017. 7 Reasons Time-Boxing Is Essential To Real Productivity - a podcast by Ash Roy

If you're reading this on the productiveinsights.com blog, click here to listen to an audio version of this blog post on iTunes
What is time-boxing?
Time boxing is the process of going to calendar and creating separate appointments for each task that you estimate will take 15 minutes or more.


7 Reasons why is time-boxing is important when it comes to productivity:

* It sets realistic time projections for your tasks. You don’t try and cram too many tasks into your day if you’re forced to allocate time to   each of them.
* Because you have to allocate specific time-slots for your tasks you now restricted to a reasonable amount of tasks as opposed to an overwhelming to do list that is likely to just paralyse you. So this means you’re more likely to be more selective with the tasks that you assign to yourself. You’re more likely to do things that will have the biggest impact for the least effort. This is also known as the 80/20 rule Initially coined by an economist called   Vilfredo Pareto. Essentially the rule states that 80% of your results come from 20% of your efforts. So it makes sense to first work on that 20% of tasks that will yield 80% of your results.
* Time boxing also allows you to allocate the high energy tasks to the time of the day when your most productive. For example, I find tackling tasks that involve a lot of deep thinking to the early part of the day when my mind is fresh and most receptive. I also tend to allocate writing to the early hours of my day for the same reason . Most administrative tasks like responding to emails or and cleaning up my workspace  are best done towards the evening. I try and schedule my meetings and phone calls to later in the day as well.
* If you work in a corporate environment meetings can be the biggest enemy to your productivity. Time boxing solves this problem beautifully. By allocating tasks as calendar appointments people are less likely to book you out in senseless meetings that don’t yield results.
* Setting aside specific time-slots for tasks tends to hold you more accountable and increases your focus. When you know you have a finite period of time to complete a certain task are more likely to immerse yourself completely in that task for that finite period.
* Time-boxing is a fantastic way to tackle procrastination. When you have a task that seems really large and overwhelming it’s very easy to keep putting it off. But if you allocate a specified amount of time to that overwhelming task, even if it is for a small portion of the task     after which you know you will be taking a break or moving on to something else you’re far less likely to procrastinate.
* Time boxing works beautifully with the Pomodoro technique which I’ve covered in some detail in an earlier blog post on productiveinsights.com. Essentially the Pomodoro technique in 25 minute increments followed by afollowed by at 3 to 5 minute break.


How to get started with time-boxing:
 

* Go to your task list and select the most important task/s for the day using the 80/20 principle. (It’s okay to select just one task. In fact I think that’s preferable because it increases your focus. You can always come back and pick another task to put into your calendar.)
* Create a calendar appointment for the task in your calendar (A great tool to do this is the fantastical app available for the Mac or iPhone. You can also use a

Further episodes of Productive Insights Podcast — Actionable Business Growth Ideas — with Ash Roy

Further podcasts by Ash Roy

Website of Ash Roy