Time Blocking my BEST Productivity Hack

Summary

This video discusses the powerful strategy of time blocking, a productivity method that assigns specific blocks of time to tasks, enhancing focus and reducing multitasking. The speaker, Spencer, COO of a $50 million company, explains how time blocking can help manage workloads more effectively, reduce stress, and improve job satisfaction. The method is flexible, allowing adjustments to meet changing demands, and emphasizes treating time blocks as non-negotiable commitments. Spencer encourages viewers to try time blocking to transform their approach to work and time management.

Takeaways

• 📅 Time blocking is a strategy for assigning specific blocks of time to different tasks to enhance productivity.
• 🚫 It helps to avoid the common mistake of overcommitting by forcing you to be realistic about how you use your time.
• 🔒 The principle behind time blocking is that scheduled tasks are more likely to be accomplished.
• 📉 It minimizes multitasking, which is known to decrease productivity.
• 💡 It reduces decision fatigue by eliminating the need to constantly decide what to do next.
• 📝 To start time blocking, review your tasks, estimate their duration, and assign them to blocks in your calendar.
• ✍️ Use tools like Google Calendar or a traditional pen and paper to organize your time blocks.
• 🔄 Include breaks in your schedule to maintain mental clarity and energy levels.
• 🔄 Time blocking can be customized to fit individual schedules and peak productivity times.
• 🎨 For creators, consider dedicating entire days to specific types of work, like recording or editing.
• 🔄 Flexibility in time blocking allows for rearranging blocks to accommodate unexpected changes.
• 🤝 Treat your time blocks as non-negotiable appointments to respect your own time and commitments.
• 📈 Time blocking can improve productivity, reduce stress, and increase job satisfaction by providing clear boundaries for tasks.

Q & A

What is the main topic of the video script?

The main topic of the video script is time blocking, a productivity strategy that the speaker claims has transformed their approach to managing work and time.

Why does the speaker consider time blocking to be a game-changing strategy?

The speaker considers time blocking a game-changing strategy because it helps to minimize multitasking, reduces decision fatigue, and forces one to be realistic about how time can be used productively.

What is the principle behind time blocking according to the speaker?

The principle behind time blocking is that what is scheduled gets accomplished, which helps to avoid overcommitting and ensures that tasks are completed in a structured manner.

How does time blocking minimize multitasking and decision fatigue?

Time blocking minimizes multitasking by assigning specific blocks of time to different tasks, allowing for focused work on one task at a time. It reduces decision fatigue by eliminating the need to constantly decide what to do next, as the schedule dictates the next task.

What recommendation does the speaker give for implementing time blocking?

The speaker recommends reviewing tasks for the day or week, estimating how long each task will take, and then assigning a block to that in a calendar, suggesting Google Calendar or a paper and pen if preferred.

Why should breaks be included in the time blocking schedule?

Breaks should be included in the time blocking schedule to clear the mind and ensure proper recuperation of energy, which is essential for maintaining productivity throughout the day.

How can time blocking be customized to fit different schedules or work types?

Time blocking can be customized by adjusting the blocks to meet peak productivity times and specific job demands, whether for a student, freelancer, or team manager.

What is the practical example given in the script for time blocking a day's tasks?

The practical example given is to block 9:00 a.m. to 11:00 a.m. for preparing a report, 11:00 a.m. to 12:00 p.m. for attending a team meeting, and 1:00 p.m. to 2:00 p.m. for answering emails.

How does the speaker address the concern that time blocking might be too rigid?

The speaker addresses this concern by explaining that the flexibility of time blocking lies in the ability to rearrange the blocks depending on work demands and unexpected changes.

What mindset shift is crucial for making time blocking effective?

The mindset shift that is crucial for making time blocking effective is treating the planned blocks as non-negotiable and important appointments with oneself, respecting one's own time and commitments.

What is the key takeaway from the script regarding effective time blocking?

The key takeaway is that effective time blocking is not just about planning work but working the plan, which can transform one's approach to tasks and time management.

