Time Blocking: Tips and Tricks for More Focused Work

Are you seeking a simple yet proven method to squeeze the most out of your work schedule? Check out what is time blocking and how to implement this time management strategy to help you conquer your day and ensure a solid dose of focus time.

What is time blocking?

A time-blocked schedule is organized literally to the last second.

Time Blocking is a method that divides the entire day into blocks of time, each dedicated to a specific task. It’s a graphical approach to planning one’s personal time or working hours since it uses a calendar app to visualize the distribution of the scheduled workload across the day.

The idea behind time-blocking techniques is simple: completing one task (or type of tasks) at a time within the timeframe specified according to the estimated task duration (a time block). Working only on the assigned task during the specific time block helps achieve better focus time and drives efficiency levels.

There’s no list of time-blocking categories—the nature of your work helps you understand how to group tasks to maximize your efficiency. Also, do not consider not finishing the particular task in its dedicated time block a failure—just reschedule it for a future block.

Is time blocking method stressful?

As always, it depends on the person who uses it. People who usually have no problems sticking to the schedule and decide to implement time blocking just to try another way of organizing their tasks probably won’t experience any stress.

However, others may find time blocking less flexible than other strategies for managing working hours, which may result in stress when, for example, circumstances beyond their control prevent swift task switching. The same goes for perfectionists who manage multiple projects at once or face difficulties achieving a deep work state after being distracted.

Luckily, the proper work discipline isn’t built in just one day. Chances are high that once you master the time blocking principles and learn how to narrow down the seemingly endless list of tasks assigned to you, this method will quickly become your biggest ally on the performance improvement path.

What do I need to start time blocking?

Time blocking does not require sophisticated tools to keep the assigned tasks in order. You only need your work or personal calendars (like these, for example) to manage all your tasks and see your workload more visually, which is one of the most important advantages of this time management method.

However, to take your time blocking process to the next level, consider implementing time tracking and task tracking software into your work style. Tools like TimeCamp and TimeCamp Planner allow you to create a time blocking schedule for a specific project, giving you a broader picture of how long tasks take and how to time-block to tick off all the items from your to-do list gradually.

What are the major benefits of time blocking?

The time-blocking method is not a remedy for all problems but undoubtedly contributes to steady productivity improvement. Whether you’re a project manager, CEO, or just a regular employee, once you implement this method into your workflow and stick to it, you’ll surely notice how positively it impacts your daily performance.

benefits of time blocking

There are plenty of benefits of time blocking; let’s take a look at the most important ones:

1. Enhances focus: Dedicating specific blocks of time to individual tasks minimizes distractions, allowing for more focus and deep work.

2. Increases productivity: Time blocking helps prioritize tasks and ensures time is allocated efficiently, leading to better daily productivity.

3. Improves time management: It provides a clear structure for the day, helping you avoid wasted time and ensuring that all the highest-priority tasks are covered.

4. Reduces procrastination: Scheduling specific tasks into set time blocks makes it harder to put them off, fostering a sense of accountability and urgency.

5. Better work-life balance: Time blocking includes both work and personal activities, allowing you to set clear boundaries and avoid overworking.

6. Effective prioritization: A time block method encourages you to identify and focus on high-priority tasks, ensuring that the most important work gets done first, within the deep work time.

7. Minimizes decision fatigue: Planning your day in advance (with a to-do list) reduces the need to constantly decide what to do next, freeing up mental energy for more important decisions.

8. Flexibility: Time blocking is adaptable; you can adjust time blocks to fit changing priorities or unexpected tasks, ensuring flexibility while maintaining structure.

9. Prevents overwhelm: Breaking down tasks into manageable blocks makes large or complex projects feel more approachable and prevents feelings of being overwhelmed.

10. Accountability: When a task assigned is scheduled in specific time blocks, there’s a greater sense of responsibility to complete it within that period.

11. Encourages Rest: Time blocking promotes rest and prevents burnout by scheduling regular breaks and downtime, contributing to sustained long-term productivity.

Time blocking can help you create a well-balanced, productive workday. It lets you focus on the highest-priority tasks while minimizing distractions and inefficiencies.

What is task batching, and how does it support time blocking?

