Time Blocking:  Trending in 2021 or Used In the 1700’s?

Time blocking is a tool and system to consider in 2022 IF you find yourself “short on time” and ready to focus and accomplish more, there are hundreds of tools — paper-based and online — to help you be more productive at work or home.  You’ve read about some of those ways in — be it creating a , Business Plan, “To Be Done List” — the list is endless.

Is 2022 the year you finally get more things done?  If you’re always busy, but find that you’re not productive, Time Blocking may help you change 2022

It’s all the rage on Tik Tok but it’s a very old system, think Benjamin Franklin OLD!  And as I learned when I visited Philadelphia a few years ago, the man accomplished even more things than I realized!  In fact, you can view a page from his simple Time Blocker here.

Elon Musk uses it too. Love him or hate him (I’m on the love him side since he created Paypal), he sure has accomplished a heck of a lot.

“A 40-hour time-blocked work week, I estimate, produces the same amount of output as a 60+ hour work week pursued without structure.”  — Cal Newport, Author of Deep Work

What is Time Blocking

It’s a time management and life balancing system that helps you accomplish more, reach your goals more quickly, and say no to things that are good, but not for you.  It allows you to minimize distraction, maximize your efficiency, and get more done.

Basically, you divide your day (and week) into blocks of time to track.  During a block, you are dedicated to accomplishing what’s in that block. If you aren’t able to accomplish that work, then chances are you’re not giving yourself enough time.

It’s a tool that helps you start each day with a schedule that provides you with what you’ll work on and when.  It helps you be, live, and work proactively.

A few of it’s names: Time Tracker, Time Blocker, Calendar Blocking, Task Management

Download  Time Tracker for Financial Advisors — Financial Advisor’s Business Coach Maria Programs

How To Use Time Blocking

Please know that the Time Blocking process takes time and effort, especially when you start the process.  And you’ll end up updating or tweaking what you’ve created.  However, it’s also an enlightening and very useful process.

Time Blocking works best if you first track your current week or month.  For work-related tasks, you might consider starting out by creating an because the truth is that business owners often are “to doing” too much and the first step is to focus on YOUR tasks.

Once that process is done, make a list of tasks you’re doing that aren’t helping you reach your goals or aren’t a good use of your time.  This is your delegation list.  So, start delegating!

Next, look to combine similar tasks into blocks of time of 15, 30, or 90 minutes.  So, instead of calling clients about a non-emergency situation throughout the day, as most advisors do, you chunk the task into a 90-minute block every day or every other day.  And your assistant knows when that time is, so that they can tell clients when you’ll call them back.

The story that recently appeared on the Today show mentions creating a Time Blocker each night for the following day.  And that system may work well for you.

When I was a Wall Street Executive, every night, I created a short list of what I knew needed to be done after I arrived at work the next day, caught up on the world and local news, and after a cup or two of coffee.

Most advisors have a set list of tasks that need to be done weekly, quarterly, etc., so creating (and then updating) a weekly Time Blocker seems to work best.

“I did my Executive Scheduler – it was very invigorating!” — Sarah

“Now I can see where my time has been going.  No wonder I can’t fit everything into a day’s work!  So clear now to see what’s next to do.” — Anonymous

Mistake Advisors Make When Time Blocking

The first mistake I’ve noticed clients “taking back their time” make is that they miss blocking out time for fun and personal time.  This is especially true of us type “A” or workaholic personalities. Time blocking is more than tracking time for business!

Another mistake is scheduling too much.  Burnout or the feeling of always feeling overwhelmed is often a reason the passion you originally had for your business seems to have disappeared.  That’s why tracking time and activities is so important.  Once clients see that they are busy but aren’t accomplishing much, even though they are doing the jobs and hours of 2 or 3 people, they are ready to do something about it.

A third mistake I see clients make is checking their business email too often during the day and/or night.  First, train your assistant to go through your email and put the most important emails to return into an IMPORTANT email folder and chunk that time into your schedule.

And often, people forget to give themselves time between tasks — like lunchtime, or 15-20 minute breaks in between tasks or clients!

Time Blocking:  Closing Resources.

If you’re working 50–80-hour weeks, as many advisors do, give yourself a break.  It’s going to take you time (we find, often 6-12) to “live” your ideal schedule.  Make small changes each month, talk to your coach, and start delegating.  Also, never be so inflexible that you don’t allow life to happen.  This is about managing your time, focusing on what you’ve deemed most important, and getting more accomplished.

Learn more about Time blocking.

Time blocking: TikTok’s viral time management strategy. Does it work? (usatoday.com)

15 Secrets for Making a To-Do List That Actually Works • Asana

Time blocking: This time management strategy can reduce stress (today.com)

Time Blocking apps (just a few)

Your Outlook or Google Calendar

Your physical weekly/monthly planner which shows times of day, 7 days a week.

Download Coach Maria’s Executive Scheduler free 

https://asana.com/

https://monday.com

https://www.any.do/

https://www.cozi.com/calendar/   (Family Use)