Tag: Time Blocking

To Be Productive, You Need to Be Adaptable

Reading time: 6 minutes

Adaptability is central to productivity.1

You can find all manner of helpful advice about how to be more effective and productive. But not all of this advice is equally good for everyone at all times.

Any number of general principles might help you be more productive. But you can’t necessarily know in advance which ones those are and how helpful they’ll be.

Consequently, force-fitting some guru’s advice onto your situation may not give you the best results. Instead, part of what’s required to hone your craft as a biblical scholar is your own creativity and adaptability to your individual situation.

Of course, it can sometimes be tricky in the moment to determine what’s best now.2 But putting adaptability at the heart of productivity affords the opportunity to be open to a wide variety of answers to that question—even if they’re a bit more “outside the box.”

What Normally Works

For instance, I time block my schedule so I can batch similar kinds of activities together.

Those activities might be research. They might be grading. They might be email.

For me in a “normal” week, discrete batching tends to work well. I focus on one kind of activity for however long. And as needed, I use Freedom to help avoid “quick check” distractions that dilute that focus.

When Circumstances Require Adaptability

But not all weeks are “normal,” let alone all days or months. This fact has been even more obvious than usual amid recent efforts across the globe to address COVID-19. But I’d like to share a different story.

The Circumstances

Shortly before the COVID-19 pandemic made itself known in our neck of the woods, my wife, Carrie, had an x-ray that showed she had a broken collar bone.

That meant she couldn’t lift anything with either arm, including our 18-month-old. And when you have an 18-month-old, you do a lot of lifting.

You might not think you do. But when you suddenly have restrictions on lifting, it’s surprising how many things you notice require lifting. 😉

All of this meant I was going to be home with Carrie and the kids rather than at the office.

It would have been best to have enough margin in my schedule so I didn’t have to worry about working while I was home with them.3 But that wasn’t the case.

There were still deadlines to met and projects to finish. But what was normally an 8–9 hour continuous workday instantly became 2–4 hours very much spread out into pretty small slices through the day.

This restructuring of my normal work day meant that my usual time blocking approach became pretty useless since

  1. I didn’t know in advance when I would have blocks of work time or
  2. when I did have these blocks, how long they would last.

Thankfully, neither of these factors really bothered me. Being there for Carrie and the girls was an infinitely higher priority than anything else I had on tap for school. But there were still things that had to get done for school.

The Adaptability

It took me a couple days. But I soon realized the best approach for me in those particular circumstances would be to rank my Todoist tasks for the day strictly in terms of priority—highest to lowest.

Whenever I had some time to work, I’d start at the top of the list and work down for however long until I needed to stop.

Whatever didn’t get done by the end of that day had to roll forward to a future day. But working from highest to lowest priority helped ensure that the things that didn’t get done were the things that were comparatively less important anyhow.

This story’s twist is that about a week after the x-ray that showed Carrie had a broken collar bone, an MRI showed her collar bone was fine.

Instead, the problem was an inflamed shoulder joint. And she could start moving her shoulder and lifting again as much as she felt like until her shoulder got back to normal.

Two Lessons

From this story, I’d like to draw a couple lessons on the importance of adaptability to productivity.

1. Be Creatively Adaptable

First, productivity requires adaptability. You have to look for what works for you in your particular circumstances.

Stephen Covey articulates this dynamic with a wonderful juxtaposition between the advice “not to prioritize what’s on your schedule[] but to schedule your priorities” and the counsel that, at the same time, “your planning tool[s] should be your servant, never your master.”4 The same goes for other systems or commitments.

So, for instance, if you find yourself suddenly needing to work from home while also taking care of kids, put it to yourself as an open question how you can creatively combine the two. Don’t assume they’re in conflict.

Sure, you can only put your attention on one thing at a time. But you’ll be more productive (not to mention, in this example, a better parent) if you take this situation as a challenge for your personal creativity rather than as an invitation to bemoan how competing obligations don’t allow you to fully focus.

2. Be a Whole Person

Second, recognize that you’re a whole person and need to live life as such. You’re a spouse, a parent, a student, a teacher, a ministry leader in your church, and more.

Your life is complex. And because it’s complex, you might well be able to envision how your contributions in one area (e.g., school, church) could be better than you’re able to make them given everything else that’s also in your life.

It’s always good to prune lesser responsibilities that pull you away from those that are more important. Even once you’ve done that, though, you’ll still have a multi-faceted and complex life.—And that’s a good thing.

