Most people don’t mean to waste time.
They just start the day in reaction mode, answering emails, taking calls, switching tabs, and multitasking until it’s 4 PM and there’s a good chance that whatever was on their list didn’t get done.
This isn’t really a time problem. It’s
a focus problem.
Here’s one simple strategy that helps:
Time Blocking
And no, I don’t mean you need to start scheduling every minute of your day. It’s about giving important amounts of your time and energy a focus.
Every day you make hundreds of micro-decisions, most of them around ... What do I need to do
next? Should I answer this message now? Can this wait …?
All this decision-making drains your energy and creates constant distractions.
Time blocking removes that friction.
You’re not asking “What do I do next?” You’ve already decided.
How To Get Started (and Stick With It)
1. Don’t Overdo It - Start small. Create 1–2 focus blocks per day. 60-90 minutes each is enough. Try a Pomodoro style, with 25 minutes of work followed by a 5-minute break, or 50/10-minute blocks.
2. Group Similar Tasks Together - Work on similar tasks in the same time block - emails, calls etc.
Example:
- 9–10:30: Focused writing
- 11–12: Admin tasks + email
- 2–3: Strategy or creative thinking
3. Add A Buffer - Life happens, the unexpected is inevitable! Schedule a 30–45 min block each day for overflow or unexpected work coming up.
This gives you leeway during the day and will save you from falling behind, running out of time or having to work late.
4. Label Your Blocks Appropriately - Instead of a label like ‘Work’, be more specific
- Draft proposal
- Client review prep
- Update stats
This helps to focus on specific tasks, not just the time.
Tip: Add tasks from your list into the appropriate time block as you plan your day, so when you get there you already know what you need to work on.
It’s Not
Just Productivity. It’s Clarity.
Time blocking doesn’t need to be restrictive. You can still be flexible.
It helps protect valuable thinking and 'getting things done' time and reduces your daily decision-making and
prioritisation stress.
You won’t always stick to every time block but that’s okay.
Having a default plan means you spend
less time reacting and more time doing work that really matters.
Remember - You don’t need more hours in your day.
You need better boundaries around the hours you have and better decisions about the choices you make.
If you don’t already, try time blocking for 3 days.
Block out 90 minutes of ‘protected time’ in the morning and afternoon. Notice the difference it makes to your day.
As you get more comfortable with the concept, create recurring time blocks that fit with the way you work and the type of work you do.
