I use my calendar as a to-do list. Instead of writing tasks down on paper or in an app, I put them directly into time slots on my calendar.

It's not revolutionary, but it works better than any productivity system I've tried. Here's why:

A calendar forces you to be realistic about time. No matter how optimistic you are, you can't fit 8 hours of work into a 3-hour window.

If you're new to time blocking or simply want to try this technique more in the new year, let me show you exactly how this works.

How time blocking actually works

As a knowledge worker, I've learned that the key is to block time intentionally. Pick a digital calendar (Google or Apple Calendar work great) and start by blocking one important task.

Instead of writing "Write proposal" on a list, put it directly in your calendar: "Tuesday, 10am-11:30am: Write proposal."

What makes time blocking different is how it handles your day. You see precisely when you'll start each task, not just that you need to do it. Think about your typical workday—emails, meetings, deep work—all competing for attention. Time blocking gives each task its own space. For example, I might batch all my client calls on Tuesday afternoons, all my creative work in the morning blocks, and all my admin tasks (like email and invoicing) in two focused blocks after lunch.

I've also found that task batching makes this even more effective. Instead of scattering three writing tasks throughout the day, block time for them back-to-back. With task batching, you treat your time like you do laundry. You don't just wash one sock at a time. So why would you batch your tasks one at a time? Trust me—your brain will thank you.

To make task batching even more powerful, I use a real timer (not your phone). For example, when I batch-process emails, I set a 30-minute timer and process as many as I can. When I batch my writing tasks, I might set three 45-minute blocks back-to-back with short breaks in between. The key is staying focused during each block—that's why I use a cheap kitchen timer instead of my phone. And remember: don't block every minute—leave some gaps. Things take longer than expected, and sometimes, you just need to think.

Common time blocking challenges (and their solutions)

Here's where I've found that most beginners get stuck with time blocking:

"What if my day gets completely derailed?"
Simple - treat your time blocks like water, not ice. They can flow into new spaces when needed. The goal isn't perfect adherence; it's intentional planning.

"How do I handle interruptions?"
Build in buffer blocks. I keep 30-minute gaps between major time blocks. They catch the overflow from longer-than-expected tasks and handle surprise interruptions.

"What about tasks that take longer than expected?"
This is the beauty of time blocking—you learn how long things take. When a task runs over its block, you're getting valuable data. Adjust future blocks accordingly. After a few weeks, your estimates become surprisingly accurate.

"Do I really need to block time for small tasks?"
For the first few weeks, yes. Block time even for 15-minute tasks. It feels excessive, but it teaches you something crucial: how your time actually gets spent. Later, you can group smaller tasks into single "admin time" blocks.

After years of time blocking, here's how it breaks down for me: it's not just about getting more done. It's about being realistic about time and energy. When you see your day laid out in blocks, you make better decisions about what you can realistically take on and what you should postpone/remove.

Ready to try this? Great—it's easy! Open your calendar right now. Find a 90-minute slot tomorrow. Block that time for one important task. That's it—you've just started time blocking.