How to Manage Time Blocks for Better Productivity

My #1 productivity tip (For the record - it does not involve any 🍅) Switch from an open calendar to a closed calendar. What? By default your calendar is empty (open) for anyone to book. The tip is to block your calendar ahead of time and open specific slots where you want others to be able to book time with you. Why? ↳ Forces you to be intentional about where you spend your time: By actively choosing when to be available, you take control of your daily agenda rather than letting others shape it. ↳ Focus on priorities that matter to you and the organization: This approach ensures that your most important tasks get the attention they deserve, and limits adhoc meetings or requests. ↳ Enables you to align your energy levels with the type of work you are doing: Schedule high-focus tasks during your peak energy times and less demanding tasks when you typically experience a dip in energy. ↳ Reduces the stress of constant interruptions and the inefficiencies of multitasking ↳ Improves meeting quality: When time slots are limited, meetings tend to be more focused and productive, as participants are more aware of the need to use the time efficiently. Notes: 1. Yes, there will be times where you need to make exceptions but have a high bar about this (can it really not happen at any other time?) 2. Communicate the same with your manager for transparency, as your way of working. 3. Review, Reflect and Adapt Regularly: Periodically review your calendar setup. What’s working well? What isn’t? Adjust your blocked times as needed to reflect changes in your work habits or life circumstances. 4. In-line with point 1 above, keep some flexibility in the blocked slots to accommodate emerging demand for your time. PS: You might be reading this and thinking, "This can't possibly work for me; my circumstances are too different." I challenge you to test it out. Start with just one or two blocked hours in your week.

Between job hunting, building AI automations, and managing our new puppy, I've discovered a time management trick that’s changing the game. Curious? So, I had a revelation. You know those moments when you’re juggling a million things and feel like you’re barely holding it together? Yeah, that’s been me. But here’s the kicker – I found a way to manage my time without losing my mind. Intrigued? Let me spill the beans. 🗓 𝗧𝗵𝗲 𝗧𝗶𝗺𝗲 𝗕𝗹𝗼𝗰𝗸𝗶𝗻𝗴 𝗠𝗮𝗴𝗶𝗰 Ever heard of time blocking? It’s like scheduling your day into neat little chunks dedicated to specific tasks. Think of it as creating a series of appointments with yourself. I started by blocking out time for my biggest priorities – work projects, gym, even that elusive “me time.” And guess what? It’s been a game-changer. Here’s how it works: ▶ Identify Your Tasks: List out what you need to get done. ▶ Block Your Time: Assign each task a specific time slot. Be realistic about how long things take. ▶ Stick to It: Treat these blocks like actual appointments. No skipping! 🍅 𝗘𝗻𝘁𝗲𝗿 𝘁𝗵𝗲 𝗣𝗼𝗺𝗼𝗱𝗼𝗿𝗼 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 Now, let’s talk Pomodoro. It’s a time management method that breaks work into intervals, usually 25 minutes of focused work followed by a 5-minute break. After four “Pomodoros,” take a longer break, say 15-30 minutes. Here’s the scoop: ✅ Set a Timer: Work for 25 minutes. No distractions. ✅ Take a Break: Give yourself 5 minutes to stretch, grab a coffee, or check Instagram. ✅ Repeat: After four sessions, reward yourself with a longer break. 🧙♂️ 𝗧𝗵𝗲 𝗦𝗮𝗻𝗶𝘁𝘆 𝗦𝗽𝗿𝗶𝗻𝗸𝗹𝗲 Balancing these techniques is key. Here’s what I learned: ✅ Mix It Up: Use time blocking for overarching structure and Pomodoro for intense focus periods. ✅ Be Flexible: Sometimes things come up. Adjust your blocks but don’t abandon them. ✅ Self-Care: Remember to block time for breaks and relaxation. Your brain needs it. Real-Life Example Just the other day, I had a packed schedule. Meetings, emails, and a looming deadline with a new client. I started with time blocking, scheduling each task throughout my day. Then, during each block, I used Pomodoro to stay laser-focused. Even with our new puppy demanding attention and my AI automation projects needing tweaks, by 5 PM, I was done with my to-do list and had time to unwind. Who knew time management could feel so liberating? Your Turn Give it a try. Start small. Maybe block out your morning or use Pomodoro for your next big task. See what works best for you and tweak it as needed. The key is finding a rhythm that keeps you productive and sane. So, next time you’re feeling overwhelmed, remember: a little time blocking, a dash of Pomodoro, and a sprinkle of self-care can work wonders. Have a great week and happy time managing! P.S. What time management hacks do you swear by? Hit reply and let me know! Let’s share the love and the sanity. 😊