Give yourself the grace to strive to do the best you can with the responsibilities in your life as a whole. And this may mean that one or some responsibilities don’t get everything you could imagine giving them in other circumstances.

But if you’ve pruned down to what’s really essential, “other circumstances” by definition means cutting or shirking something you consider essential. And long term, that’s a great recipe for regret and not sustained productivity and a rich personal life.

Conclusion

So know what’s essential for you, and prune what isn’t. And amid the complexities of what’s essential and the surprises life brings your way, stay adaptable and open.

Ask yourself the question “What’s best now?” And keep asking that question and being open to adjusting your answer to what your circumstances require.

  1. Header image provided by Joshua Oluwagbemiga. ↩

  2. Cf. Matt Perman, What’s Best Next: How the Gospel Transforms the Way You Get Things Done, expanded ed. (Grand Rapids: Zondervan, 2014). ↩

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

  4. Stephen R. Covey, The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change, 25th anniversary ed. (New York: Simon & Schuster, 2013), 170. ↩

How to Time Block with Todoist and Google Calendar

Reading time: 7 minutes

If you’re looking for a good way to organize your time, “time blocking” can be in incredibly helpful approach.1 As the name suggests, it normally involves visual “blocks” that show how you’ve decided to budget your time.

And if you use Google Calendar, you can start time blocking right there with Todoist and a little initial setup.

1. What Parts of Your Schedule to Time Block

For parts of your schedule that need to be highly variable, time blocking won’t prove as helpful. If you try to create a stack of time blocks that highly variable time, it’ll just get knocked over.

That said, even in highly variable parts of your schedule, you still need to budget your time. You just need to do it using a different method besides time blocking.

Where you do have a known amount of time to budget, though, time blocking can prove hugely valuable. For instance, you might have part of a day that you know you can regularly devote to professional pursuits. If so, that part of your schedule a good candidate for time blocking.

Time blocking can help you get the most out of the time you have. It can also help you see when you might be planning too much activity for too little time.

Time blocking isn’t tied to a specific tool. You can time block quite well on paper. Or if you use a digital calendar, you might want to time block there. At a basic level, that’s as simple as creating an appointment with yourself.

2. Why Not to Time Block with Google Calendar Alone

That’s what I did in Google Calendar for a good while. But I found two downsides to having time blocks in Google Calendar while keeping my tasks for those blocks in Todoist:

  1. I had time blocks on my Google Calendar that didn’t reflect well what was in my Todoist task list. Often, that meant I had too much to do for the time I’d allotted.
  2. I found myself doing duplicate work to show on Google Calendar what I already had in Todoist. That helped with the over commitment. But it also required time managing the system that could have been spent doing what needed to get done.

For me, a great solution turned out to be having Todoist put tasks on my Google Calendar. Then, I could see on my calendar the impact of setting a certain task for a given day. And I only had to manage tasks (and their blocks) in one place.

(If you don’t already use Todoist, you can try the premium version for 2 months for free.)

3. How to Start Time Blocking on Google Calendar with Todoist

Todoist’s Google Calendar integration allows for different preferences in how you want to use the two together. To start, I’ve found it helpful is create a new calendar inside your Google Calendar account (e.g., “Todoist (Active)”).

Then, in Todoist’s guide for setting up a Google Calendar integration,

  1. Follow steps 1–8.1.
  2. When you get to step 8.2, choose to sync tasks from “All projects.” This way, no matter where you file a task in Todoist, it can still show up on your Google Calendar.
  3. For step 8.3, choose to have tasks you create on Google Calendar go to your Todoist Inbox. Google Calendar won’t know what projects you have in Todoist. So, it’s easiest just to send tasks created in Google Calendar to the Todoist Inbox and sort them into projects from there. That said, you can ignore this feature and add your tasks in Todoist only. If you do so, you get the added benefit that, whenever a Todoist task appears in Google Calendar, it will have a link back to that task in Todoist (on the words “View source” at the bottom of the calendar event). That link makes it even easier to reference, modify, or complete the task from your Google Calendar.
  4. For steps 8.4–8.7, I find the following settings a good place to start.

Of course, you can choose different preferences or come back later to tweak them.

Once you have an initial setup for the integration, though, click “Connect” in Todoist (step 8) to complete the process.

