Work Time Blocking and Getting Things Done to Meet Your Goals

Time Blocking Is Liberating

Do you ever feel like you can't focus on your goals, that too many things interrupt your day, too many fires need putting out, that your presence is "necessary" at many meetings and events?

The practice of "time blocking" may hold some answers and relief for your situation. I am no expert at the detailed theory behind time blocking, but it has been a useful tool that helps keep my focus on essential and goal-oriented areas and helps keep "goofing around time" and distractions to a minimum.

Time blocking involves scheduling almost all of the available times of your day. While this sounds constraining, complicated, and like a lot of work, it is quite liberating. This article is a high-level overview of how time blocking may work for your situation.

Combining Time Blocking and "Getting Things Done" (GTD)

I use a hybrid of the David Allen "Getting Things Done" or GTD approach to manage and prioritize my tasks and projects.

GTD is a popular approach to managing tasks and projects by "capturing" or writing down every idea, task, and other valuable thought in a general list, then setting aside time at the end of each day to classify all of the items in the list into categories, projects, and focus areas. The GTD workflow consists of five stages:

1. Capture (all tasks and follow-up areas)
2. Clarify (think through the capture task, clarifying its purpose and outcome goal)
3. Organize (categorize the task)
4. Reflect (evaluate the categorization and purpose of the task)
5. Engage (act towards completion of the task)

GTD is well suited for the use of a productivity app and as the foundation for time blocking. Once a task is prioritized, it can be placed into a time block. The prioritization allows the time blocks to be set based on a hierarchy of:

1. Necessary meetings
2. Priority tasks and projects
3. Open blocks for unplanned activities
4. Personal health and growth activities

This method leads to tasks and activities you have deemed to be less critical falling off of the calendar. If those tasks and activities keep falling off of the active calendar time blocks, then maybe they weren't so important in the first place.

I recommend you review the GTD principles at gettingthingsdone.com for a deeper dive into its theory and potential application.

Making Time Blocking Effective

For time blocking to be effective, consider the following approach framework:

1. Review and schedule "must attend" meetings and calls — Place these required items in your calendar first.
2. Review your areas of importance — At the start of each week and end of each day, review your goals and weekly tasks in a task manager app (such as Todoist, Things3, or paper). Schedule blocks of time each day that focus on your highest priority goals, including family activities, exercise, project work, and personal growth.
3. Use the notification function for each calendar entry to keep you on track as the next block approaches.
4. Set a block of time for drop-ins, ad hoc discussions, phone calls, and email review.
5. Schedule a block of time at the end of the day for a review of the current day's activities, accomplishments, tomorrow's tasks and projects, and the plan for tomorrow.

Now, when the new day begins:

1. Get up early
2. Exercise when you get up
3. The initial block of time each day should be used for: reflecting on the top 3 things you are grateful for; reflecting on your top 3 accomplishments you would like to complete today
4. Dive into the day
5. Stick to the time block schedule as much as possible, recognizing that some flexibility will be needed as your day progresses

A time-blocked calendar could look like the following example:

Realize that no day will go exactly as planned. But if you can stick to the schedule you have set, you will be amazed at the focus you can bring to each task. As things develop during the day that may alter your schedule, physically adjust your calendar to reflect those changes.

Developing the Discipline of Time Blocking

Time blocking can be an effective method to help you organize and prioritize tasks and activities. The goal is to increase focus and minimize distractions. It's not foolproof, but developing a consistent habit of blocking activities may lead to you truly "getting things done."