Time Blocking: Get 10 Extra Hours in Your Week

TL;DR: Time blocking helps you reclaim your day by grouping similar tasks into focused sessions. This method reduces distractions, increases productivity, and helps you make time for what matters most.

Ever feel like you're busy all day but get nothing meaningful done? Time blocking could be your answer. It's how top performers get more done in less time without working longer hours.

Every time you switch between tasks, it takes your brain about 23 minutes to fully refocus. With all the task-switching in a typical day, it's no wonder most of us spend less than 25% of our time on truly productive work. Time blocking helps solve this problem by grouping your work into focused chunks.

Why to-do lists let you down

Let's be honest. Traditional to-do lists rarely work as planned. Here's why:

• They show what needs doing but not when you'll do it
• They grow endlessly with no regard for how much time you actually have
• Urgent tasks always crowd out important ones
• They don't account for your changing energy levels throughout the day

A better way to plan your day

Time blocking is exactly what it sounds like: blocking specific time periods on your calendar for particular tasks or types of work.

This simple change works wonders because:

• When you decide exactly when you'll work on something, you're much more likely to follow through
• Grouping similar tasks reduces mental fatigue from switching contexts
• You can match challenging work to your high-energy hours
• You become more realistic about what you can actually accomplish in a day

Create your own time blocking system

You don't need fancy tools or complicated systems to get started. Here's how to build a time blocking approach that works for you.

1. See where your time actually goes

Before making changes, spend a few days noticing how you really use your time. Most of us overestimate our productive hours by nearly an entire workday each week.

Pay attention to:

• When you naturally feel most focused and energetic
• How often you get interrupted or switch tasks
• Which activities seem to drain you the most

2. Design your ideal day

With those insights in mind:

1. Identify the 2-3 activities that create the most value in your work
2. Schedule these during your peak energy times (often morning hours)
3. Group similar small tasks together (emails, calls, admin work)
4. Create blocks of at least 90 minutes for your most challenging work

Many people find that having a visual way to signal "I'm in focus mode" helps protect their time blocks. A Kuando Busylight UC Alpha or Embrava Blynclight lets others know when you shouldn't be interrupted, making it easier to maintain your schedule.

3. Protect your time blocks

Even the best plan falls apart without boundaries:

For meeting overload:
Create specific "meeting hours" and keep at least half your day free for focused work.

For unpredictable energy:
Plan 90-minute focus sessions followed by 30-minute lighter work periods to work with your natural rhythms.

If you find yourself fidgeting or losing focus, try a Handheld Roller Fidget Toy or Infinity Cube Fidget Toy to keep your hands busy and your mind on track.

How to know if it's working

After a few weeks of time blocking, look for these signs of improvement:

• More hours spent on meaningful, important work
• Higher completion rate for planned tasks
• Feeling less scattered and more in control of your day

A more satisfying way to work

Time blocking isn't just about squeezing more productivity from your day. It's about creating a work experience that feels more intentional and satisfying. When you spend more time in flow and less time bouncing between tasks, work becomes less stressful and more rewarding.

Ready to take control of your time? Our Busy Lights and Fidget Tools can help signal your focus times to colleagues and family, making it easier to maintain your time blocks without interruptions.