Remote Procrastination? Time Block Your Way Out

Remote procrastination is a very real challenge for many people who work from home. It’s easy to get distracted by household chores, social media, or simply the comfort of your own space. But the good news is that you can conquer procrastination and boost your productivity by using a simple yet powerful technique called time blocking.

Understanding the Roots of Remote Procrastination

Why is it so easy to procrastinate when you work from home? Well, the traditional office environment imposes structure and accountability. You have set hours, a manager overseeing your progress, and colleagues to interact with. When you work from home, all of that disappears. You’re essentially your own boss, and that freedom can be a double-edged sword. The lack of external structure often means that managing your time becomes entirely your responsibility, and if you struggle with self-discipline, procrastination is practically inevitable.

Consider this: a study by RescueTime, a time-tracking software company, found that remote workers often spend more time on distracting websites and apps than they do in a traditional office setting. This isn’t because remote workers are inherently less disciplined, but rather because the temptations are more readily available. Your favorite streaming service, your social media feeds, and even your own refrigerator are all just a few clicks or steps away.

Another contributing factor is the blurred lines between work and personal life. When your office is also your living space, it’s difficult to separate the two. You might find yourself doing laundry during your lunch break, answering personal emails during work hours, or simply struggling to switch off at the end of the day. This lack of separation can lead to burnout and further exacerbate procrastination.

What Exactly Is Time Blocking?

Time blocking is a method of time management that involves dividing your day into specific blocks of time, each dedicated to a particular task or activity. You essentially pre-plan your day, scheduling everything from work tasks to meals to breaks. The key is to be as specific as possible, allocating a realistic amount of time to each block.

Think of it like creating a detailed itinerary for your day. Instead of simply having a to-do list, you have a structured schedule that tells you exactly what to be working on at any given moment. This can be incredibly powerful for combating procrastination because it removes the ambiguity of “I need to work on Task X sometime today.” Instead, you have a concrete plan: “From 9:00 AM to 11:00 AM, I will focus on Task X.”

How Time Blocking Helps Conquer Remote Procrastination

There are several key reasons why time blocking is particularly effective for overcoming procrastination when you work from home:

• Provides Structure and Accountability: Time blocking provides the structure that’s often missing in a remote work environment. It forces you to create a schedule and stick to it, which can help you stay on track and avoid getting sidetracked.
• Reduces Decision Fatigue: One of the biggest contributors to procrastination is decision fatigue. Constantly deciding what to work on next can be mentally exhausting. Time blocking eliminates this by pre-determining your schedule, freeing up your mental energy for the actual work.
• Improves Focus and Concentration: Knowing that you only have a specific block of time to focus on a particular task can enhance your concentration. You’re less likely to get distracted by other things when you know that you have a dedicated time slot for them later.
• Enhances Time Awareness: Time blocking forces you to be more aware of how you’re spending your time. By tracking how long tasks actually take, you can make more realistic plans in the future and avoid overcommitting yourself.
• Creates a Sense of Control: Procrastination often stems from feeling overwhelmed or lacking control. Time blocking helps you regain control over your time and your workload, which can reduce stress and increase your sense of accomplishment.

Getting Started with Time Blocking: A Step-by-Step Guide

Ready to give time blocking a try? Here’s a step-by-step guide to help you get started:

1. Identify Your Priorities: Before you start blocking out time, it’s crucial to identify your most important tasks and priorities. What are the things that absolutely need to get done today? What are the tasks that will have the biggest impact on your goals? Make a list of these priorities, and keep them top of mind as you create your schedule.
2. Choose Your Time Blocking Tools: You can use a variety of tools for time blocking, from simple paper planners to sophisticated digital calendars and apps. Some popular options include Google Calendar, Outlook Calendar, Todoist, and Trello. Experiment with different tools to find one that works best for you.
3. Start with a Template: Don’t try to reinvent the wheel. Look for time blocking templates online or create your own. A basic template should include blocks for work tasks, meals, breaks, exercise, and personal activities.
4. Block Out Fixed Appointments: Begin by scheduling in any fixed appointments or meetings that you have. This will give you a framework to work around. Be sure to include travel time to and from appointments if necessary.
5. Allocate Time for Deep Work: Deep work refers to focused, uninterrupted work on cognitively demanding tasks. Research by Cal Newport, author of Deep Work, suggests that allocating dedicated time for deep work can significantly boost productivity. Schedule at least one or two blocks of time each day for deep work, and eliminate all distractions during these periods. This might mean turning off notifications, closing unnecessary tabs, and finding a quiet workspace.
6. Schedule Breaks: Don’t forget to schedule regular breaks throughout the day. Taking short breaks can actually improve your focus and productivity. The Pomodoro Technique, which involves working for 25 minutes followed by a 5-minute break, is a popular method for incorporating breaks into your schedule.
7. Be Realistic: It’s important to be realistic about how long tasks will take. Overestimating or underestimating task durations can throw off your entire schedule. Track your time for a few days to get a better sense of how long different tasks actually take.
8. Add Buffer Time: Things rarely go exactly as planned. Unexpected interruptions, urgent requests, and technical difficulties are all inevitable. Add buffer time to your schedule to account for these unforeseen circumstances. A buffer of 15-30 minutes between tasks is often sufficient.
9. Review and Adjust: Time blocking is an iterative process. It’s unlikely that your first schedule will be perfect. Review your schedule at the end of each day and make adjustments as needed. What worked well? What didn’t? What can you improve?

