Time Blocking
Objectives
Define time blocking
Create a structure for how to spend my time
Better track how I’m spending my time
Optimize productivity
Motivation
If you read my post about my 2019 Goals Pt.2, I mentioned that working smarter was area that I needed to pay more attention to, and this experiment is getting into that.
I chose this experiment because I needed a new system to help achieve a higher level of productivity. I would come into work with my lists of tasks and often get sidetracked by tasks that came up during the day. It was this weird situation where I was getting things done, but because those things were unplanned it just felt like I was completing tasks but not getting things done. There was no sense of accomplishment, which was hurting my motivation and productivity.
I also changed things up is because those unplanned tasks were rarely related to my performance goals, and because I need to get smarter about my professional development. There are different ways to grow and develop in a role, and I want to make sure that I manage my time so that other people’s priorities don’t dictate how I spend my time.
I love the to do list method, and I know it’ll come back in style for me again, but I wanted to try something new.
Process and Outcome
Time blocking is the process of organizing the work day based on specific tasks that need to be completed. For this experiment, I did the task batching method, which involves creating time blocks for multiple areas of focus during the day. You can read more about this in the resources included at the bottom of this post.
I time blocked according to four areas/objectives that my manager and I discussed in my performance review. I knew that if I focused on those things, I’d be headed in the right direction. It has also helped me to manage 1-1s with my manager because we could clearly discuss how I was getting along in these various areas; as a result, it is easier for my manager to delegate and restructure my priorities as necessary. At the end of each time block, I make sure to note the tasks that I have completed for my own records and for 1-1 discussions.
I admit that I did amend my time block system a few times during this experiment. Below, I’ve included the changes I made over the course of this experiment.
Flexibility
Initially, I didn’t time block in a flexible way. I created four blocks that filled out my entire 8 hour day the first time I set up my system. That became a glaring problem because I had meetings the first day. I added unscheduled windows of time, so there are about two hours of floating time each day for meetings and unplanned tasks. This two hour window allows me to rearrange my time blocks without feeling like my schedule for the day has been completely derailed.
Every time block isn’t on my schedule each day. Some time blocks occur every day, and some alternate days
Miscellaneous Time
In my role, I am the main point of contact for external stakeholders, so I get a number of miscellaneous requests that I need to make time to address. I wanted to make sure I had a catch-all time block so I could dedicate time to tasks that weren’t directly related to my department and responsibilities, so I added that.
Energy
Initially, I scheduled my time blocks so that my productivity aligned with the times that I have higher energy. I have more energy in the morning and early afternoon, so I was putting my enjoyable tasks early in the day and my loathed tasks at the end of the day. I realized that this wouldn’t be a sustainable way to work because I would be setting myself up for failure when it came to doing those loathsome tasks? I have low energy AND I have to do something I don’t like? No thank you. I had to change my schedule so that my higher energy did coordinate better with those loathsome tasks. I was able to look forward the end of the day because I dedicated time to tasks that made me feel motivated, which helped keep my energy up.
Lunch
A couple weeks into the project, I added a lunch break time block. Usually, I work through lunch and that definitely works against me as the day goes on, so I’m making a concerted effort to do that.
Overall, I would call this experiment a success and I’ll definitely continue to develop this.
Have you tried time blocking before? Do you have any helpful tips to recommend? Leave me a comment and let me know your experience!
Resources
Time Blocking Tips Top Experts and Scientists Use to Increase Productivity
Why Highly Productive People Use 'Time Blocking'
