Tag: Calendar

How to Budget Your Time If It’s Irregular

For the parts of your schedule that are pretty regular, budgeting that time is comparatively straightforward.1

From the amount of time you have available to “spend,” you subtract the time you think you’ll need for a given commitment. You’re done budgeting when you’ve run out of time to spend. In this way, you work with a variable list of commitments against a fixed amount of time.

But your schedule might not be fully regular. In some parts, it might be fully irregular.2 And even if it’s normally regular, some seasons of life might introduce more irregularity than usual.

With this kind of irregularity, the idea of budgeting your time doesn’t go out the window. But it does take a different shape.

Rather than working with a known schedule and seeing what commitments you want to address in that time, you need to reverse the process. You’ll instead work with a variable schedule against a fixed list of commitments.

An Example of Irregular Time

For instance, small humans aren’t known for their self-sufficiency or ability to keep invariably to a set schedule. So, if you have kids and you are your childcare plan (either normally or because another childcare plan has gotten paused), you now have a pretty irregular schedule.

In that time, your kids may need you at more or less random intervals for more or less random periods of time. Your plans for that time will need to take shape accordingly.3

If what you’re facing is a seasonal, temporary shift, you might decide to postpone everything and enjoy the time with your kids. If you have the buffer in your work and school commitments to be able to do this, it’s a great option.4

To extend the metaphor of the financial budget, buffer in your schedule serves the function of an “emergency fund.”5 A monetary emergency fund provides a cushion against unknown expenses. Similarly, maintaining buffer in your schedule can help cushion the impact of unexpected events and give you more options for addressing them.

But let’s say the irregularity you’re facing in your schedule isn’t temporary. Or it’s at least long-term enough that certain commitments still need attention. In this case, you need to somehow fold work on these other commitments into the irregular times you have to work on them.

How to Budget Irregular Time

If you try to stack up in your calendar a nice, neat tower of time blocks, you’ll pretty soon find it knocked over. And if you try to stack it up again, you’ll be in for a repeat of the same experience.

So, instead of going around that frustration-building cycle, take a couple seconds to consider what commitments you need to address. As you do so, try to classify them into the four buckets of the “Eisenhower Matrix.”6

UrgentNot Urgent
ImportantQuadrant 1
Characteristics: Urgent, Important
Response: Abbreviate		Quadrant 2
Characteristics: Not Urgent, Important
Response: Concentrate
Not ImportantQuadrant 3
Characteristics: Urgent, Not Important
Response: Separate		Quadrant 4
Characteristics: Not Urgent, Not Important
Response: Eliminate

This classification then becomes your budget for your irregular time.

How to Use an Irregular Time Budget

When your schedule’s irregular, you don’t know what time you will have to tackle these commitments or when you’ll have it. But whatever you have whenever you have it, you can then “spend” working down through these quadrants in numerical order.

You want to

  • Abbreviate the activities in Quadrant 1. You can do so by completing these items fully, completing them well enough so they’re no longer urgent, or taking advance action to prevent urgency from arising.
  • Concentrate your attention on the activities that fall into Quadrant 2.
  • Separate yourself from activities in Quadrant 3. To do so, consider whether you can perhaps automate or delegate these commitments.
  • Eliminate from as much as possible the activities that fall into Quadrant 4.

When time is up, unplug, and go hug your kiddos.—You might even thank them for whatever time they ended up giving you whenever they gave it to you.

Let what you haven’t gotten done roll forward to another time slot. But if you’ve spent your irregular time on what was most urgent and most important, you already know what that is. And what you’re rolling forward will be what can best keep until later anyway.

Conclusion

Whether it’s caring for kids, juggling a busy season of appointments, or something else, lots of things can contribute to giving you an irregular schedule.

But that doesn’t mean you can’t or shouldn’t budget your time. It just means you need to be especially intentional about spending the time you have on addressing your most important commitments.

