58% Of Workers Use Time Blocking: Here’s Why You Should Too

As more workers look for ways to bring balance between productivity and wellbeing in their day-to-day lives, timeboxing or blocking off time in their calendar helps protect their focus time. According to the 2024 Owl Labs State of Hybrid Work report, 58% of hybrid workers use time blocking to be in control of their day and protect it from imposed meetings.

Why Is Time Blocking Becoming More Relevant?

In a workplace filled with constant notifications, blurred work-life boundaries, and shifting priorities, the ability to intentionally structure your time has become essential, not just for getting more done, but for protecting your well-being. Employees at all levels are finding that they are constantly checking their emails, responding to Slack messages, or switching tasks, leaving aside complex tasks that may be even more desirable, engaging, and satisfying, but require intense focus time. 

Owl Labs reports show that millennials, in particular, are blocking their calendars notably more than any other generation: 57% of millennials block their calendar, compared to 14% of Gen Z, 22% of Gen X, and 7% of baby boomers.

On the other hand, 64% of full-time office workers timebox, compared to 28% of hybrid workers and 8% of full-time remote workers. It makes sense to me, as I started timeboxing when I was working in-office. Open spaces are great for collaboration for some people, but they are terrible for focus and deep work for others. It’s nearly impossible to have uninterrupted time for yourself or to do what really matters to you. To enjoy your work and maintain productivity, quality, and well-being, you need to prioritize your “me” time. Your calendar is your primary tool to navigate this demanding environment. 

What Is Time Blocking?

Time blocking is the practice of dividing your day into chunks of focused time dedicated to specific tasks, allowing you to plan your day proactively. 

For example:

• 8:00 AM – 8:45 AM: Write article (Focus Time)
• 8:45 AM – 9:00 AM: Buffer time and quick break
• 9:00 AM – 9:45 AM: Coaching Session with Client (High-priority work)
• 10:00 AM – 10:45 AM: Coaching Session with Client (High-priority work)
• 11:00 AM – 11:45 AM: Team meeting
• 12:00 PM – 1:00 PM: Workout and Lunch Break (Rest and recharge)

It’s like scheduling a meeting with yourself to do what you think is essential first. To me, it’s like having a live to-do list. I prefer using timeboxes of 45 minutes to allow for some buffer time and a quick break.

Why Time Blocking?

By blocking time for specific tasks, you can:

• Avoid overcommitting.
• Communicate priorities and boundaries clearly to others.
• Evaluate how you spend your time and adjust as needed.
• Reduce distractions and analysis paralysis by having a pre-decided plan.
• Allocate specific time slots for each task on your to-do list, ensuring that you complete the work within the designated time, following Parkinson’s law.
• Reflect: Timeboxing goes beyond just planning your day—it also helps you reflect. At the end of the day, you can assess your schedule, understand your productivity patterns, and celebrate your accomplishments.
• Schedule time for meals, exercise, and breaks to recharge before or after meetings or to assist your family. For example, Caretakers (67%) allocate time in their calendars more often than non-Caretakers (33%).

Try Time Blocking Without Burning Out

Many people try time blocking once and give up because they make it too rigid. The key is flexibility with structure. Here are four tips to get started:

1. Select a system or app to organize your tasks. Options include digital or paper calendars like Google Calendar, Outlook, or Apple Calendar, or consider tools such as Sunsama or Jira to manage tasks effectively.
2. Begin with your priorities instead of your inbox. Plan the day ahead by scheduling “meetings” or timeboxes for your most important (rather than just urgent) tasks.
3. Use your natural energy flow.
    Schedule deep work during your “power time” (usually in the morning) and lighter tasks when your energy dips.
4. Don’t forget to block breaks.
    Recovery is productive. Include buffers, lunch, and end-of-day wind-down time.
5. Adjust as you go.
   The purpose of timeboxing isn’t to stick to a schedule perfectly, but to create mindful boundaries around your time that support both productivity and well-being. Timebox with compassion in mind to reschedule when needed.

 The Key: Time Blocking With Compassion

In my book Timebox, I highlight that time blocking isn’t about achieving more but focusing on what truly matters, all while emphasizing clarity and self-care. The objective is to find a balance between productivity and wellbeing, not making sure you are using every single second available to work. Effective time management encompasses more than just tips and tools; it requires cultivating harmony between your external responsibilities and internal feelings. By prioritizing balance and being mindful of your self-talk, you can change time management from a battle against the clock into a collaborative effort with yourself.

If you find yourself falling behind on a task, instead of thinking, “I’m so disorganized,” try saying, “I did my best with the time I had. Where can I improve next time?” and remind yourself of the progress you’ve made.

When overwhelmed, consider asking, “What’s one thing I can do today, letting go of the rest?”.Self compassion involves not letting you off the hook, but rather intentionally scheduling the task for later.

Remember, time management is not about doing everything you planned every day, but about doing what is more important for you so that at the end of the day, you feel satisfied.

If you’re feeling overwhelmed, exhausted, or trapped in a cycle of reaction, it could be the right moment to explore how you can incorporate time blocking like 58% of your colleagues are already doing.