Time blocking our way out of chaos

 Do you ever feel like you have too much work to do? The constant demands from your boss and coworkers, plus the flood of emails you get every day. We can end up feeling like a hamster on a treadmill. We run fast all day, only to collapse on the journey home, when our single thought is, “Where on earth did that day go?”.

You see, you started with good intentions. You followed all the helpful advice from the productivity gurus. You planned your day the night before. You identified the three priority tasks on your to-do list. And then you got into the office. The plan went straight out of the window, but you stepped up to all the new demands. Take a house point for at least planning your day. And to paraphrase a well-known quote: all plans are great until they face the enemy.

I understand how you feel. I have been there too many times, and to get back on track, I waste more time looking for another productivity hack on YouTube.

During one of these despairing moments, I discovered time blocking, also known as time chunking. It was a revelation that I'd like to share with you, and it was so obvious that I wish I'd known about it years ago.

So, what is time blocking?

At its most basic level, time blocking is straightforward: you set aside certain parts of your day for different types of work or tasks. Each hour has a reason, so you do not just jump from one task to another like a pinball.

"You can't make more time, but you can make better use of it," says time management expert Laura Vanderkam, who wrote Off the Clock. Time blocking is a wonderful way to do that.

For example, instead of just showing your meetings and video calls, your calendar could read:

• 09:00 – 10:00: Draft proposal [your priority project]

• 10:00 – 10:30: Email replies

• 10:30 – 12:00: Meeting with client

Each task has its rightful place, and everything else waits its turn.

Five reasons why you will love it

1. Stops you from wasting time when you have to choose what to do next

You don't have to keep making choices about what to do next when you block off time. Those decisions are made ahead of time. You can see your chosen priorities right away when you open your calendar. This helps you concentrate and gives you more energy for the tasks themselves.

"The key is not to put your schedule first, but to put your priorities first." Stephen R. Covey, who wrote The 7 Habits of Highly Effective People

2. It makes room for focused effort.

We often need long periods of time without interruptions to do focused, meaningful work. But if you don't block off that time, meetings will slip in. Time blocking is like a bouncer at a nightclub that keeps that valuable time safe.

3. It makes it a lot easier to say no.

Got a jam-packed calendar? It’s a lot easier to decline an impromptu meeting or last-minute favour when you can honestly say, “Sorry, I’m already booked.”

4. It tells you where your time truly goes.

I don’t know about you, but I am terrible at estimating how long things take. Time blocking brings cold, brutal truth to the table. It will tell you if the deadline you set yourself or agreed to is actually realistic. Over time, it will make you a better planner.

5. Prevents you from becoming overwhelmed or, worse, burnt out.

By intentionally building in time for breaks, transitions, and even relaxation, you’re acknowledging that your energy is a finite resource. It’s the secret sauce to long-term productivity and not finding another novel way to resign!

But I hear you say, isn’t this too rigid in the real world?

So, here's the catch. Time blocking doesn't mean controlling every detail of your life. In reality, the opposite is true. You can free up brain space and lower stress by understanding exactly what needs your attention and when. Plus, if something comes up, it's far easier to move a block than to start again with your whole day. Giving up a time block is a choice you make. You are still in charge. You make the choice, and you know what it means to give up that time.

Give it a week. You might feel like you are finally in charge of your time instead of letting it run your life.