Scheduling of work falls into two broad categories: Makers and Managers. Most of us are either managing people and projects or making something, like documents, apps or other creative things that require sustained focus.
Our attempt to balance our managing time with our making time is the fight for our focus, and creates the core problem that overwhelms most of us.

Fighting For Our Focus

Time Management

<ul>
<li>Managers can work in time blocks of 30 or 60 minutes, scheduling meetings or sending emails.</li>
<li>Makers need almost half a day to get down and create something, requiring an uninterrupted focus mode that is nearly impossible.</li>
</ul>
What complicates matters is that many managers who are managing the makers think of time as short blocks and try to break the focused time of the makers, requesting them to juggle work or multitask, which kills any productivity or quality with the unending context switching.

Different Jobs See Time Differently

None of us can get creative in short 15-minute bursts of work sandwiched between a mandatory meeting and a sales team call. It is also a myth that people work for 8 to 10 hours a day.
Most people are productive in sporadic periods of time, like 15 minutes, followed by an interruption, then for 20 minutes, followed by a commitment/obligation/meeting and so on.
We need to align our schedules with our goals and create a strategy that helps us focus on deep work.

Schedules And Productivity

A way to organize our schedule is to split the days in our week into two categories, marking our calendar as:
<ol>
<li>Manager Days: Only focusing on pairing, syncing, answering, meeting and doing managing and follow up work.</li>
<li>Maker Days: Only focusing on deep work, without interruption, meetings or any other activity that shifts the mind.</li>
</ol>

Splitting Weekdays As A Manager And A Maker

<ul>
<li>If splitting of weekdays between managing and making is strictly followed, it makes our day focus clear and we can happily ignore emails and other stuff on our ‘maker’ days.</li>
<li>Others have clear expectations and the seemingly urgent requests can easily be filtered out.</li>
<li>If you are not always available, it can also facilitate other solutions.</li>
</ul>

Benefits Of Week Splitting

<ul>
<li>Not everyone can commit full days of deep focus work, or even manage the whole day.</li>
<li>We can refer to our body clocks, energy levels and working style to create a day calendar splitting blocks of hours in a way that we have half a day, or about three to four hours of focus time, while the rest of the day can be for other activities.</li>
<li>One can get into a state of flow every day and still have scheduled office hours to work on meetings, emails and other stuff.</li>
</ul>

Splitting Days: The Alternative For The Rest Of Us

The real problem according to experts, is making the switch between managing and making, due to the fact that our brain does not immediately obey us and is stuck on the work that was happening earlier, something known as attention residue.
We can take the help of certain rituals and routines that can help us switch between the two modes, like taking a walk, a few minutes of deep breathing, a short burst of exercise or even a slow cup of coffee.

Switching Between Maker And Manager Schedules

<ol>
<li>Use a time-tracking app and review the kind of activities that are done during the day and how much time the activities take.</li>
<li>Categorize those activities as ‘maker’ or ‘manager’.</li>
<li>Find the daily patterns and use that information to schedule your ‘maker time’.</li>
<li>Keep an eye on the stuff that interrupts you the most and try to eliminate or minimize the same.</li>
<li>Take a review at the end of each week to make some tweaks in your schedule.</li>
</ol>

Mastering The Maker And Manager Schedule

Both makers and managers need time to focus on deep work. And this requires getting strategic with how you spend your time each day, week, and month.

You can break down the way most people schedule their days into two categories: Makers vs. managers.

There are people who spend most of their day managing—either other people or projects. And there are those who spend their time making—writing docs, designing logos, coding apps, etc…

At least that’s how it would look in a perfect world.

In reality, most of us spend our days frantically trying to balance making and managing. We set out to focus on something big and then end up in meetings, on calls, chasing other people for tasks, and overwhelmed with “managing”.

This causes all sorts of friction and issues–especially if you’re a designer, writer, developer, or anyone hired to dream up innovative ideas and get creative.

