Trying to organize your schedule but not sure how to do it? Time blocking is a great way to realistically plan your day and it’s super easy. Here’s how…
While most everyone agrees that organization and planning are the best way to handle a busy schedule, not everyone can agree on the way to go about it. Just one glance at the dizzying assortment of planners offered by Amazon makes it clear that there’s different strokes for different folks.
But after trialing a lot of different types of planning, some which were great for different seasons of my life, my favorite system is time blocking.
What is time blocking? It’s scheduling that’s done in hourly increments rather than with just a list of to-dos for your days. It’s carefully laying out not just what you are going to do, but when you are going to do it and for how long.
Sound too regimented for you? I get it. It does precisely set your day in advance, leaving less wiggle room. But if your schedule is busy with a combination of non-negotiables (work hours, sports practices, etc.) with things that can be done anytime (house cleaning, lunch with friends, etc.) then this is a way to realistically fit them together so they can all get done.
Time blocking also avoids the endless to-do list because if you can’t fit it in the hours provided, which time blocking shows clearly, then it isn’t on that day’s to-do. I want to emphasize the realistic part of this system. It makes you aware of what you can actually do, not what you ideally want to do. This saves you frustration and burn out in the long run.
If you’d like to give time blocking a try, then read on. I’ll show you how to build a time block schedule that will put your busy week in order. Here’s how…
How to Time Block Your Schedule
[Disclaimer: This post may contain affiliate links. Please see below for more details]
Step 1: Make a list of all the things you need to do this week
Before you can plan anything, you need to know what needs to get done. List everything, in no particular order. Include the big things, like work functions and kids’ soccer games, and little things, like making dentist appointments and cleaning the kitchen. If it’s not on this list, then it’s not going to make it onto your time block schedule.
Step 2: What’s your MIT?
MITs are your Most Important Things. These are the things you absolutely need to get done, usually because they’re on a deadline. They are urgent and usually important. Figure out which things are most important to get done and notate it. This will help you when you put together your time block schedule.
Step 3: Note how long each thing takes
This is really important for time blocking. Write next to each item on your to-do list how long you estimate it will take. Don’t overinflate things, but don’t be stingy either. Be realistic because it will help you place things in the right time slot for ultimate productivity.
Step 4: Get your time blocking template or planner
You can either find one online and print it out or you can purchase a planner. Look for one that has broken down the time into at least hourly increments, though I like half hours, and can be either dated or undated. I personally use this Clever Fox Undated Planner, which is great if you are not starting this in the beginning of the year. If you’re a wizard with excel, you can probably also just make your own template.
Step 5: Add your non-negotiables
We all have those things that are set in stone each week. Work hour, kids’ extracurriculars, weekly date nights. Your non-negotiables are exactly that –Â things that you cannot or will not change. So the first order of business is to place those on your time block schedule. These are the cornerstones of your day.
Step 6: Add buffer time
I find it helpful to highlight the half hour before and after an event to allow for drive time or chat time afterward as a buffer. This will keep you from scheduling grocery shopping directly after work when you still need to drive to the store.
Step 7: Write in your MITs
Now it’s time to put those important items in your schedule. Knowing how long they are going to take, find the best times to place them in your day, taking into account deadlines and if you need to collaborate with someone else to accomplish the task and their availability. You can’t schedule a work meeting at 7pm when you know your co-worker will be out of the office.
Step 8: Add the rest of the to-do list
Now it’s time to fill in the rest of the empty space on your schedule with the things that need to get done, but they’re not time-sensitive or even super important. These are the things that we know we need to do, but often get pushed off for more urgent things. With time blocking, you have a chance to schedule these tasks, making it more likely that they will get done. Don’t forget your buffer times when needed.
Step 9: Add some color
Now that everything is on the schedule, let’s get artistic. Using markers, colored pencils, or highlighters, you can color-code your schedule by family member, task group, or importance. Whatever you like. While this is not a necessity, it does help you take in your day at a glance and differentiate tasks.
Step 10: What to do with the leftover tasks?
If you have a few leftover tasks that couldn’t make it on the schedule, you have two options. You can either switch them for something else if you really want it done this week, or move it to the following week. Time blocking keeps your schedule real so you can see what’s doable and what isn’t. Better you know right away what you can and can’t do than overcommit yourself, causing undue stress.
If you’ve never time blocked a schedule before, then these 10 steps will guide you through the process. I really find this scheduling system to be the most effective, especially for big, busy families. I hope you find it gives you the peace of mind you need for a productive and fulfilling week. Happy planning!
Looking for more on planning and time management? Check out these posts:
How I Created a Schedule that Works for Our Large Family
How to Plan Your Day Around the Flow of Your Family
Easy Tips to Increase Your Energy and Productivity
How to Find Your Peak Productivity Time
[Disclaimer: I am a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for me to earn fees by linking to Amazon.com and affiliated sites. This post contains affiliate links, which means that if you click on one of the product links, I’ll receive a commission, at no additional cost to you. All opinions are my own and I never recommend anything I haven’t used myself and loved.]
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