/2019\/01\/13\/smarter-living\/how-to-actually-truly-focus-on-what-youre-doing.html\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">deep work<\/span><\/a><span style=\"font-weight: 400;\"> by helping minimize potential distractions. The fewer interruptions there are, the less room there is for error.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Trying to tackle new tasks as they come up or as you think of them forces your brain to switch from one topic to another. And the more often you do this, the <\/span><a href=\"https:\/\/www.ncbi.nlm.nih.gov\/pmc\/articles\/PMC7075496\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">slower and less accurate<\/span><\/a><span style=\"font-weight: 400;\"> your work is. Instead of trying to multitask, you can maximize productivity by blocking off time on your daily calendar so you can concentrate on tasks that require your undivided attention.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Take meetings as an example\u2014the average professional spends <\/span><a href=\"https:\/\/reclaim.ai\/blog\/productivity-report-one-on-one-meetings\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">more than 20 hours<\/span><\/a><span style=\"font-weight: 400;\"> in meetings every single week. And <\/span><a href=\"https:\/\/hbr.org\/2022\/03\/dear-manager-youre-holding-too-many-meetings\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">more than 90% of employees<\/span><\/a><span style=\"font-weight: 400;\"> feel like those meetings hurt productivity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s because sitting in an excessive number of meetings increases the odds that you\u2019ll tune out and start to think about the work you\u2019ll have to catch up on later. As a result, you\u2019re more likely to miss something important because you weren\u2019t 100% focused, which could create problems down the line.<\/span><\/p>\n<p><b>2. Planning gives you control over your daily routine<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Basing your work schedule around your work preferences can <\/span><a href=\"https:\/\/hbr.org\/2021\/09\/collaboration-overload-is-sinking-productivity\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">boost your productivity by as much as 24%<\/span><\/a><span style=\"font-weight: 400;\">\u2014and time blocking is a great way to create a routine that accommodates your work preferences.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Everyone has different <\/span><a href=\"https:\/\/www.businessinsider.com\/best-time-day-work-according-to-science-2018-5#we-tend-to-rise-in-relatively-good-spirits-these-first-morning-hours-are-a-great-time-for-following-routines-and-sticking-to-a-schedule-if-youre-looking-to-shape-up-or-trim-down-you-might-want-to-start-the-day-off-with-a-little-exercise-2\"><span style=\"font-weight: 400;\">biological rhythms<\/span><\/a><span style=\"font-weight: 400;\"> that impact how they like to work. That\u2019s why some people are early risers that like to hit the gym at 5 a.m. before starting the workday. But others prefer to start by reading their email while they drink their morning coffee.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Time blocking helps you identify and prioritize the tasks on your to-do list and determine when you <\/span><i><span style=\"font-weight: 400;\">want<\/span><\/i><span style=\"font-weight: 400;\"> to do them. Then, you can easily create a plan that improves your productivity by <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/productivity-is-personal\"><span style=\"font-weight: 400;\">structuring your workday around your personal rhythm<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s say you\u2019re one of the early risers. Because of this, you know you\u2019re more likely to tackle the toughest challenges at the start of the day.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now, let\u2019s imagine you currently work as a software developer, and you\u2019re building a new app. To maximize your productivity and set yourself up for success, you might block off an hour each morning for deep work, like solving bugs, conducting research, and writing new code. And after lunch, you can shift your focus to shallow work, like responding to emails.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because you\u2019re working with your own natural rhythm, you\u2019re able to get your challenging tasks done when you\u2019re most likely to be focused. And when the afternoon rolls around, and you\u2019re feeling drained, you can use that time to catch up on less-grueling tasks.<\/span><\/p>\n<p><b>3. Limiting task-switching reduces burnout<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The more priorities you have to juggle, the harder it will be to give any of them your undivided attention. According to psychologist Jeff Comer, this doesn\u2019t just increase the likelihood that you\u2019ll make a mistake; it also creates stress and <\/span><a href=\"https:\/\/www.psychologytoday.com\/us\/blog\/beyond-stress-and-burnout\/202203\/the-fallacy-multitasking\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">contributes heavily to burnout<\/span><\/a><span style=\"font-weight: 400;\">. (And we all want to prevent <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">team burnout<\/span><\/a><span style=\"font-weight: 400;\">.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Evaluating how you spend your time each day can help you identify work that needlessly eats up time and energy. And you can reclaim <\/span><a href=\"https:\/\/hbr.org\/2018\/07\/collaboration-without-burnout\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">18% of your collaboration time<\/span><\/a><span style=\"font-weight: 400;\"> as a result. That will help reduce burnout by lowering your stress levels and making it easier to focus on individual tasks.