Using calendar time blocks is one of the best ways to effectively manage your time. It's a skill that is often overlooked but is an essential key to a productive day (day after day). We'll explore different ways you can make this critical practice easier in your life and take some of the stress out of your schedule by breaking up tasks into manageable chunks.
The Benefits of Using Time Blocks
One of the benefits of using time blocks is that it gives you more control over your day. You can use it to prioritize what's important and get the most critical tasks done right away, or you can set up time blocks for things like checking email, social media, or other less pressing activities that take up a lot of time.
It can also help you manage tasks when you have limited time to work on them. Some jobs need to be done, but if it takes longer than an hour or two, then setting up a time block before being done for the day on that task can give you the time needed for it. This method is a much better option than having it hanging over your head if you didn't have the time to work on it during that day.
Some people don't like using these time blocks because they feel restricted and want to be able to talk about unrelated things while working for an hour or two at a time and then switch right back to work.
They feel that hyper-focusing on a task won't allow them to get away from work, even for a little while. However, that's what the blocks are for--to manage your schedule and help you figure out how to get things done more effectively, so you can take time off again later. This means getting essential tasks done first or giving yourself enough time to wrap everything up and move onto the next activity after working on a job.
Using Time Blocks
Using time blocks is a great way to make sure you are even more time efficient. The hardest part about being an entrepreneur is not having a set schedule that is consistent day in and day out. We're always working, thinking of work, and talking about work. When you have a time block to plan your day and week ahead of time, it will help keep you on track and be more intentional with your very valuable time.
If you have a problem staying focused, setting time blocks will keep all the work-related tasks off your mind and allow you to focus on one activity or event at a time without bringing other thoughts with you that your mind is trying to hold on to or not to forget. It's important to remember not to get caught up in multitasking during these time blocks. You want to ensure that all your time is used effectively, even if that means taking longer on one task than initially anticipated to get it completed before moving on.
Keep it simple! Make a list of all the tasks you have to complete during that day. Prioritize your list and always keep it in priority order so the most important task is always at the top of the list. Your list can be in a CRM, Outlook, or an excel spreadsheet to make it easy to keep current. Planning your day out this way makes it easier to stay laser focused and get a lot done.
When Time Blocks are Not Effective
When time blocks are not effective, they often neglect to include tasks or areas of your life that need to be attended to. Make sure that you're creating a plan for yourself that fits those needs, and you'll see improvement over time. In general, you'll notice that the majority of time blocks are for work-related activities, which is the way it needs to be Monday through Friday for you to have the highest probability you will achieve your goals in the timeframe you have set. That’s not to say you can’t have personal activities in your calendar to help you be productive.
This is because you get more bang for your buck with those high payoff business activities and are generally rewarded regularly for investing time in them. However, it's crucial to balance out business and personal activities in your life. You want to create space for family, friends, leisure time, spirituality, and creative endeavors. You can't always be working - as vital as it is to keep your business moving forward! Many of us can easily get off track, and it's a great way to keep our balance in check.
Remember - time blocks aren't set in stone!
You'll notice that I've given you many different options for creating your time block schedule. That's because there is no one-size-fits-all when it comes to managing your time effectively.
How to Stay Motivated During a Time Block
It can be hard to stay focused and motivated when you know you only have a limited amount of time to do something. One trick is to set your target for the time block and break your goals down into smaller steps. This way, you'll feel like you're constantly moving forward, rather than just staring at a long to-do list or a pile of work.
How to Make the Most of Your Time Blocks
When you plan your day, think about how long tasks will take you. Then, block off enough time to do them correctly. Avoid multitasking and using time blocks for more than one task at a time, as it can be stressful and cost you extra time in the long run.
It can be tempting to say that a particular time block will work for all tasks, but it doesn't. Experiment with different lengths of time blocks and see how they affect you getting the work done. A longer time block might give you the chance to take a break from your work now and then, while a shorter one may help you stay even more focused.
When deciding how to split your day, give yourself a small test run of each time block. If you need more time than scheduled, increase your blocks to the desired length in the future.
Similarly, if you feel that tasks are taking less time than expected, reduce your time blocks.
Your schedule should be flexible enough to allow you to shift your time blocks as you go along. This will save you from wasting time on tasks that don't need as much time and help you manage your overall productivity for the day.
My philosophy is that if the calendar could talk, assuming you have the “right” activities in it, it would tell you what to do and when, and you would say, thanks calendar and move on to the next activity.
Did you know that some of the most productive people in the world swear by time blocking? Ever heard of Elon Musk, Bill Gates, Michael Hyatt, or Cal Newport? Yep – all time-blockers. They’re squeezing every drop of productivity from their days, and so can you.
Conclusion
If you need help managing your time, remember that there are different ways to go about it. Experiment with various lengths of time blocks and see how they affect your productivity for the day.
You want a flexible schedule that allows you to change as needed throughout the week to avoid wasting precious minutes on tasks that don't take much time at all or have them completed promptly when possible.
To download my complimentary Time Log Exercise and help you and your team members be even more time-efficient, so you are in a higher probability position to achieve your goals, go to: https://www.accountabilitycoach.com/time-log/. Simple instructions come with the exercise to help you know how to complete the time log.
For information on time blocking your calendar for maximum effectiveness, check out an article I wrote by going to https://bit.ly/Time_Blocking.
Managing your time even better is definitely something I can help you with, so don't hesitate to reach out if you feel you could be more time-efficient and schedule a complimentary consultation!
Want more proven business success tips and resources? Of course you do… Subscribe to my blog by going to www.acountabilitycoach.com/blog.
Go to https://www.accountabilitycoach.com to check out for yourself how I, as your Accountability Coach™, can help you get and stay focused on you highest payoff activities that put you in the highest probability position to achieve your professional and personal goals, so you can enjoy the kind of business and life you truly want and deserve.
Get your daily Accountability Minute shot of a single, simple, doable idea, so you can start your day off on the "right foot". You can find The Accountability Minute on https://www.accountabilitycoach.com/my-podcast/ as well as on most podcast platforms and in most English-speaking countries.
Take advantage of all the complimentary business tips and tools by joining the Free Silver Membership on https://www.accountabilitycoach.com/coaching-store/inner-circle-store/.
Connect with me on:
- Subscribe to my YouTube channel with business success principles (https://www.youtube.com/annebachrach)
- Connect with me on Facebook (https://www.facebook.com/TheAccountabilityCoach)
- Connect with me on Linked-in (https://www.linkedin.com/in/annebachrach)
Check out my proven business accelerator resources by going to https://www.accountabilitycoach.com/coaching-store/.
I’m the author of many books, including, Excuses Don’t Count; Results Rule, Live Life with No Regrets, No Excuses, The Guide to Stopping Procrastination, The Power of Visualization, My Gratitude Journal, the Work Life Balance Emergency Kit, and The Roadmap To Success with Stephen Covey and Ken Blanchard, and more.
If you are getting value from any of my episodes, please take a minute to leave me a short rating and review. I would really appreciate it, and love to hear from you.