Time Blocking

This lesson is about what's often called "time blocking". Our Focus90 sessions are a good example of Time Blocking.

The technique of time blocking is exceedingly simple: block out portions of your schedule for specific, important kinds of work.

We're going to be using time blocks in a particular way to implement a principle that I call "The Fortress & The Prison".

This is a method that can be implemented using any calendar app. Some of the finer details make a big difference, though. In this lesson, we look at the basics of time blocking, at how to build up and optimize your schedule over time and at how your personality type should play into your planning.

The Four Tendencies

In the video, I mention The Four Tendencies by Gretchen Rubin. You can assess your own standing in the model of the Four Tendencies by taking this quiz.

Like the VIA Survey I encouraged you to take earlier, models like this can give us insight into what drives us. And from that, we can find ways to optimize our schedule and our system in a way that works best for us.

Here's a brief summary of how the Four Tendencies play into your use of task management and scheduling:

The Upholder

If you're an upholder, you're in luck. When you block out parts of your calendar, it's like entering into an agreement with yourself: "I will do this thing at this time". And as an upholder, that's basically all you need to do what you plan and stay on track.

The Questioner

If you are a questioner, you're driven by reason and rationale. When you schedule your blocks, add a note about why this is important to do. If you create a Fortress time block on your calendar, you could add a quick note about why you decided that you want this time to be distraction free. Maybe remind yourself of your goals and how this will help you move towards them.

Deep work sessions will be especially effective for you if you take a moment to elaborate on the "why does this matter?" question, too.

The Obliger

If you are an obliger, find ways to get other people involved in your schedule. Let other people know that they can expect you to finish tasks by a certain date. Schedule regular check-ins with an accountability partner - tell them what you plan to do and have them ask you whether you stuck to your plans on your next call. Go to group training classes instead of trudging away on a treadmill all by yourself. You get the idea: don't do this alone.

The Rebel

If you're a rebel, make sure to add ample free and unplanned time in your calendar. Make it a rule that you always have the freedom to walk away and do whatever you want; especially, if you finish a task in less time than you scheduled for it. Tightly packed schedules will most-likely not work for you. Try and avoid them as best as you can.

Make the Calendar Your Ally

Whichever tendencies you have, an important recommendation is to start slow and build up over time. Don't schedule too many things and don't over-commit.

This is for the same reason that I also advised to take the Focus90 sessions at a controlled pace. It's better to do less than you're capable of, give yourself a win and build up over time.

If you over-schedule and over-commit, your calendar will be perceived as a threat because it's a reminder of all the things you failed to implement and all the things you're behind on. The more threatening and unpleasant it feels, the less you'll want to work with it.

So, whatever you do, make sure that the calendar (and any tools you use) are always your allies and never your tyrants.

Action Steps

Build your calendar up slowly. Start small with the following 2 Time Blocks:

1 Fortress Time Block in your calendar every day
1 Prison Time Block every week

The Fortress & The Prison: How to Work With Your Calendar

Week 0: The focus & action Difference

Chapter 1 - The Mindset Shift

Chapter 2 - Your New Way of Working From Now

Week 1: Goal Setting Done Right

Part 1: Goal Setting Done Right

Part 2: The Mantra Doc - How to Stay on Track All the Time

Week 2: Design Your Environment

Part 1: Your Digital Workspace

Part 2: Digital Environment

Part 3: Physical Environment

Part 4: Noise

Week 3: Freedom Time

Week 4: Flow States

Week 5: Efficiency

Week 6: Do What You're Afraid Of