  1. Header image provided by NeONBRAND. ↩

  2. As a basis for these categories, I’m drawing on thinking like that described in “How to Make a Zero-Based Budget,” Dave Ramsey, n.d. ↩

  3. Here, I’m intentionally giving a somewhat extreme example. On the other hand, your schedule might be pretty variable but still allow you to know in advance what time you’ll have to address different commitments. In that case, you might find value in blocking your variable time with the journalistic approach. ↩

  4. See Greg McKeown, Essentialism: The Disciplined Pursuit of Less (New York: Crown Business, 2014), 175–84 ↩

  5. Rachel Cruze, “A Quick Guide to Your Emergency Fund,” Dave Ramsey, n.d. ↩

  6. For this framework, see especially Stephen R. Covey, The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change, 25th anniversary ed. (New York: Simon & Schuster, 2013), 154–92; see also Michael S. Hyatt, Free to Focus: A Total Productivity System to Achieve More by Doing Less (Grand Rapids: Baker, 2019), 91–158; McKeown, Essentialism, 215–24. ↩

6 Steps to Block Your Time for More Focus in a Digital Workspace

Time blocking is a great way of budgeting time because it shows when you’ve spent time and whether you’ve spent it on what’s important.1

And whatever approach you adopt to how you block your time, there are 6 simple steps you can take to make that process pretty seamless in a digital workspace.

  1. Identify your main types of commitments.
  2. Decide how much time to spend on different types of commitments.
  3. Build a default weekly schedule.
  4. Roll with the punches.
  5. Condense multiple calendars.
  6. Protect your focus.

Or should you use a paper calendar?

Before I get to those 6 steps, however, I should stress that time blocking doesn’t require anything digital. That includes a digital calendar.

If you prefer to keep a paper calendar, however, you can definitely still block your calendar and reap the rewards of budgeting your time.2

Every approach has its upsides and downsides. And time blocking isn’t something to do for its own sake but for the sake of what it enables.

For me, a digital approach centered around Google Calendar is simplest and easiest to maintain. These factors have gone a long way in guiding my choice of tools. But even if your selection differs, you should still find some of the ideas here helpful and adaptable to your preferred toolset.

1. Identify your main types of commitments.

For most people, time blocking probably shouldn’t replace a task list. Routinely spending time to block out 15 minutes here, 7 minutes there, and so on for smaller tasks would use up more time than it would be worth.

So, to start time blocking, identify the main types of commitments you have. What are the big “buckets” in which your commitments sit?

For example, during the workweek, I boil most of these down into “focused work” (which includes activities related to teaching and research) and “administration.” If you’re a student who’s also involved in full-time church work, your main buckets might be “study” and “church.”

Use however many buckets with whatever labels you need to capture your commitments. But don’t use more than you need. Doing so will just make your time blocking more complex without any extra benefit. And over time, you might want to change what buckets you’re using.

For instance, in the past, I’ve tried to have “preparation” and “grading” blocks for class. But it’s proven simpler just to include these activities under the one heading of “focused work.”

2. Decide how much time to spend on different types of commitments.

Once you’ve identified what your main types of commitments are, you’ll want to identify how much total time to devote to each type.

As you do so, remember that you have a limited amount of productive work in you each week. So, whatever work you do in excess of 50 hours per week tends to be increasingly less productive.3

How you go apportion this productive working time will vary depending on your context. For example,

  • If you’re solely a full-time student, you could start by roughly dividing your time among the courses you’re working on. You might then give a bit larger proportion to one that might seem more intensive. Or you could start by dividing your time according to emphases laid out for you in your performance review forms. Or
  • If you’re negotiating academics with work outside the academy, you may simply need to budget 40 hours in the week for your regular job and then determine how much school can fit around that. Or it might be helpful to talk with your work stakeholders (e.g., church leadership) to work out how should apportion your time.