But here’s the thing: With a few small tweaks , you can <a href="https://blog.rescuetime.com/how-to-make-a-schedule/">create a schedule </a>that gives you time to focus on what’s important and keep up with meetings, calls, emails, and “urgent” tasks.

Show me your schedule and I’ll tell you what’s important to you

Take a quick look at <a href="https://blog.rescuetime.com/google-calendar-focus-guide/">your calendar </a>and tell me what you see. If there are large swaths of empty space to focus and work on whatever you want, congratulations! You’re part of a very small and exclusive club.

So why do we feel so overwhelmed by our daily schedule?

In a <a href="http://www.paulgraham.com/makersschedule.html">now-famous essay </a>, programmer and Y Combinator founder Paul Graham proposed that the issue is in how different jobs see time differently:

<ul><li>Manager’s schedule : A manager’s schedule follows the typical appointment book style with each day cut up into hour (or less) intervals. As Graham explains “When you use time that way, it’s merely a practical problem to meet with someone . Find an open slot in your schedule, book them, and you’re done.” </li><li>Maker’s schedule : For people who do more heads-down, creative work, they need a schedule with larger units of free time–usually half a day at a time. As Graham writes: “You can’t write or program well in units of an hour. That’s barely enough time to get started.” </li> </ul>

Right away, you can see how this is a broken system.

Managers manage makers. This means their job requires them to break up the focused time makers need to get creative.

A manager can easily send you a meeting invite but makers can rarely decline by saying “Sorry! That’s in the middle of my 4-hour focus block.”

Few of us have the levels of control and autonomy necessary to block out half a day without any calls or <a href="https://blog.rescuetime.com/true-cost-big-staff-meetings/">meetings </a>. Instead, we end up multitasking, jumping between tasks, and fragmenting our focus.

But as we now know, <a href="https://blog.rescuetime.com/multitasking/">multitasking is a myth </a>. And that sort of constant <a href="https://blog.rescuetime.com/context-switching/">context switching </a>only eats into our productive time.

This isn’t to say you should religiously follow a maker’s schedule and ignore your boss (that’s probably a quick way to get fired).

But rather that both makers and managers need to find balance in their days that works for everyone.

How to manage  and  make: 3 powerful strategies for balancing your time, energy, and focus

If you want to get the most out of your day, your schedule and your goals need to be aligned.

But who can “get creative” in a 15-minute slot between their mandatory lunch meeting and the hour-long call with the sales team at 1:30?

As Basecamp founder, Jason Fried, <a href="https://hbr.org/podcast/2016/12/restoring-sanity-to-the-office.html">explains </a>:

“People don’t have hours anymore. They might say they work 8–10 hours a day. But they don’t. They work 15 minutes and 20 minutes and 25 minutes and 6 minutes and maybe 45 minutes if they’re lucky. And that just seems broken to me.”

Both makers and managers need time to <a href="https://blog.rescuetime.com/finding-focus/">focus on deep work </a>. And this requires getting strategic with how you spend your time each day, week, and month.

The weekly breakdown: Split up your week with maker and manager schedule days

The simplest way to solve the maker vs. manager debate is to just do both. But on different days.

When Buffer’s Harrison Harnisch transitioned from an individual contributor to <a href="https://plan.io/blog/managing-remote-teams/">managing remote teams </a>, his schedule suddenly went from long periods of free time to full of typical managerial problems.

Teams from across the company started looking to him for leadership and help. This meant more <a href="https://blog.rescuetime.com/fighting-the-urgency-bias/">“urgent tasks” </a>that shifted his focus away from maker time.

But constantly shifting was killing the quality of both his making and managing. <a href="https://stories.buffer.com/how-i-hacked-my-schedule-to-get-three-days-of-deep-work-a-week-dfa170de023">As Harrison writes </a>:

“Especially when working on projects that span multiple teams, there is a huge amount of context that needs to be formed in your mind before you start solving the problem. Building context can take hours, only to be lost by a random interruption.”

