TL;DR:

• Calendar blocking is a time management technique used by successful EDUcreators to increase productivity and manage their demanding schedules effectively.
• It involves allocating specific time blocks in your calendar for different tasks or responsibilities, reducing distractions, and improving focus.
• Prioritize your tasks, create a daily to-do list, and practice task batching to group similar tasks together.
• Experiment with day theming and timeboxing, and identify your most productive time.
• Anticipate unforeseen demands and choose a calendar-blocking tool that suits your needs.
• Continuously adjust and refine your calendar-blocking strategy to optimize productivity and achieve your goals.

As an EDUcreator (an educator who creates valuable content to share with others), you face a seemingly never-ending, always-changing set of obstacles every day. When you add together the demanding schedule of teachers and the extra time needed to grow your side hustle, it is incredibly easy to run out of time all the time. Managing your time effectively as an EDUcreator is critical for success…and, if we’re being honest, for your sanity.

One of the most effective ways I have found to increase productivity is through calendar blocking. Calendar blocking is a time management technique used by successful creators like Amy Landino, Tasia Custode, and many others.

In this post, we will discuss the steps to get started with calendar blocking and provide practical tips for maximizing its benefits.

1. What is Calendar Blocking?

Calendar blocking, also known as time blocking, is a time management technique where you allocate specific time slots, or “blocks,” in your calendar to focus on particular tasks or responsibilities. By planning your day in advance and scheduling each task in a dedicated time block, you can reduce distractions, stay focused, and accomplish more throughout the day.

Calendar blocking is a powerful time management technique that I believe can significantly boost your productivity as an EDUcreator and help you achieve better work-life harmony. Click To Tweet

Why Use Calendar Blocking?

The primary reason for using calendar blocking is to increase focus and productivity. By allocating specific times for tasks, you can minimize distractions and dedicate your full attention to the task at hand.

Additionally, calendar blocking can help you:

• Organize your day more effectively
• Prioritize important tasks
• Minimize procrastination
• Improve work-life balance

2. Determine Your Priorities

Before you begin calendar blocking, it’s essential to determine your priorities. Knowing what you value most will guide your time-blocking decisions and ensure that you allocate time for what truly matters.

Ask yourself:

• What are my personal and professional goals?
• What tasks or activities contribute most to achieving these goals?
• Which tasks or activities are non-negotiable (e.g., your school schedule, family time, exercise, etc.)?

Once you have a clear understanding of your priorities, you can use this information to inform your calendar-blocking decisions.

3. Create a Daily To-Do List

The next step is to create a daily to-do list, which includes both personal and professional tasks. Group tasks into appropriate time blocks, such as “meetings,” “email,” “family time,” or other high-value projects. Be sure to schedule mandatory tasks first then prioritize high-priority tasks at the top of your list.

4. Practice Task Batching

Task batching involves grouping similar tasks together and completing them in a single time block. This approach helps you maintain focus and momentum, as you’re not constantly switching between different tasks.

Examples of task batching include:

• Responding to all emails during a specific time block
• Scheduling all meetings on the same day
• Completing administrative tasks in a dedicated block

By batching tasks, you can improve efficiency and minimize the time wasted on task-switching.

5. Experiment With Day Theming

Day theming is an advanced form of calendar blocking in which you assign a specific theme to each day. This approach can help you focus on larger projects or areas of your business.

For example, an EDUcreator might dedicate Mondays to brainstorming and planning tasks, while Tuesdays are reserved for the actual creation of content.

By theming your days, you can further reduce task-switching and increase your focus on critical projects.

6. Utilize Timeboxing

Timeboxing involves allocating a specific time slot in your calendar for a future task. This technique ensures that you have dedicated time for essential tasks, preventing them from being overlooked or postponed.

To timebox effectively, consider the following tips:

• Estimate the duration of each task and allocate an appropriate time slot
• Schedule high-priority tasks during your most productive hours
• Include buffer time between tasks to account for potential delays or interruptions

7. Discover Your Most Productive Time

Identifying your most productive hours is crucial for maximizing the benefits of calendar blocking. Your energy and focus levels will naturally fluctuate throughout the day, so it’s essential to schedule important tasks during your peak productivity periods.

Consider the following factors when determining your most productive time:

• Your natural energy levels and biorhythms
• The nature of the task (e.g., creative tasks may require a different level of focus than administrative tasks)
• External factors such as workplace noise or distractions

Once you have identified your most productive hours, allocate your most important tasks to these time slots.

8. Anticipate Unforeseen Demands

Even the most meticulously planned schedule can get blown up by unexpected events or urgent tasks. To account for these disruptions, consider creating a daily “urgent tasks” block that can be used to address any unforeseen demands on your time.

By including this buffer in your calendar, you can maintain productivity while still being responsive to urgent needs.

9. Choose a Calendar Blocking Tool

There are numerous tools available to assist you in implementing calendar blocking. While a simple pen-and-paper approach may work for some (I recommend an iPad with Notability or GoodNotes instead), digital tools offer additional benefits such as calendar sharing, reminders, and integration with other productivity apps.

Popular calendar-blocking tools include:

• Google Calendar
• Microsoft Outlook
• Apple Calendar
• Asana
• Trello

There is no right answer for everyone here. Experiment with different tools to find the one that best suits your unique needs and preferences.

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10. Continuously Adjust Your Calendar-Blocking Strategy

As with any productivity technique, it’s essential to regularly review and adjust your calendar-blocking strategy to ensure it remains effective. Be prepared to make changes to your schedule as your priorities shift or as you gain a better understanding of your productivity patterns.

Consider the following tips for refining your calendar-blocking strategy:

• Review your calendar at the end of each week to identify any areas for improvement
• Adjust the duration of time blocks as needed to ensure tasks are completed within the allocated time
• Reevaluate your priorities periodically to ensure your calendar remains aligned with your goals
• Experiment with different techniques, such as day theming or timeboxing, to find the best approach for your unique situation

By regularly reviewing and adjusting your calendar-blocking strategy, you can continue to optimize your productivity and achieve your personal and professional goals.

Calendar blocking is a powerful time management technique that I believe can significantly boost your productivity as an EDUcreator and help you achieve better work-life harmony. Follow the steps outlined in this post, continuously adjust your strategy, and take control of your time by focusing on what truly matters.

Tweet at me (@JeffGargas) and let me know how it’s going or if I can help!

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About Jeff Gargas

Jeff is the COO/Co-founder of the Teach Better Team and co-author of “Teach Better.” He works with educators to increase student engagement and improve student success. Jeff previously owned an online marketing firm, where he worked with entrepreneurs and small businesses. He is also a former adjunctive professor at Kent State University and spent 10+ years in the music industry.