How I Upgraded My Time Blocking System for Better Productivity
A practical approach to balancing work, life, and personal goals.
Time blocking has been a part of my planning routine for a while, but recently, I realized something: I was busy, but not always productive.
I needed a system that wasn’t just about filling my schedule, but actually helped me move forward on my biggest goals—without burning out. So I made some changes, and here’s what I learned.
Why My Old Time Blocking System Wasn’t Working
I felt busy but not productive—my days were packed, but I wasn’t making real progress.
I wasn’t tracking goals effectively, so it was hard to see if I was actually achieving what I set out to do.
I needed more flexibility—strict scheduling wasn’t realistic for my life.
I didn’t want a system that squeezed every last drop of productivity out of me. I wanted a sustainable approach that worked with my real life.
The 4 Changes I Made to Improve My Time Blocking
1. Theming My Work Sessions
Switching between tasks drains mental energy.
Instead of jumping from one type of work to another, I grouped similar tasks into “sessions.”
This helped me focus deeply without constantly switching gears.
💡 Example: Instead of designing planner inserts one moment and scripting a YouTube video the next, I now batch creative tasks together.
2. Prioritizing “The One Thing”
I used to juggle multiple goals at once, leading to burnout.
Now, I focus on one key goal at a time, filtering out the busywork.
Inspired by the triage method in hospitals—urgent tasks come first!
💡 Example: Right now, my “one thing” is creating a weekly content package.
3. Gamifying My Goals with a Progress Bar
Breaking goals into smaller milestones is helpful, but it still felt uninspiring.
Instead, I created a progress bar system to visually track my achievements.
Seeing progress makes it feel like a fun challenge rather than a chore.
💡 Bonus: I’m using rewards (like a new planner accessory) to keep myself motivated!
4. Leaving White Space for Flexibility
I’m not a robot—some days, I just won’t get everything done.
Instead of overplanning, I now intentionally leave gaps for life’s unpredictability.
This reduces stress and prevents me from feeling like I’m constantly behind.
💡 Key Takeaway: A rigid schedule sets you up for failure. Planning should support your life, not control it.
Final Thoughts: A Time Blocking System That Works in Real Life
This updated approach has helped me:
✔ Feel less overwhelmed and more in control of my time.
✔ Make real progress on my most important goals.
✔ Maintain balance between work, side projects, and family.
Time blocking isn’t about squeezing in as much work as possible—it’s about being intentional with your time.
💬 Do you use time blocking? What’s one tweak you’ve made to make it work better for you? Let me know in the comments!
Want to improve your planning? Check out these resources:
Task Tab Labels (Canva Template)
Time Blocking Planner Inserts
Until next time Planner Friend, I’m cheering you on!
Chloe x
Chloe, I like the idea of theming a day--I always forget to try that. When my lifestyle allowed time blocking, it was the best way to discipline myself to get things done. In my more flexible "semi-retired but still working and being grandma" life now, I find time blocking to be wishful thinking. I'm still using it when I can, in conjunction with The One Thing (which right now, is income taxes). Thank you for your always thoughtful and creative posts.