4. What You’ll Get after Integrating Todoist and Google Calendar

With these settings,

  • Any time you add a due time to a task in Todoist, you’ll also see that task on your Google Calendar. The due time in Todoist will be the event’s start time in Google Calendar.
  • You won’t sync to your Google Calendar any tasks without a due time (which they’ll all have, by definition, if you’re using them to time block).
  • You can easily change a task’s duration in Google Calendar. That will give you a visual representation of the block of time that task should take to complete.
  • Completed tasks will automatically leave your Google Calendar.

This will leave you with a Todoist task layer that you can then show or hide in your Google Calendar to help what you want to do when. And just as important, it can help you plan what not to do in order to devote more adequate time to higher priority activities.

The settings I’ve recommended above are great if you want to budget the current day or some day(s) in the future. You can still look at your completed tasks in Todoist if you want to see how you’ve been spending your time.

But you might find it helpful to have that record on your calendar. That way, you can more easily look back to see whether any particular project or kind of activity is consuming more of your time than it should.

5. How to Preserve Past Tasks on Your Calendar

If you want to preserve historical time blocks on your calendar, you have a couple options.

  1. You can change the Todoist-Google Calendar integration so that “Completed Todoist tasks” shows that they will “Stay on Google Calendar.” When you complete a task, you can then move that task’s event to a different Google Calendar (e.g., “Todoist (Complete)”) or change its color to distinguish it from the active Todoist tasks on your calendar.
  2. Still have Todoist remove events from Google Calendar when those tasks are completed. And instead, you can use another integration with an automation service like IFTTT or Zapier. These services can watch for when new Todoist events start on your Google Calendar and then automatically copy that event to a different Google Calendar (e.g., “Todoist (Complete)”). Then, when you complete the active task, it will fall off your calendar, leaving just the copied record of your completed task.

I’ve generally found the second method to be the easiest to work with once it’s set up. But the first could work just fine, especially if you do use a separate calendar for your completed tasks and not just a different color on your Todoist Google Calendar.

The issue with using a different event color only is that I’ve found that the integration between Todoist and Google Calendar very occasionally breaks. If you have all your tasks—active and completed—on a single calendar, it can prove harder to set the integration back up without importing numerous tasks into Todoist that already exist on Google Calendar. So, keeping things on separate calendars just helps give you some insurance against further problems in the event you do need to reset the integration at some point.

Conclusion

To reap the benefits of time blocking, you don’t have to use a specific calendar tool or list manager. But Google Calendar and Todoist are both really good at what they do. And using them together can be a great way to time block so that you can take control of your schedule while expending as little effort as possible manipulating your tools.

  1. Header image provided by Android Community. ↩

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

Reading time: 9 minutes

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. ↩

5 Ways You Can Block Your Time to Focus on What Really Matters

Reading time: 7 minutes

Especially in knowledge work contexts like biblical studies, what is and isn’t actually on your plate can easily bleed together.1

Day to day, there can be a hectic scrum of incoming requests and possible opportunities. Amid all of this, time blocking can help you ensure you’re prioritizing what matters to you. There isn’t one right way to block your time, but there are five basic ways you can approach it.2

  1. Monastic
  2. Bimodal
  3. Rhythmic
  4. Journalistic
  5. Combination

And with some thought and experimentation, you can find what approach works best for you.

1. Monastic

In a monastic approach, the main idea is to eliminate everything except focused work. You avoid anything that doesn’t fall in a very specific, narrow range of activities (e.g., writing).

This approach is possible for some. But it’s not particularly feasible if you have a broader slate of essential responsibilities.

Somewhat ironically too, time blocking is probably a less useful technique under a monastic approach. Your calendar only ever has one activity, and others know you don’t allow interruptions to this schedule.

So, actually blocking your calendar may be more trouble than it’s worth. The monastic approach blocks your calendar simply by adopting it.

2. Bimodal

The bimodal approach is like the monastic strategy in periods you devote to focused work. But if you block time bimodally, you’ll deliberately intersperse other periods specifically to address less demanding activities.

The idea in the bimodal philosophy is to batch focused work together into larger chunks, to do the same with work that requires less focus, and to keep the two quite separate. In this way, you get the efficiencies that come with longer, uninterrupted stretches of a particular kind of activity. But you also don’t commit yourself to ignoring everything else.

On the scale of a week if you’re a student who’s also in full-time church work, this might look like having

  • Mondays blocked out for class reading,
  • Tuesdays assigned to writing papers,
  • Wednesdays allocated to hospital visits,
  • Thursdays reserved for meetings, and
  • Fridays set aside for sermon preparation.

