“Life is like a box of chocolates… You never know what you’re gonna get.” So said Forrest Gump, played by the talented Tom Hanks. The actor recently wrote his first novel, The Making of Another Major Motion Picture Masterpiece, and used a time blocking hack known as the Pomodoro Technique in order to maintain momentum during the writing process.
Whilst we may not know what we’re going to get from a box of chocolates, we do know what we’ll get if we adopt the practice of time blocking: increased productivity, boosted motivation and better time management. And it’s not just Oscar-winning movie stars who can benefit from such a practice – you can too. Read on to discover how.
What is Time Blocking?
Time blocking is a technique that involves scheduling specific blocks of time for different tasks or activities throughout the day. It can be highly beneficial in the workplace for several reasons:
- Enhanced productivity
People can focus their full attention on one task at a time, eliminating multitasking and reducing distractions – thus increasing productivity and efficiency. - Improved time management
When you use a time blocking template, you get a clearer idea of how you spend your time and how much time you need for different tasks. It helps you get better at estimating how long things take. You’ll find yourself procrastinating less and being able to prioritize your work, ensuring you finish important tasks on time. - Increased focus and concentration
Employees create a focused work environment, minimizing interruptions and distractions during time blocks, allowing for deeper concentration and improved quality of work. - Effective goal setting
Time blocking allows individuals to make progress toward their targets systematically. It helps to break down complex projects into manageable chunks, ensuring steady progress and a sense of accomplishment. - Reduced stress
Individuals will feel more in control and less overwhelmed by an ever-growing to-do list. By breaking tasks into manageable blocks and scheduling them, employees can approach their work in a more structured, less chaotic way. Time blocking minimizes the risk of missing deadlines, reduces stress levels, and promotes a calmer work environment.
What are the techniques?
- The Pomodoro Technique
- Time Boxing
- Day Theming
- Task Batching
Technique 1: The Pomodoro Technique
The Pomodoro Technique was developed by Francesco Cirillo in the late 1980s. It was named after the tomato-shaped kitchen timer he used (‘tomato’ is ‘pomodoro’ in Italian). You say tomato, I say time blocking! The technique is designed to enhance productivity by breaking work into focused, timed intervals, separated by short breaks. A report in the Harvard Business Review found that those who tried out the technique saw that their “initial expectations were regularly exceeded” when it came to improving productivity, reducing distractions and building a more reliable work process.
How to Implement the Pomodoro Technique
- Set a timer
Choose a task you want to work on and set a timer for 25 minutes, which is known as one ‘pomodoro’, or work interval. You can tweak the time blocks to fit your preferences or the kind of task you’re working on. - Work on the task
Concentrate solely on the chosen activity and work on it without any distractions. The idea is to maintain focused and uninterrupted work during this time. - Take a short break
When the timer goes off, take a short break of around five minutes. Use this time to rest, stretch, grab a drink, or engage in a quick relaxation activity. - Repeat the process
Start another pomodoro by setting the timer for 25 minutes (or however long you choose) and continue working on the task. Repeat this cycle of focused work intervals and short breaks. - Long breaks
After completing four consecutive pomodoros, take a longer break of around 15-30 minutes. This extended break helps recharge your energy and provides an opportunity to reflect.
Benefits of the Pomodoro Technique
- Increases focus and productivity
- Deep concentration can be achieved
- Reduces procrastination and distractions
- Makes workers accountable
- Decreases mental fatigue
- Less time is wasted
- Enhances self-awareness
- Maintains motivation
Technique 2: Time Boxing
Time Boxing involves allocating specific time periods – or ‘boxes’ – to different tasks or activities. It is a structured approach to managing time and helps individuals stay focused and organized. Each task is assigned a predetermined time frame, and individuals commit to working on that task only within that designated period. Indeed, thinking ‘outside the box’ isn’t always the way to go.