As you start working on this schedule, you’re sure to find things that need adjustment. That’s a good thing. It means you’re learning how your reality differs from your prior understanding of it. So, make the necessary adjustments, and press ahead.

3. Build a default weekly schedule.

A default weekly schedule is simply a plan for how you would want a typical week to go if you could fully control everything in it.4

3.1. Use the time blocking approach that works for you.

For this step, you’ll need to have decided on a particular approach to blocking your time. If you opt for the journalistic approach, you might not have set times for particular activities within your default weekly schedule. But you should know how much of that activity you want your week to include.

To illustrate, you might allocate 10 hours per week to the class you’re taking. In a standard workweek, you could get to this number by working

  • 2 hours per day from 8:00–10:00 am (a rhythmic arrangement),
  • 8:00–9:45 Monday morning before staff meeting, 3:00–5:00 Monday afternoon, and 8:30–2:45 on Tuesday after your breakfast meeting (a journalistic arrangement),
  • 8:00 am–5:00 pm Monday (9 hours) and 8:00–9:00 am Tuesday (1 hour, a bimodal or combination arrangement), or
  • whatever else works with your schedule.

3.2. Make and arrange the appointments you need with yourself.

As you decide how you want to spend your time, create corresponding appointments for yourself. If your calendar is shared with others, be sure you mark yourself as “busy” during these times to show what time is already spoken for.

In this process, you’ll probably need to move or resize some blocks more than once. That’s to be expected. One advantage of time blocking on a digital calendar is that you can move blocks around more easily than on paper.

Work through your calendar layering in your different types of commitments identified under step 1 above. If you’re using a non-journalistic approach to time blocking, also set up your blocks to repeat every week. That way, your default weekly schedule will roll forward with you from one week to the next.

4. Roll with the punches.

Having a default weekly schedule doesn’t necessarily mean you have to rigidly enforce it. Instead, it gives you a starting point, or home base, from which you can tackle whatever one-off demands a given week might contain.

So, unless you’ve adopted a “monastic” approach to time blocking, feel free to work out from this home base to accommodate the demands you have in any particular actual week.

5. Condense multiple calendars.

If you have multiple calendars that you need to manage, you can often manage them together. For instance, you might

  • Invite yourself to your time blocks. If your main calendar is under your personal Google account, but you also want your school calendar to show a time block, just invite your school email address to the time block you create. Doing this will also update your invited calendar whenever you change a time block on your main calendar.
  • Use Zapier or IFTTT to copy meeting requests from one calendar to another. Inevitably, you’ll get a meeting request in one account that your other account isn’t invited to. Rather than copying these events manually, set up a “zap” or “recipe” to copy these requests automatically to another calendar. The events won’t be linked. So, if a meeting time changes, you’ll need to update your other calendar separately. But this kind of automation can still help reduce the time you spend keeping multiple calendars in sync.
  • Use Todoist’s Google Calendar integration to pull onto your calendar the specific tasks you’re wanting to complete in a given larger bucket. This integration provides a convenient way for you to layer particular activities on top of your default weekly schedule blocks. Once set up, you can see and manage everything from one place.

6. Protect your focus.

When budgeting your finances, it does little good to create a written plan and then not to live by it. The same is true with your time.

Of course, you do need to roll with the punches as in step 4 above. But this means being intentionally flexible to accommodate how life doesn’t always conform to a predefined plan. What you want to avoid getting unintentionally distracted from what you’ve committed yourself to in a given time block.

If you think of something you need to handle that’s unrelated to your current time block, write it down, and keep moving. After that block is done, come back to the things you’ve jotted down, and arrange how you’ll address them later.

To avoid getting distracted by software, try using Freedom to schedule digital discipline for you that coincides with your time blocks for the day.

For instance, I currently have a Freedom session that runs every weekday morning, 5:30–8:30.5 Somewhere during this time, I look over my calendar for the day and schedule any additional Freedom sessions I want to run that day based on the kind of work I’m doing.

