Time Blocking Guide

What is Time Blocking?

Time blocking is a productivity method where specific time periods are assigned to specific tasks. It helps maintain focus, reduce context switching, create concrete boundaries, and make time commitments visible.

Essential Components

1. Types of Blocks

• Deep Work Blocks (60-90 minutes)

  • Focused, cognitively demanding tasks
  • Minimal interruptions
  • Best during peak energy hours

• Shallow Work Batches

  • Administrative tasks
  • Email and communications
  • Quick updates

• Buffer Time

  • Transition periods between blocks
  • Handling unexpected issues
  • Short breaks

2. Daily Structure

Morning Planning (15 min)

• Review calendar for the day
• Identify 1-3 Most Important Tasks (MITs)
• Schedule deep work blocks
• Review task lists

Execution Periods

• Deep work blocks
• Shallow work batches
• Communication batching

Evening Review (10 min)

• Capture open loops
• Prepare for tomorrow
• Quick journal reflection

Best Practices

1. Reality-Based Planning

   • Review calendar first
   • Account for interruptions
   • Be realistic about task duration
   • Protect deep work time

2. Task Management

   • Limit daily "must-do" tasks to 1-2
   • Use physical reminders for priorities
   • Group similar tasks together
   • Schedule breaks between blocks

3. Focus Protection

   • Minimize context switching
   • Create clear boundaries
   • Use focus tools during deep work
   • Batch communications

Common Mistakes to Avoid

❌ Overloading blocks with too many tasks
❌ Not accounting for interruptions
❌ Multitasking during focused blocks
❌ Using busyness as a productivity metric
❌ Allowing unscheduled interruptions

Tools and Setup

Digital Tools

• Calendar app (Google Calendar, Outlook, Apple)
• Task manager (TickTick, Todoist, Microsoft To Do)
• Focus tools for deep work sessions

Physical Setup

• Dedicated workspace
• Visual reminders
• Notebook for capturing ideas
• Do-not-disturb indicators

Tips for Success

1. Start small with 1-2 blocks per day
2. Protect your calendar boundaries
3. Review and adjust weekly
4. Keep a buffer for unexpected tasks
5. Track what works and adapt accordingly

Remember: Time blocking isn't about perfect adherence to a schedule, but about intentionally directing your attention and energy toward what matters most.