How to Use Block Scheduling to Revamp Your Workflow

Day theming is a less-focused approach to block scheduling, in which you dedicate a single day to one project or task. This is best used if you're juggling multiple projects or part-time jobs. Consider each day as a self-contained workflow.

For example,

• set every Monday aside for newsletter writing, promotion, and administrative work,
• dedicate every Wednesday to podcast production, editing, and interviewing,
• Create hands-off days, or“untouchable days” where the time is dedicated to yourself.

Task batching is helpful for tackling regular tasks.

Task batching is less specific and offers a time frame in which to handle specific tasks, such as an hour to answer emails, or half an hour to pay your bills or research the best vacation spot.

Time blocking and time boxing requires planning a specific goal, task, or deliverable around a single slot. For example, choosing to write for four hours each morning or setting aside two hours to complete a presentation.

If you have a 90-minute block for "second language study" but find it difficult to get started, you could break the larger block into smaller boxes: 40 minutes of audio listening and reading, 20 minutes of reading, and 30 minutes of workbook assignments.

Set aside time to look ahead. Take an hour at the end of each week to plan ahead. Ensure to leave large blocks for reading and overflow from tasks that were interrupted by daycare issues or unexpected edits/fact-checks.

When you schedule with time blocks, intentionally schedule your work, but don't be too rigid. If you finish a task ahead of time, relocate another block so that you don't get engaged with busy work to fill the time.