Too Much to Do? Block it Out!

No matter what else you have, I am pretty sure that just like me you don’t have enough time. It’s one of the perils of life in the 21^st century. We are always ‘switched on’ and rarely have time to kill.

Unfortunately, that means that many of the things we should be doing—like working out—never take top priority. So here’s a time management strategy I’ve used to address this problem…

Time Blocking
Here’s a system that I learned from Craig Rasmussen at Results Fitness that helped me bring sanity to my work week: Time Blocking. It’s a fairly simple system (simple is good for me!) that consists of scheduling blocks of time to complete specific tasks. Here are the rules:

The time allotted should ONLY be used for those tasks blocked.

Yep, that’s right. One rule. Of course things can change. In my case, for example, a member might cancel an appointment. If that happens, no problem. I simply move another task to the vacant position and get it done early. This leaves more time for something else or may even allow me to be done early for the day.

Here are some tips on how I use this system:

• I use iCal for my scheduling because it is easy to use and syncs with my phone and iPad. This makes schedule changes a snap when I am on the go.
• I color code all my tasks. For example orange is for times when I am free to take member appointments, teach class or monitor open gym hours. Purple is for classes. Light blue is for staff meetings and training.
•  I check my calendar before bed each night so I know what the next day holds in store for me. This is my “mental preparation” for the day.
• Eliminate as many distractions as possible. I have my email alert tones turned off and close any browser windows so I am not tempted to surf. Whenever possible I shut my office door or use headphones to listen to classical music or soundtracks when I design programs.

I only use time blocking for my work week. On days I don’t have to work, I like to have a more open schedule, and after staring at a calendar for the week it’s nice to give my mind a break from the structure.

~Coach Brad