Two Simple Techniques to Take Back your Time
When it comes to completing tasks or projects, how efficient are you with managing your time? Are you in the zone and super focused? Or are you still attempting to simplify your approach and find the focus you desire? I am not a big believer in the process of multitasking and doing and thinking about multiple things at once, so I focus on batching and time blocking as the ways to increase my productivity and get things done with more focus and flow.
What are Batching and Time Blocking?
For those of you that may not be familiar with these concepts, implementing and mastering these concepts may be your secret weapon when it comes to productivity and mastering your day.
Batch it!
The concept of Batching is concentrating on a cluster of tasks at one time – more simply put, working on tasks that are similar in nature. So, what’s the secret to this success? These forms of work allow the brain to stay in the same mode for the tasks that need to be performed, thereby focusing and being more productive as the result.
Here’s a simple example, one of my tasks I perform weekly is the content creation for social media and these blogs posts. This consists of generating topics, writing copy, and finding images for my posts across social media for each day and aligning the theme with my weekly newsletter. These tasks are all connected and similar in nature. In the past, I worked on content creation when I could – at night, before a meeting, or before the kids woke up. Many times I felt scattered and reactive and would lose track of my messaging. I spent more time refocusing than actually moving forward, and as a result, I wasn’t consistent with delivery and often times went weeks without sharing my message. Then one day I received an email from a woman on my mailing list, whom I didn’t know, saying “Hello? When we can we expect your newsletter?”. I took this as a sign that it was time to prioritize this task by batching the process together, rather than finding time each day to work on it, and as a result, I have found consistency and flow.
When you have the ability to concentrate on similar tasks, and the brain is able to concentrate and focus, not only are you able to be clear about the task, you are able to be more efficient and productive and feel more confident about moving forward.
Things to watch for – Distractions will KILL this concept. The biggest distraction for me are those pesky email notifications that slide through on my computer screen or “ding” on my phone when one comes through. The solution for me was to shut off all notifications on my phone and email, permanently! I check my phone and respond to messages and emails on my time so I can be present in the moment. Letting go of the “dings” was a tough habit to break, but I quickly learned to be more conscious about where I spend my time, and where I am being reactive over proactive.
Why Batch similar tasks:
Efficiency – bouncing around from task to task breaks any type of momentum
Energy – moving from task to task, or even multitasking requires more energy. Most tasks, as a result, are not getting completed or are done poorly
Focus – what do you lose? YOUR FOCUS
Such a simple yet effective process.
Block it!
The concept of Time Blocking – it is a type of scheduling that can help you manage your time. If you don’t schedule something, it is most likely not going to happen.
Time Blocking consists of two parts: Breaking down your workload and setting up your schedule.
Part One – Breaking Down your Workload
Prioritize – what are the most important tasks that need to get accomplished and completed each day. Make a list of your top priorities.
List Work Activities – make a list of your typical tasks you perform in a workday. For example, emails, phone calls, marketing, prospecting, etc.
List Non-work Activities – make a list of your non-work related activities. This would be spending time with your family, exercise, time with friends, etc.
Part Two – Setting up Your Schedule
Last week, I gave you a word document of a simple planning sheet that I use. If you missed it, get it HERE. In the document, you will notice, this is not based on time but based on blocks for the actual tasks.
When are you most productive? Utilize that time for tasks that either require more time or may be a harder task. I am more of a morning person, so I am more productive in the morning, however, creatively, I like to block time for content creation at night, when the house is quiet and peaceful and I am IN THE ZONE.
The rest of your day can then be blocked out for those specific tasks. So, back to those pesky emails. I block out 3 times a day for emails. I spend only that time reading and responding to emails.
Bonus Tips for Time blocking:
Consciously decide how long you will you need to schedule each block, from start to finish. Many times, we schedule for the bulk of the task, but do not take into consideration the time for set up and completion. For example, we schedule an hour-long meeting but do not schedule even 5 minutes for prep or 15 minutes for writing up our notes from the meeting and any other follow-up action. Or we schedule a trip to the grocery store but do not consider how long it will take to unpack the car and to put the food away. How long will these tasks realistically take?
Save the easier or mindless tasks for the end of the day. After a super focused and productive day, the last thing at the end of my day is to start a new block of tasks that require mental energy and focus. Allow time in your day to complete tasks that do not require a lot of critical thinking.
Add the blocks in and get it into your calendar. Yes, you have to SCHEDULE it on your calendar, set a reminder if you need to or an alarm to notify you when you are done. Without these gentle reminders, it may be easy to get derailed.
Schedule “Empty” time. Schedule a block of time without tasks. Create space for opportunity, reflection, creativity, and simple flexibility. Scheduling “empty” time is one of the most critical factors in creating success. This time is where the good stuff happens; it is where we come up with our best ideas, we become available for connection when we least expect it, and we find clarity.
For the majority of my career, I didn’t take my schedule seriously. I got things done when I could and focused on the priorities of the day. This led to a busy, stressful and overwhelming work life that carried over into my personal life. I was reactive to what was happening around and within me. When I began to consciously implement time batching and blocking into my calendar I could feel the shift in how I spent my time and how I felt. There was a sense of proactiveness, power, focus, clarity, and leadership when I took the reigns of my schedule. And if I can do it, you can do it.
Christy Venza is the Founder of Career Loved, a career coaching firm specializing in leading-edge strategies for high-achievers. To read more articles by Christy, visit www.careerloved/blog.