Hi, everyone.Welcome back to the Organized and Efficient Mama.I'm your host, Helena.
And today, we're going to dive into a productivity method that is a lifesaver for busy working moms who are out here managing a corporate job and also running their own business.
If you feel overwhelmed by your schedule or there's just not enough hours in the day, then this episode is for you.Today, we're going to talk about all things time blocking.
And time blocking is a powerful tool that can help you gain control over your time and achieve more without feeling burnt out.So let's get into it.Hey friends, welcome to the Organize an Efficient Mama podcast.
I'm Helena Manu, wife, mom of two, and the founder of HMV Solutions, virtual assistant company that supports women-owned small businesses with their administrative services.
I love finding new ways to keep life organized, whether that's through digital tools and software systems that just work.Does your to-do list feel never-ending?
Are you constantly juggling work, family, and everything in between, but still feeling like something's always slipping through the cracks?Trust me, I've been there.
It wasn't until I learned how to create effective systems for both my personal life and business that I finally started to feel in control again. That's why I started this podcast.
Every other week, you'll learn practical tips and strategies to help you organize your life, manage your time, and run your business and personal life smoothly.Ready to get started?Let's get into it.All right, so let's start with the basics.
What exactly is time blocking? Time blocking is basically where you dedicate specific blocks of time to specific tasks or a category of tasks.
So instead of jumping between different responsibilities that you have throughout the day, the purpose of the time blocking would be to set aside defined periods for different activities.
So if you're, you know, a mom like me juggling a nine to five, a side business, time blocking definitely helps you separate out your work tasks from your family responsibilities and also from your business tasks that you also need to get done.
This way, everything gets the attention that is needed.I was definitely skeptical at first when I heard about time blocking, but after I implemented it, I have been able to get so much more done and within the timeframes that I actually set.
Prior to time blocking, I was all over the place and I'm sure you guys can relate.I was behind on everything and I felt like I just could not get caught up and it was so frustrating.
After taking the time to properly set my schedule for the tasks that I needed to get done throughout the day and throughout the week, not only was I able to get caught up, I even got ahead.
You can only imagine the relief I felt once I put time blocking into my daily schedule.The beauty about time blocking is that it basically minimizes multitasking.And multitasking can really drain your energy and actually reduce your productivity.
Studies show that our brains really struggle between tasks if we keep switching constantly.Utilizing time blocking allows us to have a more focused approach.
So we can group similar tasks, which will help us to deep dive into our work more efficiently and actually get more work done at the end of the day.
So when you start with time blocking, it's very easy to feel like you need to fill every single hour that you have in your calendar.But here's the thing, you want to always start by scheduling the most important task or your priority task first.
This idea comes from productivity experts who often encourage people to place top priority things onto the schedule before anything else.
So for a working mom with a business, these high priorities might be work deadlines that you have to meet, some dedicated family time that you want to make sure you set aside, and then also having specific hours for any business tasks that you need to get completed.
For example, so if you know you need to work on a client proposal for your business, you want to make sure that you schedule that before you schedule any smaller tasks like email review, or any administrative work that you might need to get done.
This way, you're always pushing your key priorities forward and you're not left scrambling at the end of the day or end of the week trying to get everything done.
When you're utilizing time blocks, you want to create a separate time block for every role that you play.If you're like me, you probably have several hats.
As a working mom, you're a professional, a mom of course, a business owner, and you could be so much more.So one effective strategy is to block out time for each role that you have.
So for example, if you have a corporate job from nine to five, make sure you block out and reserve those hours exclusively for your nine to five job during that timeframe.So that means you avoid checking emails for your business.
or scheduling business calls during the times you're supposed to dedicate to your nine to five.This will truly help you to set clear boundaries. I know multitasking sounds like a better way to go but trust me it's not.
It's just going to make things more confusing, harder to keep it together and you will just find that you're getting less done.
So when you switch over and you're in business mode you want to make sure you set aside hours maybe either in the early morning or evening even weekends in order to work solely on your business.