Outlines

00:00

📈 Time Blocking for Enhanced Productivity

The speaker introduces time blocking as a superior productivity strategy, contrasting it with traditional to-do lists and common productivity hacks. Time blocking involves allocating specific time slots for tasks, which encourages realism about time usage and prevents overcommitment. It is based on the principle that scheduled tasks are more likely to be completed. The method is beneficial as it minimizes multitasking, known to reduce productivity, and decreases decision fatigue by eliminating the need for constant next-step decisions. The speaker recommends starting with task review and time estimation, then assigning these tasks to calendar blocks, suggesting Google Calendar or a traditional pen-and-paper method. Breaks are emphasized for mental clarity and energy recovery. The system's flexibility allows for customization to fit individual schedules and work demands, and the speaker advises treating these time blocks as non-negotiable appointments to respect one's own time and commitments.

Keywords

💡Time Blocking

Time blocking is a productivity technique where specific blocks of time are assigned to different tasks. It's not just about creating another to-do list, but about being realistic about how time can be used effectively. In the video, the speaker explains that time blocking minimizes multitasking and reduces decision fatigue by eliminating the need to constantly decide what to do next. The concept is central to the video's theme of transforming work and time management.

💡Productivity Hacks

Productivity hacks refer to various strategies or methods that are meant to increase efficiency and output. The video script mentions that the speaker has tried various productivity hacks found on platforms like YouTube and Instagram but found them ineffective. The term is used to contrast with the speaker's preferred method of time blocking, which they believe is a game-changing strategy.

💡Overcommitting

Overcommitting is the act of taking on more tasks or responsibilities than one can realistically handle. The script warns against this common mistake, which time blocking helps to avoid by forcing individuals to be realistic about their capacity and schedule. It's a key concept in the video as it ties into the benefits of time blocking in managing workloads.

💡Multitasking

Multitasking is the act of trying to perform multiple tasks simultaneously. The video argues that multitasking actually decreases productivity, contrary to popular belief. Time blocking is presented as a solution to minimize multitasking by focusing on one task at a time within dedicated time blocks.

💡Decision Fatigue

Decision fatigue refers to the phenomenon where the quality of decisions deteriorates with each subsequent decision made after a long session of decision making. The script explains that time blocking reduces this fatigue by eliminating the need to make decisions about what to do next, as the schedule already dictates the next task.

💡Google Calendar

Google Calendar is a widely used online calendar service provided by Google, which allows users to manage and organize their schedules. In the video, it is recommended as a tool for implementing time blocking, although the speaker also mentions that a paper and pen can be used if preferred.

💡Breaks

Breaks are periods of rest or pause in work, which are essential for maintaining mental clarity and energy. The video emphasizes the importance of including breaks in the time blocking schedule, both short ones to clear the mind and longer ones for eating and recuperation, contributing to overall productivity and well-being.

💡Structured Framework

A structured framework refers to a system or plan that provides a clear and organized approach to tasks. The video describes how time blocking creates such a framework, allowing for increased productivity by having a clear plan for the day's tasks.

💡Peak Productivity Times

Peak productivity times are the periods during the day when an individual is most alert and efficient. The script suggests adjusting time blocks to meet these times, allowing for tasks to be completed when the individual is most capable, which is a personalized aspect of time blocking.

💡Non-negotiable

Non-negotiable refers to something that is not open to discussion or change; it must be adhered to. In the context of the video, the speaker advises treating time blocks as non-negotiable appointments, emphasizing the importance of respecting one's own time and commitments.

💡Stress Levels

Stress levels refer to the degree of stress a person is experiencing. The video posits that time blocking can lead to improved productivity as well as reduced stress levels, as tasks become less daunting when they are clearly bounded within set time blocks.

Highlights

Time blocking is a game-changing strategy for managing work and time effectively.

Time blocking involves assigning specific blocks of time to different tasks, rather than creating a to-do list.

This method helps to be realistic about time usage and avoid overcommitting.

Time blocking minimizes multitasking, which can decrease productivity.

It reduces decision fatigue by eliminating the need to constantly decide what to do next.

To start time blocking, review daily or weekly tasks, estimate their duration, and assign them to calendar blocks.

Google Calendar is recommended for time blocking, but a paper and pen can also be used.

Include breaks in your schedule to clear your mind and ensure proper energy recovery.

Time blocking creates a structured yet flexible framework to increase daily productivity.

Example given: Block specific times for major tasks like preparing a report, attending a meeting, and answering emails.

Time blocking can be customized to fit individual schedules and peak productivity times.

For creators, schedule entire days for specific types of work, like recording or editing content.

