Making Your Calendar Work for You

Planning / Productivity

Ever had one of those days where you look up, and it’s 4 PM, and somehow, you’ve been busy all day but got absolutely nothing done? Yeah. Me too.

My day use to start with good intentions.

Work on important projects.
Stay on top of emails.

But then... reality hit.

A “quick” scroll on Instagram turned into a 30-minute deep dive into cute dog videos.
I’d get sucked into back-to-back meetings I definitely didn’t need to be in.
By the time I actually sat down to work? My brain was done.

And that’s when I realised: I needed a better system.
Enter: Time Blocking & Scheduling.

This is how I took back control of my time—and how you can too!

What Is Time Blocking? (And Why Should You Care?)

I guess some of you may have heard of time blocking before. If not, time blocking is basically telling your calendar who’s boss. Instead of just making a to-do list and hoping things get done, you schedule specific blocks of time for each task.

Think of it like meal prepping, but for your time. You wouldn’t just throw random ingredients into a pot and hope it turns into dinner, right? (Okay, maybe sometimes. But let’s be real, that’s how “mystery fridge soup” happens.)

When you time block, you’re:

Setting clear boundaries for tasks (No more letting emails eat up your whole morning!)
Creating space for deep work (Because multitasking is a lie—we all know that.)
Eliminating decision fatigue (No more “What should I work on next?” paralysis!)

How I Use Time Blocking to Stay on Track

The “Non-Negotiables” Rule

First, I block out time for my non-negotiables.
For me, that means:

My morning routine (which now includes drinking my first 32oz of water with breakfast while watching planning videos on YouTube—because hydration + planning = winning).
Deep work time in the morning (because my brain is most functional before noon).
Breaks (because past me used to “work through lunch” and ended up crashing at 3 PM).

These are set in stone. Everything else gets scheduled around them.

Themed Time Blocks

Instead of switching between tasks constantly (and losing half my brain power in the process), I group similar tasks together.

Mornings = Deep Work (No meetings, no distractions—just focused work on the high-bandwidth stuff.)
Midday = Admin & Emails (Because I refuse to spend all day in my inbox!)
Afternoons = Meetings & Calls (When I’m already in “talking mode” anyway.)

Check out this post about how to choose the best times to do the most important task and avoid overwhelming yourself)

The “Buffer Time” Hack

Past me used to schedule tasks back-to-back like I was a productivity robot. Present me knows better.

Now, I add buffer time between meetings and tasks. Because let’s be real—when has a meeting ever ended exactly on time?

The “Protect Your Focus” Rule

I used to think I had to be available all the time. Then I realized: If I’m always available to everyone else, I’m never available to actually get my work done.

Now? I block out “Do Not Disturb” work time, and guess what? The world keeps spinning, and I actually make progress.

How to Start Time Blocking Like a Pro

Step 1: Identify your top 3 priorities for the week.
Step 2: Schedule daily time for them first—before meetings, emails, or other distractions.
Step 3: Group similar tasks together to avoid constant task-switching.
Step 4: Add buffer time so your schedule actually works.
Step 5: Protect your focus time like your life depends on it. (Because, productivity-wise, it kinda does.)

Ready to Take Back Control of Your Time?

If you’re tired of feeling like time is slipping through your fingers, time blocking might just be your new best friend.

Try it this week! Pick one important task and schedule a dedicated time block for it.

Sign up to the Focus & Flow Newsletter

Your weekly dose of planning inspiration

You Might Also Like

Add A Comment