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For instance, remote workers can block off time for deep work like research and development. And by turning off their messaging notifications during those time slots, they can limit the number of interruptions they experience throughout the workday. But if they respond to messages as they receive them, the interruptions will hinder productivity and increase collaborative overload.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But what about project teams? In addition to the above, there are a few benefits of time blocking that project teams can enjoy (if done right).<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4 <\/span><span style=\"font-weight: 400;\">benefits of time blocking<\/span><span style=\"font-weight: 400;\"> for project teams<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">For project teams, there are a number of benefits that come with time blocking that can help them get to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\"><span style=\"font-weight: 400;\">project success<\/span><\/a><span style=\"font-weight: 400;\"> faster. For example:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>More accurate project scheduling: <\/b><span style=\"font-weight: 400;\">Project managers can plan people\u2019s time and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\"><span style=\"font-weight: 400;\">allocate resources<\/span><\/a><span style=\"font-weight: 400;\"> in more efficient ways through time blocking. By seeing who\u2019s busy when, they can plan work in a more structured way. Plus, when reporting on <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">resource utilization<\/span><\/a><span style=\"font-weight: 400;\">, you can see if the time blocks allocated were enough to complete the tasks. So\u2026 better <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\"><span style=\"font-weight: 400;\">project scheduling<\/span><\/a><span style=\"font-weight: 400;\">? Yes, please.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Improve task prioritization: <\/b><span style=\"font-weight: 400;\">Project managers and project teams<\/span> <span style=\"font-weight: 400;\">often juggle multiple tasks. Time blocking helps them prioritize each task on their to-do list so nothing falls through the cracks.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Enhance collaboration:<\/b><span style=\"font-weight: 400;\"> Time blocking can <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-collaboration\"><span style=\"font-weight: 400;\">help project teams work more collaboratively<\/span><\/a><span style=\"font-weight: 400;\"> by providing a clear understanding of each team member&#8217;s schedule. This can help them coordinate their work more effectively and reduce the risk of overlapping or conflicting schedules. (Conflicting schedules can also be avoided with a clash management tool.)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Facilitate progress tracking: <\/b><span style=\"font-weight: 400;\">Time blocking can help project managers track the progress of each task or activity. By monitoring how much time is being spent on each task, they can identify areas where the team may need additional support or resources. For example, at the end of the week, you might want to take a look at the project report and review time spent on it compared with task completion.\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Now, this all sounds great, doesn&#8217;t it? But let\u2019s look at the flip side. (Because there always is one.)<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why-time-blocking-doesnt-work-for-some-people\"><\/span><span style=\"font-weight: 400;\">Why time blocking doesn&#8217;t work (for some people)\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">For some, time blocking can triple their productivity. But for others, time blocking might not work, and that could be because it\u2019s not being done correctly. If you\u2019ve tried time blocking but can\u2019t seem to find the focus you need, it may be for a number of reasons:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You have too many tasks on your list\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You don\u2019t know when you\u2019re the most productive<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You don\u2019t know what or how to prioritize<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your calendar is already jam-packed (you can\u2019t time block, if there\u2019s no time to block off!)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You\u2019re not minimizing distractions around you (such as noise, Slack notifications, etc.)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time blocking might just not be your thing! (And that\u2019s totally fine.)\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">If you\u2019re struggling to make time blocking work for you, try the tips below.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-to-time-block-your-day-by-following-these-6-easy-tips\"><\/span><span style=\"font-weight: 400;\">How to time block your day by following these 6 easy tips<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To effectively block your time, you\u2019ll need to select the technique that works best for you and the job you\u2019re in.