Conclusion

In the end, you want to get the most out of your time that you can. That starts with planning your days, living by that plan, and discerning when and how it needs to change.

Whether you work digitally or on paper, time blocking can help ensure every minute counts. That way, you can look back in satisfaction on how you spent your days rather than wondering where they went.

  1. Header image provided by Zan. ↩

  2. For thoughts on how to time block on a paper calendar, see Cal Newport, “Deep Habits: The Importance of Planning Every Minute of Your Work Day,” weblog, Cal Newport, 21 December 2013 or the Full Focus Planner. ↩

  3. Bob Sullivan, “Memo to Work Martyrs: Long Hours Make You Less Productive,” CNBC, 26 January 2015. ↩

  4. For this reason, Michael Hyatt dubs the concept an “ideal week.” Free to Focus: A Total Productivity System to Achieve More by Doing Less (Grand Rapids: Baker, 2019), 161–82. ↩

  5. For instructions on creating a recurring Freedom session, see “Start Later and Recurring Sessions,” Freedom Help Center, n.d. ↩

Why You Need to Block Your Time

Time goes quickly.1 So, if you’re going to make the most of it for what really matters, you need to have a clear plan for it.

Where your schedule is pretty regular, one of the best methods for planning it is time blocking.

A Blank Calendar Is a Problem

If you’re at all accustomed to a knowledge work environment that involves meetings, you’re probably familiar with meeting requests that come to your calendar and take time out of your day.

When Blank Is Your Calendar’s Normal State …

In these environments, its easy to start with a day as a blank slate. In especially hectic periods, this blank slate might be pretty far into the future. But the normal state of your calendar is “empty” or “available.”

To this blank slate, you can then add meetings and other appointments. And in the white space that remains on a given day, you can try to make progress on your most important projects and goals or invest in key relationships.

If you take this approach, however, meetings, appointments, and urgent requests are likely to expand to fill the time allotted to them.2 And since your calendar is blank by default, you’re allotting all the time you have.

You’re Asking Other People to Plan Your Time

You’re liable to find yourself wishing you had more time for exactly these priority projects and relationships that you’re squeezing into the remaining white space. And your calendar largely becomes a record of other people’s priorities, which might fail to support or even conflict with your own.

As Greg McKeown observes,

When we don’t purposefully and deliberately choose where to focus our energies and time, other people … will choose for us, and before long we’ll have lost sight of everything that is meaningful and important. We can either make our choices deliberately or allow other people’s agendas to control our lives.3

The problem with a blank calendar is that it doesn’t actually mean you’re free. Yes, it has whitespace. But you’re probably already needing to use that whitespace for different purposes.

The whitespace on your blank calendar is probably already spoken for. But a blank calendar makes it look like you’re free—both to others and to yourself.

If you receive a request that fits into whitespace on your calendar, you’re liable not to immediately call up everything you’d implicitly hoped to do during a given time slot.

Sometimes you might. But that probably won’t be before you’re so overwhelmed you know you can’t add anything else to your plate.

And that kind of overwhelm is clearly not a great place from which to live or to work on your most demanding projects.

Time Blocks Are Appointments

But you don’t have to succumb to the default of a blank calendar. Instead of letting your calendar fill and investing in your key projects and relationships with the time remaining, you can proactively block out time on your calendar.

You Can Make Appointments with Yourself

This “time blocking” adds to your calendar even appointments you make with yourself for particular activities. And it stands on its head the default “blank” calendar approach.

Rather than waiting to see what fills the calendar and making use of the time that remains, time blocking asks you to proactively schedule time to invest in your major projects and relationships. You then let other things filter in around that.

Once your time is gone, it’s gone. Less essential items have to be eliminated, roll forward until there’s time for them, or get handled some other way. Meanwhile, you’re being careful to devote your attention to what matters most.

Even if you’re the only one who sees your calendar, it’s still helpful for you to see that you’re busy. Time blocking removes whitespace from your calendar. By removing this whitespace, your calendar will reflect the demands on your time that your current commitments call for.

