How To Time Box

If you’ve heard about Time Boxing but don’t quite know what it is, this is for you.

Think about it like this:

Timeboxing is using your calendar as your to-do list.

Instead of just asking yourself “what do I have to do today / this week” we’re essentially building in the answer to another question: “when will I do it.” It’s a way to ensure you’re prioritizing your important work and the other things that are important to you.

Here’s how I typically do it.
Step One
I’ll spend about 30 minutes on Friday afternoon or sometimes Sunday evening making a long to-do list for the week. I’ll look at my calendar and see what’s coming up that week and the following week and consider what I have to prepare and work on throughout the week. The list can get pretty long and it’s usually just on a text edit document or a post-it note.
Step Two
Next, I star some of the most important tasks. What NEEDS to get done?

Step Three
Then I open up my calendar and I start making appointments with my work. Not everything, but definitely the most important tasks. Then I KNOW it’ll get done.

That’s time boxing.

I start with the starred items and typically put them in the morning when I have the most energy and focus. I scope about how long I think it will take. Then I’ll add the lower priority items throughout the week. Next, I’ll schedule in lunch every day to make sure I take at least a short break to eat. Email next, blocking off 3-5 short blocks of time a day (10-15 minutes) to answer emails (otherwise I’m sort of in my inbox all day). I’ve decided to create a time box calendar separate from my other calendars so it doesn’t get too messy and I can hide it if I need. It’s also helpful to see all my work in a single color, separate from my meetings and other appointments.

Day-to-day I feel like I have more time because I know that I have everything scheduled in. Taking a break or ending my day early doesn’t come at any cost because my work is getting done.

If you time box, what’s your process?
If you don’t, try it out this weekend and see how it feels.

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Caveday is a company aimed at improving your relationship to work. We write regular posts on Medium and send out monthly newsletters with productivity tips, life hacks, and recommendations. Sign up for the mailing list here.

Jake Kahana is a cofounder of Caveday. Sign up for his personal emails, called “The Email Refrigerator” here.