Frequently Asked Questions (FAQ)
What if my day is unpredictable or filled with meetings?
This is a common reality, especially for managers or those in client-facing roles. The goal in this scenario is to control what you can. First, block out your non-negotiables: lunch, a 15-minute planning session in the morning, and a 15-minute shutdown at the end of the day. Second, look for the small pockets of time between meetings. Instead of letting them evaporate, block them out as 20-minute “Focus Sprints” to handle one specific, small task. Even in a day of chaos, creating small islands of intention can be a powerful way to make progress and reduce the feeling of being purely reactive.
How strict do I need to be with my time blocks?
Think of your calendar as a guide, not a rigid set of rules. The purpose of the system is to serve you, not the other way around. If you finish a task early, you don’t have to sit there staring at the clock. You can either take a longer break or pull a small task forward from a later block. If a creative flow state strikes during a deep work block, and you have flexibility in your next block, consider extending it. The primary goal is intention. At the start of a block, you should know exactly what you’re supposed to be working on. That’s the core of how you avoid decision fatigue.
What’s the best tool for this? Digital or analog?
Both have their merits. Digital calendars (Google Calendar, Outlook) are excellent because they are flexible. You can easily drag and drop blocks, set up recurring events, and color-code. They are also accessible from any device. Analog planners (a paper notebook or dedicated planner) can be powerful for people who benefit from the physical act of writing. It can feel more permanent and mindful. The best tool is the one you will actually use consistently. We recommend starting with a digital calendar due to its ease of adjustment.
I’ve tried time blocking before and it didn’t work. Why might that be?
There are a few common pitfalls. The most frequent is not including buffer time. Scheduling tasks back-to-back creates a fragile system that breaks the moment one thing runs late. The second is being too optimistic about how long tasks will take. When you first start, try adding 25% to your initial time estimates. The third reason is failing to do a weekly review. Without this feedback loop, you can’t learn from your experiences and adjust your system. You just repeat the same mistakes. Start small, be realistic, and focus on gradual improvement.
How is this different from just having a to-do list?
A to-do list tells you what you need to do. A time-blocked calendar tells you what you need to do and when you are going to do it. This is a critical distinction. A long to-do list can be a source of anxiety and decision fatigue in itself. By assigning each task a home on your calendar, you are making a commitment and creating a realistic plan based on the 24 hours you actually have. It transforms your tasks from a vague list of obligations into a concrete, actionable plan.