3 steps to master productivity: There's a limit on what you can do in a single day. At least competently. Throughout my career as a lawyer I've noticed a clear correlation. The more I try to do in a shorter period of time, the more the quality of my work product suffers. Small mistakes emerge. The polish on my final product loses its shine and becomes smudged. Here's what to do instead: 1. Used focused blocks. Limit your work to 2 or 3 hour blocks on a single task. This practice stops your brain from wasting energy on constant task transitions. Each switch incurs a cognitive penalty, and you have to reboot your brain to download the context surrounding the task. Focused blocks avoid frequent mental transitions and promote deep work. They enhance your concentration, and improve the quality of your end work product. 2. Reduce daily priorities If you can, set a maximum of 3 priorities each day. This approach prevents you from overloading your schedule and stepping into counterproductive territory. Stop saying yes to every assignment. Don't be afraid to turn away potential clients. With fewer priorities, your focus sharpens, and you give each task the attention it deserves. 3. Segment your day Dedicate specific parts of your day to distinct activities, often called "chunking". In the context of productivity, "chunking" refers to the practice of breaking up the workday into distinct, manageable segments or chunks of time dedicated to specific tasks or types of work. For example, you can dedicate the first two hours of your workday solely to deep work, then chunking email responses and meetings into later, more fragmented parts of the day. Try just one of these strategies and see what kind of difference it makes with your productivity and quality of your work. Follow me, James Kamanski, for more insights on personal growth! ♻ if you found value 🙏

Every entrepreneur wants to maximize their productivity and achieve more in less time...but nobody knows where to start. Here's the exact 5-step playbook I'd use to master time-blocking and supercharge your efficiency: 1. Audit your current time usage. Track every minute for a week. Be ruthless in your honesty. You'll likely find hours of wasted time you didn't even realize existed. 2. Identify your peak performance hours. When are you most focused and energized? These are your golden hours for tackling high-impact tasks. 3. Create time blocks for different types of work. Group similar tasks together. Dedicate specific blocks to deep work, meetings, email, and personal time. 4. Protect your blocks at all costs. Treat them like non-negotiable appointments. Learn to say no to interruptions that don't align with your current block. 5. Review and refine regularly. At the end of each week, assess what worked and what didn't. Adjust your blocks accordingly. Continuous improvement is key. The magic of time-blocking lies in its simplicity and flexibility. It forces you to be intentional with your time, eliminates decision fatigue, and creates a clear structure for your day. But here's the kicker: time-blocking isn't just about getting more done. It's about creating space for what truly matters. By optimizing your work time, you free up hours for family, health, and personal growth. Remember, your calendar is a reflection of your priorities. If you're not deliberately blocking time for your most important goals, they'll always take a backseat to the urgent but less important tasks that fill our days. Start small. Block out just one hour tomorrow for your most critical task. See how it feels. Then gradually expand. Before you know it, you'll be operating at a level you never thought possible.

My lessons in time management from running a 2-person company with >30 corporate clients: It was only when I started my first company that I TRULY understood the importance of time management. I was running sales, product design, customer support, marketing and finance. If I didn’t get things done each day, our company did not move forward. Good time management helped me achieve our goals and stay sane (most of the time). The research supports this too - according to a Stanford University report, good time management makes you more likely to achieve your goals and have lower stress levels. Here is my simple formula for WHAT, WHEN and HOW to get the important things done: First, deciding WHAT to work on… You need a system for prioritizing. You will always have more tasks than you can do.  I like these three frameworks because they are simple: 1/ 80 / 20 Rule 2/ ABCDE Method 3/ Eisenhower Matrix You only need one. Try one for a week, and if it doesn’t work, try another. I do a version of 80/20 where I look at my life and ask myself: “In 1 month’s time, what are the 1-3 things that I will regret not making progress on?” This could be getting a new job or improving relationships with your partner or friends. It means some things will fall by the wayside (e.g., life admin), and your life may be unbalanced for a while. That imbalance is 1) not permanent and 2) the price to pay for achieving your goals. Now, WHEN to work… I recommend doing these 3 things: 1/ Identify and use your most productive hours effectively ↳ This means if you have a 9-5 job and are a morning person and you want to change job, you should get up 1-2 hours earlier and use that time to work on your dream.  ↳ Yes it sucks. But less than doing your current job forever :). 2/ Work in time blocks ↳ 2-hours for each block is ideal. ↳ Context switching kills your concentration and energy. 3/ Batch together similar tasks ↳ Try to do all your calls in one batch and all your small tasks in another, etc. Then finally my take on HOW to work effectively: 1/ Break work into 25-min sprints.  ↳ Leave the timer in front of you to create urgency and pull you back when you get distracted. 2/ Give yourself a goal for each sprint.  ↳ Again helps to create urgency. 3/ Use caffeine  ↳ Matcha for me. Yerba mate tea is also great! Try to avoid within 10 hours of bedtime. 4/ Keep your phone away from you ↳ And use app blockers on your computer. 5/ Get good quality, consistent sleep ↳ Good sleep -> good focus. 6/ Reflect and review ↳ Write down what worked and what didn’t and repeat! If you ask an 80-year-old what they would give for more time, their answer is everything. Don’t let yours fly by. P.S. What is your top tip for mastering your time? --- ♻️ Repost this to help your network become top performers. 📌 Want a high-resolution PDF of this? 1. Just follow me Will McTighe 2. Sign up for my free Level Up Community at lnkd.in/gKzZUq-b

