The things that matter most to you need to be scheduled -- no matter what

The demands on our time are greater now than ever before. With information coming at us faster than we can digest it, responsibilities handed to us faster than we can handle them and communication moving at breakneck speed, finding ways to fit as much as possible into your day is a daunting task to say the least. But there is a way to get more done of what you want and need with less distraction, and it’s a strategy that you likely employ for some things already.

You have to schedule stuff. Not just the appointment-specific stuff, but all of the stuff that matters. You can do that by scheduling time blocks.

The one great equalizer that all of humanity has is time. No one has twenty-five hours in their day; we all have twenty-four. How we choose to use those hours is what separates us. By scheduling the stuff that matters (from the urgent to the crucial), you’ll be spending those hours far more wisely. In addition, you’ll be living your days proactively rather than reactively.

As a writer, I have always made time for writing – specific time, in fact. I have blocked out entire days to do most of what I write and on other days I’ve set aside an hour or tow of uninterrupted time to do the same. But I have found that setting aside blocks of time for writing isn’t enough. I need to set aside time for specific types of writing. There’s blocks of time for my work here at Lifehack, there’s blocks of time for my fiction writing, there’s blocks of time for my personal writing and there’s blocks of time for when I am working on my book project. That’s what I have to do to ensure that I get all of my writing done during the week, and it keeps me focused on the area I’m supposed to be writing on rather than the very broad category of simply “writing” that I’ve used in the past. Narrowing the category down to the specifics has boosted my productivity by keeping me on track and allowing me to fulfill all of my writing needs.

Scheduling: It Isn’t Just For Work Anymore

Oh, and scheduling blocks of time doesn’t just have to involve work-related stuff. I was having coffee with a friend this week and he told me that he blocks out every week a set amount of time to have coffee with me. That’s brilliant. It creates a standing appointment for him that he knows is coming, and it’s something he enjoys doing and doesn’t want to let it slide. During our coffee visits we’re able to disconnect from our devices, have stimulating conversations that stay with us well past our time together and enjoy a quality cup of coffee as well. There weekly get-togethers are something I look forward to every week. Their value lies in the company I’m keeping and the time it gives me to recharge my batteries and replenish my creative juices. So I’m scheduling them as well. They are as crucial to me as my writing, so they can’t afford to be missed.

I have also started to block out time for reading, which is crucial to me as a writer who wants to get better at his craft. There’s an excellent post by Randy Murray on why scheduling reading time can be really beneficial.

Other areas I’ve started to block out times of my day for include:

Homework time with my daughter/Bedtime preparation with my son. My wife and I trade off on this, where she’ll help her out and I’ll get my son off to bed. Either way, that time is sacred and can’t be moved around. Children need to know that their parents are there to help nurture their minds and spirit and they need to learn routines. This time with them offers both.

Date night with my wife. Even if it’s at home watching a movie or reading together quietly, it’s something that promotes a healthy relationship. While it can be moved around, it is something that we’re trying to lock down. It’s a work in progress – much like a marriage.

Sporting events on television. I do my best to watch every Cincinnati Bengals football game that I can — as painful as that can be. It’s a Sunday ritual that I truly enjoy, so much so that my family knows that when I put on my jersey that it’s time for the game. It’s easier to stick to these days because I’m able to watch most games in the morning on the west coast, and it’s also easier to stick to since I’m a Bengals fan and they rarely play more than 16 times per year.

How to Lock Down Time Blocks

1. Blocked times should scream out at you when you look at your day planner, online calendar or task management solution. Create an online calendar with a title that does this, use a vibrant colour (perhaps your favourite one) and put all of the stuff that you’re blocking out time for in that calendar. If you use paper, use a different colour pen or write in capital letters to make it stand out among your other items. In a task manager, label or flag it somehow with tags or a similar method that highlights it for you. In order for things to not be missed (especially when you first start doing them), you need to make sure that your eyes don’t miss them.

2. Share these times with those who need to know. My wife subscribes to my Google Calendar so that she can see when I’m absolutely indisposed. She knows when I’m busy in an area that’s been blocked out and doesn’t even try to reach me during those times – or try to shift me away from them in any form. Same with other colleagues that I am working with. Whatever pertains to them, I make sure I let them know. If you don’t use an online calendar, simply draft up a standard email that tells people when you’re either available or when you’re not available. I like to use the former because it’s always better to show them when you can be reached rather than when you can’t.

3. Stick to the blocked times for 30 instances. In order to make this a habit, you need time to let it stick. Repeat the blocked time for 30 instances if you use a digital calendaring solution and make sure you jot them down the same amount of times if you’re using a good old-fashioned paper system. Not only will the blocked times become part of the flow of your week, but you’ll actually discover how crucial these items your blocking out time for are. You’ll also be able to figure out how much time you really need, whether or not that time or day works for you and much more. Consider this an experiment…and you’re the guinea pig.

I don’t use my task management solution to schedule things; that’s what calendar apps are for. I always look at my calendar when I start my day to see what blocks of time are already mapped out for me. That proactive approach keeps me on task – and on target to get all of the stuff that matters to me done each and every day.

Block out time for that stuff and you’ll block out all the distractions that can keep you from getting that stuff done. It’s time well spent – both now and in the future.

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