Work Time Blocking and Getting Things Done to Meet Your Goals

Timing blocking is liberating?

Do you ever feel like you can’t focus on your goals, that too many things interrupt your day, too many fires need putting out, that your presence is “necessary” at many meetings and events?

 The practice of “time blocking” may hold some answers and relief for your situation. I am no expert at the detailed theory behind time blocking, but it has been a useful tool that helps keep my focus on essential and goal-oriented areas and helps keep “goofing around time” and distractions to a minimum. 

Time blocking involves scheduling almost all of the available times of your day. While this sounds constraining, complicated, and like a lot of work, it is quite liberating. This article is a high-level overview of how time blocking may work for your situation.

 Combining time blocking and “Getting Things Done” (GTD)

I use a hybrid of the David Allen “Getting Things Done” or GTD to manage and prioritize my tasks and projects. 

GTD is a popular approach to managing tasks and projects by “capturing” or writing down every idea, task, and other valuable thought in a general list, then setting aside time at the end of each day to classify all of the items in the list into categories, projects, and focus areas. The GTD workflow consists of five stages:

1. Capture (all tasks and follow-up areas)

2. Clarify (think through the capture task, clarifying its purpose and outcome goal)

3. Organize (categorize the task)

4. Reflect (evaluate the categorization and purpose of the task)

5. Engage (act towards completion of the task)

GTD is well suited for the use of a productivity app and as the foundation for time blocking. Once a task is prioritized, it can be placed into a time block. The prioritization allows the time blocks to be set based on a hierarchy of:

1. Necessary meetings

2. Priority tasks and projects

3. Open blocks for unplanned activities

4. Personal health and growth activities [1]

This method leads to tasks and activities you have deemed to be less critical falling off of the calendar. If those tasks and activities keep falling off of the active calendar time blocks, then maybe they weren’t so important in the first place. 

Another approach to GTD includes recording tasks directly in their related project or category. The direct record method can also be useful, combining Capture, Clarify, and Organize into one step. Recording and organizing all tasks to be done is the end goal regardless of the method used.

I recommend you review the GTD principles for a deeper dive into its theory and potential application.

Making time blocking effective

For time blocking to be effective, consider the following approach framework:

1. Review and schedule “must attend meetings and calls”

   - Place these required items in your calendar.

2. Review your areas of importance

   - At the start of each week and end of each day, review your goals and weekly tasks in the task manager app (such as Todoist, Things3, or paper) for the week.

   - Schedule blocks of time each day in your calendar app or planner that focus on your highest priority goals.

   - Block time each day for family activities, exercise, project work, and personal growth

3. If you are using a calendar app (I use Fantastical), use the notification function for each entry to keep you on track as the next block approaches

4. Set a block of time for drop-ins, ad hoc discussions, phone calls, and email review

5. Schedule a block of time at the end of the day for a review of the current days’ activities, accomplishments, tomorrow’s tasks/projects in your app, and repeat the process with the plan for tomorrow.

   - Set tomorrow’s time blocks in your calendar during this process

[1] On weekends or “days off” and in your evenings block designated as family time. 

Now, when the new day begins:

1. Get up early

2. Exercise when you get up

3. The initial block of time each day should be used for these areas:

   - Reflecting on the top 3 things you are grateful for

   - Reflecting on your top 3 accomplishments you would like to complete today (thinking back to the blocks you have set aside for these items)

4. Dive into the day

5. Stick to the time block schedule as much as possible, recognizing that some flexibility will be needed as your day progresses

A time blocked calendar could look like the following example:

Realize that no day will go exactly as planned. But, if you can stick to the schedule you have set, you will be amazed at the focus you can bring to each task. As things develop during the day that may alter or waylay your schedule, physically adjust your calendar to reflect those changes.

The goal is focus on the task at hand without side distractions.

Developing the discipline of time blocking

Time blocking can be an effective method to help you organize and prioritize tasks and activities. The goal is to increase focus and minimize distractions. It’s not foolproof, but developing a consistent habit of blocking activities may lead to you “getting things done”.

About Russ Hissom - Article Author

Russ Hissom, CPA is a principal of Utility Accounting & Rates Specialists a firm that provides power utilities rate, expert witness, and consulting services, and online/on-demand courses on accounting, rates, FERC/RUS construction accounting, financial analysis, and business process improvement services. Russ was a partner in a national accounting and consulting firm for 20 years. He works with electric investor-owned and public power utilities, electric cooperatives, broadband providers, and gas, water, and wastewater utilities. His goal is to share industry best practices to help your business perform effectively and efficiently and meet the challenges of the changing power and utilities industry.  

Find out more about Utility Accounting & Rates Specialists here, or you can reach Russ at russ.hissom@utilityeducation.com.

The material in this article is for informational purposes only and should not be taken as legal or accounting advice provided by Utility Accounting & Rates Specialists. You should seek formal advice on this topic from your accounting or legal advisor.