Is Time Blocking good?
On Tuesday morning, I open my calendar and immediately wonder, "Do I even have time for lunch?" Sound familiar?
This appears to be the reality for many of us today.
It often feels like the only option is to multitask during meetings. Fortunately, most meetings are virtual, so nobody will notice. However, we've all been in a meeting where our name was called, but we had no idea what the discussion was about.
How can you avoid that?
Block time in your calendar to complete your tasks.
This will prevent you from trying to work during meetings. Combining the techniques of Getting Things Done, Zero Inbox, and Calendar Blocking creates a powerful system for me.
Refer to the Zero Inbox for Google article at the following link:
How does it work?
When I receive an email, I first check its contents. If it contains a task that takes less than two minutes, I complete it immediately. However, if the task is more complex or requires more time, I schedule it.
Scheduling involves creating a calendar entry linked to the email.
The link could be the label and headline in the description. Alternatively, since I use Gmail in a browser, I can use the email's internet address as a hyperlink.
When the event reminder pops up, I begin the task.
What are the Benefits?
The calendar entry blocks off time for the task, allowing me to focus without any parallel meetings.
This method can also be beneficial for those who tend to procrastinate. For many, a reminder about the task serves as a prompt to get started.
to answer the question of the title:
yes, it is good!
Pro Tip!
Color-code your calendar entries!
I use green to indicate my personal time blocks. Red signifies meetings that I've initiated, while the standard blue represents meetings to which I've been invited.
A single glance is enough.
Color coding aids in quickly identifying which entries are movable. It also highlights the most important meetings, particularly the ones I create.
Take it one step further:
Studies have shown that it can take up to one minute to regain the same level of focus after an interruption. Therefore, if a colleague interrupts you, it can take a full minute to refocus on the topic.
Switching between various tasks is not optimal for your brain.
Regaining focus and transitioning between tasks, such as creating a PowerPoint presentation and performing calculations, can be challenging. Each of these activities requires a different process and, therefore, a different way of thinking.
What do I mean by that?
When making phone calls, you likely discuss various topics. However, the process remains the same. Information enters your brain through your ears, activating the same regions in your brain.
Group together items that share the same process.
I recommend using time blocking in your calendar for similar tasks, such as phone calls. If your job requires you to make many calls, reserve a 30-minute slot to complete them. This technique is known as task batching.
What I do:
I have a 15 minute time slot in the morning to plan the day ahead.
I also have 15 minutes where I go to my people for a check in.
Before 13 o clock, I have also 15 minutes to go either through my follow up mails or my awaiting reply mails.
Focus time is the key.
I use Google's Focus Time mode for my calendar to prevent others from booking meetings during those slots. They can still send an invite, but they'll receive an automated message.
(Note that this function might not be available if your administrators haven't enabled it.)
Here's how to set up Focus Time in your Google Calendar:
Open your Google Calendar.
Click on the spot where you want to set your focus time.
Switch from the regular entry to Focus Time (found under the subject line).
Set up the Focus Time.
Write an automated response for when someone sends you an invite (this will be sent automatically by Gmail).
The Ivy-Lee-Method
Ivy Lee was a business consultant in the 1930s, known for his simple yet effective method. Here's his proposition:
Complete the most challenging task before anything else.
Most people begin their day by checking emails. An hour later, only the emails are done. This approach often leads to procrastination and a sense of dissatisfaction.
The Ivy Lee method helps you overcome this procrastination.
By tackling the most demanding task in the morning, you'll feel energized and satisfied. Since you're fresh in the morning, this task is likely to be completed more easily.
Could this be a method you'd consider?
What if calendar blocking isn’t working for you?
If you struggle to focus on a task for an hour or more, I recommend the Pomodoro technique. This method divides your work time into manageable segments. Here's how it works:
Set a timer for 25 minutes.
Stay focused on the task until the timer signals.
Take a 5-minute break.
Resume the task for another 25 minutes.
A friend of mine found this technique very effective. Let me know if you find it helpful too.
thank you for your time,
daniel
Questions I got asked:
"I can't block time in my calendar because I have many regular meetings."
You only have one solution: prioritize your meetings. This means you should remove any meetings that don't provide value.
"What if someone approaches my desk while I'm busy?"
Politely ask them to return in a few hours because you have an important task at hand. Typically, your colleagues will understand.
"But what if they insist on speaking to me immediately?"
Stand firm. Ask them if the situation is so severe that someone will die or the company will go bankrupt if you don't answer their questions immediately. Usually, the answer is "no", allowing you to continue with your work.