So this structure is very helpful in preventing burnout because each part of your life now has a dedicated time. So your brain is actually able to work better and switch because you have it planned.
And it's not a surprise when you have to switch between certain tasks in your role.So you're not forced to have to get up and do something last minute for a section or role that you have that's not planned.
I know what you're thinking, but Halina, life be life thing.How am I supposed to use these time blocks to manage unexpected events?So don't worry.So what you're going to do is also include buffer blocks.
So trying to figure out how to stick to the time blocks and boundaries with life as a working mom, it is a thousand percent unpredictable and things don't always go according to plan.So this is where the buffer blocks come into play.
Buffer blocks are basically short periods built into your schedule with your time blocks that basically give you flexibility.So these will help you to handle unexpected events like
last minute meetings, a family emergency, any urgent business needs, or if you know you're just a little late getting the day started.So these buffer blocks will help give you that additional time that you need without throwing off your entire day.
Buffer blocks are a productivity hack that help to add that breathing room that you need to your schedule.So when you're putting together your time blocks, consider adding 15 to 30 minute buffer blocks between your larger time blocks.
So for example, after you finish your nine to five job, but before starting your business task, you'll put in that buffer block to help you to mentally prepare to switch gears.It'll help you to reset and basically prepare for the shift
to the next part of your day.When utilizing time blocks you definitely need consistency and you want to review your time blocks each and every week. So, time blocking is not set it and forget it.Okay.It requires consistency.
It requires regular adjustments to make sure that the time blocking method is actually serving you and serving you well.So, ideally, at the end of each week, you want to take 15 to 20 minutes to review your time block from the week.
You want to see if you were able to stick with them.Did any of the blocks that you created feel too long?Did they feel too short?Did you need more time for certain tasks?
When you do this review, you want to make adjustments for the upcoming week based on what worked and what didn't work.So this is where tracking and flexibility really come into play.
So if you're using a digital calendar, it's easy to move blocks around as needed. I'm a huge, huge, huge advocate for Google Calendar.I love it.But definitely use whatever works for you.
So for those of you who prefer pen and paper, which I do from time to time, a simply weekly review can definitely help you refine your time blocks so that they better align with any changing priorities that you might have for the upcoming week.
Incorporating time blocking into your routine can definitely transform how you approach each and every day as a working mom, out here trying to balance a career and a business.
Time blocking helps you to create structure, reduce stress, and definitely increase productivity, even though you're juggling multiple roles.
So you just have to remember, you know, you start with your priority task, assign blocks to your different roles that you have, add in some room for buffers, and then make sure you review your schedule weekly.
Time blocking is an amazing tool to help you manage your life and manage your different roles.With careful planning and setting clear boundaries and making sure that you reflect
You can definitely maximize your productivity and also maintain a sense of balance across all areas of your life.So I hope this episode inspires you to truly give time blocking a try.
And if all this sounds good and you want to get started, but you could use a little support, make sure you reach out to me and get some help in a hurry.We could definitely talk through your weekly schedule and spend some actual time
together strategizing and getting your time blocking on your calendar, whether you do digital or paper, we'll work together and we'll get it done.So we want to maximize and optimize your time.So I always say that we only get 24 hours in a day.
And some of us are doing a lot and some of us are doing a little all with the same timeframe. Let's work together, let's maximize it, let's get out of your day all that we can.
Don't let any moment go to waste because time is something, friends, that we cannot get back.Once it's gone, it's gone.Thanks for listening to this episode of the Organize an Efficient Mama podcast.
Don't forget to subscribe, and if you have any questions or would like to share your experience, connect with me on my website, www.hmvsolutions.com. Thanks for tuning in and I'll see you on the next episode.
Hey friends, thanks so much for vibing with me today on the Organize an Efficient Mama podcast.I truly appreciate you taking the time to tune in.Before you go, do me a quick favor.
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Looking forward to our next conversation.Until then, stay organized, stay balanced, and keep striving for greatness.
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