My Favorite Solution to the Time Management Problem

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You waste more time than you think. If I waste money, I can work hard and earn more to replace it. But, wasted time cannot be returned.

At age 29, as an Associate Pastor, I had more ideas than I had time. As a result, I was hurried, unfocused, and always stressed. It was a classic case of thinking I could get more done in a day than was possible.

A seasoned leader recommended I read Peter Drucker's, The Effective Executive. Chapter two of that book rocked my world. It's titled, Know Thy Time. In that chapter, Drucker challenges the reader to track time in 15-minute increments for a full week.

So I printed the one week calendar and took the challenge. At the end of the week, I was shocked at how much time I had wasted. Small distractions were leading to big losses of time. That was when I was first introduced to the concept of time blocking.

Time blocking is a time management method to block your day into 60, 90, or 120 minute segments. Each block is dedicated to accomplishing something specific.

For example, today, I have 6-time blocks planned for my workday.

• Block 1 - 8:30-10:30 writing a chapter of a new book
• Block 2 - 10:45- 12:00 emails, calls, and admin task on my to-do list
• Block 3 - 12:00-12:45 Lunch with a potential client
• Block 4 - 1:00-2:00. Coaching call
• Block 5 - 2:15-:3:45 Shoot a leadership video
• Block 6 - 4:00-5:00 Emails, Administrative tasks for Project
• Block 7 - 5:00-6:15. Go to the Gym
• Block 8 - 6:15 Family time

You will have between 4-6 blocks in a day and 20-30 blocks of time to accomplish your work in a five-day workweek. When you look at your week from this point of view, you are less likely to overestimate what you will be able to get done in a week.

Give it a try this week.

1. Create a list of things you would like to accomplish this week.
2. Put an estimate of how much time you think it will take to complete that task. Here is an example:
   • Create a handout for our new product - 1 hour
   • Write a chapter of a new book - 3 hours.
   • Email Jim G - 5 minutes
   • Write a thank-you note to Alice B - 5 minutes.
   • Coach Larry - 75 minutes
   • Listen to Tony Morgan Podcast - 45 minutes. Respond to Red Flag emails - 45 minutes
3. Batch items into similar categories. Many of the smaller items on your list can be batched together. Here are a few of mine: Administration (Emails, Filing, etc.), Meetings, Creating, Coaching, Planning, Personal Growth, Family, Exercise. I actually have these color-coded in my Google Calendar so I can get a visual image of my week in one glance at my calendar.
4. Insert blocks on your calendar and insert the specifics of what you will accomplish during that time.

Paul challenges us in Ephesians 5:16 "Make the most of your time because the days are evil." If you find yourself wasting time, maybe it's time to give time blocking a try.

BONUS TIP: If you want to focus on a whole different level during that time block, check out the Pomodoro Method.

The bottom line is this: If you don't control your schedule, it will control you.

Need a tool to help you maximize your time check out my FREE 8 Spheres of Leadership Course. This 24 minute investment could make a huge difference in the way you use your 24 hours each day. You can download the course HERE.

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