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ve compiled a full list of <\/span><span style=\"font-weight: 400;\">time-blocking techniques<\/span><span style=\"font-weight: 400;\"> and methods below, complete with examples to help you decide which is the best fit for you. Then, you can create a plan that guides when you\u2019ll work on which tasks by following the basic steps for standard <\/span><span style=\"font-weight: 400;\">time blocking<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Figure out when you\u2019re the most productive<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">We weren\u2019t created equal. Different people are focused and productive during different times of the day. Early riser or night owl? Doesn\u2019t matter. What matters is that you know when you\u2019re alert, attentive, and ready to go.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So how do you determine when you\u2019re the most productive? Keep an eye on your daily routine, energy, and focus levels. You might have noticed a pattern already, but if you monitor yourself more closely, you might just be surprised!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can get some more clarity by finding out your <\/span><a href=\"https:\/\/psychcentral.com\/quizzes\/chronotype-quiz\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">chronotype<\/span><\/a><span style=\"font-weight: 400;\">. Your chronotype is your biologically pre-determined sleep schedule that decides when you prefer to get those Zs in (with little to no regard for deadlines). Knowing your body\u2019s ideal sleep schedule will help you optimize your time block planning.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Identify the tasks you need to complete<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Create a list of responsibilities that you can reference as you plan. This includes everything you\u2019ll need to do throughout the day, week, or month, based on your chosen timeframe and blocking technique.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The most basic way to do this is with a pen and a piece of paper. But if you\u2019ll need resources like research or graphics for the tasks on your list, it\u2019s a good idea to use an electronic system so you can link to all of your necessary resources for easy access. One of the simplest ways to do this is with an Excel spreadsheet, which you can use to create your own calendar and add hyperlinks to documents and other resources.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Assign a priority level to each task<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Evaluate everything on your list and prioritize each task based on its importance and deadline, so you can quickly identify which projects you should tackle first. Label each list item with a number to represent its priority, or use your own system, like color coding.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Be sure to consider items like meetings, which will have a predetermined block of time that you\u2019ll need to factor into scheduling.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Allocate time for each activity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Consider the amount of time you\u2019ll need to complete each item on your task list. While this may sound like a simple task, it\u2019s incredibly easy to miscalculate how much time to set aside. So, it\u2019s a good idea to use a <\/span><a href=\"https:\/\/www.forbes.com\/advisor\/business\/software\/free-time-tracking-apps\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">time tracking app<\/span><\/a><span style=\"font-weight: 400;\"> that will help you monitor typical time commitments to regular tasks, like responding to emails.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Tracking your workday activity before and after you start time blocking will also help you catch small, one-off tasks that you might otherwise have forgotten to list, like sending a quarterly e-newsletter. And the more realistic your estimates are, the easier it will be to execute your time management strategy.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Review your plan<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Double-check your to-do list and ensure you haven\u2019t forgotten any important tasks and that everything is prioritized. It\u2019s important to ensure you haven\u2019t overlooked things on your personal calendar, like lunch breaks or doctor appointments that interfere with your normal working schedule.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t forget to block off \u201cflex time\u201d throughout the day so you can stay on track even when things don\u2019t go according to plan. No matter how good your plan is, there\u2019s always a chance that a task will take longer than expected. And if your plan doesn\u2019t have built-in flexibility, you could end up rushing through tasks that need more time. And when things do go to plan, blocks of extra time can help prevent burnout by acting as built-in breaks in the workday.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Implement your own time blocking schedule with your preferred tools<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The simplest way to implement your plan is by doing it manually with a physical calendar or planner and a pen (the good news is that you can turn any piece of paper into a time blocking planner). Then, set a timer for each block to help you stick to your schedule. You can also use a free, virtual tool, like your computer\u2019s calendar app, to block off time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ll talk more about time blocking apps <\/span><span style=\"font-weight: 400;\">later in the article<\/span><span style=\"font-weight: 400;\">, but now, let\u2019s take a look at 7 time blocking techniques (and perhaps find your favorite).