Time blocking maximizes focus and minimizes distractions by assigning specific time blocks to tasks.

Flexibility in time blocking allows for rearranging blocks to meet unexpected work demands.

Treat planned blocks as non-negotiable appointments to respect your time and commitments.

Time blocking can improve productivity, stress levels, and overall job satisfaction.

Tasks become less daunting when contained within clear boundaries, leading to better control over workload.

The key to effective time blocking is working your plan, not just planning your work.

Transcripts

do you find yourself overwhelmed with

the sheer number of tasks that you have

to accomplish in a day have you tried

the various productivity hacks out there

on YouTube and Instagram and whatever

and haven't really seen much actual

progress from them well I am the COO of

a company that's done $50 million in

sales and today I want to share with you

a gamechanging strategy that has

transformed how I approach managing my

work and my time and it is called time

blocking let's first talk about what

time blocking is time blocking isn't

just about making another to-do list

that ends up in your junk drawer at the

end of the day it's about assigning

specific blocks of time to different

tasks that you need to get done for the

sake of productivity this method forces

you to be realistic about how you can

use your time and keeps you away from

the all too common mistake that we all

make overc committing now this whole

system is based on the principle that

wet scheduled gets accomplished but okay

I hear you asking why is time blocking

specifically so much better than these

other product ity strategies well first

it minimizes the amount of multitasking

that you do which despite popular belief

actually decreases productivity second

it reduces decision fatigue regarding

what you constantly need to do next you

don't need to waste mental energy

deciding you just do so now that we've

got that out of the way here is how to

start time blocking effectively Begin by

reviewing your tasks for the day or the

tasks for the week estimate how long

each task will take and then assign a

block to that in your calendar now I

recommend you use Google Calendar but

you can use a paper and Pen version if

that's what you prefer now one quick tip

be sure to include breaks schedule short

ones to clear your mind here and there

but make sure you schedule longer ones

to actually make sure you go and eat and

properly recuperate your energy now this

segmentation of your day creates a

structured but flexible framework from

which you can actually increase your

day's productivity now let's consider a

practical example let's say you have

three major tasks for the day preparing

a report attending a team meeting and

answering a bunch of emails instead of

working on these intermittently

throughout the day you'd block say 9:00

a.m. to 11:00 a.m. to do the report

11:00 a.m. to 12:00 p.m. to attend the

meeting and then 1:00 p.m. to 2: p.m. to

answer all your emails each task has its

own time once the block is over you move

on to the next one and now the absolute

beauty of time blocking is that it can

be customized to fit your schedule or

your specific type of work whether

you're a student a freelancer managing

an entire team you can adjust the blocks

to meet your Peak productivity times and

specific job demands now to take this a

step further if you're someone like a

Creator you might want to schedule that

one entire day is for one particular

kind of job next day is for a different

kind of job for example on Monday you

might record your content on Tuesday you

might edit your content on Wednesday you

might go through all the administrative

work associated with publishing it so on

and so forth but the idea is that you

select specific blocks of time that are

associated to specific tasks this will

maximize your focus and minimize

distraction some people push back that

time blocking can be too rigid however

what these people don't understand is

that the flexibility of time blocking

lies in your ability to rearrange the

blocks depending on what you your work

demands are sometimes there are

unexpected changes and that's okay just

move blocks around to meet those demands

the goal is not to constrain you but to

liberate you from a chaotic unstructured

day now to really make time blocking

work for you you need to treat your

planned blocks just like you would

appointments with other people

non-negotiable and important now this

mindset shift is absolutely crucial it's

crucial for respecting your own time and

the commitments that you've made to

yourself and your goals if you stick

with time blocking you will likely

notice not just Improv in your

productivity but also in your stress

levels and overall job satisfaction

tasks in general become less daunting

when they're contained within clear

boundaries and this is how you begin to

feel more in control of your workload

and your results look at the end of the

day if you've been searching for a way

to boost your productivity and take

control of the time in your day give

time blocking a try just like it was for

me in a $50 million company it might

just be the best productivity hack that

you implement transforming not just your

workday but your entire approach to

tasks and time management and remember

the key to effective time blocking is

not planning your work but working your

plan now thank you so much for watching

my name is Spencer with must become

always remember that your potential is

your obligation and so what you can

become you must become

[Music]