Task batching is a time management technique where similar tasks are grouped together and completed in a dedicated block of time. Instead of switching between different types of tasks, a single task after another, throughout the day, task batching focuses on completing multiple tasks of the same category simultaneously, minimizing context switching and increasing efficiency.

Organizing your tasks this way will help you deliver outstanding work results in no time, which is crucial for critical projects.

task batching in time blocking

How does task batching support time blocking?

Reduces distraction and context switching: When tasks are batched, you focus on similar activities in one block of time. This reduces the need to shift your mindset between different tasks, saving mental energy and boosting productivity. For example, instead of checking emails all day, you might allocate one block of time to handle all email correspondence.
Maximizes efficiency: Grouping similar tasks (or calendar events) together allows you to get into a rhythm, which increases efficiency. For instance, if you’re making sales calls, you can batch them together in a single time block, ensuring a more focused and productive session.
Supports focused time blocks: Task batching naturally fits the time blocking technique by helping you categorize and allocate tasks to specific time blocks. If you have several administrative tasks, you can batch them and dedicate a time block solely to completing them, making your schedule more organized and less fragmented.
Minimizes decision fatigue: By pre-batching daily tasks into specific time blocks, you reduce the need to decide what to do next throughout the day, which reduces decision fatigue and helps maintain your focus time.
Creates flow at work: Task batching helps you get into a flow state by allowing you to concentrate on one type of task for an extended period, without the constant disruption of switching between unrelated activities.

Task batching in time blocking example:

8:30 AM – 10:00 AM: Batch all administrative tasks (emails, filing, organizing).
10:15 AM – 12:00 PM: Batch client calls and schedule meetings.
1:00 PM – 2:30 PM: Batch creative work (writing, brainstorming, content creation).

Task batching enhances the time-blocked calendar strategy by organizing similar tasks into structured blocks, allowing for greater focus, reduced distractions, and improved productivity.

What is an example of a time blocking schedule?

Getting started with time blocking your calendar app and prioritizing tasks yourself can be tough, especially if you’ve preferred a more chaotic work style so far. Luckily, you can learn the basics of how to organize your time blocked calendar with all the tips mentioned above and and by using an example, such as the one below. It’s dedicated specifically to a salesperson’s needs but gives you a clear image of how to prepare a time-blocked schedule nonetheless.

Here’s an example of a daily schedule of a salesperson, planned according to time blocking principles:

Morning slot

7:00 AM – 8:00 AM: Morning Routine

Breakfast, exercise, and personal preparation.
Review industry news or sales-related articles to stay informed (for example, here).

8:00 AM – 8:30 AM: Daily Planning & Goal Setting

Review the sales pipeline and set specific goals for the day.
Prioritize leads and follow-ups.
Organize CRM for the day’s tasks and review the previous day’s progress.

8:30 AM – 10:00 AM: Prospecting & Lead Generation

Focus on researching new leads, updating lead lists, and identifying potential prospects.
Send initial outreach emails or make cold calls to new prospects.
Engage in social networking and prospecting.

10:00 AM – 10:15 AM: Break

A short break to recharge.

10:15 AM – 12:00 PM: Client Calls and Follow-Ups

Schedule follow-up calls with warm leads or current clients.
Engage in discovery calls to understand client needs.
Answer questions, provide product details, and build rapport with clients.
Record call notes and update the CRM after each call.

12:00 PM – 1:00 PM: Lunch Break

Step away from work, relax, and recharge.

Afternoon slot

1:00 PM – 2:00 PM: Product Demos/Presentations

Host online product demos or presentations for potential clients.
Answer questions and tailor demonstrations to client needs.
Record demo outcomes and client feedback in the CRM.

2:00 PM – 2:30 PM: Client Proposal Writing

Prepare and send customized sales proposals to potential clients.
Personalize templates based on client needs and interests.
Schedule follow-up reminders for proposal review.

2:30 PM – 3:00 PM: Break

Take a quick walk or have a snack to stay refreshed.

3:00 PM – 4:30 PM: Account Management & Upselling

Follow up with existing clients to ensure satisfaction and explore upselling opportunities.
Check-in on contract renewals, address client concerns and nurture relationships.
Identify cross-selling opportunities within your existing client base.