<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"From-task-batching-to-day-theming-7-time-blocking-techniques-examples\"><\/span><span style=\"font-weight: 400;\">From task-batching to day-theming: 7 time blocking techniques (+ examples)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are plenty of time blocking strategies to choose from. At the end of the day, it\u2019s about finding one that works for you. Here are seven fan favorites, each accompanied by a time blocking example.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Basic time blocking: Split your day into productive chunks<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Time blocking in its most basic form separates the day into different time slots based on your preferences. For example, you could divide your daily schedule into 8 one-hour blocks. Then, you assign a specific task for each time block.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, a social media manager might plan to create new social media posts from 9 a.m. to 10 a.m. and conduct research from 10 a.m. to 11 a.m.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Day theming: Devote your day to specific initiatives<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Day theming is pretty much exactly what it sounds like. You devote an entire day to one specific initiative rather than focusing on a single task for a shorter period of time. Because it uses larger chunks of time for each block, day theming is often a good time management technique for those who work on long-term projects and big-picture planning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, a company executive might plan to work on marketing activities on Monday, dedicate Tuesday to accounting, and hold meetings with other executives on Wednesday.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Task batching: Tackle your tasks in groups<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When you do task batching, you assign <\/span><i><span style=\"font-weight: 400;\">groups of tasks<\/span><\/i><span style=\"font-weight: 400;\"> to blocks of time rather than a single, specific task. By grouping similar tasks together, you can minimize context switching and improve your workflows. In return, that means you can maximize productivity, even when working on monotonous tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s revisit our social media manager example\u2014rather than creating posts each day, they could block off the morning to create <\/span><i><span style=\"font-weight: 400;\">all<\/span><\/i><span style=\"font-weight: 400;\"> of the month\u2019s Facebook posts, then block off the afternoon to create <\/span><i><span style=\"font-weight: 400;\">all<\/span><\/i><span style=\"font-weight: 400;\"> of the month\u2019s Twitter posts.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Time boxing: Set a specific time for your tasks<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Time boxing is a technique that <\/span><i><span style=\"font-weight: 400;\">limits<\/span><\/i><span style=\"font-weight: 400;\"> the amount of time you spend on individual tasks, rather than blocking off time to <\/span><i><span style=\"font-weight: 400;\">complete<\/span><\/i><span style=\"font-weight: 400;\"> a task, time boxing works by setting a period of time to dedicate to working on a task or project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Boxing off a couple of hours for taxing activities can speed up progress and minimize burnout. That\u2019s because setting a hard deadline for when you\u2019ll stop working <\/span><a href=\"https:\/\/www.entrepreneur.com\/business-news\/how-to-boost-your-productivity-game-in-2022\/424582\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">creates internal motivation<\/span><\/a><span style=\"font-weight: 400;\"> to focus and get things done. It also helps you avoid missing other deadlines by predetermining a stopping point that allows you to work on other projects for the amount of time you\u2019ve estimated you\u2019ll need.<\/span><\/p>\n<h4><strong>Time blocking vs time boxing<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">If you\u2019ve ever found yourself wondering, <\/span><span style=\"font-weight: 400;\">what\u2019s time boxing<\/span><span style=\"font-weight: 400;\">? You might have jumped to the conclusion that it\u2019s the same as time blocking (after all, they sound pretty much identical).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While they both <\/span><span style=\"font-weight: 400;\">involve allocating fixed time periods to specific activities, <\/span><span style=\"font-weight: 400;\">there\u2019s one significant difference between them:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time blocking dictates <\/span><i><span style=\"font-weight: 400;\">when<\/span><\/i><span style=\"font-weight: 400;\"> you&#8217;ll work on what, while<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time boxing focuses on <\/span><i><span style=\"font-weight: 400;\">how<\/span><\/i><span style=\"font-weight: 400;\"> long you spend on a task<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Time boxing is about restricting the amount of time you spend on something, rather than when you choose to spend time on something.