Sometimes it feels like there just aren’t enough hours in the day… or so I’m told. I honestly can’t relate. It’s not because I have a shortage of things to do. In fact, I have a fully scheduled “to do” list greeting me everyday. But I fall asleep each night content in the knowledge that I’ve used my time in the most efficient manner possible. The secret to my mastery lies in a simple, but highly effective time management tool called timeboxing. And I’m confident that if you adopt it and commit to it, you’ll be seeing a major increase in productivity. How major? To paraphrase Cal Newport’s Deep Work, the equivalent of a 60+ hour work week from your standard 40 hour schedule.  

What is Timeboxing? 

Photo credit: Envato

Part of the beauty of timeboxing is that it’s relatively simple. You create a “to do” list at least a day before you plan to execute it. And then you stick to it like your life depends on it! I’ve personally been using this method for years. Anytime I need to up my productivity, I spend some time refining my “to do” list. It works like a charm.

Some people take more easily to timeboxing than others. Self-proclaimed multi-taskers tend to struggle with it. Yet for those who understand the art and power of single-tasking, it can maximize your productivity in leaps and bounds. Don’t just take my word for it. Elon Musk timeboxes his schedule in five minute increments. Five minutes! And you know what that kind of discipline grants him? A freedom most people can’t even imagine. 

How Can You Start Timeboxing? 

Now that I’ve sold you on timeboxing, how do you do it? You basically schedule out your entire day in specifically timed increments (or timeboxes). Not just the tasks related to your job. Planning on brushing your teeth? Timebox it. Are you going to eat dinner? Timebox it. Is there a specific TV show you can’t miss? You guessed it: timebox it. 

Every part of your schedule needs to be labeled with a clear amount of allotted time. Therefore, it’s crucial that you understand your objectives by putting together a comprehensive “to do” list. 

Determining the Right Increments of Time for your Schedule

Photo credit: Envato

What increments of time should you work in? Different tasks are going to require different amounts of time for completion. But research shows that the average human cannot fully focus on a task for 90 minutes without needing a break. 

Timeboxing isn’t an endurance challenge. Therefore, I’d recommend you timebox in increments no longer than 45 minutes. But ultimately, only you know what you can handle. 

Time Can Be Treated, But Not Cured

Since I’m the CEO, founder, and principal broker for a real estate firm, I encourage my agents to plan not just their days with timeboxing, but their weeks, quarters, even years. But just making the schedule isn’t enough for them to see their progress jump. 

They need to reject the temptation to procrastinate. And they need to follow their timeboxed schedule with an almost religious rigidity. Not just for a day, or a week, but for as long as they want to keep enjoying its benefits. That’s because timeboxing isn’t the cure for poor time management. It’s the treatment. 

Example of a Timeboxed Schedule

The Two Timebox Methods

Once you’ve made the decision to timebox, you also need to determine which of the two timeboxing variations is right for you. 

Hard Timeboxing

This rigid variant of timeboxing requires that you set your task time and then immediately cease work on it when the time comes to an end. It’s best for when you’re working alone. 

Soft Timeboxing

This flexible variant allows you to play a little more loosely with time as circumstances dictate. It’s ideal for situations in which your schedule is at the mercy of another party. Speaking again with my real estate broker hat on, this version of timeboxing works best for days when agents have showings, presentations, and meetings. Soft timeboxing is also sometimes referred to as “time blocking.”  

While soft timeboxing may be tempting, I recommend to all of my staff and agents to lean into hard timeboxing. Why? Because I preach perfection. But even with hard timeboxing, I recommend working buffers into your “to do” list. Otherwise, the experience will be very frustrating before it becomes liberating. 

Photo credit: Envato

7 Essential Timeboxing Tips

1. Prioritize Timebox Time

Effective timeboxing requires that you understand the difference between working proactively and working reactively. This means recognizing the power in a pre-ordained schedule. Try to avoid cancellations and other changes as much as possible. Temptations will arise, but the moment you give in to a change in plans, you sacrifice that pure efficiency that timeboxing offers. Therefore, resist those untimely opportunities with the faith that disciplined adherence to timeboxing leads to greater treasures. 

2. Visualize Your Time to Better Understand It

Having a concrete picture of your timeboxed “to do” list can lead you to new heights of comprehension. I’d recommend using a Google calendar, because it allows your teammates to know you’re unavailable during those timeboxes. This can also help you with accountability. 

3. Set a Timer

A timer is absolutely essential for successful hard timeboxing. Fortunately, we all have one handy in our phones, which leads us directly into our next tip. 

4. Disable Notifications or Use “Do Not Disturb”

I dare you to set your phone to “Do Not Disturb” during appropriate timeboxing segments. Trust me: the world is not going to burn down because you missed a call or didn’t respond to a text in 45 minutes. During timeboxing, you need to remain single-minded. So, forget the social media notifications and let your voicemail do its thing.

Photo credit: Envato

5. Rest Between Intervals

Whether you grab a cup of coffee, take a walk, run to the restroom, or just take a quick stretch, breaks are essential. This is yet another reason why I stress the importance of incorporating buffers into hard timeboxing. 

6. Record Your Work in a Time Management Tool

The right time management tool helps you turn your “to do” list into a “to done” list. But you need to determine what works best for you. Your phone offers a handy notepad that you could use. Maybe you’d prefer setting up an Excel sheet on your laptop. If you’re frightened by technology, you can timebox with a notepad. No matter what you choose, the right time management tool will help you keep on top of your timeboxing without feeling overwhelmed.

7. Organize Similar Tasks

I caution my agents against directly following a task with a contrasting task. For example, an agent who follows 10 phone calls with a block of time for roleplaying a listing presentation may struggle in finding their groove. So, to create a natural, intuitive flow, adjacent tasks should relate. 

5 Major Benefits of Timeboxing

Photo credit: Envato

The benefits of timeboxing are manifold, but if you strictly follow your timeboxed schedule, you can look forward to the following:

• Increased Productivity
• Improved Communication
• Maintaining a Verifiable Record of Your Accomplishments
• Prioritizing Your Needs
• Heightened Control of Your Time

In the end, either you’re going to schedule your day or your day is going to schedule you. Which would you prefer? Timeboxing allows you to elevate your priorities and give them the respect they deserve. But it’s also a continuous process that requires commitment. So, the next time you tell yourself that you don’t have enough time, challenge yourself to see through the excuse. After all, any task you can imagine can easily fit into a box.