Task management and Time blocking.

Author: Lena
Date: 09.01.2025

This presentation introduces a tip how to improve focus, productivity and make things done on time.

Description

If there’s one thing that can be said about the modern workplace, it’s this: If you don’t control your schedule, it will control you.

Try time blocking if you…

Handle multiple projects and responsibilities.
Spend too much time in “reactive mode” checking and responding to messages as they land in your inbox.
Find your day chopped up by back-to-back meetings, leaving you with the feeling that your day ends before it even starts.
Battle constant interruptions throughout the day with unexpected requests that disrupt your focus.
Struggle to find the time and mental space for big-picture thinking.

Here’s a step-by-step process for how to time block your day:

Identify your tasks. List what you need to do for the week. If you’re not used to to-do lists and you tackle tasks as they come, take a week to start tracking what you do. Once you identify your tasks, prioritize them by importance and urgency — the Eisenhower Matrix is a great framework for that. Add them to your Goodle Calendar.
Create and schedule your work blocks. Assign specific periods for each task or group of tasks, and use a planner or digital calendar to map out your day. You can block time in the morning for high-priority work tasks, midday for meetings, and late afternoon for administrative tasks and emails.
Balance your schedule. Besides work-related duties be sure to include breaks to rest and recharge!
Stick to your schedule. Follow your schedule as closely as possible, focusing only on the task assigned to each work block. If something doesn’t get finished, move it to a future block rather than extending the current one.
Review your day and make adjustments. At the end of every workday, review any tasks you didn’t finish — as well as any new tasks that have come in — and adjust your time blocks for the rest of the week accordingly.

Some frequent pitfalls you should watch out for are:

Underestimating the time needed for tasks, thinking you can squeeze in just one more thing
Being too rigid with your schedule, afraid to adjust if things don’t go as planned
Overscheduling your leisure time, turning relaxation into another form of work
Not prioritizing tasks, treating everything as equally important
Failing to account for interruptions and unexpected events