Calendar Blocking Practice
The practice of scheduling all your work—not just meetings—as blocks on your calendar, transforming your to-do list into a realistic schedule.
Core Concept
Instead of:
- To-do list of tasks
- Reactive scheduling
- Hope-based planning
Use:
- Calendar blocks for everything
- Proactive time allocation
- Reality-based scheduling
Benefits
Realistic Planning
- See if day is actually achievable
- Visual representation of capacity
- Prevent overcommitment
- Account for actual time available
Protected Focus Time
- Block time for important work
- Defend against meeting creep
- Schedule deep work sessions
- Make time for priorities
Reduced Decision Fatigue
- Know what to work on when
- Pre-decided schedule
- Less time wondering "what next?"
- Clear structure
How to Practice Calendar Blocking
Daily Process
- Review tasks: Check what needs doing
- Estimate time: How long each will take
- Block calendar: Schedule each task
- Include breaks: Buffer between blocks
- Adjust as needed: Reschedule when plans change
Types of Blocks
Work Blocks:
- Deep work sessions (90-120 min)
- Shallow work batches (30-60 min)
- Email/admin time (30 min)
- Project work (60-90 min)
Support Blocks:
- Breaks and transitions (15 min)
- Lunch (60 min)
- Exercise (30-60 min)
- Buffer time (15-30 min)
Meeting Blocks:
- Pre-blocked meeting windows
- Meeting preparation time
- Meeting follow-up time
Best Practices
The 80/20 Rule
- Block 80% of your time
- Leave 20% flexible for unexpected
- Allows adaptation without chaos
Theme Days
- Monday: Planning and admin
- Tuesday-Thursday: Deep work
- Friday: Meetings and review
Color Coding
- Different colors for block types
- Visual distinction at a glance
- Easy to see balance
Common Challenges
Underestimating Time
Solution: Add 25% buffer to estimates
Too Rigid
Solution: Build in flex time, allow rescheduling
Interruptions
Solution: Communicate blocks, set boundaries
Meeting Requests
Solution: Offer specific available times
- Google Calendar: Free, flexible
- Reclaim.ai: AI-powered blocking
- Motion: Automatic scheduling
- Sunsama: Guided time blocking
- Akiflow: Unified calendar and tasks
