Do you often feel like there’s never enough time to check off everything on your endless to-do list? I’ve been there too, spending hours on tasks without the satisfaction of real accomplishment. But here’s the game-changer: time blocking and batching my work. This strategy has been life-changing for me. Despite working as a nurse for four days a week, running a part-time photography business, and building a coaching career, I’ve regained control over my time and productivity. It’s all about maximizing efficiency and achieving more with less stress!
So, what is time blocking and batching work? By the way, you can do this for your “9-5” job, your business, or your personal life.
Time blocking is all about strategically allocating chunks of time to specific tasks. Imagine “blocking off” a part of your day and dedicating it to a particular activity. For instance, I might reserve Monday mornings from 8 am to 10 am for writing blog posts. Then, from 10 am to 11 am, I’ll dive into networking events or conduct my 1:1 coaching calls. After a productive morning, I take a breather from 12 pm to 12:30 pm for lunch and a short break. I then get back to work from 12:30 pm to 2:30 pm recording podcasts or creating content, and then go get the kids from school at 2:30. Family time usually takes precedence from 5 pm to 7 pm, while I reserve 7 pm to 7:30 pm for household chores. You see how it works! Now, this schedule isn’t always the same from day to day, but it could be!
On the other hand, batch working involves grouping similar tasks together and tackling them in a single timeframe. Instead of writing one blog post, recording a podcast episode, and replying to emails individually, I might write 3-4 blog posts in a single session. Then, I’ll switch gears and record 3-4 podcast episodes in one go. By focusing on one type of task at a time, I can maintain a higher level of concentration and efficiency. This method prevents the energy-draining task-switching that often leads to burnout.
This approach has been a game-changer for me, particularly considering the constraints on my time as I juggle my nursing job and building my coaching business. Maximizing productivity is key, and time blocking and batching have proven to be invaluable tools.
Many people ask me how I am able to work 3 jobs and raise a family and not get burnt out. They want to know how I find the time.
I tell them I capitalize on every available moment. Whether it’s my lunch break or the window of time after my workdays, when my kids are attending their youth sports practices, I seize those pockets of time to propel my business forward. Plus it doesn’t feel like work to me, I love building my business and helping others.
It’s become a habit of mine, to tote my computer with me wherever I go. This allows me to make the most of any free time I might have, transforming those precious minutes and hours into focused work sessions. You will often find me editing or working on my coaching business while at the hockey rink. Only during practices, of course, game time is saved for me to watch and be present! In fact, just the other day we went to a Friday night football game 50 minutes away, and guess what I did on the drive over to the game? Yep, that’s right, I worked while my husband drove. I was able to fit in an extra hour of work time that day.
This flexibility has not only heightened my efficiency but also helped me nurture my coaching venture in the midst of a demanding schedule. You will not find me sitting idly, scrolling Facebook or watching Netflix while at my kids’ practices. (normally) LOL.
I want to emphasize that I’m not in a 24/7 work mode. Maintaining a healthy balance is crucial, and I’ve established clear boundaries to ensure that. I’ve learned from past experiences of burnout, and while I’m dedicated to my goals, I’m equally committed to my well-being. So, while I do set firm limits, I also allow for some flexibility.
For instance, I never extend my work hours beyond 9 p.m., and I’m intentional about not rising super early to plunge into tasks. Personally, I struggle with getting good quality sleep, so it is important to me to allow enough time at night and in the morning for me to get enough sleep. My day typically starts around 7 a.m. – that’s when I’m in my element. Having confronted burnout in the past, I’m acutely aware of its toll and am resolute in not revisiting that stage.
In fact, I’m a firm advocate for promoting a healthier approach to achieving dreams. It’s entirely possible to carve your path to success without succumbing to burnout’s clutches. I believe in a more sustainable, balanced route to making aspirations a reality.
And that is why I highly suggest you try out time blocking and batching your work. Again, you can do this with your personal household to-do list. This isn’t just for your professional life.
I suggest you create a system that works best for you. I will show you an example of a household batch work schedule. Feel free to adjust to what will work best for you.
Monday: Cleaning Day
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9:00 AM – 11:00 AM: Deep clean bathrooms
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11:00 AM – 12:00 PM: Vacuum and mop floors
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12:00 PM – 1:00 PM: Lunch break
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1:00 PM – 3:00 PM: Dust and tidy living areas
Tuesday: Meal Prep and Planning
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9:00 AM – 10:00 AM: Plan meals for the week
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10:00 AM – 11:00 AM: Create shopping list
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11:00 AM – 12:00 PM: Lunch break
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12:00 PM – 2:00 PM: Prep and chop ingredients for the week’s meals and make meals
Wednesday: Administrative Tasks
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9:00 AM – 10:00 AM: Pay bills and manage finances
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10:00 AM – 11:00 AM: Sort and file important documents
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11:00 AM – 12:00 PM: Lunch break
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12:00 PM – 1:00 PM: Organize schedules and appointments
Thursday: Laundry and Wardrobe Management
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9:00 AM – 10:00 AM: Sort and start laundry
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10:00 AM – 11:00 AM: Fold and put away clean laundry
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11:00 AM – 12:00 PM: Lunch break
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12:00 PM – 2:00 PM: Organize closets and donate unwanted items
Friday: Outdoor and Maintenance Tasks
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9:00 AM – 11:00 AM: Yard work and gardening
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11:00 AM – 1:00 PM: Clean out the garage
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1:00 PM -2:00 PM: Lunch break
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2:00 PM- 3:00 PM: Repair or tackle small household maintenance tasks
Remember, this schedule is just a suggestion, and you should customize it to suit your family’s needs and preferences. The key is to group similar tasks together to maximize efficiency and save time. Man, I wish I had the above schedule, my house and yard would be so clean!
