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3 Threats to Effective Time Blocking and How To Solve Them

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3 Threats to Effective Time Blocking and How To Solve Them

Time blocking is a great way to get things done effectively. However, if you are not cautious enough, you can easily kill your time block productivity with these three common threats:

  • Procrastination

  • Wasting time without preparation

  • Distraction (internal/external)

First of all, procrastination is perhaps the most common reason for not getting something done within your time block. It’s actually one of the worst ways to spend your time, because you most likely are aware of this activity, and yet you still do it.

For instance, your goal is to write a report for your boss and you have decided to focus on this task between 9am and 10am. Yet, when you discuss things with your colleagues or check on your friends’ Facebook statuses during this time, you just waste your valuable minutes that should be spent on working instead.

Procrastination is wasting time for sure, but you can waste time otherwise as well. For instance, if you decided to write a blog post before going to work, but you just started planning the post in the morning when you should be actually writing it, you are not taking advantage of the time block you have.

Finally, distraction is another big threat to effective time blocking, and this can happen either if you are at home or at the office. It can even happen if you are working by yourself. The distractions come both as external and internal ones, and if you do not realize the possible sources of distractions in advance, it can ruin your time block productivity for sure.

With these three threats, you can destroy your momentum and getting any real work done. However, the next questions are: why do these threats exist and are you actually inviting them into your daily work life (and into your time blocks)?

So why do you allow them?

With these three threats, you can take two stances: you can either allow or disallow them.

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Unfortunately, if you don’t pay enough attention to this matter, you allow these productivity threats to affect your daily life, and thus make it harder for you to meet your goals that you have set for the day.

So when I talk about “allowing these threats,” I mean the following:

  • You are too busy to get started with your task

You would like to get started with your task right away, but you don’t care to plan your steps in advance. With this planning, you could avoid the common pitfalls during your time block,  like pondering what action to take next or failing to understand the dependencies of your task with other people (sometimes you can’t move forward with your task until someone else has done their part first).

You might also think that if you started right away, you get a head start and you can actually finish your task well before the deadline. Although this may be the case sometimes, too often the results are other than the desired ones.

  • You don’t have an optimum workplace

One sure way to get exposed to distraction is not having a dedicated and quiet workplace to do your work. The more dynamic the environment is (like working in a cubicle or trying to get work done when your family is around you), the less productive you are most likely going to be.

On the other hand, sometimes this situation can be turned around and you can experience something called the cocktail party effect, where you can actually filter out the majority of distractions and focus on just one thing at a time (like in a cocktail event, when you focus on the conversation with a single person, while filtering out the rest of the party-goers).

Unless you are consciously choosing a crowded place (like a coffee shop or a train) to do your work, distraction can turn against you and kill your productivity.

  • You are doing it when your energy is at its lowest

Doing work when your energy is at its lowest is a fertile ground for procrastination.

I realized this when I was doing a seemingly simple task and then I all of a sudden started procrastinating on it.

Although the task took only couple of minutes to finish, I still had internal resistance to complete it. This was due to the fact that I was doing the work late in the evening, when my mind was already off work-mode, and it was looking forward to doing something more fun (like watching television).

According to The Willpower Instinct, your self-discipline drains throughout the day and the willpower reserve is at its highest in the morning. This is exactly what I experienced with my task.

The true cause for these threats

So why is it so easy to get started with your time block right away without doing any preparation?

One reason can be that you think you lose your valuable time with preparation and that taking action right away is what you should be doing instead.

Unfortunately, even if you get started quickly, you might run into roadblocks on your way and you tend to waste your time, thus making sure that you actually finish your task slower, rather than faster.

Another reason is that you probably don’t value the actual preparation part that much and don’t want to spend enough time on such unproductive activity (it’s not helping me to finish my task any faster, thus it’s unproductive, right?).

