- Time Blocking: A Smarter Alternative to Lists
The first idea for being more effective is understanding when you’re most productive during the day. Many people rely on lists to manage their tasks, but list-making isn’t the answer. Lists often grow endlessly, and as a result, some important or challenging medium-term priorities remain undone, perpetuating a sense of being constantly overwhelmed.
Instead, I recommend time blocking - scheduling tasks based on your natural productivity rhythms. Identify the times when you’re most focused and assign your most demanding tasks to those slots. For example, reserving your peak morning hours for challenging or creative work. During periods when concentration dips, such as after lunch, time block to handle the routine or administrative tasks that, while not urgent, need to be done to avoid a feeling of drift.
Each of us has a unique daily rhythm, so tailoring your schedule to align with your energy levels can create a smoother, more effective workflow.
- Work in Focused Intervals
Another powerful tool that has worked for some leaders is the so-called “Pomodoro Technique”, which breaks work into manageable intervals. The method involves working for 25 minutes, followed by a 5-minute break. After four cycles, you take a longer break.
This approach promotes focus and combats the frustration of staring at a task for hours without progress. It also encourages self-kindness, acknowledging that our ability to concentrate is naturally limited. Working in 25-minute blocks can transform how you approach your day, allowing you to tackle even daunting projects in small, achievable steps.
For those looking to further structure their day, the “3-3-3 technique” may also be helpful. This involves dedicating three hours to a key project or goal, three shorter time slots to urgent but less demanding tasks, and three additional slots for maintenance or personal tasks. These personal tasks could be anything from booking appointments to connecting with loved ones or even scheduling time for self-care.
By combining focused intervals with the broader structure of the 3-3-3 technique, you can balance deep work with the smaller but necessary activities that help you feel in control and energised throughout the day. Together, these strategies offer a flexible and sustainable way to stay productive without burning out.
- Prioritise with Intention
To make the most of your time, it’s crucial to prioritise tasks effectively. I often reference Stephen Covey’s Priority Matrix, which helps distinguish between tasks that are truly urgent and important versus those that can wait or be delegated.
Focus your energy on tasks that are both urgent and important. Tasks that are important but not urgent can be scheduled for later (i.e., time block), while those that are urgent but not important may be able to be handed off to others (i.e. delegate). The greatest challenge is ensuring that tasks that are neither urgent nor important for you to do are ignored. The deluge of emails we all receive makes this last part tough, as even a short email response takes up time, but reminding yourself that ignoring these items allows you to free up time for the urgent and important priorities, is the path to greater effectiveness. By applying this framework, you can prevent distractions and focus on what truly matters, both to your organisation and to your personal goals.
- Gain Perspective with the Wheel of Life
When life feels overwhelming, it can be helpful to step back and assess where your attention is needed. The Wheel of Life framework allows you to do just that. This tool divides life into segments - such as career, health, relationships, and personal growth - and helps you evaluate your satisfaction in each area.
By mapping out your priorities visually, you can identify which aspects of your life are thriving and which need more attention. Often, people find that dissatisfaction stems from neglecting either their health and relationships or their career and personal growth. Taking steps to address these imbalances, whether it’s dedicating time to a hobby, improving your fitness, or pursuing a new professional challenge, can help smooth out the bumps in your life.
- Pursue Purpose, Not Balance
I don’t believe that it is helpful to speak of striving for “balance.” Life is rarely a perfect equilibrium. Instead, I have often found that clients benefit from a focus on finding purpose, guided by the Japanese concept of “Ikigai”. This framework encourages us to explore the intersection of what you love, what you’re good at, what pays you, and what the world needs.
While it’s not always possible to align all these elements in a single job or role, seeking fulfilment across multiple facets of your life can create a deeper sense of meaning. For example, you might find purpose in a career that pays you and aligns with your skills, while also dedicating time to activities you love or volunteering for causes that make a difference.
The key is to understand that purpose, not perfection, is the goal.
- Be Kinder to Yourself
Ultimately, my advice is to approach yourself with compassion. The pursuit of perfection often leads to stress and distraction. No one’s life forms a perfect circle – the key is to understand what truly matters to you and to allow yourself the time and space to address those priorities.
Whether you adopt time blocking, the pomodoro or 3-3-3 techniques, or frameworks like the Wheel of Life and Ikigai, the aim is to feel more in control of your journey. By blocking out the noise and focusing on what matters, you can set the stage for a year of growth, fulfilment, and purpose.
Here’s to starting off 2025 on the right foot - less about balancing everything perfectly, and more about discovering what drives you forward.
If the above is helpful, you can find my podcasts on my website at intune-exec.com. If you would like to know more about coaching, feel free to message me at costask@intune-exec.com