Let me show you another example of a working schedule with household tasks.
Monday:
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7 AM- 3 PM Work
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4 PM- 5:30 PM Prepare and eat dinner
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5:30 PM-7:30 PM Laundry, dishes, and clean bathrooms
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7:30 PM- 8:30 PM Family time and bedtime routines
Tuesday:
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7 AM- 3 PM Work
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4 PM- 5:30 PM Prepare and eat dinner
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5:30 PM-7:30 PM Dishes, sweep and mop floors, clean bedrooms
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7:30 PM- 8:30 PM Family time and bedtime routines
Wednesday:
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7 AM- 3 PM Work
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4 PM- 5:30 PM Prepare and eat dinner
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5:30 PM-6:30 PM Dishes, pay bills, sort and file important papers
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6:30 PM- 8:30 PM Family time and bedtime routines
Thursday:
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7 AM- 4:30 PM Work and go for a walk
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4:30 PM- 5:30 PM Out to dinner
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5:30 PM-6:30 PM Outdoor work, yard work
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6:30 PM- 8:30 PM Family time and bedtime routines
Friday:
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7 AM- 4:30 PM Work and go for a walk
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4:30 PM- 5:30 PM Prepare and eat dinner
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5:30 PM-6:30 PM Clean bedrooms, laundry, and dishes
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6:30 PM- 8:30 PM Family time and bedtime routines
Prioritizing your schedule based on your priorities is a fundamental aspect of effective time management. I’m a firm believer in nurturing your dreams and setting goals to propel you toward those dreams – an integral part of your time-blocking strategy.
For those with infants or young children, harnessing their nap times is a golden opportunity to tackle your most critical tasks. Although my boys are beyond the nap stage, I capitalize on their time spent outdoors or at friends’ houses to maximize productivity without interruptions. Now that they are back in school, it’s GOOOO time!
Seriously though, it’s truly remarkable how much can be accomplished when working in a focused and uninterrupted manner. There’s a certain satisfaction in crossing off numerous tasks from your to-do list within a designated time frame. However, not everything can get done each day.
I suggest making a list of your top 3 “must-accomplish” tasks for the day. These are the tasks that NEED to get done for the day, everything else can wait until tomorrow or another day if needed. Yes, I know you “need” to get the milk at the grocery store, but guess what? If you forget the milk, no one will starve. Your kids might be upset that they have to eat dry cereal, toast, or a breakfast sandwich in the morning because you don’t have milk, but they will survive.
We put too much pressure on ourselves to get our endless to-do list done each day. Here is a secret, it isn’t possible. The list is endless, it just keeps growing. So again, come up with your top 3 priorities that NEED to get done for the day and anything else you accomplish is a bonus and everything else can wait for another day. This has helped me not feel so overwhelmed.
Various apps and tools are available to assist you in crafting a time block or batch schedule. Personally, I find that adding tasks to my Google calendar serves as an effective to-do list. Upon completion, I simply delete the task from my calendar – a straightforward system that keeps me on track and organized, plus I get a reminder on my phone so I don’t forget it. I always say, “If it’s not on my calendar, I won’t be there”.
I’ve found that batching my tasks works wonders for me. Whether it’s writing my blog posts, recording podcasts, creating videos, producing content, editing photo sessions, or even tackling household cleaning – I dedicate specific blocks of time to each. On those energetic days when I’m in the mood for video creation, I’ll record multiple videos in one go, often changing my shirt to give them a different feel. This method aligns seamlessly with my daily schedule, especially when aiming for uninterrupted recording sessions – a rarity with my 3 boys around, especially during summer break.
I literally just found a thing called “speed cleaning”. I made a video on it, so you’ll have to watch it on www.Instagram.com/jesswaynecoaching. Basically, you set a timer for say 10 minutes, and you pick on room of your house to clean, and you clean as fast as you can with no interruptions until the timer goes off. I tried it and was amazed at how much I was able to clean in such a short amount of time.
Recognizing your own energy patterns is crucial. If you know when you’re naturally more energized, capitalize on those moments for batching your tasks. Also, remember to allocate time for those essential but potentially monotonous bookkeeping and administrative responsibilities – household chores included.
It’s important to acknowledge that your schedule won’t always be seamless. Allow yourself some leeway and be prepared for unexpected disruptions that can occasionally throw your time blocks off track. After all, flexibility and grace are essential ingredients in any well-balanced schedule.
In the midst of planning your schedule, it’s equally vital to carve out moments for rest. These are instances where you simply immerse yourself in the present, free from any commitments – no work, no tidying up, no playdates, just a time to pause for relaxation and reflection. Moreover, dedicating time to self-care should not be overlooked. I get it, I truly do, and I get that the perpetual question of “when?” looms large. Truthfully, I often struggle with allocating time for self-care myself. Nonetheless, maintaining that equilibrium between your responsibilities and your well-being is essential to our mental health and avoiding burnout.
Jenna Kutcher, my girl crush if I ever had one, is a genius when it comes to time-blocking and batching her work. Her podcast, Goal Digger, is where I first heard of this concept and I am so glad I’ve found this way of tackling my busy workdays and schedule without the overwhelm. If I didn’t have this time management system in place, I don’t think I would be able to work 3 jobs while raising my 3 boys!
Time blocking and batching your work is essential for saving you time and energy. Planning it around your natural ebbs and flows of energy is a great way to plan. You will find that you can get so many more tasks checked off your endless to-do list. Remember, to take time to be fully present in your life and to take time for self-care to maintain your overall well-being.
I encourage you to implement time blocking and batching your work in your day today. Let me know if you find these strategies save you time and energy.
If you loved what you learned here today, would you do me a favor and share this blog post with 3-5 of your closest mom friends, pretty please?!?!