4:30 PM – 5:00 PM: Email Follow-Ups & Administrative Tasks

Send follow-up emails to leads from earlier calls or demos.
Process paperwork, input sales data into the CRM, and ensure all client interactions are logged.
Respond to remaining client emails or inquiries.

5:00 PM – 5:30 PM: Review Daily Progress & Plan Tomorrow (aka shallow work)

Review the day’s accomplishments: track calls made, demos hosted, and deals advanced.
Set priorities and schedule tasks for the following day (new leads, follow-up calls, etc.).
Ensure CRM and pipeline are up to date.

Evening slot

5:30 PM – 6:00 PM: Personal Development/Industry Research

Spend time reading sales books, listening to podcasts, or reviewing competitors.
Stay updated on industry trends or product developments to enhance sales strategies.

6:00 PM – 7:00 PM: Exercise/Personal Time

Engage in physical activity to de-stress and stay energized.

7:00 PM – 8:00 PM: Follow-Up with International Clients (Optional)

If you work with international clients in different time zones, reserve time for late-day calls or meetings or just finally get some free time for activities scheduled in your personal calendar.

This schedule example is designed to maximize a salesperson’s productivity. It ensures enough time is dedicated to prospecting, follow-ups, and client relationship management while also providing time for personal growth and well-being.

Is time blocking right for you?

Time blocking can help deal with overwhelm and achieve a higher task completion rate, but it’s not that this time management technique does work the same for everyone. We’re all different and face various problems that affect our performance, and sometimes, our situation is too uncertain to let us plan a week ahead.

However, you don’t know if you don’t try, right? Get your Google Calendar (visit site) ready, connect it with TimeCamp, and see your weekly workload clearly and visually.

But what if I have already tried time blocking technique, and it still doesn’t work for me?

What to try if time blocking doesn’t work for you?

Here are several time management strategies similar to time blocking, each designed to help organize tasks and manage productivity:

Pomodoro Technique: This method involves working in focused intervals (typically 25 minutes) followed by short breaks. It encourages bursts of productivity with scheduled rest periods. (additional hints here)
Eisenhower Matrix: Prioritize tasks based on their urgency and importance, organizing tasks into four quadrants to decide what to work on first. (
Day Theming: Dedicate entire days of the week to specific types of tasks (e.g., Monday for meetings, Tuesday for creative work), allowing for better focus on specific responsibilities.
Time Chunking: Similar to time blocking, this method involves breaking your day into large chunks dedicated to major activities (e.g., morning for deep work, afternoon for meetings). (read more how do do it)
2-Minute Rule (GTD): If a specific task can be done in two minutes or less, do it immediately, preventing small tasks from piling up. (read more straight from the source)
MIT (Most Important Tasks): Focus on completing the day’s most important task first, ensuring that high-priority work gets done before other less critical activities.
To-Do List: Prepare a list of smaller tasks for a day or a week and cross out any item you can accomplish in the time dedicated to it (use a to-do list app to streamline the process). Define the most urgent task from the list and do it first. Always try to leave some extra time for new tasks; they like to pop up when we least expect them.

Each of these alternatives to time blocking helps organize time efficiently and maintain focus on the most important tasks.

Get things done at the right time

The right productivity technique is the key to skyrocketing your performance. Try time blocking, a powerful time management technique, that helps you take control of your schedule by dedicating specific blocks of time to individual tasks or activities. By organizing your day into focused time slots, you can stop struggling with meeting deadlines, reduce procrastination, and ensure that your most important tasks receive the attention they deserve.

Time blocking minimizes distractions, encourages efficient work habits, and provides a clear structure to your day, making it easier to find a healthy work-life balance. Whether you’re aiming to boost productivity, maintain work-life balance, or simply make better use of your time, incorporating time blocking into your routine can be a game-changer!

Ola Rybacka Product Marketer and Content Specialist at TimeCamp. Remote worker advocate; has been working from home for 10+ years so far. Knows TimeCamp far and wide and does her best to translate the technical jargon into more plain English so that the users can understand the product better. Besides writing blog articles and shorter content types, she’s open to creating product-related videos like tutorials and feature explainers. Privately, passionate about any form of Japanese culture and learns 日本語 to consume mangas and animes in their native language.

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