Lesson overview
Objective: Allocate tasks to specific blocks of time in your schedule
Summary: Time-blocking is about taking control of your day before it controls you. By deliberately allocating blocks of time to specific tasks, you create protective boundaries around your high-value work. It’s about making intentional choices that help you maintain focus on what matters while building in flexibility for the natural variations of academic life.
Key habits:
- Start each day by blocking out protected time for highest-value work
- Batch similar tasks together to reduce context-switching
- Build in buffer time between blocks (15-30 minutes)
- Review and adjust blocks weekly while remaining flexible
Introduction
I only write when inspiration strikes. Fortunately, it strikes at nine every morning.
William Faulkner
No-one is going to create time in your schedule for you to do the deep work that will move your career forward. Starting your day without a plan typically means that you start your day with email, which probably isn’t going to help you move your meaningful work forward. Alternatively, you start your day by reacting to whoever gets to your office first with tasks that require your attention. Usually, these tasks are not high-value for you. And, even if you do manage to start working on a piece of writing, for example, frequent interruptions mean that you’re always context-switching, paying a cognitive price every time this happens.
Creating space for what matters
Time-blocking is a form of scheduling where different tasks and activities are allocated to specific blocks of time in your daily schedule. When you combine time-blocking with task-batching (grouping similar tasks together) you can avoid context-switching.
Time-blocking is the first step in moving from being reactive to proactive.
You decide up front what you’re going to spend time on.
It forces you to make intentional choices about when you’re going to focus on specific tasks.
Time-blocking forces you to pay attention to the work you need to do, the progress you make on that work, and how long you need to set aside to make that progress.
Time-blocking is a powerful first step in moving from a reactive to a proactive approach to your academic work. Rather than letting your days be dictated by your inbox or whoever reaches your office first, time-blocking helps you create the head space needed for meaningful academic work.
By deliberately allocating specific blocks of time to different tasks, you’re not just organising your schedule – you’re making an intentional commitment to the work that matters most. Time-blocking helps reduce the mental strain of constant context-switching, allowing you to maintain a sense of calm productivity even during busy periods.
Common myths about time-blocking
You may feel hesitant to try time-blocking because of persistent myths about what it means in practice. Some think that it requires scheduling every minute of the day into rigid blocks. Others worry it will make them less responsive to students and colleagues, or that it doesn’t suit the unpredictable nature of academic life.
These misconceptions often prevent academics from trying this approach. So let’s explore a few common myths about time-blocking.
MYTH
Time-blocking means every minute must be scheduled
REALITY
Effective time-blocking requires flexibility and breathing room. Think of time blocks as a framework, not a prison. Good time-blocking includes buffer zones for unexpected tasks, recovery periods, and spontaneous opportunities.
Try this: Start by blocking only your most important work (2-3 blocks per day) and include at least 30 minutes of 'buffer time' between major blocks.
MYTH
I need long blocks of time to make writing progress
REALITY
Regular, shorter sessions often produce better results than irregular marathon sessions. Consistent 30-60 minute focused blocks build momentum and maintain connection with your work.
Try this: Schedule three 30-minute writing blocks across the week. Use the first 5 minutes to review where you left off, then write for 20 minutes, leaving 5 minutes to note where to pick up next time.
MYTH
Time-blocking is too rigid for academic life
REALITY
Time-blocking actually creates more flexibility by establishing clear boundaries around your important work. When you protect time for high-value tasks, you have more freedom to adjust other blocks as needed.
Try this: Use a digital calendar for easy block adjustment, and review/adjust your blocks at the start of each week based on changing priorities.
MYTH
Time-blocking will prevent me from being responsive to students and colleagues
REALITY
By clearly defining when you're available and when you're focusing on deep work, you actually become more reliably responsive. This structured approach often leads to higher quality interactions since you're fully present during designated meeting times.
Try this: Create clear 'office hours' blocks in your schedule and communicate these times to students and colleagues. Use an auto-responder during deep work blocks to let people know when you'll next be available.
