Do you feel like your days just fly by? Are you constantly busy, but at the end of the day you feel like you haven’t accomplished anything really important? Welcome to the club of overworked and often frustrated self-managers. An overflowing diary, endless to-do lists and the constant battle against the clock are part of everyday life for many people. Many of us face similar challenges:
- Tasks without priorities: we often don’t even know what to start with first. The “most important” tasks seem to change every minute.
- Interruptions: Emails, phone calls and spontaneous tasks destroy any attempt at focused work.
- Procrastination: We put off the really important but challenging tasks while we deal with seemingly urgent little things.
- Perfectionism: A lot of time is spent on making tasks “perfect” – often far beyond what is actually necessary.
The result? Stress and a constant feeling of unproductivity. The solution is often not more time, but a more conscious and structured use of your time.
I would like to introduce you to two methods that will help you organize and use your time more effectively:
The solution: time blocking and time boxing
Both approaches can help you to make your day more productive. But they differ in their approach.
Time blocking: plan your day like an architect
Time blocking is about dividing your day into clearly defined blocks of time. Each block is assigned to a specific task or activity. The advantage: you keep an overview, set clear priorities and work specifically on the things that are really important.
An example of time blocking:
- 08:30-08:45: Planning the day (overview, prioritization)
- 08:45-10:30: Focus time: Working on operational topics
- 10:30-11:00: unplanned – slot for unforeseen events
- 11:00-12:15: Discussion/ Meeting Projects
- 12:15-13:00: Lunch break and relaxation
- 13:00-14:00: Emails, chats, feedback
- 14:00-15:00: Task Force status update
- 15:00-15:30: unplanned – slot for unforeseen events
- 15:30-16:30: Focus time: Work on operational topics
- 16:30-17:00: unplanned – slot for unforeseen events
- 17:00-17:30: Emails, chats, feedback & conclusion
This method makes your day structured and predictable. Important tasks don’t get lost in the chaos and you can direct your focus to the task at hand.
Why does time blocking work so well?
- Clarity: you always know what’s on the agenda and don’t waste energy on spontaneous decisions.
- Protection from interruptions: If you assign a fixed task to a block of time, it is easier to say “no” to spontaneous distractions.
Who is Time Blocking ideal for?
- People with many responsibilities: If you juggle professional, private and personal commitments, time blocking provides structure.
- Creative minds: Creative activities also benefit from clear time windows in which you can concentrate fully on your work.
Sometimes it’s not enough to simply reserve time slots – sometimes you have to limit yourself. This is exactly where Time Boxing comes into play.
Time Boxing: Working with time limits
While time blocking primarily supports the organization of your day, time boxing relies on a completely different strategy: you determine in advance the maximum amount of time you will devote to a task. As soon as the time is up, you move on to the next task – regardless of whether the current task is finished or not.
An example of time boxing: you want to prepare a presentation but tend to get lost in the details. With time boxing, you plan: “I’ll work on the presentation for 90 minutes and then I’ll stop. In other words, I’ll try to create a complete version of the presentation in that time.” After the time is up, you move on to the next task. Imperfect? Perhaps. But: the presentation is finished – and you haven’t “sacrificed” the rest of your day.
Why is Time Boxing so effective?
- Focus under time pressure: A clear time limit helps you to concentrate on the essentials.
- Progress before perfection: Even if not everything is “perfect”, you are taking important steps forward.
Who is Time Boxing suitable for?
- Procrastinators: The fixed time limits motivate you to finally get started – and to keep at it.
- Perfectionists: The visible time limit encourages you to work on the essentials without getting lost in the details.
What suits you better?
The choice between time blocking and time boxing depends on your personality and your challenges:
- If you are looking for structure: Time blocking gives your day a clear organization and prevents important tasks from getting lost.
- If you are prone to perfectionism or “time wasting”: Time Boxing helps you to complete tasks within a defined time frame and focus on the essentials.
Of course, you can also combine both methods. For example, you can plan your day with time blocking – and also use time boxing to set time limits for particularly critical tasks.
Conclusion: More productivity with the right method
Both time blocking and time boxing offer effective approaches to using your time more consciously and productively. While time blocking helps you to structure your day and set priorities, time boxing helps you to complete tasks efficiently and get a grip on perfectionism.
Try out what works for you – and experience how you can regain control of your time with the right method. Because time is the most valuable commodity we have – and it’s worth making good use of it.
If you would like support in optimizing your way of working and finding out which method is helpful for you, please contact me. Book a non-binding Chemistry Sessionto discuss the goals of a possible coaching session and let’s work together to increase your productivity. 🚀💪
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