How To Block Time With Google Calendar?

No matter how hard you try, you keep sidetracked from your most pressing work. This is something that every single one of us can relate to.

There’s always something that pulls you away from your work, whether it’s meetings, assisting a fellow team manager, or dealing with your personnel. When there are few distractions, it can be difficult to muster the motivation to get started.

The good news is that you can fix this by using Google Calendar’s time-blocking feature. If you’re the type who gets easily sidetracked or puts off important tasks, you can also use this helpful tool to keep your personal life in order.

This easy hack can help you get more done and feel less pressured by decreasing your mind wandering. So, let’s take a look at how to schedule time with Google Calendar and some clever ways to make it easier.

What is Time Blocking?

To achieve your most important objectives, you should block off specified blocks of time in your calendar, as the term suggests. If you have the time and your team respects your calendar, this straightforward habit can do wonders for your productivity and efficiency throughout the day.

Considering new developments like the Pomodoro Technique, it’s simple to see why this is gaining popularity. Despite being developed in the 1980s, the Pomodoro Technique is currently seeing a revival due to the widespread decline in attention span that has resulted from our increasing reliance on smartphones and other sources of instant gratification.

The Pomodoro Technique is a time management strategy in which intervals of 25 minutes are interspersed with 5-minute pauses. By dividing up your day into chunks, you’re essentially doing this. By blocking off little chunks of time on your calendar, you can focus on getting important work done without being interrupted by coworkers.

How to Start Time Blocking with Google Calendar?

Is it time to improve your concentration and alleviate mental strain? The following is a concise approach to help you make the most of your day by blocking off productive time in Google Calendar.

1. Give Yourself Time to Get Organized

Schedule some time in the morning on Google Calendar to get the most out of your day. This will give you time to ponder the rest of the day’s tasks, power up your brain, and gulp some coffee.

  • Block out time on your Google Calendar by creating an event first thing in the morning. To ensure that this occurs daily at the same time, you can utilize the repeat feature. Alternatively, it may be a one-time event on a Monday morning. You can save yourself the stress and mental clutter by taking thirty minutes to plan out your day or week.
  • Name your morning time slot clearly, so you don’t waste it or forget its purpose. Names like “Morning Review” and “Planning and Focus Time” are common. As you get ready for the day, there won’t be any more disruptions.
  • These early morning stretches can also be used to keep on top of your time blocking. If you want to figure out the best way to spend the rest of the day and the week, then you should read our advice on making the most of the time-blocking features in Google Calendar.

2. Group Tasks for Continuous Productivity

People who consistently carry out the same activities can profit greatly from time blocking. For instance, if you’re in operations management, you might spend part of every day assessing the team’s output. You probably monitor your site’s traffic and results regularly if you’re a marketer.

Just to name a couple more instances, grouping jobs can be used in many contexts besides those listed above.

  • Daily meetings
  • One-to-one or performance reviews
  • Clearing email inboxes

So, take some time to figure out what aspects of your career or typical day take up the most of your time. Consider which activities take the most time, which ones can be combined, and where there is a logical progression from one to the next so they can be blocked together.

3. Focus on When You’re Most Productive

Now that you’ve written down everything you have to do today consider how much energy you have to devote to each task. Do you have more energy in the mornings when you first get up, or do you prefer to work late into the night?

Some people are more productive first thing in the morning before their minds have had a chance to tyre out. Some people need more time in the morning to get going, and they tend to be at their most productive in the afternoon. It may take some time to determine your level of energy and drive, but once you do, you may want to think about the following.

  • You should prioritize your most important job in the morning if that’s when you’re most productive. Doing so will maximize the benefits of your high energy and focus and give you the mental push you need to power through the afternoon slump.
  • If you have trouble getting started at 9 a.m., try putting the things you know you can get done quickly or easily on your agenda first. Completing them should give you a sense of accomplishment that will carry over to the afternoon when you’ll be better prepared to take on more challenging chores.
  • It is recommended that if you are not a morning person, meetings be scheduled in the afternoon after you have eaten lunch. It’ll probably make you feel more open to joining in on conversations.

4. Use Google Calendar to Plan Your Day

It would be best to understand your daily schedule, how your duties fit together, and when you operate best under pressure. In other words, it’s time to use Google Calendar time blocks.

In case you have never used it before, here’s a brief overview of how to time block in Google Calendar before we give you some last advice on how to accomplish this properly. To illustrate, let’s look at the morning review.

  1. Open Google Calendar.
  2. Click on the large plus symbol in the top-left of your calendar. Alternatively, click on the 9 a.m. time slot.
  3. Choose Task (or Event).
  4. Give your morning planning time a name under Add title.
  5. Click on More options and change Does not repeat, to Every weekday.
  6. If you work quickly in the morning, you can change the time to 30 minutes instead of an hour.

Now, you have a morning focus period every weekday that you can use to schedule the rest of your calendar. While doing so, remember these tips:

  • Leave yourself some buffer time: If you’re blocking out meeting times, allow yourself ten or fifteen minutes on either side to use the bathroom, get a coffee, or make important follow-up notes from the discussions.
  • Repeat your morning focus time in the evening: Before logging out for the day, consider repeating your morning planning session for a quick review. Logging out mid-task is a good way to break your focus and forget what you were doing the next day. Use this time to plan your follow-up work.
  • Don’t forget your breaks: People can and will schedule meetings or other tasks in your usual breaks if you don’t time block them. There’s no way for your colleagues to know when you’re available or unavailable if you don’t explicitly show it, particularly if you’re working remotely!

5. Take Time Blocking a Step Further

We’re confident that within a week of blocking, you’ll be able to see the benefits and wonder how you ever got by without it.

Good news, we have it for you. Time-blocking software allows you to take things one step further by integrating time-blocking with your calendar.

When you use Akiflow, you can connect over 2,000 different apps with your Google Calendar, Slack, Zoom, and more. Typical features, such as reminders before scheduled meetings, will continue to be accessible to you. However, in addition to your regular schedule, you will also obtain the following benefits:

  • Turning chats into actionable items
  • Having a single, universal inbox
  • Managing multiple tasks from a single command bar
  • Time blocking faster by dragging tasks directly into your calendar

With Akiflow, you might save as much as two hours daily by optimizing your work and always understanding the next step. What’s even better? There is zero risk in trying out Akiflow because it is completely free to do so. Please take advantage of our award-winning productivity software and get results immediately.

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