His solution was to split his week up. Some days were dedicated to managing tasks, while others were for heads-down coding.

If you’re a manager who also makes big contributions to your team, this can solve a number of issues:

<ol><li>You go into each day knowing what your focus is. There’s no more guilt around blocking out time for focused work and ignoring emails for a few hours. </li><li>Your team has clearer expectations. Meetings and calls can all be organized on specific days giving everyone more time for their maker schedule. </li><li>Everyone has to think hard about what requests are truly “urgent”.  </li> </ol>

This last point is one that few people on a manager’s schedule really recognize.

When you’re not always available, it forces people to look for other solutions.

“It is important to note that deep work time can be interrupted by things that are both urgent and important. Ignoring pager alerts would be bad for everyone! However, treating every question as urgent is likely to do more harm than good.”

The daily breakdown: Use “office hours” to contain your daily managing time

If you can’t commit to full days of making or managing try scaling the strategy down to your <a href="https://blog.rescuetime.com/daily-schedule/">daily schedule </a>.

The same way that university professors have specific times each day when they’re available for meetings, you can create “office hours” that are free blocks for managing, meetings, and random conversations.

This is prime maker time, so you’ll want to time-block out a few hours every morning for it.

This leaves your afternoons open for less focus-intensive work like emails, calls, and meetings.

You can even choose to use office hours on just specific days, or create a recurring slot that people can book in advance using Google Calendar.

What’s great about this scheduling strategy is it lets you get into a state of guilt-free <a href="https://blog.rescuetime.com/finding-flow-at-work/">flow </a>each day.

As bestselling writer and designer Paul Jarvis <a href="https://pjrvs.com/a/productivity">explains </a>:

“The longer you can focus on a single type of task, the faster you can get it done. So grouping all the writing I have to do into a morning means I can write 5–6 articles in one fell swoop. Or I’ll spend a whole day programming websites for clients, which gets my brain into ‘code mode’.”

This is the essence of the maker schedule–dedicated time to get things done. But just like the weekly schedule, you need to make sure everyone else knows when you’re available .

Be clear about your schedule and then go into focus mode. There’s rarely an emergency that can’t wait until your scheduled office hours.

Use rituals and routines to switch between “work modes”

Whether you break up your schedule by day or by week, there’s always going to be a bit of friction. Unfortunately, this is usually where you slip up.

“One meeting can sometimes affect a whole day. A meeting commonly blows at least half a day, by breaking up a morning or afternoon.”

This is due to what’s called <a href="https://blog.rescuetime.com/time-debt-and-assets/">attention residue </a>.

When we switch tasks or “work modes” our brain doesn’t immediately follow. Instead, we get stuck thinking about what we were just doing and find it hard to focus on the task at hand.

So if you’re moving from a status update to working on a new feature, it takes your brain time to catch up.

Luckily, you can prepare for these situations with <a href="https://blog.rescuetime.com/workplace-routines-and-rituals/">routines and rituals </a>.

Routines–like your weekly or daily schedule–help your brain build habits and automatically know what to expect each day. However, rituals are actions that help you easily move between habits and “work modes”.

Think of Maya Angelou, who only wrote in small hotel rooms. Or Jack Kerouac, who made sure to touch the ground nine times before starting his creative work. Or even Beethoven, who counted 60 coffee beans for his daily brew before getting started.

While you don’t have to go to such extremes, a simple workday ritual that helps you move into maker mode is a powerful tool.

How to master your maker & manager schedule

These strategies will help you balance your maker and manager time. However, they all assume you’re aware of how you actually spend your time each day .

But as we’ve seen <a href="https://blog.rescuetime.com/225-million-hours-productivity/">from studying hundreds of millions of hours of working time </a>, how we say we want to spend our time and how we actually do it are rarely in sync.

