What Is Time Blocking?

Time blocking is the practice of allocating specific blocks of time to achieve both immediate and future objectives. You can make the most of your time by following this strategy. Personal concentration, general well-being, and stress levels can all benefit from time blocking.

Considering that we now live in an instant gratification culture, these are essential for a healthy work-life balance. There are times when hasty outcomes seem preferable to thorough ones. It's a stress that affects everyone.

What Is Time Blocking?

What is calendar blocking?

Timeboxing vs Time Blocking

Detailed Steps to Timebox and Time Block in Google Calendar

Helpful Tips for Using Google Calendar for Time Blocking

Is Google Calendar good for Timeboxing and Time Blocking?

Alternatives to Google Calendar for Time Blocking

How to time block your day

You, as a business owner, know from experience how difficult it can be to handle all aspects of operations on your own. By organizing your day in blocks of time, you can better control how you spend your time and energy. In order to get more done in less time, you group similar tasks together and then set aside specific blocks of time to work on them. Having your schedule integrated with your tasks is like having a personal task manager at your fingertips.

Instead of doing things like checking your email, making a quick phone call, and running a report in quick succession over the course of 15 minutes, you can instead do all of these things in one sitting. It's a method of time management that's more structured than unitasking but just as effective.

Time blocking is a method of organizing your day so that you have enough time to complete everything on your to-do list, while time boxing involves setting strict time limits for individual tasks. When you have a lot to do and no time to do it, it can be difficult to maintain high productivity throughout the day. This is where time blocking comes in.

Use of online tools makes timeboxing and time blocking possible. Google provides some of the most efficient time-management tools available. Google Calendar is one example of such a program. Time-management techniques like time-boxing and time-blocking may benefit from its use, so let's investigate those possibilities.

Go through your tasks and estimate the time necessary to complete them

Look at your list of tasks and decide how much time you think you'll need to finish each one. This is the phase where strict time limits are imposed. There are two main reasons why this activity is so important for effective time management:

1. It's crucial to have an idea of how long activities typically take before scheduling them.
2. In order to improve your time estimation skills, it is important to keep track of how long you think each task will take and how long it actually does take.

This exercise will also contribute to the development of the time blocking procedure.

Open up Google Calendar

Access the Google Calendar page. If you are not already logged into Google, please do so.

Look for continuous blocks of time for each task on your list

Once you've decided on a time frame, go ahead and check your schedule for any available time slots that would be ideal for completing the project. Find an unoccupied hour slot, for instance, if you have a task that will take 45 minutes to finish.

Double-click on the start time of your first time block

Finding a free slot of time on Google Calendar is as simple as double-clicking on the time slot to open the Event settings window.

Click on text box marked “Add title” and type in task name

You should now see the event configuration window

Click on the text box marked “Add title” and type in the name of your task. Press Enter when done.

Set time duration by changing the end time for your time block

Next, we need to set the duration of our task.

Click on the time attribute after the “to”

A drop-down menu should appear with a list of potential times and the duration.

Pick the duration (in the case of our demo, 45 mins) by clicking on it.

Click the “Save” button to save your time block to your Calendar

After making any necessary adjustments, hit "Save" to add the event as a task to your Google Calendar.

Your time block is now set in Google Calendar

Your task has been added to Google Calendar.

It's best to ease into using Google Calendar's time blocking features gradually. Try reserving 30 minutes each morning to focus on self-care through activities like yoga or meditation. Use those thirty minutes to unwind. You can use Google Calendar's time blocking features to set aside 30 minutes each day to check your schedule and make adjustments as needed.

Having a well-organized calendar before you begin using Google Calendar to schedule meetings is also crucial. In addition, it would be helpful if you gave each assignment a clear and concise name.

Sharing your Google Calendar with coworkers or loved ones can help you better manage your time and get more done. This lets them know if they can interrupt your work or if you're free to chat right now. If your coworkers know when you're available, they can schedule meetings without worrying about double-booking you.

The quick response is "yes." The time-boxing features of Google Calendar are fantastic.

You can keep track of your activities and how much time they take if you are familiar with Google Calendar and its many functions. The primary goal of timeboxing is to control how much time is spent on a specific task.

Google Calendar lets you set tasks and allocate the time they need. If you know, for instance, that you can write 500 words in an hour, schedule that amount of time and set a timer. For that hour, put aside everything else and focus solely on writing those words.

Google Calendar is a great tool for organizing and sharing your meeting schedule with coworkers. Since you won't have to deal with any unanticipated calls or do any work that wasn't on your to-do list, you'll have an easier time keeping track of your time and getting things done. To ensure that tasks are completed on time, timeboxing is useful, and Google Calendar is a fantastic tool to use in this regard. Integrating Google Calendar with timing apps can help you get more done in less time.

There is no reason you can't use a few other applications besides Google Calendar to help block your time, as the Internet is full of useful resources. Combining Google Calendar with any of the numerous available online time blocking applications is sure to yield positive results in terms of work efficiency. Several examples of such software are provided below:

• Clockwise is an artificial intelligence (AI)-driven calendar assistant that integrates seamlessly with Google Calendar. The app and browser add-on can be installed with minimal effort. You can better organize your work activities by using the Clockwise format.
• Incorporating a to-do list and timer, Plan is a great time-blocking tool. It's simple to sync with your existing online calendars like Google and Outlook.
• Planyway is a calendar organizer that works with Google, Apple, or Microsoft Calendar and features a simple drag-and-drop interface. This app is available for quick and simple download on both Windows and Mac, and it also works with the Chrome Calendar.

