For a busy professional, especially during work from home, the amount of different responsibilities can be daunting. Separate projects have different timelines, and making sure everything’s on-time can be a stressful. Even planning out your route of attack may seem difficult. How exactly does one plan out their time accordingly with so many different deliverables on the table? I present a possible system: timeboxing.
What is Timeboxing?
Timeboxing (full definition here) is a relatively prevalent technique, hailed as one of the most effective time management methodologies. And it seems to be one of the most approachable as well: on paper, it sounds quite simple and effective.
The basic tenet of timeboxing is exactly what it sounds like: splitting your time into boxes. To timebox, you utilize a calendar (most likely a virtual one) and you segment times off of it for specific activities. Each activity has a very specific goal for that box, as well as other deliverable, budget, and milestone considerations. For example, you can box in two hours for a specific project, box in the two hours after for another deliverable, and then box in a time for lunch. As you approach your day, you stick to your plan down to the letter, and switch over to the next task once the box is up.
As I said, this sounds really simple (and maybe even like common sense) on paper. However, utilizing timeboxing to its maximum capacity requires quite a few considerations. Accurate and efficient timeboxing requires not just foresight in planning, but also self-control to remain on task. Simply laying out boxes of time on your calendar won’t make you a master timeboxer.
Additionally, timeboxing definitely isn’t for everyone. There are many different systems for time management, and they rely on different methods to remain useful. Besides explaining the important considerations to approach timeboxing, I’ll also go over the qualities of someone who can use this system to its full potential.
Benefits of Timeboxing
Before I go into what you need to think about before you decide whether or not to timebox, I’ll present some of timeboxing’s biggest benefits.
First and foremost, like you would expect from a time management system, it does wonders for your productivity. It allows you to slow down and plan out your day beforehand. This allows you to separate your timelines for each piece of work accurately.
Additionally, by separating time, you give yourself a structured way to tackle projects that may otherwise be very nebulous. It can seem daunting just looking at a project in its entirety. Luckily, timeboxing forces you to slow down and break every task into digestible, approachable steps. Besides that, you can use timeboxing to separate times out not just for work, but also for rest! Allocating time towards non-work tasks and being able to fully relax into it is a better feeling than you may think.
Finally, it keeps you accountable! At the very end of the fixed time period, you’ll have the opportunity to gauge your productivity. This is usually done through how much work you’ve actually finished within that period of time. If you’re not reaching your goals, it may be time to adjust your goals. Or, maybe you should adjust your habits. Being able to analyze the breakdown of the work you’ve done is one of timeboxing’s greatest benefits.
What Makes Timeboxing Unique?
Now, these benefits are all amazing. However, there are definitely important things to consider before you enthusiastically begin to implement this.
First and foremost, I want to explain a bit more about what exactly makes timeboxing an unique system. If it is really splitting time for certain tasks, it may seem like a relatively generic methodology. However, to timebox accurately, you will definitely need to keep some constraints in mind
For example, timeboxing is meant to help you specifically set aside time for tasks that you can’t seem to get excited for. Once you set aside a time box for a project, it is theoretically impossible to procrastinate on it if you follow the system.
On the other hand, it’s also a strong system for tackling projects that you fear may take up too much of your time, such as cleaning up emails, which may drag itself out. By setting a strict deadline for your work, you force yourself to be efficient and finish it quickly. If you want to timebox accurately, you need to have a clear understanding of what tasks fall under what category. Then, you can segment time accordingly.
Additionally, timeboxing is different from simply time managing because of its emphasis on deadlines and goals. For each box, you not only set a project, but also a goal you want to reach within that project. This way, you enter every timebox with an understanding of where you want to reach. This is a crucial step for timeboxing, so make sure you don’t neglect a pre-task analysis of actually figuring out a goal.
Time boxing is also very structured, and its unique because of the layers you can add into your boxes. For instance, if you’re setting aside a timebox for a specific project, yo’u can further split that time into two separate tasks for the project. This makes each box further divisible, adding to the different ways you can push yourself to do work.
Of course, before you actually try out timeboxing, we do have some other key aspects that you should know. We at Wing understand that timeboxing can be deceivingly complex. Here are some further tips to consider before approaching this system.
Firstly, you will definitely need to develop a strong sense of your own work ethic and work pace. Timeboxing well starts with setting your time and your goals, and if you always overshoot or undershoot you may start blurring the lines. Of course, it doesn’t need to be a perfect math every time, but being open to adjusting your timeboxes is important for success.
Secondly, you have to find the right tools for timeboxing. Obviously, the first step is to consider what calendar you’ll use for this system. Google Calendar is an obvious, virtual choice, but you can also utilize planner notebooks or print-out calendars if you’re more of a physical person. There’s no right or wrong answer here, just focus on what you personally like.
There are other tools that are equally as important as your calendar, however. For example, you’ll definitely want some way of tracking your productivity across the different time boxes, which can give you very unique insights into how you work at certain stages. There are a lot of different systems you can use to do this, although our team at Wing has recommended some great ones in this article. Additionally, you should consider investing in some sort of distraction blocker, especially if you want to put in 100% effort during the boxes you should be working. Luckily, our Wing team has also done due diligence on this specific problem: here is our article on possible extensions for blocking distracting sites.
Risks of Timeboxing
Of course, timeboxing isn’t for everybody. Before you begin trying this system, you should analyze your own characteristics to see if you’re the type of person who can use timeboxing successfully.
Timeboxing requires you to have quite strong foresight. You have to understand your own productivity extremely well in order to divide your time among tasks wisely. If you set aside too much time, you’re not exactly solving the issue. After all, according to Parkinson’s Law, work expands to fill the time you’ve allotted. Giving yourself too much time is still being inefficient.
Besides understanding how well you can use your time, you also need to assess your distractibility. If you have upmost faith in yourself to follow your time boxes to a tee, then you may be well built for this. However, many people have difficulty in intensely structured deadlines like this.
For instance, some people get into a “flow” when they’re working, and may find themselves hard pressed to completely stop what they’re doing on the dot to move onto another project. If they do switch over, they may be sluggish or even disinterested. For people more used to a “flow” of work, timeboxing may be way too structured. Other systems of time management may work a little better.
Timeboxing also requires you to honestly take feedback and incorporate it. If you see yourself not achieving your goals in a box, being stubborn is the least effective solution. Instead, being able to frankly analyze how well you’re meeting your goals and deadlines is key to successful timeboxing, so you have to be someone willing to self-criticize and self-monitor.
Key Takeaways and Next Steps
While I listed out these potential risks of timeboxing and all the considerations to take into account, I believe that timeboxing is one of the most useful systems out there to effectively manage your time. Even if you don’t personally know if it is right for you, I urge you to try it. To dip your toes in, you could give yourself a test run at timeboxing. For instance, you could block off a couple boxes in a day to see how well you perform!