Two Real-World Scenarios
Theory is good, but application is better. Let’s see how this flexible system works for two different people with very different challenges.
Scenario 1: Sarah, the Hybrid Marketing Manager
The Challenge: Sarah’s week is split. Tuesdays and Thursdays are in-office, packed with meetings and team collaboration. The rest of the week is remote, intended for deep, focused work. Her old, rigid system treated every day the same, leaving her frustrated on office days and distracted on remote days.
The Intentional Blocking Solution: Sarah now plans her week thematically.
On In-Office Days (Tues/Thurs): Her calendar is filled with red “Meeting” blocks and gray “Collaborative Work” blocks. Her 1-3-5 list for these days reflects this reality. Her #1 task might be “Lead successful Q4 planning session.” Her medium and small tasks are things like “Follow up with design team” and “Answer team questions on Slack.” She knows deep work is unlikely, so she doesn’t even try to schedule it. This removes the guilt.
On Remote Days (Mon/Wed/Fri): She protects her calendar. Her mornings are dominated by a large, three-hour blue “Deep Work” block. Her #1 task on Monday is “Write first draft of campaign brief.” Her calendar is her shield. If a meeting request comes in for that time, she proactively suggests an afternoon slot. She uses her flexibility to align her tasks with her environment.
Scenario 2: Ben, the Engineering Student
The Challenge: Ben’s schedule is a mix of fixed and variable commitments. He has non-negotiable lectures and labs, a part-time job with a shifting schedule, and large, complex assignments with distant deadlines.
The Intentional Blocking Solution: Ben uses a “rocks in a jar” approach.
First, the Rocks: At the start of each week, he puts all his non-negotiable “rocks” into his calendar first: lectures, labs, work shifts, and even his commute time.
Then, the Pebbles: With his fixed commitments in place, he can see his open time clearly. He then creates “Study Blocks” for his most important assignments. His 1-3-5 list helps him prioritize. His #1 task for Tuesday might be “Complete simulation for thermodynamics lab.” He creates a two-hour study block specifically for that. His medium tasks, like “Review lecture notes” or “Start problem set,” get their own smaller blocks.
Creating White Space: Crucially, Ben intentionally leaves some time, especially Friday evenings and Saturdays, completely unscheduled. This “white space” is his buffer for life. It gives him the flexibility to hang out with friends, catch up on sleep, or dive deeper into a project if he gets inspired, preventing the burnout that plagues so many students. His discipline during the week earns him this freedom.
