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How to Use Time Blocking Effectively to Get More Done

As an entrepreneur, your time is money. Developing strategies to become more intentional with how that time is spent creates the space for success. Time blocking is an easy technique to implement with a bit of planning and alot of self-discipline! Here’s what we advise clients to do:

First, identify your priorities and groups. Look at your goals for the year and set aside your largest blocks of time specifically to work on that goal. Until this goal is complete, everything else is merely a distraction. Next categorize your activities and create buckets of time to accomplish the rest of your list. Group the common tasks together. For example: (1) client work, (2) marketing, (3) business development, (4) team management, (5) goal-setting and new initiative planning, (6) time with my assistant, (7) personal tasks. Schedule these as recurring appointments on your calendar so that the structure remains in tact each week. It is crucial that you are organized going into your time blocks or they will not be effective. We have three techniques that you can utilize to make the best use of these blocks. First, batch the tasks that need to be completed within each individual block to give yourself some structure. For example, if you are working in a “Client work” time block, strategically move from one client’s work to the next client to maintain focus rather than jump around from client to client.

Second, use a task management tool that can categorize by context to match the time blocks on your calendar. We love an online tool called “Nozbe” which is based on David Allen’s GTD methodolgy. As you think of various to-do items, add them and quickly tag them to match the context. When you go into a block, just click on the context to access your list of active tasks and prioritize from there.

Third, track your time. When you start on a new block, start your timer. It can help hold you accountable to respect the block of time and also report on how your time was spent across the week. This can be really useful information to have as you look to improve your time management or identify areas to delegate. Tweak as needed and re-shuffle based on what meetings and follow-up might be required for that particular week. The key here is to develop a balance that works for you, so that you are embracing the system and using it and not feeling confined by it. It’s ok to allow yourself some flexibility as you move throughout your day!

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