This reflection is particularly helpful when new opportunities present themselves. If your calendar is clear, you might agree quite easily. But a calendar that reflects a full plate can help you be more cautious about agreeing to new requests.

Knowing You’re Busy Can Help Others Schedule Meetings

If others look at your calendar to send you meeting requests, it can be helpful if your time blocked calendar shows you as “busy” during the times you’ve already set aside. That will help others know when they can connect with you in ways that won’t impinge on more important commitments.

Of course, blocking your calendar and showing yourself as busy will reduce the times you look like you’re available. But that’s the point—if your attention needs to be elsewhere, you’re already not available at that same time for something else.

(If you feel the least bit bad about this, remember that being “busy” means being “occupied,” and there are a whole host of other—often more productive—ways to be “occupied” than by being in a meeting.)

Conclusion

Like creating a financial budget by spending money on paper before a month begins, time blocking your calendar encourages you to spend time in your calendar before you actually get to it. This way, you set aside time to give attention to your most important projects and relationships.

Time blocking helps you avoid being driven along by whatever is most urgent and wondering where the time went. There are several strategies for effective time blocking, but there isn’t one “right” approach.

So, start somewhere, even if it’s small. Learn what works and what doesn’t for you. And from what you learn, you can better steward the time in your calendar and how it gets spent.

  1. Header image provided by Djim Loic. ↩

  2. This principle is sometimes, albeit slightly inaccurately, called “Parkinson’s Law.” ↩

  3. Greg McKeown, Essentialism: The Disciplined Pursuit of Less (New York: Crown Business, 2014), 16. ↩

How to Best Budget Your Time When It’s Regular

When you hear comments about “budgeting,” what comes to mind?1 For many folks, finances do.

But aside from that specific context, “budgeting” is all about the principle of deliberate planning. So you can budget finances. But you can budget other resources too, including time.

And thinking about your time as something you budget can help ensure you “spend” it on the work and relationships that matter most.2 That’s true whether your schedule pretty regular, quite irregular, or some combination of the two.

Regularity in Time

There are only 24 hours in a day or 168 hours in a week, however you use them. So, in larger contexts, everyone’s schedule is entirely regular.

But within smaller units of time, your schedule might be quite regular too. For example, week-to-week, you might have a nearly identical number of hours when you’re working or not. And when you have those hours fall might be pretty regular too.

Budgeting Regular Time

When this is the case, you can decide how to “spend” these regular hours in your time budget. When you craft this budget, you want to ensure you prioritize what’s important, not just what’s urgent.3

But because you pretty well know what time you’ll have when, it’s not so important when you tackle a given priority. In terms of the financial analogy, having a regular schedule is very similar to a salaried or steady hourly job.

The total time you spend in your time budget shouldn’t exceed what you have available. If you do, for instance, you might over budget time at work so that it “overdraws” time with your family.

But within the “work” hours in your time budget, you have significant freedom in how you structure that time to meet your commitments.

You can budget your regular time any number of ways. The basic principle is to plan deliberately for how you spend the hours you regularly have for your commitments.

To do so, you might find time blocking especially helpful. You can time block on a paper calendar, with Google Calendar and Todoist, or any number of other methods.

Wherever you time block, the practice easily shows the time you’ve budgeted for a given commitment. And by doing so, time blocking can show where you’re “over spent” because in your mind you’d allocated the same time in competing ways.

Conclusion

However you budget your regular time, the principle remains the same that you need to deliberately plan how you’ll use your time. That plan needs to have room for you to invest in your most important commitments.

Time blocking is a great way of planning because it immediately shows when you’ve “spent” time, how much of it you’ve allocated, and the priority that you’ve given yourself for that time. And having that immediate, visual feedback can prove invaluable in your efforts to focus your time on the people and projects that matter most.

