It’s a paradox: if we have a lot of time available, we like to put tasks on the back burner. Only when we have a deadline on our backs do our spirits startle from being carefree. The binding force of an expiring deadline works practically like an energy drink: suddenly we feel awake and focused. In this mode, we can complete the tasks that have been left behind within a very short time.
Basic rule: time blocks for individual tasks
The principle of this deadline booster also makes use of the timeboxing method. It is based on the idea that tasks can be completed more effectively within a defined time window than processing them until they are supposedly finished. Because if you have time, you can be distracted more quickly. On the other hand, it may always find minor or major errors – and thus simply no end. In the worst case, this can lead to project times being extended or budgets being exceeded. With the help of the timeboxing method, on the other hand, you define a fixed, maximum time unit in advance for each activity. Each task must then be completed within its specified timeframe. The tasks are documented in a timetable.
In three steps to more efficient time management
So it pays to plan tasks and expenses in advance. The time structure helps you to focus and the set deadlines boost productivity. And this is how timeboxing works:
- Set goals & milestones
- Get an overview of your tasks with the help of your project plan or your weekly to-do list and determine which milestones you would like to achieve.
Now decide when you want to start working on a task and by when a result should be available. For this purpose, it is advisable to enter all to-dos directly into your calendar. The duration of the individual time blocks depends on whether you want to carry out individual tasks or long-term projects and can be hours, days or weeks. It is important, however, that you break down larger projects into smaller, realistic daily units.
To make sure that you keep to the planned time frame, you should track your actual efforts. As soon as a block of time has expired, put the symbolic pen away and rate your results. Did you achieve your goal? Have you used up the allotted time or do you still have a buffer? If you want to timebox recurring tasks, the evaluation will help you plan the next milestones more realistically.
A few additional tips
- Define suitable tasks: In principle, you can include any task in your timetable. However, the method is particularly effective for complex projects, such as developing a business strategy and for to-dos that are difficult to motivate yourself to.
- Plan breaks: You should divide your time blocks so that you have enough space for smaller and larger breaks. Otherwise your planning will be unrealistic and you will burden yourself with an unreasonable workload from the start.
- Use tools: Timetracking tools are valuable helpers in order to be able to gradually better estimate the effort required for recurring tasks. By assigning tags for certain tasks, efforts can be better traced afterwards, which simplifies the evaluation enormously.
Conclusion
All in all, timeboxing is one of the more complex time management methods. But structured planning is worthwhile: if you allow yourself to meet the deadlines you have set yourself, you not only learn to focus better. With disciplined task tracking, effort can also be predicted more realistically. If used correctly, timeboxing is therefore a valuable productivity tool.