Time Blocking Techniques: Go Beyond the Basics

Once you’ve mastered the basics of time blocking, you can explore more advanced techniques to further optimize your schedule:

• The Eisenhower Matrix: Also known as the Urgent-Important Matrix, this technique helps you prioritize tasks based on their urgency and importance. Tasks that are both urgent and important should be done immediately. Tasks that are important but not urgent should be scheduled for later. Tasks that are urgent but not important should be delegated if possible. Tasks that are neither urgent nor important should be eliminated. This technique can help you focus on the tasks that will have the biggest impact.
• Theme Days: This involves dedicating entire days to specific types of tasks. For example, you might have a “Content Creation Day,” a “Meeting Day,” or an “Admin Day.” This can help you batch similar tasks together, which can improve focus and efficiency.
• Time Batching: Similar to theme days, time batching involves grouping similar tasks together and performing them in a single block of time. For example, you might batch all of your email responses into a single hour each day, rather than checking your email constantly throughout the day.
• Eat the Frog: This technique, popularized by Brian Tracy in his book Eat That Frog!, involves tackling your most challenging or unpleasant task first thing in the morning. Getting it out of the way early can free up your mental energy and make the rest of the day feel easier.
• Use Technology Wisely: While technology can be a distraction, it can also be a powerful tool for time blocking. Explore apps and software that can help you schedule tasks, set reminders, and track your time. Some apps even use AI to automatically optimize your schedule based on your habits and priorities.

Real-World Examples of Time Blocking Success

Time blocking isn’t just a theoretical concept. Many successful people use it to manage their time and achieve their goals. Consider Elon Musk, for example. He reportedly schedules his day in five-minute blocks, a level of detail that allows him to manage multiple companies and projects simultaneously, he also relies on batching similar tasks to avoid task-switching. Even though his workflow habits are tailored to fit his own needs, you can still take bits and pieces away to improve your own remote work habits.

Another example is Bill Gates. He is known for his meticulous scheduling and his use of “think weeks,” where he retreats to a secluded location to focus on strategic thinking. While few of us have the resources to take week-long retreats, we can still learn from Gates’s emphasis on dedicated, uninterrupted time for deep work.

A case study published in the Journal of Applied Psychology showed that employees who used time blocking techniques experienced a 20% increase in productivity and a 15% reduction in stress levels. This demonstrates the tangible benefits of time blocking in a professional setting.

Work From Home: Common Pitfalls and How to Avoid Them

Even with the best time blocking strategies, there are still some common pitfalls that remote workers face. Here are some tips for avoiding them:

• Distractions: The biggest challenge for many remote workers is distractions. Minimize distractions by creating a dedicated workspace, turning off notifications, and using website blockers to limit access to social media and other distracting sites.
• Interruptions: Family members, pets, and household chores can all interrupt your work. Communicate your work schedule to your family and ask for their cooperation. If possible, create a separate workspace that is off-limits during work hours.
• Burnout: It’s easy to overwork yourself when you work from home. Avoid burnout by setting clear boundaries between work and personal life, taking regular breaks, and getting enough sleep.
• Isolation: Working from home can sometimes feel isolating. Combat isolation by staying connected with colleagues, friends, and family. Schedule regular virtual coffee breaks or lunch dates.
• Lack of Motivation: It can be difficult to stay motivated when you’re working alone. Set clear goals, reward yourself for achieving milestones, and find ways to make your work more enjoyable.