Finally, spending time on planning and preparing is taking your time away from the actual task execution itself (at least this is how you think). This can be the case when you start working on your task too late in relation to the deadline. And every minute you are not actually doing the work inside your dedicated time block, you feel like you are losing time.

Everything can be fixed with a small preparation

Believe it or not, planning and preparing for the time task in advance is actually doing the work already. With proper preparation, you get rid of the unnecessary roadblocks that could occur during your time blocks.

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Also, make sure to time block your planning phase as well. This is very important, and you ensure that you can truly maximize the available time for the task (by taking everything necessary into account, like those productivity threats).

Bulletproof your time blocks — here is how

1. Set boundaries. If you happen to work at home, make sure that you family is aware of what you are doing. This way, they value the work you do more and are less likely to distract you.

If possible, try to work as much as you can when they are out of the house or are sleeping. This is exactly what I did (and I still do) when I had a day job. I was building my online business on the side, but since it was challenging to get work done when my almost 2-year-old son was awake, I decided to work during his nap times or early in the mornings when he was still sleeping.

2. Have the right space to do your work. If possible, try to “isolate yourself” when doing the work. This means that you figure out in advance the place where you do your work.

In my case, I have two ways to “isolate myself.” The first one is to do work when the rest of the family is sleeping. The other way is a dedicated work room at my parent’s place where I can go to do work.

When I’m physically outside of our home, I get work done really well. However, I let my wife know my location and that way she can reach me if anything urgent happens.

3. Prepare for your tasks in advance — with a time block. To have an effective time block, make sure to block some time for the planning and prep work as well. This ensures that you map out all the possible roadblocks and other threats to your productive work.

Spending time alone and really figuring out the different parts of your task will help you out a lot during the actual working phase.

4. Pick the right time of the day. To avoid procrastination, try to pick out the right timing for your time block. In my case, I try to do my work during the morning (because that’s when I’m most alert), but your situation may be different.

Pay close attention to your mood during the day, figure out in which part of the day you are most alert, and block your time for that moment (so, after eating lunch is not probably the optimum time).

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5. Clear your mind. If you feel tired and can’t focus on your work, take a quick nap. I have experienced a total change in my well-being and productivity when I take a quick power nap (20 minutes max).

You can also decide to write down the ideas and thoughts that you get during your work. I have a piece of paper and pen with me when I work, so that I can do a “mini brain dump” and get those thoughts out of my mind (which I can then process later).

Finally, you can decide to start a simple meditation practice of 5 minutes every day. You just basically close your eyes and say quietly in your mind “inhale” while breathing in, and then say “exhale” while breathing out. If your mind starts wandering around (which it will), focus back on your breath.

Meditation is a longer-term practice and it requires patience until you can see the benefits — like the improvements in your focus.

6. Automate the mundane and repetitive parts.  Do you know if any of the tasks you do within your time block can be automated? If so, take precautionary action steps to do the automation.

For instance, you can create a template out of the document that you use on a frequent basis. That way you can save some time and are not wasting your precious time block for low-value activities (like creating a document from scratch every time).

Conclusion

Time blocks are a great way to get work done, but you can ruin them by procrastinating, by wasting your time without preparation, or when being exposed to distraction.

The main point is to make sure to map out your environment, your timing, and your tasks well in advance. That way you can be sure that your time block gets you the maximum results.

Over to you: How do you make sure you can eliminate the productivity threats during your time blocks?

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More by this author

Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on November 25, 2021

20 Essential Apps And Websites For Digital Nomads

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20 Essential Apps And Websites For Digital Nomads

Living a life of perpetual travel is pretty exciting – new destinations, new cultures and new incredible people to meet and hang out with! However, working on the road can get pretty hectic at times. As a digital nomad I have found myself in rather awkward situations a lot – from missed deadlines due to incorrect time zone conversion to a nearly missed plane when I forgot to print out my booking and confused the time (I did catch that plane though!).