We say we want to focus on coding a new feature. But we end up <a href="https://blog.rescuetime.com/communication-multitasking-switches/">checking email and Slack every 6 minutes instead </a>. Or, we say we want to finish work at 5 and spend time with family. But actually end up <a href="https://blog.rescuetime.com/work-life-balance-survey-2020-2/">working in the evenings and weekends 92% of the time </a>!

As Deep Work author, Cal Newport, writes:

“We spend much of our days on autopilot—not giving much thought to what we are doing with our time. This is a problem.

“It’s difficult to prevent the trivial from creeping into every corner of your schedule if you don’t face, without flinching, your current balance between deep and shallow work, and then adopt the habit of pausing before action and asking, ‘What makes the most sense right now?’”

That level of self-reflection is hard. Especially when you’re bombarded with <a href="https://blog.rescuetime.com/fighting-the-urgency-bias/">“urgent tasks” </a>and busywork.

But a tool like <a href="https://www.rescuetime.com/?utm_source=Blog&utm_campaign=maker_manager">RescueTime </a>can help coach you into being more aware of your time and protecting your focus for making and managing.

1. Dig into your “core work” categories to see how much maker time you actually get

RescueTime tracks and categorizes every app, site, and document you work on during the day. This means it’s easy to dig into your “maker” time and see how much of it happens (and when ).

Start with an overview by heading to your Categories report and viewing by week or month.

This shows you how much time you spend on your maker activities like writing, designing, or coding. Pick the one you’d consider “maker time” and click on it to dig deeper.

Here you’ll see the specific apps and sites you’ve been using, how long you spent on each, and what percentage of your total time is spent on them. You can even view this report

<ol><li>By day to see which days you spend more time on maker work)  </li><li>By the time of day to see when during the day you usually do this work)  </li> </ol>

This gives you a great idea of what days (or time of day) might be better to schedule maker time.

2. Use “Daily Patterns” to see what gets in the way of your maker time

Now that you have a good idea of when you should schedule maker time, it’s time to protect that time. Let’s start by understanding what interrupts you when you’re focused.

Head back to the main Categories report and then click Time of Day.

This shows you what your daily routine usually looks like. Check out the hours where you’re working on maker work. What else is happening?

In this example, we can see that the 11 am – 1 pm burst of maker time also contains a decent amount of communication time.

This means I’m vulnerable to bouncing between focused maker work and emails/chat. If you wanted to, you could then look at your communication time report to see exactly what’s distracting you from your maker time.

3. Create a custom “maker time” filter and alerts to protect your focus

We now know how much and when our maker time happens as well as what distracts us. But what about protecting our focus when we need it?

With a few simple settings, RescueTIme can help coach you back to maker time when you get distracted.

First, we want to create a custom time filter for maker time. You do this under Tools > Advanced Filters > Add a New Time Filter.

Bite‑sized knowledge
to upgrade
your career

Maker vs manager: How to connect your schedule to your goals

Fighting For Our Focus

Different Jobs See Time Differently

Schedules And Productivity

Splitting Weekdays As A Manager And A Maker

Benefits Of Week Splitting

Splitting Days: The Alternative For The Rest Of Us

Switching Between Maker And Manager Schedules

Mastering The Maker And Manager Schedule

Context switching is killing your productivity (here's what to do about it)

How to fight the "urgency bias" (and work towards long-term goals)

Time blocking 101: A step-by-step guide to mastering your daily schedule

Bite‑sized knowledgeto upgradeyour career

Maker vs manager: How to connect your schedule to your goals

Fighting For Our Focus

Different Jobs See Time Differently

Schedules And Productivity

Splitting Weekdays As A Manager And A Maker

Benefits Of Week Splitting

Splitting Days: The Alternative For The Rest Of Us

Switching Between Maker And Manager Schedules

Mastering The Maker And Manager Schedule

Context switching is killing your productivity (here's what to do about it)

How to fight the "urgency bias" (and work towards long-term goals)

Time blocking 101: A step-by-step guide to mastering your daily schedule

Bite‑sized knowledge
to upgrade
your career