Tools and Technologies to Support Time Blocking While Working From Home

While time blocking can be done with a simple pen and paper, several digital tools and technologies can enhance and streamline the process. Here’s a look at some popular options:

• Google Calendar: A versatile and widely used calendar app that allows you to create time blocks, set reminders, and share your schedule with others. It integrates seamlessly with other Google products, such as Gmail and Google Meet.
• Microsoft Outlook Calendar: Similar to Google Calendar, Outlook Calendar offers robust scheduling features and integrates with other Microsoft Office applications.
• Todoist: A powerful to-do list app that allows you to create tasks, set deadlines, and assign priorities. It also integrates with popular calendar apps, making it easy to schedule your tasks.
• Trello: A visual project management tool that uses Kanban boards to organize tasks and projects. You can use Trello to create time blocks and track your progress.
• Asana: Another project management tool that offers a variety of features, including task management, team collaboration, and reporting. Asana can be used to create detailed schedules and track your time.
• Clockify: A free time-tracking app that allows you to track how long you spend on different tasks. This can help you get a better sense of how long tasks actually take and make more realistic plans in the future.
• Focus@Will: A music streaming service that provides scientifically designed music to improve focus and concentration. Studies suggest music can boost productivity by 15%.

Consider using a combination of these tools to create a time blocking system that meets your specific needs. For example, you might use Google Calendar to schedule your time blocks and Todoist to manage your to-do list.

The Importance of Flexibility and Self-Compassion

While time blocking can be incredibly effective, it’s important to remember that it’s not a rigid, inflexible system. Life happens. Unexpected events arise. You might get sick, a family member might need your help, or you might simply have a day where you’re not feeling as productive as usual.

It’s important to be flexible with your schedule and to allow yourself some wiggle room. Don’t beat yourself up if you don’t stick to your schedule perfectly. Just acknowledge the deviation, adjust your plans accordingly, and move on. Self-compassion is key. Treat yourself with the same kindness and understanding that you would offer a friend in a similar situation.

Adapting Time Blocking to Your Personality and Work Style

There’s no one-size-fits-all approach to time blocking. The key is to find a system that works for you. Experiment with different techniques, tools, and schedules until you find something that feels comfortable and sustainable. Consider your own personality and work style. Are you a morning person or a night owl? Do you prefer to work in short bursts or long stretches? Do you thrive on structure or do you prefer a more flexible approach?

Tailor your time blocking system to your own preferences. If you’re a morning person, schedule your most challenging tasks for the morning, when you’re at your peak energy levels. If you prefer to work in short bursts, use the Pomodoro Technique. If you thrive on structure, create a detailed schedule with specific time blocks for each task.

Time Blocking for Specific Challenges of Working From Home:

Let’s explore adapting time blocking to some very particular challenges you may face when you work from home.

• Dealing with Family Responsibilities: If you have children or other family members who require your attention during the day, time blocking becomes even more crucial. Schedule specific blocks of time for family activities, such as playing games, helping with homework, or preparing meals. Communicate your work schedule to your family and explain when you need to be left undisturbed. Consider using a visual schedule that indicates when you’re available and when you’re not.
• Managing Interruptions from Housemates: If you share your home with roommates or housemates, it’s important to set clear boundaries and expectations. Explain your work schedule and ask for their cooperation. Consider using headphones to block out noise and distractions. If possible, establish a designated workspace where you can work undisturbed.
• Handling Household Chores: It’s tempting to get distracted by household chores when you work from home. Schedule specific blocks of time for chores, such as doing laundry, washing dishes, or cleaning the house. Don’t let chores encroach on your work time. Stick to your schedule, and treat chores as just another task on your list.
• Staying Motivated and Engaged: It can be difficult to stay motivated when you’re working alone. Schedule regular breaks to get up, stretch, and move around. Listen to music, podcasts, or audiobooks to keep your mind engaged. Connect with colleagues or friends for virtual coffee breaks or lunch dates.

Data, Statistics, and the Psychology of Time Management

Several studies have explored the psychology of time management and its impact on productivity and well-being. Research suggests that individuals who use time management techniques, such as time blocking, tend to be more productive, less stressed, and more satisfied with their work. A study published in the Journal of Organizational Behavior found that employees who used time management techniques experienced a significant reduction in feelings of overwhelm and burnout.

The American Psychological Association reports that effective time management can lead to lower stress levels and improved mental health. By taking control of your time and scheduling your activities, you can reduce feelings of anxiety and improve your overall sense of well-being. Further, studies on willpower suggest that it’s a limited resource. Every decision we make depletes our willpower reserves. Time blocking reduces the number of decisions we have to make throughout the day, which can conserve our willpower and improve our ability to focus. Studies show that even a short cognitive overload is detrimental to daily performance: see research from the National Center for Biotechnology Information.

