Definition: Time blocking is a time management method where you divide your day into blocks of time. Each block is dedicated to a specific task or group of tasks. This helps to increase productivity by enabling deep focus and efficiency. It also aids in prioritizing important tasks and ensuring good work-life balance.
Time Blocking Examples
1. Morning Routine
(Suggested: 6:00 AM – 7:00 AM)
Starting your day with a morning routine helps you prepare mentally and physically for the day ahead. It allows you to accomplish personal tasks like exercising, eating breakfast, or reading, which can boost your mood and energy. This routine creates a sense of normalcy and readiness, making you more focused when you start work. A consistent morning routine also reduces stress because it eliminates the rush and uncertainty of starting your day.
2. Email and Communication Block
(Suggested: 8:00 AM – 9:00 AM)
Some people choose to only look at their emails once per day – say, for 1 hour in the morning (or 30 minutes at the end of the dat). This prevents the inevitable distractions you face when trying to do deep work and an email notification pops up! This can throw you off your focus for a good hour. So, overall, dedicating a set time to emails helps you focus for the rest of the day. Make sure you set regular blocks to check email, though, so you don’t become tardy in your communications.
3. Deep Work Block
(Suggested: 9:00 AM – 12:00 PM)
This block is for tasks that require intense focus and minimal interruption. During this time, you can work on complex projects, write, or analyze data without distractions. The key here is to ensure no distractions and focus on the ‘one thing’ that’s most important (and requires most concentration) throughout the day. This allows for progress on important tasks that require critical thinking and creativity.
4. Lunch and Break Block
(Suggested: 12:00 PM – 1:00 PM)
Taking a break for lunch is essential for recharging – don’t work yourself to the point of burnout! A lunch block provides a necessary pause from work, allowing you to recharge, which could in turn help you to maintain energy and focus through the afternoon. It’s a time to step back, which can lead to clearer thinking and new ideas when you return to work.
5. Team Meeting Block
(Suggested: 1:00 PM – 2:00 PM)
Setting aside a specific time for team meetings is often necessary for no other reason than coordination of schedules. However, making this a regular block can also help ensure you keep in touch with staff needs and concerns and make yourself available to your team. Regular meetings keep everyone informed and on track with their responsibilities.
6. Project Development Block
(Suggested: 2:00 PM – 4:00 PM)
This block is dedicated to developing and advancing ongoing projects. It’s a focused time to work on specific tasks, collaborate with colleagues, and make tangible progress. Consistently dedicating time to project work ensures steady advancement and helps meet deadlines. It also helps in breaking down larger projects into manageable tasks.
7. Exercise Block
(Suggested: 4:30 PM – 5:30 PM)
Regular exercise is key for physical health and stress relief. Allocating time for physical activity can boost your energy levels and improve mental clarity. Exercise also offers a mental break from work, allowing you to return to tasks with a refreshed perspective. It’s an essential part of a balanced routine, contributing to overall well-being.
8. Administrative Tasks Block
(Suggested: 6:00 PM – 7:00 PM)
Setting time for administrative tasks, like filing paperwork or organizing your workspace, keeps you organized and efficient. It ensures these often overlooked tasks get completed, which supports smoother daily operations. This block can help in managing time-sensitive tasks like bills or reports. Keeping on top of these tasks reduces last-minute stress and clutter.
9. Personal Development Block
(Suggested: 7:00 PM – 8:00 PM)
Dedicating time to personal development allows for learning new skills or hobbies. This can lead to personal growth, increased confidence, and potential career advancement. It’s a time to focus on self-improvement outside of work-related tasks. Engaging in personal interests also provides a necessary balance between work and personal life.
10. Family Time Block
(Suggested: 8:00 PM – 9:30 PM)
Too often, we neglect family time due to our focus and dedication to our work goals. But family time is clearly one of the most important things in life, and theoretically we should make work happen around our family time blocks. Sadly, not many of us have this luxury. Nevertheless, blocking time for family (such as by turning off work phones and disconnecting from computers) needs to be prioritized.
11. Planning Block
(Suggested: 9:30 PM – 10:00 PM)
Spending time each evening to plan for the next day sets you up for success and can save a lot of time the next day. It allows you to wake up the next morning knowing exactly what you need to get done. This reduces morning stress and ensures a more productive start to your day. It also helps in prioritizing tasks and managing your time effectively.
12. Creative Work Block
(Suggested: 10:00 AM – 12:00 PM)
This block is for engaging in creative tasks like writing, designing, or brainstorming new ideas. Creative work often requires a different mindset and environment than regular tasks. Having a dedicated time encourages innovation and allows you to explore new concepts without pressure. It’s also a way to break the monotony of routine tasks and keep your work interesting.
13. Learning and Research Block
(Suggested: 3:00 PM – 4:00 PM)
Setting aside time for learning and research helps in personal and professional development. It allows you to stay updated with industry trends, learn new skills, or deepen your understanding of specific topics. This time can be used for online courses, reading, or attending webinars. Continuous learning is essential for growth and staying competitive in your field.
14. Networking and Socializing Block
(Suggested: 5:00 PM – 6:00 PM)
Dedicating time to networking and socializing is important for building not only personal relationships but also professional connections. It allows you to connect with colleagues, mentors, or industry peers. Networking can lead to new opportunities, collaborations, and the exchange of ideas. It also provides a social break from work, which is important for mental health.
15. Reflection and Meditation Block
(Suggested: 10:00 PM – 10:30 PM)
Setting aside time for self-reflection and meditation can help in unwinding and processing the day’s events. It allows for mental relaxation, stress reduction, and self-awareness. This practice can improve sleep quality and overall well-being. Reflecting on the day helps in acknowledging accomplishments and setting intentions for the next day.
Dr. Chris Drew is the founder of the Helpful Professor. He holds a PhD in education and has published over 20 articles in scholarly journals. He is the former editor of the Journal of Learning Development in Higher Education. [Image Descriptor: Photo of Chris]