The other day after presenting a webinar, I received this message:
Stephanie: I have trouble with time blocking. I don't always feel mentally, emotionally, or physically ready to do what I've scheduled for that specific period. Any suggestions? Thanks in advance. Ann
I'm glad that Ann asked that question! She is not the only one that struggles with time blocking. It is not for everyone.
Today I'll talk about what you can do when the time management technique of time blocking and your brain doesn't work together.
Time Blocking 101
Time blocking is the practice of using your calendar to “block out” time to work on a project or complete an ongoing task. For example, you may say every 1st Thursday of the month from 9:00 am to 11:00 am I will work on client billing and financial work. Some people refer to it as making a “client-like priority” appointment with yourself.
Why Time Blocking Works for Some
Sometimes project work or ongoing responsibilities don't get done because we are busy putting out fires or just simply don't allocate enough time to complete a task. Time blocking dedicates time on your calendar so other things cannot take its place. The practice of blocking out time forces us to think through how long an activity will take.
Time Blocking Doesn't Work for Everyone
As Ann mentioned in her question, often when she blocks off time, she finds that she is not inspired to do the work that is allocated for that time. I have to admit, this happens to me sometimes too. Time blocking only works for some activities for me. For example, I have to be in the mood to write; I can't force it. I've altered my schedule to accommodate that by day-blocking. Day-blocking is when you identify a specific day of the week that you will work on something, but not at a specific time. My writing is scheduled for Mondays along with other desk-type activities. Throughout the day I will work on my task list and writing is one of those things I accomplish. That being said, if I get inspired on a Thursday night to write while my family is gone to activities, I do it then too! I strike while the iron is hot where inspiration is concerned!
Procrastination or fear can kill time blocking.
Sometimes no matter how we allocate our time, the work is not getting done because we simply don't want to do it. As you are looking at your time management, be honest with yourself, is it the time management technique, or are you just putting off work you don't want to do?
Alternative to Time Blocking – The Pomodoro Technique
Understand and work based on your priorities. Have a list of the projects that you need/want to complete and use the Pomodoro Technique to get things done. Rather than blocking time for a specific task on your calendar, you set the timer for 25 minutes and work as focused as you can on one project. When the timer goes off, you take a 5-minute break and then do another 25 minutes on another project. This technique works great for many people because you can mentally wrap yourself around working for 25 minutes on something. It does not seem as long, so it becomes doable in our minds.
What do you do?
Help Ann out! Share your techniques for getting things done in the comments. I know she will appreciate it.
Until we talk again,
Live Fully — Love Openly — Laugh Often — Leverage Your Brilliance — Connect Authentically — Get Your Message Out — Serve with Impact — Prosper Everyday
Shelley says
I find that using time blocking to track back after the fact helps me figure out a “better” schedule. Working by category instead of hour has done wonders for me, too.
For example, you know you need to spend time marketing, writing, strategic planning, and more each week. Rather than schedule general time for writing, have a weekly planning matrix with a space for all your categories. You can jot ideas in that space, as well as specific tasks, such as “write photography article for x magazine.” If you establish a routine of choosing from your “menu” of tasks by priority and selecting them for the DAY (not hour) that most makes sense, you may find flexibility and inspiration!
This system can help you establish routines that feel right for you. Do have an alarm system for deadlines or appointments involving others, though!
Stephanie LH Calahan says
Excellent tips and examples Shelley. Thanks for sharing! I love how you shared that it has helped you get better and better at scheduling.
Jacquie says
I also find that working by category works better for me. I tend to ignore my time blocks, and just do whatever I want! LOL Let’s face it – very few people enjoy bookkeeping and filing. I’d rather save it up a bit and then do it all at once. As long as I have good organizational systems in place, this works fine.
Creating deadlines for myself also work well. Once I’ve made a decision to do something by a certain date, I will make the time to do it, and it’s rare that I won’t get it done. For some reason, this works for me.
Stephanie LH Calahan says
Hi Jacquie. Do you use categories the same way Shelley mentioned above or something different? Would be curious to know.
Enzo says
There are different ways and strategies that can help you manage time blocking, it is just depends on what are the effective ways that are suitable for us to use. This is my alternative way of time blocking, the factor that helps me most to manage time effectively is self discipline. I believe that it would be hardfor me to manage my task without it. It helps me work on tasks on schedule and finish it on time. Another is using a time management tool like this one; http://www.timedoctor.com/blog/2010/07/25/how-is-time-doctor-different-than-rescue-time
Using this tool it tracks time accurately that I also use to set time to do each tasks so that I won’t waste time. It also tracks how I spend time on both productive and unproductive activities, this way I can adjust my time effectively. Having a regular break also gives you a bit of time to relax and refresh self and sanity that keeps me stay productive.
Stephanie LH Calahan says
Thanks for sharing what works for you.
Rosella Young says
Hello, Stephanie. I’m actually commenting on your article about the bamboo plant system. I couldn’t find a blog for it. Now I know not to ever plant bamboo in my yard. I know so many people who have bamboo plants on their desk at work in a jar or vase. Now I know what are those little roots are all about. That’s a good analogy about using systems, though. Especially, about the part of taking four years to jump in the sky. It just so happens this is my fourth year in my business. Maybe this is my year to jump! So now I have something to look forward to in 2012. What good timing. Happy New Year from Alaska! Take care. Rosella Young, AA-1 Designs, Invest in yourself
Stephanie LH Calahan says
Rosella – Hello! Glad you liked my story on bamboo and how it ties to the systems you put in place in your business. May your fourth year be fantastic!
ASHLEY M EASTON says
I use the 1-2-3-4 method. I have trouble getting motivated so this has worked the best bc you are able to build up momentum rather than trying to jump into a difficult task.
Stephanie LH Calahan says
Hi Ashley
The counting method works great to get out of procrastination. Thanks for sharing.