How to use time blocking and time boxing (Video)
In this week’s video, our coach expert Sabrina Cadini shared the differences and benefits of time blocking anf time boxing.
When we don’t set constraints or boundaries on our time, it’s easy for work to get dragged out over the course of the day. This is why managing our time is the most important aspect of being effective in life and in the workplace, and having an efficient calendar management is critical to productivity.
Our favorite scheduling techniques that we always suggest to our customers are time blocking and time boxing. These are great strategies helping you take back control of your schedule and avoid Parkinson’s Law, which states that “work expands so as to fill the time available for its completion.”
What’s the difference between the two?
With time blocking, you divide your day into blocks - or segments - of time. For instance, you decide you will work on a particular project every day from 9 a.m. to 11 a.m.
With time boxing, you allocate a fixed time period to a planned activity. In this case, you will finish a particular task (as part of a bigger project) between 10 a.m. and 11 a.m. tomorrow.
Basically, with time blocking you organize your day so that you can handle all the tasks on your calendar, while with time boxing you limit the amount of time you spend on a task. And you can really use both of them when you organize your calendar.
How to implement these strategies?
The best way to implement time boxing and time blocking is by having a zero-based calendar. There are many benefits of having a zero-based calendar:
It puts you in control of all the 24 hours you have in the day with specific time boxes. You must make time for the important things in life and you have to put them on your calendar, otherwise there’s a chance that they won’t get done.
It keeps you more conscious and focused on what you do because everything you planned is in there, you don’t have to wonder what should come next once you finish your current task or project.
It creates balance between your personal and professional life, and it allows you to treat your personal time as important as client meetings. You need to prioritize yourself to optimize your inner resources, to achieve anything you want, and to enjoy life.
How can you set up, customize, and manage your own zero-based calendar? We have a step-by-step process for you!
Step 1
Use a calendar that can be accessed digitally (such as Google or Outlook) so that you can add items and manage your calendar anytime and anywhere.
Step 2
Identify your to-dos. Make a list of your projects and goals, then break down each goal or project into tasks in order of importance and urgency. After that, schedule those tasks.
If you’re going to work on a project for this entire month, for example, you need to decide how many work sessions that will require, and then you’ll set limits on how long you’ll work on it, such as one hour every day. This is the time boxing part.
This technique will motivate you to achieve the goal in a more manageable way and to reduce procrastination.
Keep watching the video above for the rest of the step-by-step process and a quick tutorial to track time in Mana.
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Want to know more about Mana? Download the app today and schedule a call with one of our coaches to learn how to spend your time better!
