Time Blocking for Super Productivity

Time blocking is no new secret for productivity.  In fact, planning is probably the oldest tested and tried technique for getting things done.  But the fact of the matter is that many of us still have yet to dedicate the time to recording everything we have done throughout the day.   I propose that you try this technique, even if just for a few days.  It will give you a better idea of where your least productive time wasters come from and will show you just how much extra time you could find if you were to remove these time wasters.

Why it works

Time blocking is generally recording everything you do throughout the day in 15 minute intervals.  Obviously you can do more than one thing in 15 minutes, which is why you should record things as you do them.  Looking at your daily recordings you can easily spot your peak productive hours, the hours when you do the least, and the middle hours.  This information is really valuable, as it will help you plan your future days for superior productivity.  Just the act of focusing on productivity will lend to you using your time more effectively.

How it works

Taking your high and low productive times of the day, you can plan your days in a manner that allows you to get things done which require high amounts of concentration at your peak hours, and do the drone work like checking email, calling people back, and cleaning up around the house at low productivity hours.  Generally high concentration tasks should not be multi-tasked.  Take the big things one at a time.  But for the drone work, do as many as you can together.  For instance, I love making calls while driving (using my hands free headset of course), as well as while cleaning up around the house.  I also try to read (leisurely) before going to sleep.  It helps me wind down my evening before bed, rather than staring at a bright screen before bed which doesn’t allow me to adjust for bed time.

Mapping your energy levels and productive hours is a fantastic way to not only get more done but also get rid of habits that are no good for you.  If you are the type of person who watches 4 hours of TV a day, this little record will probably make you want to change that.  I know I don’t want to see 4 hours of my day go to the television.

What to do

Use this [download id="1" format="3"].  Print one out for every day of this week.  Fold it up and carry it with you each day.  You don’t need to change anything for now, just commit to recording what you do each day.  When I say everything, I mean everything.  If you brush your teeth and take a shower, put them both on the list (if you scratch your butt you can keep it to yourself).  On Sunday you will do the analysis of your week, and that’s when the magic happens.

Analyze:  Once Sunday comes around you will want to look at each task of each day.  First of all find the intervals that can and should be removed.  For instance, if you spent an hour of useless internet browsing it can be removed.  If you spent an hour flipping through the channels and not actually watching anything, it can be removed.  If you really focus on productivity, this is an easy way to free up at least 45 minutes of each day.

Next you will want to find the hours where you did a whole bunch of stuff.  Generally we work in patterns.  It should be easy to spot the hours of each day where you got a lot done, and this time frame should repeat itself each day.  Treat these moments like precious jewels.  Protect them at all costs.  I find that in 1 hour of peak productivity we can achieve what most people do in an entire day.   Do not answer calls at this time, or at the very least tell the person you’ll call them back.  Don’t browse the internet, don’t check your email.  Spend this precious time focusing on the big things.

Also you’ll want to pay attention to the times when you get the most mindless tasks done.  Don’t underestimate the importance of completing trivial tasks.  They always come up, and knowing when to schedule them can keep you from wasting valuable peak time on menial chores.  Here is where you call people back, respond to emails, and do the “monkey work” of the day.

Finally you’ll want to find the time throughout the day when you can’t seem to get anything done.  For me this is usually somewhere between 2-4 pm.  I swear my mind goes to sleep around this time.  For this time interval I recommend a good ole fashion nap (20 minutes should do swimmingly), or at the very least a 10 minute meditation.  Close your eyes and clear your mind for a few moments.  Give your brain a chance to reboot and recharge.  You’ll find yourself to be full of energy in the intervals after this, and it will jump start your productivity.

Future Scheduling

After analyzing your time-blockings, you’ll get a sense of how you function and what works best for you.  This is a great time to make a rough schedule of your week and how to get things done to the max.  Use this [download id="2" format="3"] to record a basic schedule to follow.  This will serve as a great reminder for what you should be doing at any moment.

The form is set up so that you can even use it weekly to create an actual schedule.  If your schedule changes weekly this form can be used to keep you sane when trying to get through your daily tasks.  For those who don’t enjoy using their phone for every little daily task, this is a wonderful solution.

Conclusion

Following these tools you’ll find yourself getting much more done throughout the day.  You may even find that this allows you even more free time than before, allowing you to productively schedule down time to do the fun things.  I personally guarantee that following this program will increase your productivity drastically, or your money back.

Free Downloads (you will need Adobe Acrobat or other pdf viewer to access these files)
[download id="1" format="3"]

[download id="2" format="3"]