Why is time blocking important?

Your business is too demanding if it causes you stress. Use of a time-blocking calendar app like Google Calendar is useful for startups because it allows the founders to:

• Get more done without losing your focus on constant notifications like Slack messages, emails, and reports. Time blocking helps you concentrate and get more done because it reduces the number of times your brain must switch between different types of information.
• Get rid of decision overload: Everyday, the human brain has to make a staggering number of decisions. Every obstacle, no matter how minor, will seem insurmountable after a certain point. Good thing decision fatigue can be wiped out with calendar blocking. Time blocking prevents too much information from flooding your brain at once, allowing you to make more considered choices.
• Get things done faster: Did you know it takes an average of 23 minutes to regain concentration after being distracted for just a moment? The use of a productivity app could be beneficial; on the other hand, it could also serve as yet another source of distraction. While time blocking won't let you ignore all interruptions, it will help you focus on what really matters. Calendar blocking is the solution if you want to log off at a reasonable time every day.
• Put an end to postponing things! People procrastinate for over 2 hours per day on average. Time blocking provides an internal "deadline" to complete each task, which can serve as extra motivation to stay productive and help you master task management as a whole.

Time blocking is highly beneficial whether your motivation is to save time or to regain your sanity. But if you've never done it before, time blocking can feel strange. Here are three easy steps to get you started time blocking like a pro.

Step 1: Group your tasks

Do you engage in routine activities on a daily basis? The purpose of calendar blocking is not to complete minute-by-minute tasks, but rather to complete broad classes of work. You can compare it to "task batching."

If you're in sales, you might divide your day into segments for things like email, travel, following up with clients, and prospect research.

Although every person is unique, here are some of the more typical responsibilities:

• Email
• Phone calls or meetings
• Deep work (AKA “do not disturb” time)
• One-on-ones
• Big-picture strategy work
• Personal time

Step 2: Schedule blocks based on your energy level

When you've decided on the types of work you'll be doing, you can begin organizing your tasks by importance. What is it that must be done? When? In what frequency does this occur?

The term "eat the elephant" refers to the practice of tackling the most challenging or time-consuming tasks first thing in the morning. Some people find it more productive to start with the easy stuff, so they can build momentum and confidence before tackling more challenging tasks later.

Now that you know which tasks are most important, you can calculate how much time you'll need to complete each category. Bear in mind that there are times when sixty minutes just won't do! For instance, it would be counterproductive to allot an hour per day to checking email if you don't actually receive that many messages.

The amount of effort you put in is crucial. Insufferable early risers should schedule high-intensity activities first thing in the morning. Please don't schedule any crucial repeating activities or meetings for 9 a.m. if you're a night owl who struggles to wake up at that hour.

Time blocking is effective only if you plan your work around your peak productivity times. For instance, if you find it difficult to concentrate on reports after lunch, you might want to avoid scheduling any meetings for that time. Knowing when you work best will make blocking off time based on your to-do list much simpler.

It's okay if you aren't sure how much energy you have right now. Planning out your schedule has never been easier than with Google Calendar's drag-and-drop functionality for adjusting your time blocks as you go.

Step 3: Schedule your day

Right now, you:

• Select the appropriate task types
• You should be aware of how much time each type will take.
• timed out when you'll do that chunk of time

Time to start adding things to your calendar!

Some people schedule their entire day in blocks of time, making their Google Calendar look like a dazzling Christmas tree. Some people find that it's more effective to only block off certain hours of the day. It's your life; live it as you see fit.

If you're just getting started, consider a sample time-blocked day like this one:

• Get your bearings: Put aside half an hour first thing in the morning. This will allow you to log on, deal with any pressing issues, and organize your day. Relax and enjoy a cup of coffee while you take a deep breath.
• Meet regularly: Meetings are a necessary evil that no one enjoys attending. You should double-check your schedule for today's meetings and allot adequate time before and after each one. This allows you to take care of personal business, get ready for the next scheduled event, and rest up before the next scheduled event.
• Time-off adjustments: Schedule time in your calendar app for random tasks. Since daily life is full of surprises, unexpected "side quests" will appear out of nowhere. Set aside some malleable time, like office hours, to deal with one-off inquiries and discussions.
• The time between meals: Keep in mind the importance of rest periods. You should get away from the computer for a while, preferably during lunch. You can use this time to do things like check in with loved ones, surf the web, or even do some laundry (if you happen to be working from home, of course). Put a hold on work by turning off alerts in the Google Inbox and other messaging programs so you can relax.
• Focus intently: Everyone needs to set aside at least a couple of hours each day for focused work. When working alone, this helps you stay focused and productive. You should turn off your Google Chat notifications and your phone. Put on some headphones and shut the door to your office.
• Review of the day's events: When you've finished your "deep work," you might be tempted to put down your microphone and call it a day. However, setting aside time to wrap up your day is essential. Put things to bed and get ready for tomorrow. It could mean looking at your schedule for tomorrow's meetings or prioritizing items on your to-do list.
• Issues of a private nature: Not only is time blocking useful for getting work done, but it can also help you get your personal tasks done. Many people who work for themselves schedule time to go to the gym, shop for groceries, plan vacations, and spend time with their families. Time blocking your personal tasks, especially routine ones like exercise, can help you stay accountable if you're struggling to strike a work-life balance.