How to Timeblock: A Beginner’s Guide

How to Timeblock: A Beginner’s Guide

As a virtual assistant, I work for a number of different clients. If I didn’t organise my time thoroughly, I guarantee that I would spend my day going round in circles. This is why I use Timeblocking.

As I mentioned last week, timeblocking is simply a way of timetabling your day so that you use your time for the things you should be doing. Sounds simple, but let’s be honest, how many of us start doing a piece of work, then check our emails, go back to the piece of work, then check our phone, then we see someone has liked our post on Facebook, then we remember the work we are supposed to be doing, and all of a sudden it’s lunchtime and you’ve done 30 minutes of work?

How to Start

Before you try and timetable your day, you should write a Master To Do List. My Work Week To Do list (free!!) is great for this. Sit with a piece of paper and write down every single thing that you know needs to be done, whether it is work related, home life, personal, side-hustle related… write it all on a list. If you’re a regular reader, you’ll have already done this in preparation for this week’s blog!

Sort Your List

Next, sort your list into categories. Mine are Client Work (which I divide up by client), Personal Work, Housework, Family and Charity. By sorting the tasks, you should see which lists are longer, which are shorter, which are more time heavy etc.

Allocate Time

How long do you think each list will take? This will vary vastly from person to person, depending on their individual skills, the nature of the tasks, and more. Be reasonable with your time, but not overly generous. I’ll give an example from my personal list here.

  • Write a questionnaire
  • Edit flyer
  • Distribute flyer
  • Send out email newsletter (including writing content)
  • Schedule video calls with clients 1, 2 and 3.

I know that editing the flyer should take less than 15 minutes, and composing the email to distribute it will take less than 5. The email newsletter could take up to an hour as I would need to compile the information for it and then create the email and send it around. Writing the questionnaire could take an hour – unless I can find a template, which I will try and do to save some time – no more than 10 minutes looking for a template. Scheduling the video calls is something that I automate, so sending my booking link to the three clients will take less than 2 minutes. In total, that list should take me about 2 and a half hours.

Repeat this step for each of your lists.

Block Your Time

Using my new February Printable, you can block your time on a day-by-day basis. I start my timeblocking from 7am, but realistically you can start it at any time of the day. For this step, you will need coloured pens or pencils – a different colour for each list. You know how much time each list will take, so you can either block out a chunk where you do all the work, or you can break it down. Whatever works best for you! The first few days or weeks will be a little bit of trial and error as you establish how you work best.

Here is an example of my day:

This is my Clever Fox daily planner. You can buy it here

The pink colour is my Stephanie Ward – Productivity Guru time, yellow is for household stuff, green is for a specific client for whom I have scheduled tasks throughout the day, purple is a different client for whom I do a block of work once a week, blue is for my charity and orange is my personal time. In the orange sections, I do things to replenish myself, such as reading, playing on my laptop, relaxing with my family, or listening to an audio book.


Do I need to say it louder for the people at the back?

So, I’ve blocked out my day, where does my list come into this?

It’s simple, you choose the corresponding list at the time of day which you have blocked out, and you just work through it! In my 7am block I have a pink block which means my business admin, so I’ll choose the Stephanie Ward – Productivity Guru list, and just start working through that. When 8am comes, I’ll put down that list and switch to my household tasks. I don’t generally keep a list for my household tasks as it is the same each day – put Jack’s lunch in his bag, make his breakfast, iron uniform, dress us both. And then at 9:15 when he is at school, I switch to the green list for my client. And so on!

Sometimes it can help to subdivide your lists if you have a lot of similar tasks. Next week, I’ll also teach you different ways to batch your tasks for optimum success.

Please note, this blog contains a few affiliate links to products I use and love. As an Amazon Associate I earn from qualifying purchases. It helps me keep the lights on and provide for my family. I would never endorse a product I have not personally tried and loved.

What is Timeblocking?

What is Timeblocking?

This month my theme is one of my favourite productivity tools – the art of Timeblocking. I timeblock my week every week to maximise my productivity, and I find that the two hours a week I spend doing this is the reason I save FIVE TIMES that over the course of the rest of the week.

What is Timeblocking anyway?

Timeblocking is basically timetabling on steroids. You simply schedule in blocks of time into your week to allow for certain activities, such as work, lunch, education, financial management, housework and household administration.

Photo by Breakingpic on

What is the point of timeblocking though?

Timeblocking allows you to dedicate a specific block of time to an activity to allow pure focus on that one activity, without allowing yourself to get distracted by other tasks. For example, every Sunday night I dedicate two hours to my planning for the week. I focus entirely on planning. I turn the TV off and listen to music. I grab my Master To Do List, my timeblocking weekly sheet, and my timeblocking daily breakdown sheets, my coloured highlighters and my favourite pen. During this time, no matter what comes up, whether it is messages on social media, emails about work, or indeed anything that is NOT planning, it gets ignored.

There are some exceptions – emergencies such as fire or flood, toilet breaks if needed, and anything that absolutely cannot wait and harm will be done if I do wait until the end of my planning session. I do everything I can to reduce the disruptions – I feed my son before I sit down, I make sure my phone is on ‘Do Not Disturb’, with only my partner, my mother, my best friend and my son’s school able to get through during this time, so that notifications do not bother me.

Getting Started…

In order to make the most of Timeblocking, I want to first show you why it is so important. This week, as your homework, write out a list of every single thing that you need to do. Every. Damn. Thing. Here are some triggers to prompt you:

  • Household chores
  • Household admin, eg, paying bills, renewing insurance, sending forms into school
  • Work related to-do list
  • Medical admin, such as ordering prescriptions, booking appointments
  • Errands to run
  • Groceries and household items to replenish
  • Home maintenance tasks
  • Family members and pets
  • Education and personal development
  • Things to post
  • Things to chase up
  • Things to write
  • Meetings – in person and virtual

This week, you are NOT GOING TO TIMEBLOCK. You are going to write your list, and cross off anything you get done this week, writing next to it how long the task took. Keep hold of this list – you will need it next week when I teach you how to timeblock!

Have a productive week, and even if you don’t, keep coming back!