How to calendar block your Schedule to get more done

Do you feel overwhelmed by the amount of work you need to do?

Do you want to make use of most of the time rather than working on anything that comes on your mind?

Not to worry anymore.

To solve your problem here is the way.

This is called Calendar Blocking.

And in this post, I will tell you how you can be more productive by blocking calendar.

What is Calendar Blocking?

Calendar Blocking is the time management as well as task management process to streamline your daily routine so as to make your life more productive as well as keep a track on the work that needs to be done on a particular day.

Calendar Blocking is the method used by many great productivity except like Paul Minors and Mike Vardy.

Calendar Blocking is a simple technique yet one of the most effective ways to help you get your life on track.

It is no rocket science.

All you have to do is take your calendar and use its events /memo blocks to write your routine, work schedules, personal meetings, or anything else that you need to do at later stages.

Some even call it “Time Blocking” but time blocking requires even more steps in calendar blocking.

Will share both the way.

And you will observe that both are almost same.

Just different terminology. 

Calendar Blocking can be done on paper as well as on mobile calendar app.

I personally use Google Calendar app on my Android device.

App is something I recommended as you can manage it on the go and can edit smoothly if something changes.

Whereas on paper it is difficult.

Why you need to block calendar

Everyone should be blocking their calendar.

This is because you can keep track of works that you need to do on a particular day so you will not procrastinate or skip something urgent because you forget.

This is one of the best routine management technique and used by every successful people you can think of.

The basic reason why you need Calendar Blocking are:

  1. You can make your most of the time being productive 
  2. You will not forget the things you need to do. 
  3. You can continuously track your progress as you will be doing tasks as per your routine. 
  4. You will have a proper balance between things which are important and things will are not. 

How do you Block your Calendar?

Blocking your calendar will not take more than 1-2 hours per week.

And if you can spare just one complete day you can schedule your whole months.

You can block calendar one day at a time, one week at a time, one month at a time, or whichever works for you.

I usually block my calendar one week at a time.

As my week starts from Monday so on Sunday night I give myself 2 hours time to block the next week schedule on my calendar.

I am using Google Calendar for blocking.

This is because it is easy to use, and comes preinstalled on Android devices.

If you are an iOS user you can use the Calendar app as well to do your calendar blocking.

All you need is your productive life.

Since I am using Google Calendar, I will show you time blocking using Google Calendar.

how to use google calendar for time blocking

These steps are not just limited to Google Calendar.

You can use the same process to block your calendar on any calendar app.

Step 1: Set Your Start and End Time

The first thing you have to do before you start filling up your calendar is to set your start and end time.

This will be your wake up and sleeping time.

 And whatever things are there in your life fits between them.

 Like my start time is 5:00 AM and end time is 11 PM.

And whatever I do fits between them only.

Now you can set your own start and end timings but make sure you also get proper sleep else you will burn out and will not be able to cope up with your daily routine.

Step 2: Add Non-negotiable Event

The first and foremost thing you will add on your calendar is non-negotiable events.

This can be something that you have to do at any cost.

For example your work, school, or something of the same kind.

These are the things that happen regularly and you can’t skip these.

So fill this thing first.

You can add recurring events just by selecting the “Cell” on Google Calendar and select repeat on Daily, weekly, or for a particular day as you wish.

Add recurring events to Google Calendar

You can add these recurring events for the whole month, or even for upcoming months.

Step 3: Start Scheduling Things that You Need to Take care of

The next steps is to fill in things that you do on a regular basis and fill in your calendar.

These things involve workout, meditation, walking your dog, dinner, etc.

As these are the daily routine things that you will do regularly so adding them to your calendar is easy.

On one go you can schedule for the whole week or for a complete month.

Step 4: Fit Your Plans Now

Since you have blocked your calendar for non-negotiable events and daily activities, your calendar will look something like this.

Google calendar time blocking events

Now, these are the flexible time you got.

Here you can add your tasks for the day.

Extra Step (If you want) 

Since for now, you have blocked your calendar with the things you need to for a week or month.

The next thing you can do is to allocate time duration to each and every task.

Like 1 hour for dinner, 1 hour for the workout, 2 hours for the writing blog post, etc.  

As having a deadline can make you more productive. 

But then the downside of setting a time for each task will also make you finish some tasks in a hurry.

Time blocking is good as well as bad according to my experience.

 This is because sometime you will have free work where you can do some of the task assigned for that day.

But you will not do as it is scheduled for some later time on your calendar.

Tip: The personal tip I can give you is that you can allocate time for your all tasks, but if you get some free time then just edit your schedule for the day and complete some tasks during that period.

Tips to Block your Calendar

1. Do What Works for you 

You don’t need to copy anyone or download some premade calendar templates.

You should fill the calendar according to your own need and flexibility.

You may be overwhelmed by seeing fully blocked calendar for a whole week or month.

So try to add breaks (White Spaces) so you don’t freak out.

 Maybe you don’t want to schedule walking your dog every day.

So just Skip it.

What works for me doesn’t mean it will work for everyone.

So make adjustments accordingly.  

2. Add more time than needed 

Schedule more time for work than needed.

You may have scheduled 1 hour for a workout. 

But sometimes you will work a little longer.

As things do not always go as per plan.

So you need to give yourself 25-30% more time.

So if anything happens your schedule will not be hampered.

It’s always a better practice to give yourself some extra time after you have completed your task than it is to be rushing to finish it.

Though you can’t predict the time required to finish each and every task, it can only be known when you start and end some tasks.

So you will have an idea of how much time a particular task takes.

This will help you schedule your next week more effectively.

3. Set up Multiple Calendars 

Yes, you can add multiple calendars on Google Calendar.

To add multiple calendars in Google Calendar click on “Other Calendar” and then click on “Create New Calendar” as shown below.

Adding Multiple Calendar in Google Calendar

You can add separate calendars for separate projects.

This will help you to get a quick overview of the same.

Like you can set one calendar for your personal life and one calendar for your professional life.

Having a different calendar for different things are good because you will not get overwhelmed by looking at the completely blocked calendar.

And it is easy to have an overview of the things to do.

4. Have Proper Colour Code

In Google Calendar you can add color to a particular task.

So pick proper color coding to the task.

Like I have a red color to all my non-negotiable task, blue for some daily chores, green for professional life, and grey for resting time.

Color coding is also important because without even looking at the task you can identify that what the next task is by just looking at the color.

Tip: At the top of the calendar always mention what each color means.

My Final Recommendation About Calendar Blocking

Calendar Blocking is easy but you will have few errors for a couple of months.

Likely you will wrongly allocate time, forget to allocate some important task and filled that space in the calendar, etc.

But after a couple of weeks with some trial and error, you will have a perfect calendar blocked with the right amount of tasks and events.

Blocking calendar is not that you can’t edit it.

You should edit it according to your needs and requirements.

Add things on the go.

But most importantly give yourself time to rest also.

If not you can even schedule your resting time in your calendar so that you have to take rest.

This is some of the basic information that you will need if you are going to block your calendar for much productive life.

If you have any questions regarding how to Calendar Block your week feel free to ask in the comment section.

And don’t forget to share with your friends so that they can have a productive life ahead. 

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