How do you review and adjust your time blocks based on your workload and feedback?

Time blocking is a popular method of priority management that helps you organize your tasks and projects into fixed chunks of time. It can boost your focus, productivity, and motivation, especially if you work remotely and have more flexibility over your schedule. But time blocking is not a set-and-forget strategy. You need to review and adjust your time blocks regularly based on your workload and feedback. Here are some tips on how to do that effectively.

1 Track your time

The first step to review and adjust your time blocks is to track your time. You can use a simple spreadsheet, a calendar app, or a dedicated time tracking tool to record how much time you spend on each task and category. Tracking your time will help you identify how accurate your estimates are, how much buffer time you need, and how well you align your time blocks with your energy levels and priorities.

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Giovanni Turchi

HR Analytics & Digital Transformation Specialist | HRIS | Gruppo Eurocar Italia | Porsche Holding Salzburg | Volkswagen AG
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The first step of tracking my time is indeed essential in this situation. By doing so, I can gain valuable insights into my time allocation and make informed adjustments to my schedule. It's important for me to choose a Time Tracking Method by selecting a proper time tracking tool: a simple spreadsheet, a calendar app, or a specialized time tracking software. Then it's time for me to record my Tasks and Categories: I start by listing all my tasks and categorizing them based on their importance and urgency. This step helps me understand the nature of my commitments and prioritize them accordingly. I track my time by allocating specific time blocks for each task on my schedule and diligently record the time I spend on each activity.

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2 Analyze your results

The second step is to analyze your results. You can do this weekly, monthly, or quarterly, depending on your goals and preferences. Look for patterns, trends, and gaps in your time tracking data. For example, you can ask yourself questions like: Are you completing your tasks within the allotted time blocks? Are you spending too much or too little time on certain tasks or categories? Are you using your peak hours for your most important or challenging tasks? Are you balancing your work and personal time?

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3 Adjust your time blocks

The third step is to adjust your time blocks based on your analysis. You can make changes to the duration, frequency, order, or content of your time blocks to better suit your workload and feedback. For example, you can: Increase or decrease the time blocks for tasks that take more or less time than expected. Add or remove time blocks for tasks that are more or less relevant or urgent. Rearrange your time blocks to match your energy levels and priorities. Split or merge your time blocks to avoid interruptions or create flow.

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Henrik Spandet

Say goodbye to stress, overwhelm, and burnout, and hello to greater productivity, success, and fulfillment. Experienced efficiency trainer with Amazon, Novo Nordisk, Mars, CP Kelco, Power Corporation and many more.
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A way to get started is having a weekly planning meeting where you adjust your time blocks. Checklist: 1) What needs to be done? 2) Update the complete task list 3) Review meetings next week and plan realistically 4) When is there room for my tasks 5) Which priority should I have on which weekdays? 6) Adjust your time blocks to a realistic level and give them exact task titles - not just "deep work" etc. 7) Make room in the calendar for time consuming tasks and preparations, also prior to deadline 8) Which tasks can I delegate, automate, delete, or get rid of?

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4 Communicate your changes

The fourth step is to communicate your changes to your stakeholders. This is especially important if you work remotely and collaborate with others who may have different schedules and expectations. You can use tools like shared calendars, status updates, or chat messages to inform your team members, clients, or managers about your availability, progress, and deadlines. Communicating your changes will help you avoid confusion, conflict, and missed opportunities.

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5 Review your feedback

The fifth step is to review your feedback. You can get feedback from various sources, such as your own self-assessment, your performance reviews, your customer satisfaction ratings, or your peer feedback. Reviewing your feedback will help you evaluate how well your time blocking strategy is working for you and others. You can look for positive and negative feedback, as well as suggestions for improvement.

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Elia Ahadi

building a new venture 🚀
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Once you got some feedback, you can assess what needs to be changed with your habits and time blocks. It's important to have some flexibility and to keep some buffer and breaks in your day for contingencies. This will also help for your own well being such as taking a walk, having a snack etc.

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6 Experiment and iterate

The sixth step is to experiment and iterate. You can try different variations of time blocking to find what works best for you and your situation. For example, you can: Use different time block sizes, such as 25-minute Pomodoros, 90-minute focus sessions, or 4-hour deep work blocks. Use different time block themes, such as batching similar tasks, grouping tasks by project or client, or alternating between different types of tasks. Use different time block triggers, such as alarms, notifications, or rituals. Experimenting and iterating will help you optimize your time blocking strategy and adapt to changing circumstances.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you review and adjust your time blocks based on your workload and feedback?

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1 Track your time

2 Analyze your results

3 Adjust your time blocks

4 Communicate your changes

5 Review your feedback

6 Experiment and iterate

7 Here’s what else to consider

Priority Management

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