Tackle Your To-Do List with Time-Blocking

Community Manager — Thu, 05 Aug 2010 13:28:00 GMT

Do you suffer from the "too-much-to-do-and-too-little-time-to-do-it" syndrome? Is your to-do list perpetually unfinished? If these are familiar laments, it's time for time-blocking.

Time-blocking is the process of designating specific blocks of time each day for tackling particular activities or tasks. Commonsense (and a host of studies) shows that checking your e-mail throughout the day is distracting and a poor use of time. Rather, checking e-mail only at designated times, allows for better time management. The same is true for a host of other daily activities: scheduling discrete tasks at specific times optimizes productivity.

Time Flies

To begin, make a list and prioritize the tasks and activities in your daily routine. Next establish timelines for how long each task should take. Once you have your to-do list with accompanying timelines it's time to sort the tasks into discrete time-blocks for the day. Tips for effective time-blocking include:

Keep it real: Set realistic time-blocks; in a nine hour work day, realistically eight hours or less will be spent on work. The other time is allocated to transitions and breaks.

Interruption-free zone: Schedule blocks of time when you can be interruption-free each day. Close the office door; turn on your voicemail. Schedule tasks that require deep concentration during this time-block.

Energy check: Identify when your energy levels are high and when they are low. Schedules tasks that require concentration or dedicated blocks of time for when you are high energy and maximize low energy periods by tackling routine tasks that can be done easily.

For more time-blocking tips, set aside time to read Work Smart: Avoid Office Distractions With Time Blocking and Is This a "Morning" Task? - Scheduling Important Activities for the Right Time of Day.

Do you have time-blocking tips or techniques? What is your most productive time-block and why? Share your thoughts here and on the Beyond Folders Community's Facebook and Twitter pages.

by Carly Fadako

Working Out Summer Vacations

Community Manager — Wed, 07 Jul 2010 13:37:00 GMT

Summer officially kicked off at the end of June which means summer vacation season is upon us. With two-thirds of all employees planning a summer break from work, coordinating vacation schedules to maximize employee downtime while maintaining productivity is a must. Translation: Not everyone can head to the beach at the same time.

As we've discussed in previous blog posts, time off from work is crucial for morale and reenergizing workers. A smart vacation schedule can prevent an empty-office syndrome in August when productivity grinds to a halt and can also keep employees from feeling overworked while colleagues are off recreating.

Having a transparent vacation policy keeps employers and employees on the same page. Clearly articulating policies and keeping track of days off is key. So is formalizing responsibility for work delegated during absences.

Here are some tips and resources to help coordinate a vacation program. Ideas to consider include:

Figure out the maximum number of people that can be off at one time.
Require vacation time to be booked a set time in advance.
Reward seniority if too many employees want the same weeks off.
When summer is your busy time, consider offering bonuses or incentive programs for working the entire summer.
Schedule vacation blackout dates (days that nobody can take off).
Offer vacation alternatives, such as three day weekends rather than larger blocks of time.

Looking for more assistance in creating comprehensive vacation policies for your work place? Read Developing Vacation and Sick Leave Policies and How to Set a Workplace Vacation Policy.

How does your workplace avoid vacation conflicts? Do you have tips for maintaining productivity during the summer vacation months? Share your thoughts here and on the Beyond Folders Community's Facebook and Twitter pages.

by Candie Harris

Beyond Folders : energy levels, time management

Tackle Your To-Do List with Time-Blocking

Working Out Summer Vacations