Minimal viable time-blocking
The simplest way to start time-blocking is to protect just two important blocks each day:
Core principles of minimum viable time-blocking:
- One deep work block in the morning before the day gets away from you
- One admin block to handle email and small tasks
- Everything else can be flexible
Implementation steps:
- Block these times in your calendar as recurring meetings
- Decide the day before what your deep work task will be
- Protect the morning block fiercely - no email, no meetings
- Use the admin block to stay on top of small tasks
Why this works:
- Small enough to feel achievable
- Creates immediate positive impact
- Builds confidence in the system
- Establishes basic boundaries
- Allows for flexibility in the rest of your day
Once this minimal version feels comfortable (usually after 2-3 weeks), you can gradually add more structure. But starting here gives you the core benefit of time-blocking without overwhelming your existing schedule.
Question
Pause and reflect
Time-blocking works best when viewed as a flexible guide rather than a rigid set of rules. Your schedule will inevitably face disruptions – an urgent student matter, a last-minute meeting request, or simply tasks taking longer than expected. Rather than seeing these as failures of the system, treat them as natural variations in academic life. The key is to adapt your blocks while maintaining protective boundaries around your most important work.
This is also a good moment to notice if you’re spending more time planning than doing. While time-blocking can help create structure in your day, it shouldn’t become another source of administrative overhead. If you find yourself frequently adjusting blocks or obsessing over the perfect schedule, step back and simplify. Remember that the purpose of time-blocking is to create space for meaningful work, not to achieve scheduling perfection. Consider what’s working well and what feels sustainable for your specific context.
Activity
Create your time-blocking system
Step 1: Map your fixed schedule
- Review your weekly calendar
- Note unmovable commitments (teaching, meetings, family responsibilities)
- Mark these clearly in your calendar
Step 2: Identify your energy patterns
- When are you most alert and focused?
- When do you typically feel your energy dip?
- Match these patterns to your task types
Step 3: Create your initial blocks
- Block one 2-hour session for deep work during your peak energy time
- Schedule 30 minutes daily for email and admin
- Add a 15-minute buffer between significant blocks
- Include a 30-minute daily planning session (ideally at day’s end)
Step 4: Protect your schedule
- Schedule deep work as recurring meetings in your calendar
- If using shared calendars, mark deep work time as “busy”
- Build in 30 minutes of flex time for unexpected issues
- Keep your most productive hours sacred for important work
Step 5: Review and adjust
- After one week, reflect on:
- What worked well?
- Which blocks need adjusting?
- Are your buffer times sufficient?
- Do the blocks align with your energy levels?
Pro tips:
- Start small - you don’t need to block every minute
- Move blocks when needed, but protect deep work time
- Create a simple template for your ideal day
- Review and adjust weekly
Key takeaways
- Proactive scheduling trumps reactivity: Time-blocking is fundamentally about moving from a reactive to a proactive approach to work. Instead of letting your day be dictated by incoming emails or whoever interrupts you first, you intentionally decide upfront how you’ll spend your time. This means deliberately allocating specific blocks for meaningful work before other demands can claim that time.
- Flexibility within structure: While time-blocking provides a structured approach to managing your day, it’s not a rigid schedule; your time-block plan should adapt to changing contexts. The key is creating a guide that helps you make intentional choices about your work, while remaining flexible enough to accommodate unexpected priorities or interruptions.
- Holistic time management: Time-blocking isn’t just about work tasks - it’s about creating a balanced approach to your entire day. Block out time not just for professional tasks, but also for rest, relaxation, family, and social activities. By scheduling these important personal elements, you’re signalling a commitment to a sustainable, well-rounded approach to productivity that prevents burnout and supports meaningful work.
Resources
- Drucker, P. (2006). The effective executive: The definitive guide to getting the right things done. Harper Business.
- Laoyan, S. (2022). How task batching can increase your productivity at work. Asana blog.
- Newport, C. (2016). Deep work: Rules for focused success in a distracted world. Grand Central Publishing.
- Scroggs, L. (n.d.). The complete guide to time blocking. Todoist blog.
Share your experience
Do you have any experiences or insights that you’d like to share with others? What habits and routines have you implemented in your own practice that have helped in this area? Do you have any questions about your specific context that are not addressed in this lesson? Please leave a comment for other participants in the field below.