Frequently Asked Questions (FAQ)
1. What if my job is almost all meetings? How can I use this system?
Even in a meeting-heavy role, you have more control than you think. First, own the gaps. If you have 25 minutes between calls, schedule it as a “Prep & Process” block. Use it to prepare for the next call or debrief from the last one. Second, be ruthless about declining meetings where you are optional. Third, proactively block out just one or two 45-minute “Admin & Response” blocks each day. This becomes your dedicated time to catch up on email so you’re not trying to do it *during* other meetings.
2. How strict should I be with my time blocks? It feels stressful.
Your calendar is a guide, not a cage. The goal is intention, not perfection. Life happens. A block is a statement of what you intend to do. If you get pulled into something else, that’s fine. The value comes from the moment you realize you’re off track and can look at your calendar to consciously decide how to get back to your plan. Don’t beat yourself up for deviations; use them as data for your next weekly review.
3. How is this different from just having a to-do list?
A to-do list is a list of wishes. It doesn’t account for the finite resource of time. You can have 100 items on a to-do list, which leads to overwhelm and decision fatigue. A time-blocked calendar forces you to confront the reality of the 24 hours in a day. By giving every task a home on your calendar, you are creating a concrete, actionable plan. It answers not just “what” needs to be done, but “when” and “where.”
4. How do I handle urgent, unplanned tasks that pop up?
There are two good strategies. The first is to leave a one-hour “flex” or “contingency” block open in your schedule each day, perhaps in the late afternoon. This is reserved for urgent tasks that arise. If nothing urgent comes up, you can use that time to get ahead on tomorrow’s work or leave early. The second strategy is to use the “capture and continue” method. Unless the task is a true, “drop-everything” emergency, capture it on a list and address it during your next available shallow work block.
5. I’m not a morning person. Does this system still work?
Absolutely. This system is about aligning your work with your energy, not forcing you into a specific schedule. If your peak focus time is from 9:00 PM to midnight, that’s when you should schedule your blue “Deep Work” blocks. If your energy is lowest in the morning, schedule your yellow “Shallow Work” blocks for that time. The entire point is to understand your own chronobiology and build a schedule that honors it. Better sleep and alignment with your natural rhythms are critical, as noted by resources like the Sleep Foundation (https://www.sleepfoundation.org).