How to Implement Time Boxing
- Define tasks or activities
It can be daily work tasks, personal projects, or any other activities that require your attention. Prioritize the tasks as you see fit. - Determine time boxes
Assign specific time slots for each task. For example, you may allocate one hour for writing a presentation, 30 minutes for email management, and so on. The length of time you block out will change depending on how complicated and important the task is. - Focus on one task at a time
During each time box, commit to working solely on the designated task. Avoid multitasking or switching between activities unless the time box for the current task is complete. - Complete or pause the task
Once you wrap up a task within the designated time, you can either move onto the next one or take a quick break to recharge. But if you run out of time and the task isn't finished yet, fret not! You can simply choose to either extend the time for that task or schedule another time block later to complete it.
- Review and adjust
Regularly assess your progress and evaluate whether the allocated time boxes are realistic and effective. Adjust the duration of time boxes as necessary. Be flexible and willing to adapt.
Benefits of Time Boxing
- Improves focus and minimizes distractions
- Allows for better task prioritization and time allocation
- Enhances accountability and deadline awareness
- Boosts productivity
- Increases the awareness of how long tasks take
- Promotes a proactive approach to work
- Helps with planning and organizing workload
Technique 3: Day Theming
Think back to some of the best parties you’ve been to. We bet they had a theme (Hawaiian, ’80s, Bollywood… everybody loves a theme!). Whilst Day Theming won’t be quite as fun, it may certainly be music to your ears when it comes to getting stuff done. Day Theming involves assigning specific themes or focus areas to different days of the week. It is a way of structuring your schedule around different types of tasks, projects, or areas of responsibility. By dedicating each day to a particular theme, people can streamline their focus, improve productivity, and enhance their efficiency in handling various aspects of their work or personal life. Wearing a wig: optional.
How to Implement Day Theming
- Define your themes
Identify the key areas or types of tasks that you want to allocate specific focus to. For example, you might have themes like: ‘Meeting and Collaboration Day’, ‘Admin Day’, ‘Creative Work Day’, ‘Skill-Development Day’… or ‘Duvet Day’. The themes can be customized based on your specific work or personal responsibilities. - Assign themes to each day
Allocate specific themes to different days based on your preferences, workload and priorities. Consider the nature of the tasks, your energy levels, and any recurring commitments or obligations. Aim for a balance that suits your needs and optimizes your productivity. - Schedule tasks
Once you have assigned themes to each day, schedule tasks and activities that align with the respective theme on their designated day. This can be done using a calendar, time blocking app or any scheduling tool of your choice. Be mindful of time constraints and prioritize tasks within each theme. - Focus on the theme
During each themed day, concentrate on tasks related to that specific theme. Allocate your time and attention to tasks within the designated focus area. Minimize distractions and prioritize relevant activities. - Adapt and adjust as needed
As you implement Day Theming, monitor your progress and assess the effectiveness of the approach. Be open to making adjustments. If you find that certain themes or their assigned days are not working, consider revising your schedule and making necessary changes.
Benefits of Day Theming
- Minimizes context switching
- Allows deep work within a specific area
- Provides a framework for prioritizing tasks
- Streamlines planning, scheduling and workflow
- Reduces decision fatigue and increases mental clarity
- Encourages a better work-life balance
- Increases focus and productivity on specific areas or projects
Technique 4: Task Batching
Task Batching is when you group similar or related tasks together and complete them in dedicated blocks of time. Instead of switching between unrelated tasks, Task Batching allows individuals to focus on one specific type of activity for a concentrated period. It is a way of streamlining work and increasing efficiency by minimizing distractions and context switching.
