Time blocking is a popular time management strategy that can be highly effective when implemented correctly. It involves scheduling specific blocks of time for tasks, meetings, and other important activities to enhance productivity and focus by allowing individuals to deeply focus on a single task at a time. Not only are time blocks good for getting things done, but they also bring peace of mind knowing that you have dedicated space to focus on each of your priorities – ending the need to multitask.
For this time management strategy to work, however, one needs to have a SUPER clear idea of what their true priorities are. Only then can a schedule be created to reflect those priorities or activities that mean the most. This is a challenge, particularly when helping new leaders transition from do-er to leader. While time blocking can be a source of frustration – in most cases, the root of the issue is a lack of clarity on what’s truly important. New leaders simply try to do too much because they can’t let go of their previous ways of doing things and struggle adapting to a new paradigm.
In this article, I go through five common challenges new leaders experience when trying out time blocking. I also provide some guidance on strategies and mindset changes leaders (or anyone, for that matter) can implement to experience more focus and better time management using time blocks.
Overambitious Planning
Leaders often have many responsibilities and commitments. One common pitfall is setting unrealistic expectations when time blocking. It's easy to overestimate how much can be done within each time block. It’s a thing – and it’s called the “planning falacy”, a term coined by psychologists Daniel Kahneman and Amos Tversky in the 70’s. To make time blocking more effective, as a new leader, you should:
Be realistic in estimating the time needed for tasks. A general rule of thumb is to figure out how much time you believe you will need, then add 30% to that. Then use THAT amount of time to determine the length of your time block for that task (or break it up into several).
Prioritize essential tasks over non-essential ones. It is amazing how quickly “busy” work can smother our days. These are typically mindless tasks we’re so used to doing, we don’t really think about the value they bring anymore. We just do them because “that’s how I’ve always done it.” Take a look at what’s taking up your time, and decide what’s necessary vs what’s no longer serving you. These tasks can also be pushed back, delegated or eliminated altogether.
Allow buffer or transition times between blocks to account for unexpected interruptions or much needed health and mental breaks. A common complaint from folks who play around with time blocking at first is that something unexpected but urgent got in the way of following their rigid schedule. I guarantee you, something like this will happen almost daily. If you know it will happen, build time into your schedule daily for the “s&*%” that will happen. Even 10-15 minutes will give you time to re-direct, send an email to deal with the issue, or at least create a better plan to tackle it later – and will prevent your day from being derailed.
Inflexibility
Some leaders become too rigid in their time blocking schedules, which can be counterproductive. They may resist adapting to unexpected changes or opportunities. To address this issue, leaders should:
Maintain some flexibility in their schedule for spontaneous issues. (Such as, “s&% happens” time block), as frequently as “s&%” typically happens.
Be open to adjusting time blocks as needed. Understand that these time blocks will evolve with time as work/life happens. What’s important is that you take control of how your time is spent.
Understand that not every task can fit neatly into a predetermined block of time. But it will work for most tasks – if planned for, well ahead of time.
Lack of Focus and Distractions
Constant interruptions and distractions are common barriers to time blocking success. New leaders may find it challenging to maintain focus during their scheduled blocks. To overcome this challenge, as a new leader, you should:
Create a distraction-free work environment. I’ll be the first to admit that I lack the discipline to not check on my phone during focus times. Knowing this, I put my phone away during those times. As I’m writing this, my phone is in a different room - with all notifications off.
Set boundaries and communicate your time blocks to colleagues and team members. When possible, let them know what you’re working on. They will better be able to relate and respect these boundaries without grudges. Invite them to do the same with their scheduled focus time.
Utilize techniques like the Pomodoro method (using a timer) to maintain focus during on tasks that you find less engaging.
Be more strategic in your planning. Tasks that require more focus and attention to detail should be scheduled during periods of the day where you are most easily focused, while more creative or interactive work can be done during other times. Work with your natural focus rhythms – not against them.
Inadequate Planning and Preparation
Leaders may not spend enough time planning and organizing their time blocks, which can lead to inefficiency and wasted effort. To improve their time blocking strategy, leaders should:
Clearly define tasks and objectives for each time block ahead of time. This will avoid wasting precious minutes deciding what needs/should be done. Write follow-up notes so you can start up exactly where you left off last time you worked on a particular task.
Prepare the necessary resources and materials in advance. If others are involved, tell them exactly what information you will need and when so that you’re not wasting time chasing after things you need to do the work.
Develop a daily or weekly time blocking plan that aligns with their overall goals. Friday afternoons are a great time to plan for the week ahead. It also allows leaders to get ahead of the crowd and block focus time for priorities that align with their own goals, rather than get their time booked by others for things that may not necessarily be a priority.
Neglecting Self-Care
Leaders often prioritize work-related tasks and forget to allocate time for self-care and personal well-being. Neglecting self-care can lead to burnout and decreased productivity. To enhance time blocking, new leaders should:
Schedule regular breaks, meals and downtime in their calendar.
Prioritize their physical and mental health.
Recognize that self-care is essential for long-term success and focus. There is no point in going through the effort of such careful planning only to burn out a few weeks in. Make sure to respect these self-care times as you would any other work-related time block.
Time blocking can be a powerful tool for leaders to enhance time management and focus. However, its effectiveness is highly dependent on realistic planning, flexibility, maintaining focus, thorough preparation, and the inclusion of self-care. By addressing these common issues and implementing the suggested strategies and mindset changes, leaders can harness the full potential of time blocking to become more productive, organized, and focused in their roles.