Then, when you’re doing a specific kind of work, you try to push aside other responsibilities.

3. Rhythmic

The rhythmic approach is similar to the bimodal strategy, but it involves more frequent alternation among different kinds of activities. So, for instance, within a given day, you might do the same activity at the same time each day or on specific days of the week.

With this structure, the rhythmic approach allows times for different kinds of activities to come up more regularly. So, this approach may be helpful if you don’t think it best to batch different kinds of work as strictly as you would in the bimodal approach.

4. Journalistic

The journalistic approach operates by “fit[ting] deep work wherever you can into your schedule.”3

Thus, in this case, you might leave mostly white space on your calendar leading up to a given week. But once you come to planning that week, you allocate your remaining time to accomplish the focused work you have to do.

This strategy imposes the least structure on your calendar ahead of time. That can be good if you need that flexibility to accommodate irregularity in your schedule. But the more of your calendar you leave blank, the more you’re inviting that whitespace to find something to occupy it.

So, if you’re going to use a journalistic approach to time blocking, you might want to set yourself a “budget” for how much of a specific kind of activity you’ll allow in a given period.

For instance, you might decide you’ll allow eight hours of meetings per week. After those hours are spent in a given week—wherever in that week they occur—other meetings have to find a place in a following week.

By capping how much of a given activity you’ll include, you ensure you still have the time you need for other commitments. But you can stay flexible with exactly when you address them.

5. Combination

Of course, there isn’t a “purist police” for time blocking approaches that allow you to use only one of them. What’s important is to time block in a way that helps you focus on what matters most.

For instance, the basic approach I’ve used for about a good while involves elements of each of the bimodal, rhythmic, and journalistic strategies:

  • As in the rhythmic approach, each workday begins with a startup routine that includes primary literature reading—mostly Hebrew Bible and Greek New Testament—and ends with a shutdown routine that includes email and administrative activities.4
  • As in the bimodal approach, I block the bulk of any given day into as large a chunk as I can (e.g., devoting those hours to teaching, class preparation, or writing on any given day).
  • As in the journalistic approach, I don’t hold rigidly to the same schedule every day. Instead, I’ll adjust as necessary to accommodate other essential activities that come up.

Do You Need to Block All Your Time?

To this point, I’ve discussed time blocking primarily in a professional context. But what about your personal time? Do you need to block that too?

In short, yes. You need to block all your regularly occurring time, but you don’t need to block it all in the same way or to the same degree.

To take another personal example, when I’m at work, I have a pretty detailed plan for those hours. When I’m at home, however, that’s not the case, but the time is still blocked.

It’s likely just blocked in large chucks of “with family,” “at church,” “sleep,” and so on. What those large general blocks contain could vary quite a bit from day to day or on the spur of the moment.

If these blocks are firmly ingrained as habits for you, you might not need to put them on your calendar. Simply by seeing 6:30 pm on Tuesday, you know what that block holds.

The important thing, though, is to visually block on your calendar anything commitments that are softer and more liable to get bumped by less important things.

For instance, if I’m in the middle of something at the end of a workday, it’s all to easy to spend “just a few more minutes” tying up the loose ends. But those “few more minutes” quickly eat into time I’d planned to spend elsewhere.

So, while I don’t have explicit “family time” or “sleep” blocks on my calendar, I do have a block for “Leave the Office” to help ensure that happens when it’s supposed to.

Conclusion

In the end, whatever time blocking approach you adopt, the important thing is how time blocking helps you spend your time deliberately.

Even (and especially) if you have too much on your plate, you can’t afford to have what’s most important at the mercy of what’s simply latest and loudest.

  1. Header image provided by STIL. ↩

  2. Cal Newport discusses the first four of these strategies under the rubric of “deep work philosophies.” Deep Work: Rules for Focused Success in a Distracted World (New York: Grand Central, 2016), 100–17. I’m here focusing on these general ideologies in terms of the specific time blocking practices they imply. ↩

  3. Newport, Deep Work, 115. ↩

  4. On “workday startup” and “workday shutdown” routines, see Michael S. Hyatt, Free to Focus: A Total Productivity System to Achieve More by Doing Less (Grand Rapids, MI: Baker Publishing Group, 2019), 116–21. ↩

Why You Need to Block Your Time

Reading time: 5 minutes

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

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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. ↩