Time Management Insights for Improving Productivity ⏰💡 I have been mentoring several people around the topic of time management. These are some pointers to help you master your time, boost productivity, and achieve more with less stress. 📈 1. Self-Assessment: Track and Analyze Your Time 📊 Track Your Time: For the next two weeks , keep a detailed log of how you spend each hour. There are tools like Toggl or RescueTime to help simplify this process.  I will put link to their sites in the comments. John Jensen also has a spreadsheet he utilizes that is a great framework for sales people. Categorize Activities: Once your log is complete, sort activities into categories such as planning, deal management, prospecting, admin tasks, internal and external meetings, and personal time.  Do you also understand what your high-impact activities are? Evaluate: Reflect on your log. Are you dedicating enough time to high-impact activities? Are personal activities getting the time they deserve? 2. Identify Areas for Improvement 🔍 High-Value vs. Low-Value Tasks: Pinpoint tasks that drive your goals forward. Delegate or eliminate low-value tasks. High-value tasks are often those that only you can do. Time Wasters: Identify activities that consume time without adding value, such as redundant meetings or excessive email checks. 3. Set Clear Priorities 🎯 Define Your Key Responsibilities: Clarify your role and responsibilities. Focus on activities that align with these and have the most significant impact. Goal Setting: Set clear, measurable goals. This will sharpen your focus and help you prioritize and delegate tasks effectively. 4. Improve Delegation 🤝 Identify Delegation Opportunities: Based on your time log and priorities, find tasks that can be handed off, freeing you to focus on high-level strategy. 5. Continuous Improvement 📈 Regular Check-Ins: Schedule regular check-ins to review your progress, discuss challenges, and adjust strategies as needed. This keeps you accountable and allows for timely adjustments. Personal Insights from My Experience 🌟 When I first started tracking my time, I was amazed at how much of it was spent on low-value tasks. By categorizing and analyzing my activities, I identified key areas for improvement and began delegating tasks that were consuming my time without significant returns. Setting clear priorities and goals was a game-changer, allowing me to focus on high-impact activities and achieve better results. Implementing these steps transformed my productivity, and I'm confident it can do the same for you! 🚀 #TimeManagement #Productivity

📆 Time blocking has saved my sanity and increased my productivity as a full-time contractor. Before I started using this technique, I found myself bouncing from task to task with no real focus. I'd end the day asking myself, "Did I actually accomplish anything today?" My version of this practice is simple... I dedicate specific blocks of time to literally everything—even breaks. Here’s how / why this technique works for me: - Task Prioritization: Each morning (or the night before), I identify my "big 3" tasks (most important) for the day and assign them dedicated time slots for those projects. I usually allot extra time to tasks to ensure I'm not rushing through them. - Intentional Breaks: I schedule breaks throughout the day to step away from my computer, grab lunch, workout or go for a walk. I used to speed through the day without getting up from my desk, so this has been huge for me (the brain rot has reduced lol). - End-of-Day Boundaries: I’ve been working to get better at setting clear boundaries for when my workday ends. As a contractor, this can flex, but if I know I've gotten my "big 3" of the day completed, I can happily unplug at a decent time. What productivity hacks do you live by? How do you stay on top of your tasks and manage your time effectively?

The problem isn’t that you don’t have enough time. The problem is that you are wasting it. As a new manager, I was not just a manager. I also had a lot of individual contributor duties I needed to complete as well. Most new managers I talked to are in this position. I always teach them the same technique that helped me when I was in their position. The same technique that helps me today when running my business. Splitting my days into Maker Days and Manager Days. As a Maker, or individual contributor, your job is all about concentration. Deep focus on individual projects for 2, 3, 4 hours at a time. As a Manager, your job is to stay plugged in by answering emails, attending meetings, basically bouncing around from task to task. Most new managers think they can do both at the same time. They have their day split up by six, 30-minute meetings and try to fit their Maker work in between those meetings. But this doesn’t work because Maker work requires more concentration than you can get out of 30-60 minutes. Here is the solution. Make Monday, Wednesday, Friday Manager Days. Fill them with as many meetings and small tasks as you can. Make Tuesday and Thursday Maker Days. Keep them as open as possible or reserve your own time on your calendar so you can really make progress. A project that takes 10 hours when broken up into 30 minute chunks can take 3 hours if you do it all at once. This technique has saved my sanity many times. What is your favorite time management technique? BTW, I am going to be diving deeper into this in my newsletter in a few weeks, make sure you sign up using the link at the top of the post. #TimeManagement #Managers #ManagerDevelopment