If you master your time, you will master your life. But do we really control our time?
I have read most of the time management and productivity books on the market and have been testing the most prominent productivity apps and concepts for the past 30 years. One of my observations (which BTW is pretty obvious and you don’t need 30 years to figure it out) is that there are two totally separate universes:
Universe 1: What people know that they need to do.
Universe 2: What people really do in their day-to-day life.
One of the creatures which lives in both parallel universes is our Time Management knowledge and real-world applications.
The Time Boxing Method (classic)
Out of the most prominent and efficient approaches for time management is so called “Time Boxing”.
Here’s a definition of the Time Boxing Method:
“Time Boxing is a time management method where you allocate a fixed, pre-defined block of time to a specific task or activity—and commit to stopping when the time is up, regardless of whether the task is complete.”
The key principles of Time Boxing are:
You decide in advance how long a task will take.
You work on the task only during that set time.
When the time ends, you stop, review, or switch tasks.
What is the point, the purpose of all this?
Prevents overworking and perfectionism.
Increases focus and urgency.
Helps you prioritize and estimate effort better.
Example: You give yourself 30 minutes to write a blog post draft. After 30 minutes, you stop—even if it’s not perfect.
All this sounds good.
Do I know all this?
Yes.
Am I applying those principles?
Yes and no.
Let me explain.
I start the day sitting in front of my calendar with a cup of specialty coffee (black, no sugar, no milk, pure Arabica bitterness). I plan my perfect day, setting time blocks so clean and in such perfect order that my heart starts singing the Song of the Streamliner.
Then the day starts.
I get distracted and start doing something else.
Somebody pops up on my desk with an urgent task.
A meeting which I forgot about comes to my mind.
An emergency happens and I need to go firefighting.
I completely ignore my pre-defined structure and everything goes bananas.
When I look my perfectly ordered time blocks, they feel more like an obstacle to my freedom rather than something to streamline my life and work.
I knew that Time Boxing works.
But why it was not working for me?
The Time Boxing Method (real life adjustments)
After so many ruined timeboxiums I identified the following issues or points of failure (POF):
If you go too much granular you won’t be able to maintain and follow it.
If it is not panic/emergency-proof, it will not work.
If it is complicated, it won’t work.
The time blocks are just blocks in your calendar. It is your responsibility to defend them.
Based on the above insights, I did some adjustments to the Time Boxing Method to be able to apply in my busy life.
Rule No. 1: Use different types of blocks
If you categorize the blocks, you can properly set your context and mood. Vice versa, if you create blocks like “Project 1” or “Meeting with XYZ”, those are just items and they are too complex. The blocks are one things and the execution within them is a totally different story.
The blocks should be related to the type of operation, not the specific operation. Here are some ideas for types of time blocks:
Meetings
Tasks
Logistics
Morning Routine
Family time
Etc.
Rule No. 2: Make larger blocks
Blocks of 30 minutes are just tasks, not blocks. Also, they are hard to manage. Have each block general and larger than 1 hour. Preferably 2 hours or more. This will give you the chance to set the mood and context, review what needs to be done in this time block and actually do it.
Rule No. 3: Have a routine for each of the blocks
When a time block starts, you should be ready to act. You need to know what to do. If it is a routine, you need to have the steps ready and clear. If it is a meeting, you need to have an agenda. If it is a project or execution block, you need to know what are the specific tasks which you decided to execute while this block is active.
So, the structure is not:
Time Block 1
Time Block 2
Time Block 3
But it should be:
Time Block 1:
Action 1.1
Action 1.2
Action 1.3
Time Block 2:
Action 2.1
Action 2.2
Action 2.3
Etc.
The above looks like simple and logical improvements of the method. Let’s see how to apply them in the real world. Enter “The AAA Time Boxing Method”.
The AAA Time Boxing Method Overview
As i mentioned above, we will need several elements to build an efficient time boxing technique:
A set of blocks categories.
Process/steps for each category.
Process for planning.
Process for adjusting and handling change.
Process for review and analysis.
A tool to manage the blocks.
