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Time management tips - The art of Timeboxing!

Updated: May 3


In this article, we will explore the science behind timeboxing and the 5 key benefits it can provide for busy professionals.


As a busy professional, time management is crucial to your success. The ability to prioritize tasks, focus on what's important, and stay on track is essential. One technique that we find particularly effective to achieve all of these goals is the art of timeboxing. Timeboxing is a time management strategy that involves setting a specific amount of time for a particular task or group of tasks.


1. Increases productivity

When you timebox your work, you create a sense of urgency that can help you stay focused and avoid distractions. This increased focus can lead to a boost in productivity, allowing you to accomplish more in less time. By setting a deadline for each task, you also avoid spending too much time on less important tasks and can prioritize your work more effectively.


2. Reduces procrastination

Procrastination is a common problem among for those of us who juggle multiple responsibilities and deadlines, especially when faced with large or complex tasks. Timeboxing helps you break these tasks down into smaller, more manageable pieces, making them less daunting and easier to tackle. By setting specific deadlines for each piece of the task, it makes it easier to avoid the temptation to put off the work until later.


3. Enhances creativity

Timeboxing can also help enhance creativity by forcing you to think outside the box. When you have a limited amount of time to complete a task, you are forced to make decisions quickly and think creatively to find solutions. This can lead to new and innovative ideas that you may not have come up with otherwise.


4. Improves focus and concentration

Distractions are a common issue for busy people, whether it's interruptions from colleagues or the temptation to check social media. Timeboxing can help improve your focus and concentration by creating a structured work environment. When you have a specific amount of time set aside for each task, you are more likely to stay on task and avoid distractions.


5. Provides a sense of accomplishment

Finally, timeboxing can provide a sense of accomplishment and motivation as you complete each task. By setting specific deadlines and completing tasks within those deadlines, you can see progress towards your overall goals. This sense of accomplishment can be motivating and encourage you to continue working towards your objectives.


Timeboxing is a powerful time management technique that can benefit busy professionals in many ways. By increasing productivity, reducing procrastination, enhancing creativity, improving focus and concentration, and providing a sense of accomplishment, timeboxing can help you achieve your goals and stay on track.


Whether you are working on a complex project or simply trying to manage your daily tasks, timeboxing is a tool that can help you work more efficiently and effectively. Give it a try and see how it can improve your work life.

 

There are many fantastic email and calendaring tools available and we are not affiliated to Microsoft Outlook in any way, but we believe it can be a great asset for timeboxing. Here are some tips on potentially under used features to help you timebox:


Use the calendar feature to schedule your timeboxing: Start by opening the calendar in Outlook and creating a new appointment for the time you want to timebox. Name the appointment based on the task or project you want to work on, and then set the start and end times for the timebox. You can also set a reminder to help you stay on track.



Use categories to organise your timeboxing: Assign different coloured categories to your timeboxing appointments based on the project or task you are working on. This will help you easily identify and track how much time you are spending on each project.




Set up recurring timeboxing appointments: If you have a task that needs to be completed on a regular basis, such as weekly or monthly reporting, set up a recurring timeboxing appointment in Outlook. This will ensure that you have dedicated time set aside for the task and help you stay on track.


Use the task feature to track progress: If you have a task that requires multiple timeboxing sessions, create a task in Outlook and assign a due date. You can then create timeboxing appointments to work on the task and track your progress. As you complete each timeboxing session, update the task to reflect the progress you have made.


Use the "work hours" feature to set your availability: Outlook allows you to set your work hours, which will help you avoid scheduling timeboxing appointments outside of your regular work hours. This feature will also help you see at a glance when you have free time to schedule additional timeboxing appointments.


Use the "scheduling assistant" to find available time slots: If you need to schedule a timeboxing appointment with others, use the scheduling assistant feature in Outlook to find available time slots for everyone involved. This will help you avoid scheduling conflicts and ensure that everyone is available during the timeboxing session.


To summarise, Microsoft Outlook is a versatile tool that can be used to help you timebox your work. By using the calendar, task, and reminder features, as well as the "work hours" and "scheduling assistant" features, you can create a structured work environment that will help you stay on track and achieve your goals. Our advice is to experiment with different features to find the ones that work best for you and your specific needs.



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