According to a study by the University of California, Irvine, it takes an average of 23 minutes and 15 seconds to regain focus after an interruption. This highlights the importance of minimizing distractions and creating a dedicated workspace where you can concentrate. The amount of time and energy spent recovering from constant disruptions add up quickly!

Personalizing Your Time Blocking Approach

There is no “one size fits all formula” when it comes to time blocking. Here’s how to experiment and adapt:

• Track Your Time: Use a time-tracking app or a simple spreadsheet to track how you’re spending your time each day. This will give you valuable insights into your habits and patterns. You might discover that you’re spending more time than you realize on social media, email, or other distractions.
• Experiment with Different Techniques: Try different time blocking techniques, such as the Pomodoro Technique, theme days, or time batching. See what works best for you. Don’t be afraid to mix and match techniques to create a customized approach.
• Get Feedback: Ask colleagues, friends, or family members for feedback on your time blocking approach. They might have valuable insights or suggestions that you haven’t considered.
• Be Adaptable: Life is unpredictable. Be prepared to adapt your time blocking approach as needed. Don’t be afraid to adjust your schedule, change your techniques, or try new tools.

Long-Term Sustainability of Time Blocking

To make time blocking a sustainable part of your remote work routine, consider the following:

• Start Small: Don’t try to overhaul your entire schedule overnight. Start by blocking out a few key tasks each day, and gradually increase the amount of time you block.
• Set Realistic Expectations: Don’t expect to be perfect at time blocking right away. It takes time and practice to develop a system that works for you.
• Make it a Habit: The key to long-term success is to make time blocking a habit. Schedule time each day to plan your schedule for the next day. Review your schedule regularly and make adjustments as needed.
• Celebrate Your Successes: Acknowledge and celebrate your accomplishments. This will help you stay motivated and engaged.
• Be Patient: It takes time to change your habits. Be patient with yourself, and don’t give up if you don’t see results immediately.

FAQ Section

What if I can’t stick to my time block schedule?

That happens! Don’t get discouraged. Review your schedule to see if it was unrealistic. Did you allocate enough time for tasks? Did you account for potential interruptions? Adjust your schedule accordingly and try again. It’s also important to be kind to yourself. If you miss a time block, don’t beat yourself up about it. Just acknowledge it, adjust your plans, and move on.

How do I deal with unexpected interruptions?

Unexpected interruptions are inevitable, especially if you work from home. The best way to deal with them is to anticipate them and build buffer time into your schedule. This will give you some flexibility to handle unexpected events without derailing your entire day. If you find yourself being interrupted frequently, try to identify the sources of the interruptions and take steps to minimize them. This might mean setting boundaries with family members, turning off notifications, or finding a quieter workspace.

What if I don’t know how long a task will take?

That’s a common problem. The best way to estimate task durations is to track your time. Use a time-tracking app or a simple spreadsheet to record how long you spend on different tasks. This will give you a better sense of how long tasks actually take and help you make more realistic plans in the future. If you’re unsure how long a task will take, overestimate rather than underestimate. It’s better to have extra time than to run out of time.

Is time blocking too rigid?

Time blocking can be as flexible or as rigid as you want it to be. It’s not about creating a prison for yourself, but rather about creating a framework that helps you stay focused and productive. If you find that your time blocking system is too rigid, try loosening it up. Allow yourself some flexibility to adjust your schedule as needed. Remember, the goal is to find a system that works for you, not to follow a set of rules. Remember, it’s a tool, not a jail!

Does time blocking work for creative work?

Yes, time blocking can definitely work for creative work! In fact, some creative professionals find that it helps them to be more productive and focused. The key is to schedule specific blocks of time for creative activities, such as brainstorming, writing, or designing. During these blocks of time, eliminate all distractions and focus solely on your creative task. It can also be helpful to schedule breaks throughout your creative work sessions to allow your mind to rest and recharge.

References

Newport, Cal. Deep Work: Rules for Focused Success in a Distracted World. Grand Central Publishing, 2016.

Tracy, Brian. Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. Berrett-Koehler Publishers, 2017.

Allen, David. Getting Things Done: The Art of Stress-Free Productivity. Penguin Books, 2015.

Ready to take control of your time and conquer remote procrastination? Start time blocking today! Download a free time blocking template, explore different time blocking tools, and experiment with different techniques until you find a system that works for you. Remember, the key to success is consistency and self-compassion. With a little effort and dedication, you can transform your days and achieve your goals from the comfort of your own home. Embrace the power of time blocking, and unlock your full potential as a remote worker!