How to Organize Your Week with Time Blocking
Recently, while sitting in a friend’s backyard for a socially distant visit, I shared one of my best productivity secrets with her husband—how I “batch” my text messages throughout the day. His mind was blown! He’d never considered setting aside specific times to respond to texts instead of reaching for his phone at every notification. For me, this practice, called *time blocking*, has transformed how I manage my day. Instead of flitting from one task to the next, time blocking allows me to focus and make the most of every hour.
What is Time Blocking?
Time blocking is a simple yet powerful strategy for structuring your day. Instead of tackling tasks whenever they pop up, you break your day into defined chunks of time dedicated to specific tasks. For example, rather than checking your emails constantly, you allocate a set time—say from 8 a.m. to 8:30 a.m.—to clear your inbox and respond to messages. Once that’s done, you move on to your next task.
This concept pairs well with task batching, where you group similar tasks together. As Cal Newport, author of Deep Work, puts it:
“A 40-hour time-blocked work week, I estimate, produces the same amount of output as a 60+ hour work week pursued without structure.”
Time blocking helps you focus on one thing at a time, preventing multitasking and interruptions that can derail your day. How many times have you said, “I worked all day, but it feels like I didn’t get anything done”? Time blocking combats this frustration by reducing distractions and increasing efficiency.
Why Does It Work?
Time blocking imposes structure and discipline on your day. Think of it like adding events to your calendar—except now, even your most important tasks become non-negotiable appointments. This helps elevate your priorities to a new level of commitment.
Another key benefit of time blocking is its ability to reduce distractions. Let’s be honest—our lives today are full of them. For example, go to your phone’s settings, check your screen time, and look at how often you’ve picked up your device. Those numbers can be alarming! The average person gets 46 notifications per day, but my phone once showed 84… 85… 86… and it wasn’t even 10 a.m.! By scheduling blocks of time and batching similar tasks, you minimize distractions and allow your brain to stay in “flow” mode for longer.
Time blocking also supports deep work. This is focused, uninterrupted work that allows you to engage in your most meaningful tasks during your peak energy periods. When you’re in deep work mode, you can tap into your highest potential and produce better-quality work.
How Does It Work?
Let’s dive into how you can apply time blocking to your day.
Step 1: Identify Your Priorities
I like to time block my entire day, but if that feels overwhelming, start with your work hours. Identify your top priorities—both personal and professional. Your schedule should reflect what’s most important and ensure that your key tasks get the attention they deserve.
Step 2: Determine Your Schedule
Identify when you’re most productive. For me, it’s between 9 a.m. and 11 a.m. This is when I feel refreshed, creative, and ready for deep thinking. I use this time to tackle my most important work and save easier tasks for later, when my energy dips (like when my son gets home from school). Everyone has their own “golden hours,” so identify yours and plan accordingly.
There are two types of time blocks: fixed and variable. Fixed time blocks are dedicated to specific tasks and are non-negotiable—think of them like meetings with yourself. Variable blocks are more flexible and can be adjusted as needed. These are ideal for tasks that are important but not urgent.
Step 3: Designate “Deep Work” Blocks
Deep work blocks are crucial. During these times, focus solely on your task at hand. Let others know you’re not to be disturbed—when I worked in an office, I put up a hot pink sign that said, “Only if the building is on fire.” It was dramatic but effective, and eventually, it became a fun tradition with my colleagues!
When setting up your deep work blocks, consider the following:
Location: Choose a distraction-free environment or use noise-cancelling headphones. The more consistent the space, the easier it is for your brain to recognize deep work mode.
Structure: Define your rules for deep work. Will your phone be off or in another room? Will you block distracting websites? What metrics will determine a successful session?
Requirements: Over time, you’ll learn what you need to support deep work—whether it’s a specific playlist, your favorite beverage, or that hot pink “do not disturb” sign.
Lastly, don’t forget to schedule “empty” blocks in your calendar. Use these for breaks, unexpected delays, or moments when you need to recharge. Life happens, and flexibility within your schedule can help you manage it without derailing your whole day.