Business owners have a lot on their plate. Schedule that social media post, write that weekly newsletter, process invoices, and — oh yeah — finish client work. The most popular strategy to handle this massive, never-ending to-do list is (drumroll, please) time blocking.  

Time blocking is blocking specific time on your calendar to complete a certain task. Think Monday, 8 am: send invoices. 

But if you’re anything like me, the traditional time-blocking method just doesn’t stick. You don’t need to force yourself into boring, rigid schedules. You need a system that works with your brain, not against it. Let’s dive into my top tips to make time blocking work for you! 

Break your day into small, manageable chunks

If the idea of trying to tackle your to-do list makes you break out in hives, split your day up into small chunks. You could do early morning, mid-morning, afternoon, evening or maybe before school, during school, after bedtime. 

Breaking the day up into small time zones makes it feel more manageable (and helps you instantly feel less overwhelmed in your business). 

Work on a task for 25-30 minutes at a time

I said what I said. Work on one thing at a time for 25-30 minutes max and take a 5-minute break in between. This is also called the Pomodoro technique. It improves your focus, helps you prevent procrastination, and stay motivated, versus trying to push yourself through a non-stop morning of work. 

Having a Pomodoro timer makes it even easier to find a focus state. Here are a few of my favorites: 

• Stay in Session (this one’s especially for my ADHD girlies!)
• This physical Pomodoro timer cube is always on my desk
• An in-browser timer with customized aesthetic vibes

Set alarms for your breaks

Take. Your. Breaks.

I know, I know, you get in the zone and it feels easier to just keep going, but trust me. Make a few notes about what you want to do next and take the break. 

Here’s the deal: your brain actually burns glucose when you’re thinking. Taking a break (even one as small as 5 minutes) allows you to literally refuel, calm your nervous system, and may even help you tap into your creativity. 

Oh, and during this break? Actually rest. No phone. No work. No scrolling. 

If you’re using a Pomodoro timer, it will guide you to take a five-minute break between each session, then a longer break at the end of the fourth session. Just using your phone’s timer? Make sure to take at least a five-minute rest at the end of each work period. 

Color code your calendar

Who said you need to keep the default colors on your calendar? Assign fun colors to different types of tasks so your brain can instantly realize what’s next. Rainbow colors are always fun, and Pinterest has lots of color palette suggestions with the hex codes. Copy the hex code, then head to your calendar’s settings to update. 

Are you a paper girlie? Match the colors in your digital system to your physical planner for a cohesive system. 

Add buffer zones 

Look, I know it’s tempting to jam your calendar back to back with tasks. Believe me, I get it.

But you are not a robot. You need water, snacks, stretch breaks, and a little extra time in case a call or task runs over. That’s where the buffer zone comes in.

Give yourself 5-10 minutes of wiggle room between tasks so you don’t feel like you’re racing against the clock. Even a little time can help add some breathing room. 

Anchor your day with rituals 

If you’ve ever had a commute, you probably just cringed. (Sorry.) But one of the benefits of a commute is it acts as a solid bookend for when your day starts and ends. 

When you start working for yourself, you probably don’t have a commute anymore (THANK GOD), but having a way to anchor your day is crucial for telling your brain when it’s time to work and to shut down. 

Enter rituals. 

These can be as simple or complex as you like. I love journaling with a cup of coffee to start, and ending the day by taking a walk with my husband and my girls. 

A few ideas to get you started: 

• Yoga or stretch session 
• Making a matcha
• Meditation 
• Workout 
• Making your to-do list
• Planning your day tomorrow 
• Listening to a podcast

The options are endless. Try a few different ones until you find the ones that work for you!

Time blocking is a fantastic way to tackle your to-do list, but I’ll be honest: if you’re trying to constantly control chaos, time blocking may not be enough. It may be time for true systems. 

Have a one-off project you need done ASAP or want to elevate that DIY system from snaggy to smooth? My team and I would love to help! Book your VIP day here!