Let’s start one by one…
The Blocks
After a lot of thinking, I decided to use only three types of blocks – Actions, Activities and Appointments. Hence, the name “The AAA Time Boxing Method”. The purpose was to simplify the things but do not overdo the simplification.
“Everything should be made as simple as possible, but not simpler.” — Albert Einstein
So, here are the definitions of the three blocks:
ACTIONS
Definition: Specific steps you take to achieve a goal or move forward a project. They are usually short, focused, and can be done in one go.
Symbol: >
Example: Send an email, make a phone call, write a paragraph.
Process:
Set an alarm for the end of the block. Name it “End of The Block” (if not already set).
Review the current projects and pending tasks.
Decide which ones to execute today (if not decided yet).
Order them by priority (Critical, Urgent and Important, Important, Urgent, Not Urgent and Not Important).
Estimate how much time will you need for each of today’s tasks.
Based on the time block length and the estimated execution time for the tasks (ordered by priority), see how many / which ones you will be able to execute within the current block.
Start with the first task and execute, trying to fit in the estimated time.
When finished, record the actual time you needed to finish the task and some notes on execution.
If you still have time in the block, continue with the next task.
When the “End of the Block” alarm fires up, make a note on the current progress and stop immediately. Just stop.
Take a deep breath, relax and reflect for 1-5 min.
Set the “End of the Block” alarm for the next block and continue with it.
ACTIVITIES
Definition: Those are broader tasks or processes that includes multiple actions. It often takes more time and may involve several steps. Here you categorize all routine-based operations.
Symbol: @
Example: Organize a workshop, plan a campaign, conduct a meeting, do your morning routine, have a workout.
Process:
Set an alarm for the end of the block. Name it “End of The Block” (if not already set).
Identify which routine or multi-step task you need to do (usually it should be clear based on your planning; see the Planning Process section).
Open the routine checklist (each routine must have a checklist; no exceptions).
Start with the first step of the routine and execute it.
When finished, go to the next step.
Stick. To. The. Routine. Do. Not. Overthink.
When you finish the routine, relax and reflect for 1-5 min.
Set the “End of the Block” alarm for the next block and continue with it.
APPOINTMENTS
Definition: This time block is for scheduled events or meetings with a specific time and with other people involved.
Symbol: %
Example: Doctor’s visit at 10:00 AM, Zoom call with a client, school parent meeting.
Process:
Each meeting or appointment should have goal and agenda. Do not confirm or set a meeting without an agenda. If it is a personal meeting you don’t need to send a formal agenda, but it should be clear for you what should be done and what outcome do you expect from this meeting. The agenda structure usually contains:
Topics to discuss and clarify.
Decision to make.
Action items to set (what needs to be done, who will do it and when).
How do we track the results (report, call, another meeting, email, message, tracker).
The participants in the meeting/appointment and their roles and responsibilities should be clear (formally or as common sense) in advance. This is valid for both personal and business/work meetings.
The meeting should have a clear start and end time.
The agenda and timeline should be shared with the participants well in advance, so they know what to expect and what is expected from them.
Start the meeting on time.
Follow the agenda:
Discussions and clarifications.
Decisions.
Action items.
Take notes (or use AI notetaker to do it for you).
End the meeting on time. If you haven’t completed the agenda, schedule a new meeting and learn your lesson – your agenda was too big to fit int he time slot or you haven’t managed the meeting well enough.
Share the meeting notes (Discussions, Decisions and Action Items) with all the participants, after the meeting.
The Planning Process
Here’s how to plan your time blocks according to the AAA Time Boxing Method.
Adjust your time boxing strategy to your rhythm and preferences. Drastic, immediate and significant change in your routine will not last, believe me. Also, you don’t need to have the same blocks distribution every single day. Here’s an example from my routine:
Example:
Working Day Mornings:
ACTIVITIES BLOCK [ 5 hours ]
My Morning Routine (1 hour):
05:00 Wake up, bathroom, water intake, supplements.
05:20 Quick meditation and visualization.
05:30 Review projects, tasks, meetings for the day and adjust the time blocks, tasks and agendas.