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5. Elon Musk\u2019s 5-minute time blocking strategy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Elon Musk has been difficult to ignore lately. Just like with many other things, it\u2019s no surprise that his time management technique is, well, intense. He uses a time blocking technique that divides the day into 5-minute time slots.<\/span> <span style=\"font-weight: 400;\">And even though it requires more planning time than other methods, former Insider contributor<\/span> <a href=\"https:\/\/twitter.com\/spj1064\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Stephen Jones<\/span><\/a><span style=\"font-weight: 400;\"> says the 5-minute strategy really does <\/span><a href=\"https:\/\/www.businessinsider.com\/elon-musk-productivity-hack-daily-routine-5-minute-slots-2021-10\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">boost productivity<\/span><\/a><span style=\"font-weight: 400;\">. When Jones used the technique to plan his workday, he typically allotted multiple 5-minute blocks to one activity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, he allocated 12 consecutive time slots to an interview. As a result, Jones minimized distractions and got more accomplished each workday than before using the strategy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But with such a restrictive time limit, it might not be possible to get into a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/flow-state-scheduling\"><span style=\"font-weight: 400;\">flow state<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. The Eisenhower Matrix: Prioritize your tasks<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When you use The Eisenhower Matrix, you assign tasks to time blocks based on priority level\u2014the highest-priority tasks are completed first, then lower-priority activities. This method helps minimize stress by ensuring there\u2019s always ample time to complete projects, even if they take longer than expected. For example, college students often use the Eisenhower Matrix to prioritize their assignments by their deadline. This helps them avoid procrastination and ensures they never miss a deadline that could hurt their grades.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">7. The Pomodoro Technique: Use a timer for focus and breaks<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The Pomodoro Technique uses a physical timer to set focus time. When the timer goes off, that\u2019s a signal when to move on to the next task or to take a break. This old-school time management technique is particularly effective when used together with time boxing as a way to ensure you stick to your plan.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Today, this technique is so commonly used that you can even see it in action on popular TV shows. For example, Jeopardy uses its theme song, rather than a traditional kitchen timer, to indicate how much time contestants have to answer. Once the music stops, their time is up, and they must provide an answer.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With these time blocking techniques in mind, let\u2019s take a look at a time blocking example, based on a weekly work schedule.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Time-blocking-example\"><\/span><span style=\"font-weight: 400;\">Time blocking example\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Time blocking tells you to set aside a chunk of time for a specific, high-priority, task. By tackling one thing at a time, task by task, you allow yourself to stay focused and productive.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re part of a marketing team, say, like me, your weekly schedule might look like this using a time block method:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-4233 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar-943x626.png\" alt=\"What time blocking in Google Calendar could look like if you're on a marketing team.\" width=\"943\" height=\"626\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar-943x626.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar-1042x692.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar-1536x1020.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar.png 2020w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-calendar-943x626@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Use-time-blocking-software-to-improve-time-management-and-boost-productivity\"><\/span><span style=\"font-weight: 400;\">Use time blocking software to improve time management and boost productivity<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There\u2019s plenty of time blocking apps and <\/span><span style=\"font-weight: 400;\">time blocking software<\/span><span style=\"font-weight: 400;\"> available on the market. And no wonder, as our environments get more busy and disruptive, it\u2019s harder to manage time and stay productive.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Choose a time blocking app that works for you (and your team)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Today, there\u2019s a <\/span><span style=\"font-weight: 400;\">time blocking app<\/span><span style=\"font-weight: 400;\"> for everyone. Below, we\u2019ve listed our favorites, some of them free, while some premium apps for time blocking come with a (small) price tag.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">5 of the best time blocking apps\u00a0<\/span><b><\/b><\/h4>\n<ol>\n<li><b>Your phone timer: <\/b><span style=\"font-weight: 400;\">You don\u2019t necessarily need to download a new app for time blocking. The timer on your phone is simple, effective, and\u2014free. If you\u2019re not sure time blocking is for your or you don\u2019t want to clutter your phone with more apps, this is a great way to get started. Simply set a timer based on your time blocking agenda and you\u2019re off to the races!