How to Increase Your Business Efficiency with Calendar Time Blocks

As a business owner, the only real challenge you have is time. Time is a factor that stands against you due to its limited availability. There are only twenty-four hours in a day (8 to 10 hours for sleep, transportation, feeding, and other chores). Due to this limited time, learning to manage your time effectively is the best way to reach your goals.

Time has a powerful impact on your overall results. At the end of every day, it is important to take stock of what you were able to achieve. Also, pay attention to how you split your time during the day.

When in business, many activities impact the way you manage your time. There are prospects to contact and follow-up with, the financials to pay attention to, existing clients to service, and inventories to monitor. In addition, there are also other important aspects of your business such as bills to be paid, staff to manage, and all kinds of decisions to be made. In short, there aren’t enough waking hours to deal with all there is to be done.

This is why effective time management is a vital skill for all business professionals and seasoned entrepreneurs.

How can you manage your time effectively?

Effective time management is where time blocks come to the rescue.

The challenge you, as an entrepreneur, face is your inability to streamline your focus into a few tasks without getting distracted by other tasks to be completed.

Lack of focus becomes a problem because when you split your attention into all the tasks you have to complete. You won’t be able to complete any of them while doing this. As a business owner, new tasks can spring up daily, and you’ll need excellent time management skills to carry out your business.

Time blocks serve as a way to carefully break your day into very specific blocks of time. Activities are scheduled for certain hours (blocks) of the day.

When managing your time, you can streamline your focus into a few tasks that should be completed daily.

Time blocks help you keep your focus on a particular task at a particular time, and for a period of time. By doing this, you can avoid procrastination and complete each task more quickly. You can also make important decisions and become up to 80% more productive.

Five ways to improve your time management with time blocks.

There is a shift in work ethics requirements from how much work is done to what results are produced at the end of each day. Because of this, multi-tasking has been exposed to present sub-par results in all tasks carried out simultaneously.

Placing a tunnel focus on few tasks and presenting best results through time blocking is the best choice for all business professionals.

Here are five ways you can improve your time management skills with time blocks.

  1. Develop Your List

At the beginning or end of every day, it is essential to take stock of what you have done previously. You should know where you are with some tasks, and what you need to accomplish for the next day.

At the beginning of a new week, start by writing out everything you need to achieve during the week. When writing this list, pay attention to deadlines, meetings, and upcoming projects or tasks for the following week. This will help you keep the most important (highest payoff) activities in perspective when planning your week.

You can organize all the business activities you need to make the next business week better by consistently developing your list.

To help you and your team be even more time efficient, use a Prioritized Action List (PAL). This is a list of everything you have to do, so you don’t have sticky notes, pieces of scrap paper laying around, or things in your head that you are trying to remember or afraid you will forget. Everything on the list in a priority order – hence the name – so you are more focused and on target to getting the most important tasks/activities done very single day. Some contact management to-do lists can be customized to be more like my Prioritized Action List, which I think makes your list easier to tackle.

To download my Free Sample Prioritized Action List (PAL) that everyone in your office can use, go to

  1. Highlight Your Priorities

What are the activities you need to carry out before the week runs out? What activities have a direct impact on the goals you have to achieve in the following week?

Highlight your most important goals and allocate time blocks to achieve these tasks first. For your top priorities, try to stick to 2 or 3 per day. This will allow you to dedicate your focus and attention effectively.

With fewer top priorities per day, you can make better decisions without feeling overwhelmed. Allot time to reply to calls, emails, and respond to messages on social media platforms, if you don’t have someone else you trust to do this for you.

  1. Plan Your Day

From your waking hour, it is essential to plan each hour of the day. Doing this allows you to focus on essential hours of the day where you perform optimally. Depending on their relevance, plan your first one or two crucial tasks in the block of time you function well.

Pay attention to your slow hours (non-primetime) and fix tasks that require little to no brainpower at these times.

When you plan your day, you can work optimally and manage your time efficiently.

  1. Account for Every Hour

When managing your time effectively with time blocks, ensure that every hour of the day is accounted for. This allows you to function optimally by reaching every important task on your list.

As a general rule of thumb, you want to set time blocks for 30, 60, or 90 minutes. Some people can work in 4-hour time blocks, but I haven’t seen many that can do this effectively. It is better to start off with specific time blocks that will move your tasks to completion with giving yourself a break every 90 minutes or so.

This also helps you make faster decisions that improves your overall business performance.

  1. Stick to Your Time Blocks

The only constant thing in business is change. New activities arise every time that may require some flexibility or adjustments with your plans. Always attend to your priorities and fix different hours to attend to these occurrences.

Make sure that you communicate your unavailability to everyone when you are dealing with your priority tasks. This will help tunnel your focus and achieve your daily, weekly, and monthly goals. Ideally, working by appointment only, as much as possible, is the best way to work for you and everyone in your office.

To download my complimentary Time Log Exercise and help you and your team members be even more time efficient, so you are in a higher probability position to achieve your goals in the timeframe you desire, go to instructions come with the exercise to help you know how to complete the time log.

Take a dive into being even more effective at time management. Plan every week using time blocks. Pay attention to its impact on your results at the end of the day. You will be amazed at how much you can get done when working in time blocks and the impact on achieving your goals.


Do you feel like your business has plateaued or you are sick and tired of being sick and tired? Could you use a shot in the arm to make even more progress on your goals? Consider working with The Accountability Coach. I’m here to help you accelerate your results, so you can enjoy your ideal business and ideal life! Reach out today for your complimentary consultation.

Want timely and relevant information to help you make more money and work less, so you can enjoy your ideal business and ideal life?  Subscribe to my business success tips blog by going to Feel free to share this with others who you think would get value.  Let me know how else I can be of assistance to you on your goal achievement journey.

Let’s Connect!

Claim Your Free e-Book Today!

Much like a map or GPS, this book is designed to provide you with a concise, step-by-step system for getting the biggest results in the shortest amount of time.  You’ll discover how to get organized and stay laser focused, so you can begin achieving your goals now!

Get Your Free Copy!