Improving productivity--Time Block Scheduling

I admit it: I'm a complete sucker for articles that deal with time management and improving productivity.  I have tried countless numbers of methods, concepts and ideas.  Who only knows how much time I have wasted trying to find better ways to spend time. 

Here is something really simple that works for me.  I call it Time Block Scheduling.   

Time Block Scheduling starts with a review of the things on my plate that need to get done.  I'm sure you keep track of those in your own way.  Outlook Tasks is the tool I use. 

When I arrive at the office, I pull up Outlook Calendar for a quick review of things scheduled for the day.  Then I find the blocks of time that are open.  Let's say that I have three hours that are not scheduled with meetings, calls, etc.  I review the Tasks list and find those four or five things that are most important and/or most urgent to do and literally schedule time to work on those projects within certain blocks of time.  And I make myself STICK TO THE SCHEDULE.  If I have scheduled the 8 a.m. to 9 a.m. "block" to work on a certain project, and have planned to work on something else beginning at 9, I leave the first project and begin working on the second.  Period.  No excuses and no revising the plan. 

What about interruptions, like phone calls?  When I'm working on time block scheduling, I have a greater sense of urgency to end the phone call and get back to the project.  There is just something about the ticking clock and the approaching deadline that help me more effectively deal with or avoid interruptions

Another benefit I've experienced: I have become increasingly reluctant about scheduling or agreeing to attend meetings.  Time Block Scheduling makes me more sensitive to the limited amount of time I have.  Meetings are monsters that eat time. 

Some tips if you want to try Time Block Scheduling.

1.  Start at the very beginning of the day.  Make planning the block schedule one of the very first things you do.
2.  Gather all the things you need to work on that task at hand.  You don't want to spend time looking for things you need, like files.  It slows momentum.
3.  Commit yourself to focusing intently on the one task before you for that block of time. Fight interruptions.  Example: when your incoming email notification bell or buzz sounds, don't stop and check the inbox.
4.  When the time expires in your block, quickly move to the next thing on the calendar. 

This is not an original thought but it speaks to the importance of how we spend time: There is no dress rehearsal for the day.  I have one shot at it.  In a few hours, the day will be over and gone for good.

If you give Time Block Scheduling a try, let me know whether it works for you.