Being your own boss is equally awesome and hellish. Juggling numerous tasks at once and getting things done super-fast with a terrible wi-fi connection requirea killer organizational skills and zen-like concentration. Try using the next 20 websites and apps to make your life as a digital nomad easier, less stressful and even more exciting!

1. Trello

Trello is your go-to website to stay organized and work super-efficiently on the road. It’s a free service that allows you to create numerous boards for your ongoing projects and plans. Tired of having numerous notes scattered around different apps and lengthy email threads with your clients or team? Just drag and drop them all to Trello, where you can easily collaborate, quickly exchange ideas and notes in the form of cards, leave comments and track the overall progress of the project. You can create numerous boards and organize them the way you like, upload files to each, set deadlines and notifications, plus easily share everything with one click.

My Trello contains two sets of boards – personal and business. I use the first to keep all my travel plans neat and make sure I won’t confuse the flight time or overstay my visa; the second to keep a visual account of my personal goals and various arrangements. The business board is where I have a list of ongoing projects composed into simple to-dos with their current statuses –  along with all the comments from my clients and a separate column for follow-ups.

Trello is an incredible free alternative to similar project management softwares I used before and it can be used for tackling any job – from house renovation to multi-stage marketing campaign! Also available as an app for iOS and Android devices to get updates on the go.

2. f.lux

As a digital nomad you often find yourself working late at night or early morning to keep up with your clients’ time zones. Love checking your email or reading a few articles from your iPad before going to bed? (I do!). Even if you don’t feel it yet, your eyes are seriously suffering from those habits and you can end up having troubles with sleeping as the blue light from your devices negatively impacts your sleeping patterns. Use f.lux – a handy software that will automatically adjust the color of your computer’s display to the time of day – warm at night and like sunlight during the day. F.lux allowed me to be more productive in the mornings and made it easier to slow down my activity in the evenings. As a digital nomad it is essential to stay refreshed as your income depends solely on your productivity. Besides, haven’t we escaped the cubicle to have a better work/life balance and more rest in the first place?

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3. Focus@Will

As we often find ourselves working at various places around the globe – from a crowded bus station to a jam-packed bar (the only place that has decent wi-fi in the area) – concentrating on your work gets extremely difficult. That’s where Focus@Will comes to rescue. The service offers a wide selection of white noise and simple tunes selected according to a neuroscience-based approach. It seems to work pretty great as I stayed way more concentrated on my work compared to the times when I just blasted my favorite tunes and murmured along. A 30-day free trial has a limited selection of tracks and will stop playing them in an hour (although it could be restarted immediately). The paid service will cost you around $10 for three months. Also available as a free app for iOS and Android devices.

4. Shopify

Let’s admit it, being a digital nomad and working solo gets challenging at times. There are days when you feel like a Renaissance man trying to tackle all things at once and getting expertise in numerous areas. That’s especially true when you are just about to launch your business website, blog or an online store. If you are a creative, you have only basic knowledge (if any) in CSS, HTML or integrated payment systems, so you spend endless hours figuring out how things work instead of doing what you are really good at and earning money.

Try Shopify – a service providing custom no-hassle ecommerce solutions. They offer everything from secure hosting and mobile-optimized websites to secure check-outs with some 70 payment getaways to choose from and assistance with running your online marketing campaign. The rates are incredibly affordable and start from just $29 per month for unlimited access to all their services and features or opt for a 14 day free trial to test them out first!

5. Rescue Time

Proper time management is another great struggle all digital workers face. How many times you have found yourself spending over 12 hours a day in front of your screen and not having all things done? Yeah, it happens to me quite in a while, so I’ve started using Rescue Time – to stay on top of my productivity while still having a normal work/life balance. Install it on your computer and all devices to have an accurate picture of how much time you spend doing certain activities or browsing certain sites (khm..cat videos on YouTube). At the end of each week you’ll receive an email with a fair statement on your (un)productivity.

