Improve productivity with time blocking in Tracup (full guide)

When the working day is coming to an end and there are so many tasks to be done, do you think "I need more time each day..." or "Huh? It's already 5pm?! "

Whether you're working on a project and finding yourself distracted by social media, or you have some personal projects that require your attention outside of work hours, it can easily throw you off track during work hours.

With the interference of different situations in the office scene, wanting to get work done in time has become a common problem in the workplace.

While you can't predict our distractions, you can prepare by setting aside dedicated time to focus on your most important and pressing tasks.

This is called time blocking!

This article will show you the benefits of time blocking, come and see with Tracup how to make the most of your time and master your work life.

What is time blocking?

Time blocking is a time management technique that helps you divide your day into smaller "chunks" of time. Each block of time is dedicated to a single task or group of similar tasks, and unlike a to-do list, blocks of time give structure and an allotted time when tasks should be done.

A time limit may be helpful for:

Poor planning skills
Unable to prioritize (urgent vs not urgent)
no clear goal
bad at estimating time
Feeling unmotivated or uninterested in the task at hand

Benefits of Time Blocking

For many people, time management is a big problem. There is always too much to do and not enough time in a day. This can lead to stress, burnout, anxiety and even depression.

But by implementing effective time limits, you'll be able to increase your productivity and feel more in control of your life! Whether you're overwhelmed with tons of to-dos on your list, unable to focus on one task at a time, or just have poor time management skills, Time Block is guaranteed to give you the boundaries you need to stay on track.

Not only does time blocking help train your brain to create healthy boundaries with time and form healthy habits, but it also has a variety of benefits, including:

Promotes better mental health (reduces stress and anxiety)
Facilitates better task organization
Allows workload to be seen ahead of time and prioritized accordingly to avoid overload and burnout
Allow your team to determine the correct schedule and meet deadlines
Improve focus and productivity
Allows you to enter a state of flow and complete deep work

Speaking of flow state, let's talk about what it is and how it can help with deep work.

Deep work and flow states

Ever experience a situation where you lose track of time because you are completely immersed in the activity or task you are doing?

Think of a time at work where you feel very focused, creative and things flow naturally for you.

Maybe this happens when you are engaged in your favorite sport or hobby... whatever it is for you, the feeling and the mindset is what makes you enjoy it so much and bring out the best in you reasons for good performance.

In positive psychology, being in a state of flow allows one to work deeply, allowing one to fully focus on whatever task or activity is at hand.

But time blocking not only helps you do deep work, it also allows you to train your brain to do shallow work.

Deep Work vs. Shallow Work

Tasks that require deep work are those that require your undivided attention. Deep work activities are mentally demanding and are recommended in a distraction-free environment to help you enter a state of flow.

Here are some examples of deep work:

Write creative and informative content
braking strategy
analyze data
create report
coding

On the other hand, superficial work activities don't require a lot of brain power. These small tasks don't require your full attention because they are not cognitively demanding.

Here are some examples of shallow work:

View and reply to mail
Organize your schedule, files and tasks
Check for updates and notifications
reply to comment
administrative tasks

No matter your role or industry, you will most likely balance both types of activities throughout your day.

The key is the time block.

Time blocking can help you maximize your brainpower, effectively balance deep and shallow work, and prevent burnout.

Types of Time Blocking

There are several ways to use time blocking. Knowing what your tasks are and what type of time-blocking approach matches the needs of those tasks will be key to your success.

Task Batching: Batch similar tasks together and do them all at once instead of executing them sporadically throughout the day.
Daily Scheduling: Group similar tasks together for a day and focus on each task.
Time Limits: Limit the time spent on tasks.

These three types of time blocking can help you pass the time more efficiently and keep your focus on deep work.

How to use Tracup for efficient time blocking

You can plan and organize your schedule, but the best and most efficient way to set up your calendar is with a project management tool where you can easily add, edit and view blocks of your time, such as Tracup .

Tracup is a task management tool that offers a variety of customizable features to help you create solid schedules, manage time, and increase productivity.

Sign up for a Tracup account for free to discover the following key features:

Multiple view options - choose your favorite way to view your tasks (board, list, calendar, etc.)
Gantt view - see all tasks in the entire workspace
Workload View – plan, monitor and manage your workload
Custom Status - see what stage each task is in
Priority Flags - assign flags to prioritize urgent tasks
Task List : Add to-do list to tasks
Time Estimates – Add estimates to tasks to manage workload (tip: use this feature for time constraints!)
Native Time Tracker - Easily track time spent on tasks and focus on deep work
Start and Due Dates: Create a clear schedule by deciding when to start and finish tasks
Dependencies : link related tasks and see which tasks are blocking or waiting for other tasks (hint: these features are great for task batching and daily topics!)
Task Tags - Add custom tags to categorize and organize your tasks (another tip: this is also helpful for task batches and daily topics!)
and more; check out the full feature list here !

Next step: Scheduling time blocks in Tracup

Now that you know some of Tracup 's key features for time blocking, let's show you how to use them! First, create your tasks in Tracup and add the following to each task:

Add task description
Add assignees and observers
Add priority flag
Add time estimate
Add start and due dates
Add task tags
Add relationships and dependencies (if applicable)
Add to-do list (if applicable)

Once you've created a task and added all the important details to it, choose your favorite view and click it to get a bird's-eye view of your schedule!

Take control of your time with Tracup

Most of us are sleep deprived and always on the go... If you want to be more productive and less stressed, it's time for a change!

Time limits can be an effective way to organize your days, prioritize tasks and manage your time more efficiently.

It lets you make sure you have enough energy to be productive throughout the day and give yourself some breaks during work.

Effective time management techniques like these are great for mental health! You'll be able to reduce burnout by building healthy habits.

With the help of a task management tool like Tracup , you'll be able to better manage your working hours!

Give it a try, try it out for free now ! Start managing your time better!