Time Blocking
I’m borderline obsessed when it comes to calendar prep & time management!
Why? Because I no longer want to be working at 9pm on a Friday night, that's why! I’m guessing you’re ready to be off work then too.
When I am helping my clients tackle their overwhelming "to do" list, I have them start off with a little something I call a BRAIN DUMP, and it goes something like this: ⠀
1. Write down all of your daily/weekly/monthly tasks in both your business and personal life ⠀
2. Write down things that you WANT to do, but are not currently doing (think: hobbies, new skills). Why do I have you include this? Because I want you writing out your dream schedule as if you are already living it. ⠀
3. Once you have all those tasks written down, I want you to go back and estimate how much time it takes to complete each task. Be overly generous here. Life happens. Technology happens...or doesn’t as the case may be. Distractions happen. If you think something typically only takes you an hour to complete, add an extra 30 minutes. The last thing you want to do is fall behind and then become overly stressed and discouraged for the rest of the day.
4. Next, I want you to think about which tasks can be handed off (delegated) to someone else. Think real hard about this one. Are you sure you are the only one who can handle this chore, or do you simply not want to let go of control? Perhaps you have your partner do laundry this week, or you have it in your budget to hire a VA? Whatever you can delegate to someone else, DO IT! ⠀
5. Whatever cannot be transferred, can it be automated? Do you really need to type up that welcome e-mail to each new customer, or can you create a template that can be used over and over again? Are you manually scheduling your social media posts, or are you using an app to pre schedule everything for you? What about on-boarding new clients? Shouldn’t that be in a workflow that happens without much effort from you?
6. After doing all of the steps, there are going to be some tasks that cannot be delegated or automated...so really analyze these jobs. Is this even a job that needs to be done? Does it support you, your business, and help you succeed and reach your goals? If the answer is no, DELETE! Do not waste precious time on things that do not get you closer to your goals. ⠀
Ok! So we got rid of a few tasks in some creative ways, but ultimately, there are going to be some that have to be done by you and only you. No biggy, make sure to mark them appropriately. ⠀
Next, I want you to go through your list and section out your tasks (ex: most important, admin, self-care, etc.)⠀
This is the fun part! Notice any themes? Schedule those tasks together. Only want to take client calls on specific days? Block off those times appropriately. Want to make sure you make it to that yoga class with your favorite teacher every Tuesday? Block it off and get your bliss on. You are in control here, people! Create all the themes and blocks your little heart desires. ⠀
The final step would be to take these new themes/blocks and create them into a new calendar (I use Google Cal). You can make it as minimal or fancy as you wish. Don't forget about those hobbies and morning routines! Create this calendar as if it is your DREAM schedule. ⠀
Do you use time blocks in your schedule?