Multi-Tasking is a Myth.

When you’re handling multiple responsibilities that require a lot of attention, it's likely that one interrupts the other. What happens is when you switch tasks back and forth, nothing ever gets done.

What I realized is that most people mistake being busy for being productive.

Multi-tasking is essentially moving from one task to another, a process known as context-switching. It happens when you open email or answer a question while currently in a task.

The problem with doing tasks is it takes a certain amount of time to focus and gain momentum. The more you move from one task to another, the more time and energy you waste.

And by the end of the day, you probably have not crossed much of your to-do list - getting you feeling overwhelmed and stretched thin.

This is where time-blocking comes in. I’ll show you how I organize my time so I avoid context-switching. At the same time, I’m able to focus on the most important activities.

Let’s dive in!

What is Time Blocking?

As you see in the diagram above, it's about being intentional with your time—focusing on activities that matter while delaying those that can wait.

“But Kim, I already do that with my calendar schedule?”

True, but do you let activities like emails and calls interrupt your schedule? This gets you distracted unable to focus on what you set out to do.

"These tasks are important too.”

But is it as important as your current task? Can you schedule it for later? If not, you risk delaying both tasks. From my experience and talking to others, it’s likely that it can wait an extra hour.

With Time Blocking I like how it:

• Helps me understand and focus on my most important tasks

• Clears up my mind to think less and do more

• Most importantly, gets things done

Basic Rules of Time Blocking

The key to time blocking is planning ahead of time - usually a week ahead. This is not fixed but most IT professionals are week-to-week. So before the week ends, start planning the week ahead.

1. Get a Fixed Schedule to Plan. Make sure to set aside time each week to plan ahead. I usually spend 2 hours scheduling for the week. Trust me, those 2 hours are worth it.

2. Understand Your Role. This shows how much personal time you have. I set aside 2 hours each day for unexpected tasks, which I call ad-hoc.

3. Create a Calendar for Everything. Make sure each activity is part of your schedule. Once you start doing something, avoid distractions like opening mail or answering a text.

4. Focus on Progress over Perfection. Your first schedule won’t be optimized. It’ll start stabilizing after 2 months.

It’s okay if you don’t incorporate everything from the start. What matters is adding them as you progress. Let me know if it works for you.

That’s it for this week. See you next Tuesday!

P.S. I’ve tried simplifying Time Blocking as much as I can. If there are any questions, feel free to reply.