Watch any championship team, and you'll see they don't just "wing it" on game day. They walk onto the field with a meticulously crafted game plan. Every play is designed, every minute is accounted for, and every player knows their assignment. Now, look at your typical to-do list. It’s a list of aspirations, not a plan for victory. If you want to stop reacting to your workday and start dominating it, you need to trade your to-do list for a game plan. You need Time Blocking.
Time blocking 101.
Time blocking is a productivity method where you schedule every part of your day into specific "blocks" on your calendar. Instead of a floating list of tasks, you give every task a home, a time, and a duration. This simple shift is a game-changer because it defeats two of the biggest enemies of productivity: Parkinson's Law (work expands to fill the time available) and decision fatigue (wasting mental energy figuring out what to do next).
Here’s how to create your game plan with Time Blocking:
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The Scouting Report (Brain Dump): Before the week begins, list out everything you need to accomplish. Get it all out of your head and onto paper. This is your list of potential plays.
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Identify the Key Plays (Prioritize): Not all tasks are created equal. Identify the 2-3 most important tasks for each day that will drive the most significant results. These are your touchdown plays.
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Assign the Players (Estimate Time): Realistically estimate how long each task will take. Be honest and add a buffer; games rarely go exactly as planned.
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Draw Up the Playbook (Block Your Calendar): Open your calendar and start scheduling. Block out your "touchdown plays" first, ideally during your peak energy hours. Then, block out time for email, meetings, lunch, and even your commute. Every minute of your workday should have a job.
Flexibility is key for productivity.
As you run your plays, remember to be flexible. If a task takes longer than expected, adjust the rest of your day. The goal isn't rigid perfection; it's intentionality. For even greater efficiency, use an advanced play called "batching"—group similar tasks (like answering emails or making calls) into a single block to maintain your momentum.
A to-do list tells you what you’d like to do. A time-blocked calendar is a game plan that tells you what you will do and when. Stop leaving your success up to chance. Design your victory, and execute your game plan.
Sources used in this article:
Parkinson, C. N. (1955). Parkinson's Law. The Economist
Vohs, K. D., et al. (2008). Making choices impairs subsequent self-control: a limited-resource account of decision making, self-regulation, and active initiative. Journal of personality and social psychology
