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Copyright 2011 by Kevin Achtzener
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Kevin Achtzener
Time Blocking
Table of Contents
ABOUT ME, KEVIN ACHTZENER
PREFACE
10
14
15
17
18
19
25
THANK YOU
26
21
APPENDIX 27
Photo credits
27
copyright2011 YoureMakingMe.com
Kevin Achtzener
Time Blocking
Kevin Achtzener
P.S. If you picked this book up off my site, YoureMakingMe.com, then youre already
set up to learn when MegaProductivity comes out. Otherwise, head over to the web
site and sign up so you can stay up to date on its release.
copyright2011 YoureMakingMe.com
Kevin Achtzener
Time Blocking
Preface
I started using time blocking techniques in 1996 when I opened my first business
and have continued to use and refine those techniques ever since. Although I cant
promise that youll become successful overnight by implementing time blocking, I
do feel that its an important part of any effective time management strategy.
Over the past few years, Ive had the opportunity to speak on various aspects of
productivity and success. Ive found that my sessions on time blocking always seem
to generate many thought provoking questions, and I constantly hear how people
have used these techniques in new ways.
copyright2011 YoureMakingMe.com
Kevin Achtzener
Time Blocking
Kevin Achtzener
Time Blocking
Being reactive
Its easy to get into a reactive state. Theres probably so much going on in your life
copyright2011 YoureMakingMe.com
Kevin Achtzener
Time Blocking
that you can suddenly find yourself struggling to make it through each day.
For instance:
Have you ever found yourself picking the easiest thing
from your big to-do list?
Have you ever re-written your to-do list with all the
hardest activities at the bottom?
If you have, congratulations, youre normal, but you
have to put this behaviour behind you, if you want to
take things to the next level.
Being proactive
When youre proactive, you dictate whats going to happen during the day and then
follow through no matter what.
For instance, you might say to yourself, OK, from 9:00 AM to 10:00 AM Ill make
phone calls. Ive got 10 to make and I wont do anything else until theyre
complete.
When Im working, I find one of the best things to do is
turn off the Wi-Fi on my laptop. That little gesture
makes it just hard enough so I wont check my email.
I also turn off the ringer (and vibration) on my phone.
Doesnt it drive you crazy when you hear your phone
vibrate on your desk, and you start wondering whos
calling, texting, emailing, tweeting, or Facebooking.
Its a complete distraction.
Heres the amazing thing. Over the years Ive been
using and teaching time blocking, Ive found that there
isnt anything that cant wait for 30 minutes.
Most urgent issues and panic situations are simply a result of someone not
doing the right work, at the right time.
Of course, theres the odd one-in-a-million disaster situation, but if you let your
life be run by fluke circumstances, youll go nuts.
Kevin Achtzener
Time Blocking
copyright2011 YoureMakingMe.com
Kevin Achtzener
Time Blocking
Kevin Achtzener
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Kevin Achtzener
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You need to be careful with making changes
because once you start cancelling or
postponing time blocks, it can start to
become a habit. If you postpone actual work
too often, your system is guaranteed to fail.
There will always be things that come up, but
if you have a solid framework around your
week, you can easily adapt it to emergencies
that arise.
Kevin Achtzener
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I can pretty much guarantee that you already have a list where you do activities
like this. The difference here is that the activities I'm asking you to do are short in
duration and unrelated to the others on your list.
I dont recommend longer activities, as they usually work better when you set a
time to complete them during the day. If you do put a task that will take 20-30
minutes on your list, you will likely find that it just gets skipped over, because its
hard to find a spare 20 minutes in most peoples days, but 5 minutes is doable.
Kevin Achtzener
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Time Blocking
being high, and 1 being low, how important is if for me to get this particular job
done?
Comparing this to the classic system, an A task from the ABC method would turn
into an 8, 9, or 10. Something that was a B activity turns into a 4, 5, 6, or 7, and
a C task from the old system is now a 1, 2, or 3.
I know I always tell people
to make things as simple as
possible, but I think this
little increase in
sophistication is a huge
help. So often in our day
we come across situations
that both seem critical.
With a ten point system, it
makes your job of choosing
whats most important a
little easier, but doesnt
add much more strain to
your thinking process.
With a 10 point system, you
can easily know that anything labelled as a 10 needs to be done immediately. You
can also tell that a 10 is more important than an 8, even though theyd both be
considered A activities under the classic system.
