Running a small business often feels like spinning a dozen plates at once. You jump from email, to client work, to social media, only to end the day wondering what actually got done at the end of the day.
Sound familiar?
Here’s the truth: despite what you’ve been told, multitasking is not the best way to work. Studies show it actually slows you down and increases errors. What actually helps? Time-blocking — a simple but powerful time management technique that helps you focus, stay on track, and get more done (without burning out).
Let’s break it down.
What is Time-Blocking?
Time-blocking is the practice of dividing your day into blocks of time and assigning each block a specific task or category of work. Instead of working reactively, you plan proactively — and you give each type of work the space it deserves.
No more endless to-do lists. Just focused time to do the things that move your business forward.
How to Block Your Time
Step 1: Identify Your “Focus Hours”
When are you most energised and productive?
For most people, it’s a 3–5 hour window — often in the morning.
Tip: Track your energy levels for a few days. Notice when you do your best thinking vs. when you hit a slump. Protect your peak hours for your most important work.
Step 2: Create Task Categories
Group your work into 3–5 categories.
These could include:
- Deep Work – Strategy, creative thinking, client projects
- Admin – Emails, invoicing, file organising
- Meetings/Calls – All appointments and client check-ins
- Breaks/Personal – Rest, lunch, dog walks, etc.
These categories become your building blocks for the week.
Step 3: Block It Out on Your Calendar
Open up your digital calendar and start assigning blocks of time to each category.
Start small:
- Block 1–2 hours a day for deep work
- Set recurring times for admin tasks (like emails at 11 AM and 4 PM)
- Schedule breaks so you don’t burn out
Tip: Color-code your blocks so you can visually track how your time is being used.
Step 4: Protect Your Time
Once your blocks are set, treat them like appointments.
- Say no (or “later”) to unscheduled interruptions.
- Turn off notifications during deep work blocks.
- Communicate your availability clearly to clients and your team.
Boundaries = freedom.
Tools to Help You Time-Block
- Clockwise – AI tool to optimise your calendar automatically
- Google Calendar – Free and flexible for daily scheduling
- Sunsama – Combines task planning with calendar blocking
- Toggl Plan – Great for visualising time and tracking projects
One Action To Get You Started
Ready to try it? Here’s your mini experiment:
- Choose 3 task categories
- Block out time for them over the next 3 days
- Stick to your blocks as best you can
- Reflect: What felt good? What needs adjusting?
Time-blocking is a skill — and it gets easier (and more powerful) the more you practice.