  1. Header image provided by NeONBRAND. ↩

  2. As a basis for these categories, I’m drawing on thinking like that described in “How to Make a Zero-Based Budget,” Dave Ramsey, n.d. ↩

  3. On the relationship of urgency and importance, see especially Stephen R. Covey, The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change, 25th anniversary ed. (New York: Simon & Schuster, 2013), 154–92. ↩

How to Budget Your Time If It’s Regular and Irregular

If your schedule is regular, budgeting that time is pretty straightforward.1 You spend the time you know you’ll have on the commitments you think are most important to fit into it.

If your schedule is irregular, you’ll instead work whatever time you have against a fixed and prioritized list of commitments.

But how do you budget your time if your schedule isn’t completely regular and predictable?

Some of it might be. But some of it might also be irregular and unpredictable.

Budgeting Regular and Irregular Time Together

In this case, you can combine the two approaches for regular and irregular time.2

For the portion of your schedule that’s regular, you can plan in advance how you want to spend your time. For the portion that’s irregular, you can work on your commitments in priority order.

When you’re thinking about this combination, though, be careful not to overestimate how much of your schedule is regular. If you do, you’ll be at greater risk of running out of that regular time and still having unmet commitments.

Minimal Regularity amid Irregularity

Instead, think about how your more irregular days and weeks tend to go. If you keep a pretty detailed calendar, it might help to look back over the past few months.

As you do, what you’re looking for is the minimum amount of regularity you tend to have in your schedule, even in more irregular times.

In a good week, maybe you can keep Thursday pretty well free to tackle whatever you need to. But when things go haywire, maybe you only get until 10 am.

If you base your plan on your best case scenario, you’ll be more likely to have that plan get more disrupted more often.

Instead, you can run your regular time budget on a minimum amount of more regular time that you have. That way, your time budget will be less likely to break in more hectic seasons.3

Once you’ve done that, you can then budget your irregular time by a prioritized list of commitments.

Using the two approaches together, you can then have a proactive plan for your time, even if some of it’s regular and some of it’s irregular.

Conclusion

Whether your schedule is pretty fully regular, pretty fully irregular, or some of both, there’s a corresponding strategy to plan for your time.

Whatever shape that plan takes, having that time budget will help ensure you’re giving priority to your most important commitments.

Prioritizing these commitments in your time budget will simultaneously give you a powerful tool to help you avoid “spending” your time at the scheduling equivalent of the impulse buy rack.

  1. Header image provided by NeONBRAND. ↩

  2. As a basis for these categories, I’m drawing on thinking like that described in “How to Make a Zero-Based Budget,” Dave Ramsey, n.d. ↩

  3. On this principle, see also Greg McKeown, Essentialism: The Disciplined Pursuit of Less (New York: Crown Business, 2014), 175–84. ↩

Daily Gleanings: Time Blocking (11 December 2019)

Stephen Altrogge has a helpful post introducing time blocking. Stephen begins,

Most people use their calendars reactively, meaning that they put things on their calendars as they come up. Someone wants to grab coffee? On the calendar. The boss calls a meeting? On the calendar. A conference call with the publishing team? On the calendar.

The problem with this approach is that it can lead to the day getting very chopped up, which then makes it difficult to get things done which require in-depth thinking. If you’re constantly interrupted by meetings, phone calls, and emails, it’s tough to make progress on meaningful tasks.

Enter time blocking.

Some of the key steps Stephen outlines for time blocking are to:

  1. Set your priorities.
  2. Create deep work blocks.
  3. Add shallow work and reactive blocks.
  4. Assign specific tasks to time blocks.

Stephen also recommends that, when time blocking, you “overestimate the time it will take you to complete tasks”—since we have a tendency to do just the opposite—and “create an overflow day if you find yourself constantly falling behind in your schedule.”

For the balance of Stephen’s discussion, see his original post on the Freedom blog.

For more about time blocking, see this blog post series.