Kids Morning Routine (2 hours):
06:00 Wake up the kids and prepare them for school (breakfast, lunchboxes, dressing up).
07:00 Drop off the kids to school.
Daily Workout Routine (2 hours, incl. takin shower and prep for work):
08:00 Daily workout (swimming, gym or cycling).
09:00 Shower, prep for work.
09:30 Commute to the office.
I am trying to dedicate days to deep work and creation and other days to meetings, communication and errands. Of course, I am not able to divide them as clean as I want, but still I am putting much of the weight on creation or operations.
Deep Work Days:
ACTIONS BLOCK [ 3 hours ]
10:00 Deep work and creation block (no distractions; preferably out of the office) (3 hours).
ACTIVITIES BLOCK [ 2 hours ]
13:00 Lunch and reflection; quick meditation (1 hour).
14:00 Communication and Errands (1 hour).
APPOINTMENTS BLOCK [ 1 hour ]
15:00 Urgent Meetings (in-person and/or online) (1 hour).
ACTIONS BLOCK [ 2 hours ]
16:00 Second deep work and creation block (2 hours).
ACTIVITIES BLOCK [ 1 hour ]
18:00 Communications and errands.
18:30 Commuting back home.
Operations Days:
ACTIONS BLOCK [ 4 hours ]
10:00 Meetings – in-person and online (4 hours).
ACTIVITIES BLOCK [ 2 hours ]
14:00 Lunch and reflection; quick meditation (1 hour).
15:00 Communication and Errands (1 hour).
ACTIONS BLOCK [ 2 hours ]
16:00 Deep work and creation block (2 hours).
ACTIVITIES BLOCK [ 1.5 hours ]
18:00 Communications and errands.
18:30 Commuting back home.
Working Days Evenings:
ACTIVITIES BLOCK [ ]
19:00 Dinner with the family / Family time
20:00 Prep kids to go to bed and go to bed routine
21:00 Spouse time
23:00 My evening routine
00:00 Go to bed
The Change Management Process
This is the beauty of the AAA method and it’s simplicity:
You need to defend the large blocks at all cost and make them happen. Say no to the changes of the type of the time dedicated.
Within the larger blocks, you can shuffle the actions, activities and appointments.
Example: During an ACTIONS block, a colleague pops up asking to speak with you. You can tell him/her that you can have a meeting within your meetings block. There, you can decide to change the order of the meetings but still you keep the different types of activities stacked consistently.
The Review Process
It is a good idea to have a “plan vs reality” review/check about how your time blocking is happening during the week.
You can compare the planned blocks and the real time blocks consumed.
Where are the gaps and discrepancies?
What happened? What disrupted your schedule?
Why did this happen? Who intervened? What event appeared?
What can you do next time when a disruption/interruption event happens? How can you defend and protect your time blocks better?
The Tools
Phase 1:
Initially, I was using Google Calendar and I was having separate calendars for each type of blocks. Unfortunately, this proved ineffective and too complicated to maintain, especially during a dynamic and turbulent days.
Also having different calendars was messing with my adoption of Notion as main management tool.
Phase 2:
Then I decided to use only the main calendar but add symbols in front of the block type. For example:
ACTIONS BLOCK: “>”
ACTIVITIES BLOCK: “@”
APOINTMENTS BLOCK: “%”
This proved as a simple and viable solution.
Also, helped for my next step – Notion adoption.
Phase 3:
I started using Notion to manage all my tasks, meetings, activities, projects, clients, etc. They started Notion Calendar which allowed me to manage different areas of my life on a single timeline.
How it is done?
I use a database for the time blocks in Calendar view to set the blocks.
The type of blocks I use are according to the AAA method.
I mark them with the proper symbols: >, @, %.
I use a second database for the tasks and a third for routines, so I can add tasks and routines to the proper time blocks.
The management is easy – drag and drop in Notion Calendar and it reflects in Notion directly.
Conclusion
What do you think? Is the AAA Time Boxing method going to help you control your time, life and work?
If you have any questions or suggestions, please, share them in the comments section.
Leave a Reply