When I first heard about time blocking, I immediately thought, Nope, not for me. I imagined strict, hour-by-hour schedules with no room for flexibility, creativity, or, honestly, the chaos of real life.
If you’ve ever felt like time blocking was too rigid or just not practical, you’re not alone. But here’s the thing: time blocking isn’t about perfection or locking yourself into an unbreakable routine. At its core, it’s about providing structure in a way that works for you. Think of it as a guideline for your day. That way, you don’t wind up feeling trapped.
Let’s break it down, clear up some misconceptions, and show you how to make time-blocking work for you.
What is Time Blocking (Really)?
Time blocking is simply about setting aside chunks of time for specific tasks or activities. Think of it as giving your day some boundaries so your brain isn’t constantly running through what to do next.
When I first tried time blocking, I thought I’d feel confined, like I was constantly racing the clock. But I discovered the exact opposite: the structure gave me freedom. Knowing I’d set time aside for my big priorities meant I could actually focus—no multitasking, no overwhelm, just clarity.
Why Time Blocking Your Day Isn’t as Rigid as You Think
Your blocks aren’t set in stone—that’s a common misconception. They’re more like intentions. I find that if you carve out time to do the task, that alone can help relieve stress and eliminate the constant question running in your mind, “When will I get this done?” From there, it’s like organizing your desk or closet—if it doesn’t work where you put it, find a new spot.
For example:
- Overestimated how long a task would take? No problem. Use the extra time to recharge or move on to the next block early.
- Something unexpected comes up? Shift your blocks around or defer the less-important task to the next day’s open block.
- Feeling uninspired during a creative block? Take a break or swap it for a different task. The point is to work with your energy, not against it.
Think of time blocking as the opposite of multitasking. Instead of spreading yourself thin and constantly switching gears, allow yourself to focus on one thing at a time. That focus creates more space for creativity, spontaneity, and—yes—even rest.
How to Make Time Blocking Work for You
Every role is different, so it’s important to approach time blocking with a plan appropriate for you and your daily work. Whether you’re managing back-to-back work meetings, running errands, or squeezing in a creative side project, make time-blocking work for you. Here’s how to get started:
- Set Realistic Goals for Your Day – Start by identifying your non-negotiables, such as appointments, work meetings, and critical deadlines. Prioritize these as you build out your day. Be realistic! Estimate how long each task will take, and if you’re guessing, add a buffer.
- Match Tasks to Your Energy – If you’re a morning person, schedule your high-focus tasks first thing. Save the mundane, less-brainpower-required tasks for later when your energy dips.
- Use Tools That Help You Stay on Track – This is where I can help you. I designed The Workday Planner to tackle each day head-on using a combination of time blocking and a realistic approach to task management that doesn’t deplete all my energy or steal my sanity.
- Build in Buffer Time – Leave some wiggle room between blocks for unexpected tasks or a much-needed breather. I like to give myself 15-30 minutes of “cushion time” —it keeps me sane when things are unpredictable.
- Reflect and Adjust – At the end of the day (or week), take a moment to reflect. What worked? What didn’t? Adjust your blocks to better fit your flow. This is your time-blocking journey, and it’s okay to tweak as you go.
Real-Life Time Blocking Example
Let’s say your morning block is set for deep work, but the kids are home sock, or an urgent work task pops up. Instead of ditching the plan, shift your deep work to an afternoon block. Or, break it into smaller pieces you can tackle between interruptions. This kind of flexibility is what makes time blocking so effective and keeps you in control.
Find the Right Time Blocking Planner
Time blocking gets even easier when you pair it with a tool designed for flexibility. You can either write this out on a regular lined notepad or grab our Workday Planner so you can:
- Use the undated pages to start fresh any day.
- Estimate how long tasks will take so you can set realistic blocks.
- Separate work and personal tasks to keep everything balanced.
- Use the task management prompts to prioritize and stay focused.
It’s not about being perfect (psst… I’m talking to you, perfectionists). It’s about creating and adapting a system that works for you.
Your Turn: Try Time Blocking Today
If I can leave you with one thing, it’s to ditch multitasking and find more focus in your day. Give your precious blocks of time to things that truly matter. Start small—pick one or two blocks for tomorrow and see how it feels. Remember, it’s about progress, not perfection.
Want a little extra support? Check out the *Workday Planner*—it’s the perfect tool to help you stay flexible, productive, and in control of your time. Once you start, you might just wonder how you ever lived without it.
Common Questions
What specific tools can I use for effective time blocking beyond The Workday Planner?
Timers! I use timers to keep me on track all day. My main tool is my Apple Watch. It’s with me wherever I go and has a silent timer and just “taps” me on the wrist to get my attention. I also use my phone or Alexa!
How do I handle interruptions that occur during a scheduled time block?
Save this mantra: Reset, Restart, Refocus. If your time block was interrupted by an unplanned task or you need to work on something longer than you anticipated, assess the situation, reset the plan, restart, and refocus. If you’re always working on the task that truly matters, then you’re intentional about your time, and you will see progress.
Can time blocking be adapted for team projects or collaborative work situations?
Absolutely! Especially if it involves food. Seriously. Book a conference room or schedule a virtual working session and provide a clear agenda or homework assignment in advance. Make it clear to your team that the goal is to leave the meeting with specific work, decisions, or takeaways.
How do I incorporate breaks effectively into my time-blocking schedule?
I add two breaks as time blocks, one for the morning and one for the afternoon. Aside from that, if I have extra time between buffers, I have a quick workflow where I check in with email and Teams and close any browsers or files that might distract me before I begin my next time block.
