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What Is Block Scheduling? (And How It Boosts Productivity)

Written by Aytekin Tank
Founder and CEO of JotForm, sharing entrepreneurship and productivity tips at Lifehack.

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On August 6, 1991, the world changed forever when the internet became publicly available. Less than 30 years later, our lives have been irrevocably transformed. We can now learn, explore, and communicate 24/7, which is both amazing and, as we all know, hazardous to our productivity[1]. But he internet isn’t life’s only distraction.

Author Neil Pasricha writes in Harvard Business Review[2]:

“As our world gets busier and our phones get beepier, the scarcest resource for all of us is becoming attention and creative output. And if you’re not taking time to put something new and beautiful out in the world, then your value is diminishing fast.”

As the founder and CEO of JotForm, I need to weigh in on a variety of daily decisions, from hiring to product roadmaps to financial planning. I suspect other founders feel the same way. Yet, I do believe in the power of focused work, which is also why I recommend block scheduling.

What Is Block Scheduling?

Also called time blocking, block scheduling is the practice of allocating large chunks of time to related tasks. For example, you might designate Mondays for meetings and Tuesdays for strategy.

We usually become familiar with the concept of block scheduling in high school. You likely received a schedule with a certain number of classes per day, all blocked according to class time, each school year. This is basic block scheduling. Teachers also often use block scheduling when creating lesson plans. 

Entrepreneurs often flaunt their multitasking as a badge of honor. However, while multitasking might feel efficient, research shows that shifting between tasks can slash productivity by up to 40%. Task-switching leaves what Dr. Sophie Leroy calls “attention residue,”[3] which means we’re still thinking about a previous activity while we start the next one[4]. Here’s where block scheduling can shine. What is block scheduling, exactly?

First, here’s why it matters. Business is essentially problem-solving. Creating strategies, writing code, developing products, and all the myriad activities that entrepreneurs tackle demand focus and minimal distractions. They’re also inherently human tasks that won’t easily be replaced by AI, which means your business depends on your ability to go deep.


Cal Newport, author of Deep Work: Rules for Success in a Distracted World, said in a 2017 interview:

“Focus is now the lifeblood of this economy.”

Entrepreneurs use their minds to launch ideas and create value, so the ability to concentrate is “almost like a superpower.”

Block scheduling can also help you to produce higher quality work in less time. Parkinson’s Law holds that “work expands so as to fill the time available for its completion,”[5], which is why setting time limits can deflate a ballooning task.

Benefits of Block Scheduling

Once you’ve answered “What is block scheduling?” and know how to use it correctly, you’ll find that you receive many benefits. Here are just a few.

Battle Procrastination

If you have your schedule set and know you only have an hour to get a particular task done, it will be significantly easier to avoid procrastinating.

For more on how to stop procrastinating, check out this article.

Create Realistic Time Estimates

Once you’ve been working with time blocking for a while, you’ll learn which activities take the most/least time. You may have to adjust your schedule during the first month or so to get it right, but be patient. You’ll continue to learn to realistically estimate how much time a particular task will take.

Develop More Focus and Attention

When your schedule doesn’t leave much room for scrolling through social media or chatting with coworkers, you’ll find your brain is more devoted to paying attention to the task at hand. You’ll respond to the limits you set for yourself and will focus to get things done.

How to Use Time Blocking to Boost Productivity

We all have different rhythms and responsibilities. Personalization is the key to successful time blocking, and it will require some trial and error. Here’s how to get started.

1. Assess Your Calendar

Evaluating your current schedule can be surprisingly difficult because few of us can accurately estimate how much time a task requires. If it feels easier, track how you actually spend your time for a full week. Note each activity—even 10 minutes of email and 15 minutes of social media scrolling between meetings.

Once you know how you’ve been spending your time, it’ll be easier to know what to keep and what to throw out when you begin to make your new schedule.

2. Look for Patterns

After you’ve documented a full week, group tasks into categories. For example, you can include the following categories:

  • Administrative
  • Meetings
  • Creative work
  • Email
  • Personal time.

