Frequently Asked Questions (FAQ)
What if my day is mostly meetings? How can I use time blocking?
Even in a meeting-heavy schedule, you can find pockets of time. First, block all your meetings in your planner (in Red). The white space that remains is yours to control. You might only have a 30-minute slot between calls. Instead of randomly checking email, turn that into an intentional Orange block for “Process High-Priority Inbox.” If you have an hour, make it a Blue block to work on the single most important task you have. You can also be proactive by declining meetings without a clear agenda or suggesting your input via email instead. The importance of a planner in this scenario is to make the most of the time you do control.
How strict should my time blocks be?
Think of your time blocks as a strong suggestion, not a rigid cage. The plan is a tool to guide your decisions, not a script you must follow perfectly. If a deep work session on one topic is flowing incredibly well, it might be worth extending the block and pushing the next task back. The goal is intentionality. The question to ask is: “Am I deviating from my plan for a good reason, or am I just getting distracted?” The weekly review will help you see if you are consistently over- or under-estimating time for certain tasks.
Is a digital or paper planner better?
There is no universally “better” option. The best system is the one you will use consistently. Digital calendars are great for sharing, reminders, and flexibility. Paper planners are excellent for focus, memory retention, and disconnecting from screens. Try a hybrid approach: use a digital calendar for appointments and meetings (the “hard landscape” of your day) and a simple notebook or paper planner for your daily time blocking and task management (the “flexible” part of your day).
What if my job is reactive, like customer support or sales?
For reactive roles, you can block your time by function. For example, a customer support agent might block 9 AM – 11 AM for “Live Chat Support,” 11 AM – 12 PM for “Follow-up Emails,” and 1 PM – 3 PM for “Phone Queue.” While you can’t predict the specific content of the work, you can create structure around the type of work you’ll be doing. This still helps reduce context switching and provides a predictable rhythm to an otherwise unpredictable job.
How long should a time block be?
The ideal length depends on the task and your attention span. For deep work, blocks between 90 and 120 minutes are often effective, as they allow you to get into a state of flow without leading to burnout. For shallow work, 30 to 45 minutes is usually sufficient. Experiment to see what works for you. The key is to have a clear start and end time, regardless of the duration.
