The Importance of Time Blocking for New Managers

As a new manager, you're likely facing a barrage of tasks, meetings, and unexpected challenges every day. It's easy to fall into the trap of constantly reacting to other people's "fire drills," leaving little time for proactive planning and strategic thinking. I've been there myself, spending the majority of my day putting out fires and feeling like I had little control over my time and priorities.

One particularly chaotic day stands out in my memory. From the moment I stepped into the office, I was bombarded with urgent emails, phone calls, and requests from team members. I found myself jumping from one task to another, trying to address each issue as quickly as possible. By the time the clock hit 5pm, I finally was able to START my to-do list.

It wasn't until I discovered the power of time blocking that I was able to take control of my time (and more importantly, regain my sanity!). Time blocking involves scheduling specific blocks of time for different tasks and activities, allowing you to prioritize your most important work and minimize distractions.

One of the key benefits of time blocking is that it helps you avoid the trap of multitasking. While multitasking may seem efficient on the surface, research has shown that it can actually be counterproductive. Even brief mental blocks created by shifting between tasks can cost as much as 40% of someone's productive time. By dedicating focused time blocks to individual tasks, you can maintain better concentration and produce higher-quality work.

Time blocking also allows you to proactively plan your day and allocate time for strategic activities. Instead of constantly reacting to other people's demands, you can carve out dedicated time for tasks like strategic planning, team meetings, and professional development. This not only helps you stay on track with your goals but also reduces stress and improves job satisfaction. For me, knowing that the “fire drills” will still come up, I’ve blocked off an hour every morning and afternoon to dedicate time to answer these questions and delegate work out to my team to support.

Implementing time blocking as a new manager may require some trial and error, but the benefits are well worth the effort.

How to Approach Time Blocking as a New Manager:

Identify Your Priorities: Start by identifying your most important priorities as a manager. This could include tasks like team meetings, strategic planning, focused work, and personal activities. Understanding your priorities will help you allocate time blocks more effectively.
Batch Similar Tasks Together: Group similar tasks together in your schedule to maximize efficiency. For example, schedule time blocks for email and communication, administrative tasks, and focused work to minimize context switching and improve productivity.
Create a Weekly Schedule: Use a calendar or scheduling tool to create a weekly schedule that includes time blocks for each of your priorities. Allocate specific time slots for activities like team meetings, one-on-one meetings, strategic planning, and focused work. Be sure to leave room for flexibility and unexpected tasks. Also, consider certain times of the day when you know you work better on certain tasks. For example, I love writing first thing in the morning so content development time blocks are scheduled in the morning vs. later in the day.
Prioritize Strategic Activities: Dedicate time blocks to strategic activities like strategic planning, professional development, and client meetings. These activities are essential for driving long-term success and should be given priority in your schedule.
Communicate Your Schedule: Once you've established your time blocks, communicate them to your team and colleagues. Let them know when you're available for meetings and when you need uninterrupted focus time. A simple "I've blocked off time to work on <important project>, can we meet at <alternative time> instead" sets clear boundaries around your schedule will help you maintain better control over your time. However….
Be Flexible and Adjust as Needed: Recognize that your schedule may need to be adjusted occasionally based on changing priorities and unexpected events. Be flexible and willing to adapt your time blocks as needed to ensure that you're effectively managing your time and achieving your goals.
Evaluate and Refine: Regularly evaluate your time blocking schedule to assess what's working well and what could be improved. Are you allocating enough time for focused work? Are there any activities that could be delegated or eliminated? Use feedback from your team and your own observations to refine your schedule over time.

Sample Daily Schedule with Time Blocking

In this daily schedule with time blocking, you'll notice a deliberate balance between structured time blocks and flexibility. While every minute isn't filled up, each block serves a purpose, allowing for a blend of proactive and reactive tasks.

At the forefront is a sizable block of focused work, dedicated to advancing a crucial project. This block underscores the importance of prioritizing deep work to make significant progress. However, surrounding it are smaller time blocks allocated for team meetings, one-on-one sessions, and email management. These blocks acknowledge the necessity of addressing immediate needs and staying connected with the team. By striking this balance, I ensure that I can make meaningful strides toward project completion while remaining responsive to evolving demands and fostering team collaboration.

Remember, taking control of your time is essential for success as a new manager. By embracing time blocking, you can reclaim your time, boost your productivity, and achieve your goals with greater efficiency and effectiveness.