Time Blocking
24 March 2022
I was talking this week on my social media pages about time blocking. As a Virtual Assistant I often have many tasks to complete for clients who have outsourced tasks to me. I always schedule my tasks but realised recently that I hadn’t been time blocking effectively.
What is Time Blocking?
Blocking off hours of time in your calendar to do a certain task and focussing on only this task during that allotted time. Turn your phone onto do not disturb, mute your emails and close the door. Do Not Disturb! By adopting these habits, you can focus entirely on the task in hand. Therefore increasing productivity and effectiveness. You must be unapologetic with this though – draw boundaries for yourself as well as colleagues, family and friends. Soon these habits will become second nature.
Annually, Monthly, Daily.
Set aside one day each year for long term planning and one day each quarter quarter. Dedicate an hour each month to monthly goals and weekly you need to allocate your time blocks for most effective working. Remember to schedule time for holidays and time off so that you can plan ahead work effectively to prepare your business to continue growing whilst you take your time for yourself. If you don’t do this you could fall into the trap of wanting to take a break but your workload wont allow it.
Most Important First
Always schedule your most important work first. If there is a task that makes all your other work easier or even unnecessary allocate this task to the first 4 hours of the work day or whenever you are most productive. If it is the big tasks that are the most important and seem a little daunting, you can ease the stress on yourself mentally by breaking these down into manageable chunks as well. For example instead of listing business development as a task break this down into: list potential leads, collect contact information, first contact, follow up.
Work that isn’t work
To do lists, goals setting, spreadsheets, all of those little tasks that we love to fiddle with that feel like work but actually aren’t! DON’T – you can waste a load of time here! These tasks aren’t actually going to make you money, they aren’t going to get the important tasks done. Schedule time daily to clear emails out, answer calls, texts, whats apps. – however your enquiries come in. Communicate this in your voicemail or email signature so that your customers know when you will get back to them. Remember: It is fine to take care of the little details and plan and organize – just don’t waste your high productivity hours on this!
Once you start time blocking you will see your productivity improve. You will also see where you are losing time and also where you are underutilising your time. Go and smash your goals!