On the other end of the scale, if theres an activity you decide has a priority of 1,
you can decide whether to delegate it, have a virtual assistant do it, or simply
delete it from your list.
Its better to pay someone a few dollars per hour or to decide not to do a low
priority activity than have you spend time doing things that wont get you ahead.
A big plus of this system is that you dont need to constantly re-order your lists. You
still will from time to time, but its very easy to look at your tasks and pick the
next most important job.
Kevin Achtzener
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Time Blocking
I know it feels great to check off all the little jobs youve done, but at the end
of the day, its the big activities, done well, that make you successful.
Kevin Achtzener
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Time Blocking
phone call block from 9-10 A.M. because it works well with my schedule. I feel like
Im usually at a peak energy level around 9 A.M., so I take that opportunity to make
phone calls when my voice is at a high.
Naturally, I keep my schedule flexible to accommodate my speaking and coaching
appointments, as well as any urgent things that I have to handle personally.
I think most people would agree that there could sometimes be a drop in
productivity during the afternoon. Its when that feeling a fatigue can descend over
you.
I like taking a short break for a snack and exercise so that I can get back to work,
refreshed and recharged. I find that the mid-afternoon is also a good time for me
to do some of my mid-level tasks.
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Kevin Achtzener
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Kevin Achtzener
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Otherwise, I suggest using one of the systems weve already discussed - the ABC
method, or my 10 point scale. If neither of these feel right, you can simply put a 1
next to the item youll do first and count up from there.
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Kevin Achtzener
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Kevin Achtzener
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Kevin Achtzener
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thing, but thats how small problems get big little by little.
The other obvious downside is the fact that it will cost you a lot of money to keep
up these habits. This isnt what Im focusing on today, but the costs can definitely
add up.
Go strutting
Another simple solution to put into place is using walks as a reward. Im not talking
about regular walks, which are great too, but what I advocate is going walking with
swagger, like youre the most important person in the world.
As you walk, take the time to feel great. Something you can do while on your
success walk is to think to yourself that everyone you walk by is whispering, Its
Him, or Its Her.
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Kevin Achtzener
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Time Blocking
1. Set a deadline
Give yourself a deadline and stick to it. When someone comes in you can say, I
have to get this report out by 2 P.M... Can this wait until then? Youd be surprised
how well setting an artificial deadline can work.
Its like the old saying goes:
If it werent for the last minute, nothing would ever get done.
2. Use a timer
Some people find their productivity jumps when they start using
a timer. This works because youre setting a short-term deadline,
but also because you are committing to doing your best work for
a short period of time. Typical lengths of time would be 15, 30,
or 60 minute blocks, but you can choose any length of time that
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Kevin Achtzener
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was URGENT, can probably wait an hour before being worked on.
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works.
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viewing, as opposed to having new emails come in and buzz my phone. Of course,
Heaven forbid that you would ever leave the YoureMakingMe.com list.
#1 Productivity Tip
Focused planning leads to specific results.
The best way to be productive when you work is to be
focused on what youre doing, and to do specific
actions that move you towards your goals.
If you remember nothing else, following this simple
formula will get you places. Specificity in anything you
do is what separates the successes from the failures.
Remember: Its the little things you do each day, that
make you great - Kevin Achtzener
copyright2011 YoureMakingMe.com
Kevin Achtzener
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Time Blocking
Thank You
I hope you enjoyed this introduction to time blocking and the MegaProductivity
system. If youd like more information on my system or would like to book me for a
speaking engagement, you can visit my website at YoureMakingMe.com, email me
(Kevin@youremakingme.com), or reach me by phone (780.932.7702).
You can also visit my website for more tips on productivity, persuasion, and
achievement.
If youve enjoyed this book, I highly recommend that you pass it on to anyone else
who might benefit from it.
I simply ask that you forward the eBook intact, as Ive spent a lot of time and
energy creating it.
I sincerely thank you for reading Time Blocking 101.
Kevin Achtzener
copyright2011 YoureMakingMe.com
Kevin Achtzener
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Time Blocking
Appendix
Photo credits
Cover: Clock hand
Section 1: Question mark, Reactive
Section 2: Cards, Planner, Calendar, To do list, Groups, Hands, Wooden 10, Man
using phone
Section 3: Power plant, Hourglass, Bundling, Shift down, @ symbol, Tuxedo
Section 4: Fireworks, Cupcake, Timer, Closed door, Answering phone, Productivity
tip
copyright2011 YoureMakingMe.com