Now that so many of us are working from home, I thought it would be a good time to chat about time blocking. After I quit my job as a nurse and was committed to working for myself full time, I realized I needed to add a bit more organization to my day, so I started time blocking.
Why Time Blocking?
If you don’t control your schedule, it will control you.
It is far too easy to be distracted and as a result – UNproductive. The way I see it if I am going to be dialed in to my work + the areas in life I’ve set goals around – I want to be EFFECTIVE.
A big mistake I made as a new entrepreneur was spending a ton of time reacting to everyone else and their “urgent” needs – I was left with very little time or ENERGY to dive into my own responsibilities + priorities. I was so busy reacting to everyone else – I felt like I was being pulled in a million directions and it took so long to course correct my day – it often felt like a waste.
I learned that little distractions here and there ADD UP. Getting sidetracked while you are in the middle of a task isn’t the end of the world – but when you start to see how those little distractions compound. You quickly realize you could have gotten your task done in likely HALF the time if you were able to maintain focus.
What Is Time Blocking?
Time blocking is a time management approach where you break your day up into blocks of time. Then you basically group like-minded activities together [task batching] in order to be more productive. During each block of time, you ONLY focus on the specific tasks in the block.
Having an open-ended to-do list is just too flexible, and you’ll likely keep carrying tasks over to the next day – on repeat. Having a concrete schedule that lays out what you will work on and when you will work on it – will turn you into a productive master! Will it be perfect every day, no. But like everything else in life, the more you practice, the faster you’ll find a rhythm that works for you.
The way I start my day is critical to the rest of it. I prioritize ME-time from 5:00ish – 7:30 a.m. I’ve batched the tasks in this time frame to really be the ones that set me up for success for the rest of the day. These are the tasks that I prefer to do alone in a quiet space FIRST thing. [examples: workout, read Bible, sip coffee, look at the calendar for the day, make plans to tackle].
If Roux wakes up bright and early, I’ve been awake long enough to have a little quiet time to myself or at least get a few things done. Once 7:30 a.m. hits, I switch into full mama mode. Playing, cleaning and cooking… all the things. Then once I have help with Roux again for the day – I go back into time blocking. That’s how my days are planned out Monday through Friday. Juggling a business and being a toddler mom isn’t for the weak!
Here are some of my favorite time blocking tips to help you start organizing your days!
Identify Your Priorities
What are the activities that take up most of your day? Of course, this is different for everyone depending on what you do for work or what season of life you’re in. Working out, filming, answering emails, writing, video meetings, reading, networking, brainstorming, homeschooling, cooking, cleaning?
First, identify the like-minded tasks and batch them together so you don’t have to switch gears a ton throughout the day. It saves you SO MUCH TIME to group similar activities together and know that each activity has its TIME. Then give that batch of tasks a timeframe.
It doesn’t have to be perfect. But, scheduling your day will make a big difference in your productivity. When you know that 10:00 am is EMAIL TIME – you won’t be tempted to open your email FIRST THING in the morning. You’ve decided that isn’t how you want to start your day.
I like to start my day focused on me. That means working out, quiet time, planning, and posting on social (see my full morning routine here). These activities all fit together perfectly and don’t require me to shift mindsets from task to task. After my workout, my morning tasks do not require a lot of energy for me to complete. I can easily go from task to task, which means I get it done quickly.
Work In Your Natural Productive Times
Whether you’re an entrepreneur or you work a 9 to 5, there are times when you’re going to be more productive. PROTECT that time. Some night owls LOVE writing and answering emails when it’s quiet at night in bed. I’m always the clearest and most productive bright and early — coffee or smoothie in hand. So I batch my top priorities in the morning when I have the most energy: working out, getting organized, and then Roux!
I like to hop into my email inbox a little later in the morning. It is really important to me that I FUEL UP, in a way, before I pour into others. It’s important to me that I have spent time with the Lord and organized my day before I begin responding to other people.
Find the time of the day when you naturally feel most productive. Save that time for important tasks.
Time Yourself
Set a timer! Use your phone — or check out some great apps like CLOCKIFY or SLOTH — to keep yourself on track. Once the timer goes off, finish what you’re doing and move on to the next project. You will be SO SURPRISED at how much more productive you will be when you work against the clock. It is a KNOWN FACT that we FILL UP whatever time we give ourselves to complete a task. So, if you give yourself 40 minutes – you will likely take 40 minutes. If you give yourself 25 minutes – you will likely take 25 minutes. Your brain will figure it out.
[geek alert: go Google the Pomodoro Technique if you want to learn more.]
Schedule Time Off
You guys might know, for me, weekends are family time. I usually try and block off Saturdays and Sundays as special days with Roux and Loren. This was a BIG decision for me because as an entrepreneur, I’m working NONSTOP [and LOVE my work] so I had to set some boundaries. Once I changed my mindset, I was able to be more present because I knew at 6:00 a.m. on Monday I’m ready to jump back in!
That doesn’t mean that I’m not answering urgent messages and I turn EVERYTHING off. But I know where my focus is and I don’t get caught up in other things on those days. If it is a season in my business when I do need to show up on the weekends – I wake up super early and do that business check-in or project completion before the house is awake. This balance is a HUGE help to make sure my family knows and FEELS that they are a priority!
Write It Down
Once you have identified how you are going to block your days, now you have to put it in practice! I’m super visual, so I write everything down in my Plump Paper Planner but you can find what works best for you!
I’ve created this time blocking template for you to try for yourself. It breaks down goals and priorities. It also has a section for you to brainstorm so you don’t get lost in your thoughts throughout the day!
My Final Thoughts
Time blocking has been so effective for me because it makes me more aware of how I spend my time. It has eliminated that “overwhelmed” feeling because I know what to expect. It also has eliminated the need for perfectionism because I have an END TIME for your project. I need to move on and stop obsessing over making it perfect.
For me, it is important not to be too rigid with this system. This is meant to be more of a guide to help you stay focused on what’s important. It’s normal to modify and revise. Stay flexible.
When you front-load what to work on for the day, you save time and mental energy. You already have a plan and know what to do.
Try it for a week and see what you think!
Let me know if you’re using these tips by tagging me on Instagram. I love to see you babes reaching goals and it warms my heart when I get to be even a small part of it!
