How to effectively time block your calendar

I’ve always been a list maker.  If I need to run errands tomorrow, I’ll have a list of places I need to go, and a list of items I need to purchase.  When I go on vacation, I have a list of items to pack, both for me and the rest of my family.  When it comes to my daily to-do’s, I used to be a list maker too.  I’d write down ALL the things I thought I needed to do each day, and boy, would that list get long.  And while I love the accomplished feeling of crossing off everything on that to-do list, the truth is that it seldom happened.  I ended up writing down too many things than I could realistically accomplish in a day.

Enter time blocking.  I had heard of this method of planning out your day, but honestly, it just sounded like too much work.  It also felt like I’d be dictated by my schedule, rather than me being in charge of my day. With my particular schedule, I like the freedom to have some flexibility in my days.  However, I’ve been using this method for most of this year now, and I have to say that it’s completely changed how I feel about time blocking.  I actually feel more accomplished, as I truly can get through my list of priorities in a day.  I also can look at a day, realize it’s already full, and push off unnecessary tasks until another day and not feel guilty about it.  It gives me the freedom to plan the tasks I need to complete, in time blocks that work for me, and still get everything done that I need to.

So, how do you get started on this process as well?  

Start with a blank calendar

You will want to start with the kind of calendar that works for you.  Do you love to use digital calendars, or are you more of a pen and paper type?  For me, I use a combination.  I use Google calendar a bit, mostly so that I can get reminders on my phone.  For everything else, I prefer my monthly paper planner.  But for time blocking, I like to start with a new blank planner each week.  I found one I like at calendarpedia.  The important thing is to find what works for you, whether that’s an app, an online calendar, or a blank sheet each week.

Set aside time to plan

Finding a time that is both beneficial and that you will stick to is essential.  If you work in an office, setting aside time each Friday will give you a good idea of what you have to look forward to when you come back on Monday morning.  It will also give you time to talk to coworkers about moving meetings or deadlines around if you discover time conflicts.

Since I work at home, Sunday evening is my ideal time for planning the week ahead.  It helps me be able to see the week at a glance and get myself prepared for it the night before.  I like to think of the first day of the week as a Marvelous Monday, and having a good plan done the night before really helps make that happen.

Start with the big blocks

You’ve likely heard the story about fitting all the rocks in the jar.  If you start with the gravel, you’ll never get the big rocks in.  However, if you start with the big rocks, you’ll likely find space for the gravel. That idea is important to keep in mind when you’re time blocking your calendar.

I like to start with the appointments, important family events, and work meetings that are on my monthly calendar.  Those are the things I want to be sure I have time for, so they go on the blank sheet first.  I also try to combine things when possible.  This past week, one of my kids had a doctor’s appointment to check up on a broken bone.  I put that appointment on my calendar, as well as drive time to and from the office.  Since that particular office was 45 minutes away, and near the grocery store I like to shop at, I also planned a grocery run for that day, eliminating the need to make another trip there in the week.  See how I saved myself some time already by combining trips?  

As a business owner, one of the biggest ways time blocking can help is by being sure you’re getting all your big goals on your calendar.  While some little tasks can be important and even feel urgent, the reality is you need focused time to work on your goals.  Do you need to focus on making more connections?  Are you developing a new product?  Do you have another goal that just needs some focused time?  You can schedule time blocks for that.  If you use a digital calendar, schedule it as an event and mark yourself unavailable during that time.  On the flip side, if you know you have lots of little tasks to do, schedule a time block just to work on a bunch of those at once.  You’ll crank through several things and feel more productive than if you just tackle them as they come up.

Add in the important details

After making sure those non-negotiables are on my calendar, I look at my goals for the week.  Is there a particular project I need to complete for my clients this week?  I typically do my best work early in the morning, so I may schedule the project for the first couple hours of the day.  However, know what time frames work well for you. The reality is that most of my uninterrupted time is in the evening, so since I work from home and my hours are flexible, I often schedule work hours to be completed after my kids are asleep.  It’s also important to be realistic about how much time the project will take, and not schedule too few hours to work on it.  

I work on a monthly retainer, so I have a specific hourly goal I’m aiming for each week.  You may own your own business or work as an independent contractor, and not necessarily tied to a certain number of hours.  It can be easy to think you’ll fit in work hours morning, afternoon AND evenings, but that won’t lead to a good work and life balance.  Be sure to set a goal for how many (or few) hours you want to be working and arrange your time boxes around that.

Why Time Blocking is SO Important and Helpful

Remember when I mentioned earlier that I would make long lists for my daily tasks?  The biggest thing I’ve learned from time blocking is that my time is finite.  I work 15-20 hours a week, but that’s not all that I need to fit in my schedule.  I also homeschool my kids, volunteer at church, and want to make time for hobbies like gardening and reading. If I want to spend quality time with my family and friends, while also doing my work at a high level, I need to be aware of how I’m spending my time and using it productively.  Time blocking allows me to do just that.

If you start time blocking and find you’re not able to fit all the gravel in with the rocks, it may be time to begin delegating some of your tasks.  Check out our Delegation Checklist for some ideas to get started.