The key to productivity isn't about completely changing your schedule or becoming an expert at multitasking. Instead, give timeboxing a try to achieve more work in less time without getting overwhelmed.
What is Timeboxing?
Timeboxing is a time management method used in Scrum and Agile project management, where specific tasks are allocated fixed and realistic deadliness. This ensures efficient use of time to complete them within defined periods, ranging from minutes to weeks or months, depending on the complexity of the task.
Entrepreneurs like Elon Musk highly value timeboxing for its productivity benefits. Unlike traditional methods that prioritize completing tasks, timeboxing emphasizes sticking to the allocated time, where a strict deadline is a motivating factor for task execution.
Most Effective Way to Boost Productivity
According to recent research from Salesforce subsidiary Slack and research firm Qualtrics, the simplest and most effective way to increase productivity is to establish clear guidelines for allocating time and energy.
The survey, which included over 10,000 desk workers and executives across various job tiers, discovered an optimal balance of focus time, collaboration time, social connection, and downtime to be productive while preserving a healthy work-life balance.
Typically, desk workers believe the ideal focus time is around four hours daily. At the same time, the majority agree that a maximum of two hours should be spent in meetings and collaboration. A standard eight-hour workday leaves two hours for social connection, such as having coffee with a co-worker and rest.
David Ard, the Senior Vice President of Employee Success at Slack and Salesforce, states that focus time, collaboration time, connection, and rest are like the macronutrients of a workday, and the right balance gives you the energy you need to work your best.
Proactively Blocking Time and Taking Breaks is Crucial for Productivity
Christina Janzer, Senior Vice President of Research and Analytics at Slack, emphasizes that proactively scheduling focused blocks on your calendar and taking breaks throughout the day is crucial for productivity, which provides the time and space needed for innovation, creativity, effectively completing tasks, and reflecting on longer-term career goals.
Skipping breaks can also be detrimental to your mental health. According to Slack and Qualtrics, employees who rarely or never take breaks at work are twice as likely to experience burnout than those who do. On the contrary, those who take breaks exhibit higher scores for work-life balance, productivity, job satisfaction, and a better ability to manage stress and anxiety.
You may need to make adjustments and tradeoffs to create a realistic schedule, as timeboxing isn't a perfect science. Janzer suggests taking small steps to incorporate it into your schedule, which can significantly impact your well-being and focus.
People often feel overwhelmed by "trying to do too much and balance all of these competing priorities," where approaches like timeboxing can be beneficial. The constant pressure to always be "on" and do everything can harm employees and businesses, says Janzer.