You can also label tasks based on how you feel while doing them, or how they influence your energy levels on a scale from 1-10. Do whatever makes sense for you.

3. Arrange Your Time Blocks

Experiment with different block scheduling patterns. For example, one morning may look like this:

  • 8-9am: Respond to emails
  • 9-10am: Write up marketing proposal
  • 10-11am: Brainstorm and plan for Client A’s project
  • 11am-12pm: Meet with Client A to discuss ideas

However, you may find that you’re more creative immediately after waking up. In that case, you’d want to move “brainstorming and planning” to an earlier slot. If responding to emails is best for when you’re feeling a little lethargic after lunch, put it there.

Read your emotions and abilities throughout the day to tap into what is going to work best for you.

Ultimately, the goal is to avoid switching mental gears throughout the day, week, and maybe even the month. I realize this isn’t easy, especially for entrepreneurs, but it can be incredibly valuable.

Spending a full day on projects you dislike, such as administrative work or meetings, might feel daunting, but blocking them into a single day can make the rest of your week infinitely more productive and more enjoyable. You’re free to tackle all the entrepreneurial challenges that get your blood flowing.

4. Create Day Themes

If you’re someone who has to focus on many things during a single day or week, you may find it more beneficial to create themes for each day instead of blocking up your day into individual tasks. For example, you can set Mondays as Brainstorming/Planning days, Tuesdays as Administrative days, etc.

If you take this route, I suggest always scheduling in at least one Family day. It will ensure you make time for the important people in your life and give your brain time to rest.

Final Thoughts

Most founders crave freedom. Yet, school schedules, jobs, and social norms condition us to work with a traditional schedule and reactive mindset. Before we know it, we’ve re-created a working schedule that traces back to the 19th century, even in our own companies. Block scheduling is not only a tool to maximize productivity; it’s a way to reclaim your time.

In my 14 years at JotForm, I’ve realized that business growth means doing more of what makes the biggest impact. I don’t always succeed, but I try to focus my time and energy where it matters, and I know that busyness is not synonymous with productivity.


If you feel the same way, give time blocking a try. Share your experiments in scheduling with colleagues and family members so they understand the changes and can support you.

Finally, don’t worry about getting it right immediately. You may need to get under the hood of your calendar and tinker around a bit. Find what works for you, then protect your new schedule at all costs.

What Is Block Scheduling? (And How It Boosts Productivity)

How to Start Block Scheduling

8 Actions
What Is Block Scheduling? (And How It Boosts Productivity)
Customize your time blocking approach based on personal preferences and needs.
What Is Block Scheduling? (And How It Boosts Productivity)
Assess your calendar: Track how you spend your time for a full week. Note all activities, including small tasks like email and social media scrolling. Use this information to determine what to keep and what to eliminate when creating a new schedule.
What Is Block Scheduling? (And How It Boosts Productivity)
Look for patterns: Categorize tasks based on their nature (e.g., administrative, meetings, creative work, email, personal time). Consider labeling tasks based on your feelings or energy levels while doing them. Identify patterns in your activities and preferences.
What Is Block Scheduling? (And How It Boosts Productivity)
Arrange your time blocks: Experiment with different scheduling patterns. Consider your optimal energy levels and emotions throughout the day. Tailor the order and timing of tasks to align with your productivity and creativity.
What Is Block Scheduling? (And How It Boosts Productivity)
Create day themes: Instead of focusing on individual tasks, assign themes to each day (e.g., Brainstorming/Planning day, Administrative day). Allocate at least one day for family and rest to maintain work-life balance.
What Is Block Scheduling? (And How It Boosts Productivity)
Consider dedicating a full day to tasks you dislike to free up the rest of your week for more enjoyable and productive work.
What Is Block Scheduling? (And How It Boosts Productivity)
Aim to minimize mental switching by grouping similar tasks together.
What Is Block Scheduling? (And How It Boosts Productivity)
Regularly reassess and adjust your schedule as needed.

Featured photo credit: William Iven via unsplash.com


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