How to Implement Task Batching
- Identify similar tasks
Review your to-do list and identify tasks that are similar or can be grouped together based on their nature, requirements or tools involved. For example, you might have tasks like making phone calls, replying to emails, brainstorming ideas, conducting research or writing reports. - Group tasks into batches
Group the similar tasks together to create ‘task batches’. So, you may create a phone call batch, an email batch, a brainstorming batch, a research batch, a writing batch, and so on. The size of each batch will vary based on the complexity and time required for the tasks within it. - Allocate dedicated time
Assign time blocks on your schedule for each task batch. Ideally, try to allocate longer blocks of uninterrupted time for more focused work. Depending on your preference, you can schedule these batches consecutively or intersperse them throughout the day. - Work through the batch
Focus solely on the tasks within the designated batch during the allocated time. Avoid switching to unrelated tasks or getting distracted by other things. Complete as many tasks as possible within the batch, maintaining a steady workflow. - Take breaks between batches
After completing a task batch, take a short break to recharge and transition to the next one. Use these breaks to stretch, hydrate, or briefly relax before diving into the next focused work session. - Evaluate and adjust
Regularly evaluate your Task Batching approach to ascertain how effective it is. Assess if the allocated time for each batch is sufficient or if adjustments need to be made. Be open to experimenting with different batch sizes, durations or sequences based on how you’re getting on.
Benefits of Task Batching
- Improves efficiency and reduces context switching
- Streamlines workflow
- Work is organized in a more structured and systematic manner
- A smoother and more efficient work process
- Maintains a higher level of concentration and productivity
- Enhances concentration and focus
- Minimizes decision fatigue
- Increases motivation and satisfaction
Comparison and Choosing the Right Technique
The Pomodoro Technique, Time Boxing, Day Theming and Task Batching are all time management techniques that can be beneficial in different ways. The method you choose will reflect on your work style, goals and personal preferences. Don’t be afraid to use a mixture of multiple methods - see what works best for you.
The Pomodoro Technique is ideal for people who prefer short bursts of intense work and frequent breaks. It’s effective for boosting focus, managing distractions and maintaining productivity. It suits individuals who work well with timed intervals, prefer a structured approach, and have tasks that can be divided into manageable chunks.
Time Boxing is suitable for those who like a structured approach to managing their time and tasks. Often with the use of a time blocking planner, it helps prioritize tasks, set realistic time limits and maintain focus. It is helpful for managing multiple responsibilities and creating a balanced work schedule.
Day Theming is great for individuals who work well with a routine and prefer dedicating entire days or portions of days to specific tasks or projects. Day Theming enhances focus, productivity and work-life balance by streamlining work, prioritizing tasks and allocating dedicated time to different areas of responsibility.
Task Batching suits people who prefer working on similar tasks in focused sessions rather than constantly switching between unrelated activities. It is useful if you have tasks that can be categorized and completed in batches, allowing for deeper concentration and improved productivity.
Tips for Choosing the Most Suitable Technique
- Consider your work style
Reflect on how you naturally approach work and what methods align with your preferences. Some individuals thrive with structured approaches, while others prefer more flexible techniques. - Evaluate your goals and tasks
Consider the nature of your work and the specific goals you want to achieve. Are your tasks repetitive and would benefit from timed intervals (Pomodoro Technique)? Or do you have diverse responsibilities that can be categorized into themes (Day Theming)? - Experiment and adapt
Try different techniques and see how they resonate with you. Experiment with different combinations or variations of techniques to find what works best for your unique needs and circumstances. Be open to adjusting and adapting as necessary. - Seek feedback and learn from experience
Pay attention to how each technique affects your productivity, focus and overall satisfaction. Seek feedback from colleagues or mentors who have experience with different techniques.
Remember that there is no one-size-fits-all solution, and the most suitable technique will depend on your own circumstances. The key is to find a technique that helps you manage your time effectively, enhances your focus and productivity, and aligns with your personal and professional objectives.
Conclusion
The four key time blocking techniques are:
- The Pomodoro Technique. When work is broken into focused, timed intervals, separated by short breaks.
- Time Boxing. Each task is assigned a certain amount of time, and individuals commit to working on that task only within that designated ‘box’.
- Day Theming. This involves assigning specific themes or focus areas to different days of the week.
- Task Batching. When you group similar or related tasks together and complete them in dedicated blocks of time.
Experiment with these techniques in order to find the one – or ones – that work best for you, bearing in mind your personal circumstances and workload. Once you get into the swing of time blocking and you see a marked improvement to your time management and productivity, you’ll never look back. Hey, if it’s good enough for Tom Hanks…