<\/span><\/li>\n<li><a href=\"https:\/\/www.sunsama.com\/\" target=\"_blank\" rel=\"noopener\"><b>Sunsama<\/b><\/a><span style=\"font-weight: 400;\"> is one of the best time blocking planners for daily planning. This is an intuitive app that will get you started with time blocking in minutes.<\/span><\/li>\n<li><a href=\"https:\/\/planyway.com\/\" target=\"_blank\" rel=\"noopener\"><b>Planyway<\/b><\/a><span style=\"font-weight: 400;\"> is ideal for Trello and Jira users. It lets you block off tasks based on what\u2019s in those tools. This way you can get your time block planning and to-do list organized at once.<\/span><\/li>\n<li><a href=\"https:\/\/ticktick.com\/\" target=\"_blank\" rel=\"noopener\"><b>TickTick Premium<\/b><\/a><span style=\"font-weight: 400;\"> for an all-in-one app for task management and time blocking. If you\u2019re looking for the two to work together seamlessly, this is the app you want.<\/span><\/li>\n<li><a href=\"https:\/\/www.sortedapp.com\/\" target=\"_blank\" rel=\"noopener\"><b>Sorted^3<\/b><\/a><span style=\"font-weight: 400;\"> for Apple users (and those that are into hyper-scheduling). With this app you can use time blocking categories to your heart\u2019s content! Tasks, errands, groceries, you name it\u2014they have it. So if you\u2019re a super organizer, this is the app for you.<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Use Resource Guru to create a time block schedule<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource Guru\u2019s Schedule view, as seen below, is based on time blocking. For example, you can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose a specific time and duration for your tasks for any given day<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose one or multiple people to work on specific tasks at any given time<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Block out as much or as little (if you want to use e.g. the 5-minute strategy) time as you want<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Get a full overview of people\u2019s availability to make sure there are no clashes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Block off time based on people\u2019s availability and time zones\u00a0<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-4236 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-943x478.png\" alt=\"Adding a time blocking booking in Resource Guru. \" width=\"943\" height=\"478\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-943x478.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-1042x528.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-1536x779.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-2048x1038.png 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-943x478@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-in-Resource-Guru-1042x528@2x.png.webp 2084w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Once done, your week could look something like this:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-4235 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-943x449.png\" alt=\"Full time blocking schedule in Resource Guru, color coorindated based on the project and task.\" width=\"943\" height=\"449\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-943x449.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-1042x496.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-1536x731.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-2048x974.png 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-943x449@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/03\/time-blocking-schedule-in-Resource-Guru-1042x496@2x.png.webp 2084w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Plus, if you want to have a complete time blocking calendar (like in the image above), Resource Guru integrates with both <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/google-calendar-two-way-sync\"><span style=\"font-weight: 400;\">Google Calendar<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/microsoft-outlook-calendar-integration\"><span style=\"font-weight: 400;\">Microsoft Outlook<\/span><\/a><span style=\"font-weight: 400;\">, bringing time block management to a whole other level and making sure you get your tasks done on time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">I\u2019m telling you, time blocking for productivity just got easier!<\/span><\/p>\n<p><b>Take Resource Guru for a test drive and discover how it can boost your (and your team&#8217;s) productivity by making scheduling a breeze.<\/b><\/p>\n<p><a href=\"https:\/\/app.resourceguruapp.com\/signup\"><b>Start your 30-day free trial today<\/b><\/a><b>.<\/b><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Productivity has always been a tricky subject. We\u2019ve all seen the articles do the rounds on the internet; how to work, when to work, where to work\u2014you name it.\u00a0 We know by now that the same&hellip;<\/p>\n","protected":false},"author":30,"featured_media":4231,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[57],"tags":[],"class_list":["post-4229","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-time-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Time blocking | Ultimate guide to boosting productivity<\/title>\n<meta name=\"description\" content=\"Use this guide to find out what time blocking is, how to time block your day (with tips), and the benefits of time blocking to boost productivity at work and 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