5 Tips To Strategize & Organize Your Schedule Using Time-Blocking
Does time blocking sound fancy or intimidating to you? Don’t let it. Time blocking is simply a time management technique that breaks up your day into chunks of time dedicated to different categories of activities. When used correctly, it can really make your day’s tasks seem more manageable and not like you’re constantly trying to complete never ending to-do lists. It can help guide you to focus on performing one task at a time (goodbye multi-tasking!) and say “no” to distractions. Here are 5 tips on how to start implementing this concept into your daily life that will help you accomplish more at work, at home, and with your personal goals.
Tip #1: Nix the Notion of Multi-tasking
You have probably heard by now that research has shown very few people are actually good at multi-tasking. I was pretty devastated when this research started to come to light because I (like many people) have always prided myself on my ability to multi-task. I really thought I was special and talented and could get SO many things done (even though my husband Matt has always pointed out that I leave half-done tasks in my wake when trying to do too many things at once). I even had multi-tasking on my corporate resume….cringe.
It turns out that switching between tasks as frequently as multi-tasking requires actually gets less done. It is because our brains have to re-adjust to focus on the new task we are introducing, taking us out of the flow of the original one. Each task or project we are trying to accomplish actually ends up taking longer because we lose our focus so many times.
For example, I’ve been writing blogs all morning. I’m on my second blog. If I didn’t implement time blocking and allowed myself to do my normal must-get-my-whole-to-do-list-done-ASAP, I wouldn’t have even finished one blog yet. But because I time blocked this morning for this specific writing activity, with a goal of drafting two entire blog posts, I have ignored all of the usual distractions (and then some) and because of that I am almost done with blog #2. Left to my own devices, this task would not get accomplished in its allotted time and I would be rolling over this “write blog task” to the next day, and the day after that, and so on. Once I prioritized it and blocked out all other activities, I find myself accomplishing my goal in one morning and not 3 days.
Distractions I have avoided this entire morning while working from home were: the laundry basket full of clothes to be put away that I can see sitting on the bed, my dog’s 30 or so pleas go outside, reorganizing the closet for my mother in law who is arriving tomorrow, loading the dishwasher and taking a shower. All of those things do need to get done, and they do need to get done today - but not this morning. I am sitting and focusing on this writing activity knowing that I blocked time later in my day for those other activities.
Time blocking has helped me categorize my weekly schedule the same way I think about categorizing and organizing spaces in my home. Each “task” belongs in its designated time slot each week. My brain works really well with compartmentalization, a plan, and no distractions. I bet yours does too.
Tip #2: Start with a Strategic List
The first step to time blocking is to create a comprehensive list of everything that has to be accomplished in the week - one week at time, starting with the next week. Now, out of this list, rank the tasks in order of highest priority to lowest priority. The highest priority items are going to be non-negotiables, such as your workday and its calls or meetings, your kid’s activities or doctor appointments and your exercise (if that’s a priority for you or you want it to be). Add in grocery shopping, cleaning and laundry if it’s your responsibility and its due to be done that week. Lastly, you can list things you would love to get done that week but aren’t exactly dire. This can be shopping for your child’s new sneakers, finishing that really good book you had to pause, call your mom to catch-up, etc. Write down any task that is routine that week even if its simple morning chores like making your bed, getting yourself and your kids ready for work and school or walking the dog.
Tip #3: Continue to Create a Schedule
Now take a blank Excel or Google spreadsheet (you can even search for a weekly calendar template that will have pre-filled time slots), but think really basic right now - even a blank piece of paper will do - and look at all the available time in your day from your usual wake up time to the time you go to sleep. In each day’s time available, start to slot in those high-priority essential tasks and the hours they normally take place. Think about morning chores, getting ready, your work commute, your work day, kid’s tasks, household responsibilities, etc. If you aren’t able to delete or delegate any given task, then it is your responsibility and should appear on the list (and therefore it must find it's spot on your calendar). This is just like when we assign homes for your belongings inside of your home - we have to assign a spot in your calendar for the different categories of activities you have.
Tip #4: Finish by Filling Each Block
After you have filled in the the essential tasks - you can see what you can reasonably fit in with the time left in each day (and yes it might a a rude awakening to us that we really do have a ton of tasks). Start to plug in the less urgent tasks for that week that you ideally would like to get done. It will have a much higher chance of getting done if it’s given a designated day and time. One day might lend itself really well to getting a whole bunch of house chores done in a few hour time block, or even decluttering a big chunk of a closet. Another day might lend itself well to running personal errands or slotting in “fun time” with your partner or friends.
If you need to take care of mundane house tasks or return phone calls and can’t time block it into your work day, schedule it into one of your nights. Block out time for dinner where you can sit with your family, or alone reading with no distractions (if you can do this - tell me your secret ways). Time block time to give your kids the attention they may need or want on any given evening and also time block time outside of that to handle the not-so-fun things that need to get done for them (like registering for this or that) but that you don’t want to distract from your quality time with them.
Laundry taking up too much weekday time? Thought getting a load done a day was a good idea but you have never ending piles to put away and never feel accomplished? Try time blocking it into every Sunday instead. Buy more clothes to get through each week and then knock it out on the weekend to make your week easier.
Tip #5: Practice (& Priorities) Make Perfect
The whole point of time blocking is to designate times throughout your week to take care of all of the things on your list instead of having a list and stressing out about getting what done on what day. If you stick to doing the task in its allotted time, it not only takes the guess work out of how your week is going to pan out, but the tasks have a much higher chance of all getting done well and to completion.
The key is to use the time blocks mentally too - avoid distractions, and do not allow competing priorities to encroach upon that time (or non priorities like social media scrolling). But there are still going to be hiccups. Life happens. And yes, I know having kids can throw a wrench in any day’s plan - but be reasonable with yourself and consider the season of life you’re in when creating your time blocks to begin with. If your kids need extra snuggle time in the morning then time block that in so it’s no longer a surprise or viewed as a distraction to your morning plan. You should have some blank time slots in your week too to allow for FUN and relaxation or to catch up on some essential task that had to get moved (because life happened).
When your time blocking gets a little loose and off track (like a diet), just remember that every week is a new week - you can just start over the next day even. Remind yourself of your priorities - check in with how you’re feeling - overwhelmed? Take some tasks off the to do list - move non-essentials to “later,” delegate them, or delete them altogether.
In this crazy busy world, there are always going to be people both close to you and strangers, who demand more and more of your time and attention (and not necessarily with anything given in exchange), especially in the workplace. It is up to us to protect our time and energy so that we can enjoy our lives and our loved ones, and not just “get through” each day. We want to thrive, not just survive, right?
Personally, I made my unofficial phrase of 2025 “protect my time.” I am really making a concerted effort to have a more consistent schedule and as a small business owner and mom that is though. I am learning how to manage it all alongside you and I realize that each week can quickly turn to chaos if I don’t learn time management techniques and how to respond to the demands on my time.
And voila!- 2nd blog complete - goal achieved - and I can now give my undivided attention to that never ending pile of laundry to put away.
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All my best,
Meg 🙂