Rescue Time enables you to give more accurate deadlines to your clients; create accurate hourly invoices as you know exactly how much time you’ve spent doing a certain task and adjusting your rates accordingly and eliminate random activity during your working hours. You can use Light Rescue Time version for free or opt for the premium plan at $6 per month.

6. Every Time Zone

As you probably work with people based anywhere from New Zealand to the West Coast keeping an eye on the deadline or updating them on your progress at 9 am each day may get tricky. Just as sending follow-ups, project proposals and invoices at the right time of the day. Every Time Zone is another great solution for keeping proper track of the time – your client’s time. Add all time zones you need, add your time in the marker at the top and see where this lands in everyone else’s day. No more crazy maths with figuring out when do you need to ring up Joe on Skype if he asked to do that at 11 am EST.

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7. XE Currency

How many currencies do you have in your wallet? My guess is more than two. As a digital nomad and perpetual traveler you have to keep track on the conversion rates and different currencies all the time. To make sure you are charging an equally fair price in USD/EU/GBP or any other currency out there use XE Currency. Get live conversion rates instantly or add up a list of your preferred and sync ahead of time to have instant offline access from any device. XE Currency is available as a web service, iOS, Android, Windows Phone apps and more.

8. Trail Wallet

My second essential money app for digital nomads is Trail Wallet (currently iOS only). It’s a beautifully crafted and easy-to-use app for tracking your expenses across multiple countries and currencies. You can organize your spendings by country or my month, set max daily budgets and add each dollar you’ve spent on the go. At the end of the month the app will tell you if you gone over your budget or where exactly did the cash flow. It’s perfect for analyzing the cost of living and working at different cities and countries, thus finding the optimal home-base for you when you get tired of being on the road and need to settle down for a while.

9. Xero

And to keep better track of your business-related expenses try Xero. Arguably, the best online bookkeeping and accounting service out there for all the non-accountants. It’s perfect for sending invoices, keeping track of the cash-flow and setting payment notifications on credit cards and recruiting payments. It neatly categorizes all your bank transactions and reconciles them with the transactions you have made in Xero to keep things even more simple. Available for numerous iOS and Android devices, so you can always have access to your data at no time.

10. Tripit

Tripit is one of the best travel planners out there! It’s free, fast and most importantly – works off-line. Just say no more to papers and lost emails. Forward all your booking confirmations – hotels, flights, car rental etc and let the app do all the magic for you by turning it into an easy-to-follow itinerary. You can set up notifications and get access to your data from any device without internet connection. Tripit reduced my frustration of arriving to the wrong terminal or roaming around the new city with my baggage as I haven’t written down the hotel address correctly. It’s a great app I seriously recommend using it to basically anyone who travels.

11. 1Password

Sharing sensitive data, especially passwords with your clients or team and keeping track of them can get challenging. That’s why I’ve started using 1Password – a super secure password-sharing service that allows you to create special vaults with a set of passwords to tools and services only accessible to the people you’ve shared it with. Available for numerous devices, the service gives you peace of mind when sharing anything sensitive via unprotected networks. Speaking of which…

12. Private Internet Access

Keep all your data and computer protected by opting for Private Internet Access. Often we need to make those last minute payments or credit card purchases and the only internet available is a suspicious unprotected network your device somehow found. By using an anonymous encrypted VPN and a private IP you can be 100% sure none of your payment data will be fished or passwords stolen.

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13. Workfrom

Find the best coffee shops and cafes in your area with this service. Workfrom has a great pool of venues in major US cities – New York, Portland, San Francisco, Seattle – and more destinations worldwide to be added soon! The service is free to join and you’ll get access to numerous cool spots with unbiased opinions of wi-fi connection and cappuccino quality from digital nomads just like you. Reviews also include price range, meals available, general atmosphere and noise range, along with some pro-tips on where to find sockets and which table is the most secluded. I have discovered some of my all time favorites this way like Mr Bean in Amsterdam.

