Your to-do list on its own won’t help you get things done. You must schedule times to actually do the work.

This is where the strategy of time blocking comes in.

Time blocking is a powerful strategy with many benefits, especially for people with ADHD. Among other things, implementing time blocking can help you stay organized and focused in your tasks.

So, how do you implement this strategy?

The Basics of Time Blocking

On the most basic level, time blocking entails scheduling your tasks (the “*What”) into your calendar at specific times (the “When*”).

These “time blocks” turn your calendar into a map that shows you when to do the things you want or need to do.

In theory, it’s that simple. But without attention to other elements, you’ll end up with an unrealistic schedule that doesn’t make you any more productive.

If you want to create a schedule that is supportive of both your best work and your nervous system’s needs, read on to learn more about the factors to consider to effectively time block.

5 Factors to Consider to Effectively Time Block Your Tasks

Here are 5 factors to consider to effectively time block your tasks.

(1) The Specifics of WHAT You Plan to Do

One trap many people fall into when planning tasks is that they aren’t clear on the specifics of what to do. This clarity and specificity is the foundation on which your entire time blocking strategy rests.

Clarity on specifics is a crucial element to being effective and avoiding traps like procrastination.

If you aren’t specific about the what, it will be difficult to implement the other factors.

For example, if you show up at the gym with a plan to “workout,” you’ll likely end up spinning wheels figuring out what to do, or you’ll procrastinate, which makes everything take longer.

On the other hand, if you go in knowing you’re doing back squats, you can get to work. Even better if you’ve already planned your exact warm-up and activation sequence.

The more clarity you have, the easier it will be to stick to your plan.

(2) WHEN is the Right Time — For the Task and For You

Remember that all hours of the day are not equal.

The key to time management, or organizing your time, is in the nuances of timing.

As you schedule your tasks, consider when is the best time for the task — whether for the task itself or for you to do the task.

Task Timing

Some tasks can only be done at certain times, or within certain time windows.

To take an obvious example, if one of your tasks is to watch the sunset, you’ll need to plan that for the time of sunset.

If you are calling businesses, you’ll need to schedule those calls for the business’ operating hours.

Your Timing

For other tasks, the timing might be more particular to your needs and the ways in which you work best.

Understanding your own rhythms and when you are at your best for different types of tasks, is an essential skill for effective time blocking.

(3) WHERE You’re Going to Do It

Environment is more powerful than willpower.

Part of the process of creating space for your best work, is to consider the best location for the work you need to do.

Again, this can be dictated by the task itself or your particular needs for what type of environment works best for you.

Location Based on Task Needs

Some tasks are dependent on a particular type of space. For example, it’s not enough to block time for cooking if you don’t have access to a kitchen at the planned time.

If you’re blocking time for your workout, you want to know whether you’ll do it at home or in the gym.

Location Based on Your Needs

Even if you have a dedicated office where you do most of your work, consider whether that space is the best for the particular task.

For example, I often do my writing in the gym, after my workout. Among other reasons, the stochastic resonance in the environment and the ability to move around if I get stuck helps me focus.

(4) RESOURCES Needed For the Task

When time blocking your tasks, consider what resources you need for the task.

Keep in mind that the resources you need for a task are often determined by the specifics of the what; they also can influence the when and where.

For example, the specifics of what you’re cooking for dinner dictate what ingredients you need, just as your workout plan dictates the equipment you’ll need (resources), which can influence where you workout.

Consider what resources you’ll need for your task and plan around when and where they’ll be available.

(5) Task DURATION

At the risk of stating the obvious, you need to know the duration of the task: how long do you expect it to take?

Duration both influences and is influenced by the when.

When it comes to determining duration, there are numerous countervailing considerations.

• Tasks often expand to fill the time you allow for them, and yet you want to leave enough time so you don’t get cut off at a crucial point.
• Many tasks have a learning curve, which means they will take less time as you do them more frequently.
• Sometimes, the duration can depend on other factors, such as your energy levels or when the task is scheduled.

A classic example is traffic: how long it takes to get somewhere depends when you go. What are the “low traffic” times for your work?

Similarly, if you know that a task will take a long time, schedule it for a time of day when you’ll be able to maintain focus, and in a place where you’ll be able to work without having to relocate mid-task.

These Factors Aren’t Linear

Effective time blocking requires considering how these factors work together. For more advanced strategies and considerations, look for the next part in this series and the upcoming e-book.