14. Spotted by Locals

Another awesome service to discover good meals and thrilling events at your current base. Spotted by Locals is not that typical city guide with boring touristy routes, but an amazing resources with awesome recommendations from the locals on things to do and places to check out. After all, you’ve chosen a location independent lifestyle to explore the world more, not just spend hours tapping on the keywords in a different environment.

Currently, the website has numerous recommendations for all major European cities – Paris, Madrid, Vienna, Warsaw and many more, plus it gradually expands into North America with Boston, LA, Toronto and Montreal guides recently added. You can browse around the free categorized selection of activities at the website or pay$ 2.99 for a PDF guide with all tips and places neatly listed on the map. Or opt for iOS or Android app ($3.99 each) to gain offline access to one of the city guides along with a detailed map.

15. Jawbone UP

Now when you know where to go and what to see, here’s a handy app that will help you get unstuck from your laptop. Jawbone UP will gently nag you when it’s time to get up and unwind a bit. Install the app and connect it to all your hardware, than let the Up Activity Tracker (a lovely bracelet) analyze your sleeping and activity patterns to help you creating a better lifestyle. The app will monitor and analyze all your actions and suggest you a healthier schedule, help you sleep better and keep up with the exercise routine (which gets erratic when you are on the move). Why do we need more time if we don’t spend it wise, right? The app is free for iOS and Android, however you’ll have to pay 129$ for the bracelet tracker or 49.99$ for the clip.

16. SugarSync

Some like DropBox, others opt for Google Drive, yet my go-to cloud storage service is SugarSync. It’s simpler, more powerful and has a really slick design. After you install it, you just need to right-click the file/folder to instantly back them up at the cloud. Besides, any further change you make to that data will be automatically synchronized. Large files get uploaded extra fast and you can get 250 GB storage space for just $99.99 per year. Also you can access, share and edit all your files via free iOS or Android app supported on numerous devices. Now, I’ve finally stopped worrying what should I do if my laptop gets broken/stolen.

17. Contactually

If you don’t like to get broke and return home, you have to invest a fair share of your time in building ongoing relationships with your clients, vendors or customers depending on what do you do for a living. To avoid this whole thing becoming a huge pain try using Contactually – a simple, yet powerful service that will tell you when and whom you should keep in touch with and how you could maximize your ROI by connecting with the right people at the right time. It will send you notifications when you’ve fallen out of touch with certain contacts (which can mean missed opportunities in the perspective) and prompt when you should reconnect with the most important contacts from your network by providing helpful context clues like social updates and recent conversations to make the whole thing look more genuine. The service boasts that their users get up to 40% more referrals after using their service (backed by case studies) which is kind of essential for you if you’d like to live the nomadic life and work for yourself!

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18. Schedule Once

If you are working on multiple projects with multiple clients at a time – Schedule Once is your kick-ass service to schedule online meetings and conferences. Create a sleek pre-set calendar when you are available and send people a unique link that allows them to select a suitable time for both of you to connect. The service is fantastic for anyone offering consulting services or coaching sessions and costs just 5$ per month!

19. Spaxtel

Sometimes the internet gets so crappy that calling by Skype is impossible. Or you have a very-very important conversation scheduled and you don’t want any possible glitches to interrupt you. That’s when it’s worth using Spaxtel – a cool service that enables you to make land-line quality phone calls via callback. You don’t need to install any software or have internet access. The rates depends on the quality of call you choose (the lowest discount is pretty great) and the countries from/to you are calling. So far, the price proved to be nearly Skype-affordable for a better overall quality of connection.

20. Earth Class Mail

Snail mail isn’t that popular these days, but you still get some important stuff via it. Say bills and some paychecks. If you don’t want to bug your parents or friends’ to deal with your mail while you are out, try using Earth Mail Class – an affordable mail forwarding service that scans and forwards your mail to the e-mail address of your choice, deposits your checks (for a fee), saves PDFs of your postal mail online and offers in-person pickup and package signing.

Featured photo credit: Avi Richards via unsplash.com

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