How to Block Time on Google Calendar for a Productive Workday

Step 1: Time to Ease Into Your Day (30 Minutes)

Time blocking is the act of setting aside designated time slots for short and long-term goals. Through this practice, you can schedule your day to its maximum potential. Time blocking also boosts personal focus, improves your mental state, and reduces stress.

These are crucial factors for a successful work-life balance, especially when you consider the fact that we live in a culture driven by urgency. Sometimes, it seems like fast results are more desirable than high-quality ones. It’s a pressure we all feel.

This is why time blocking can help.

1. To set aside time for a gradual start to your workday:
2. Block off 30 minutes at the start of your day on Google Calendar. You can either make this time slot a one-off event, or a repeating one.
3. Use descriptive titles for this event so you don’t get confused. For example, you can label the start of your day as “Daily Review of Schedule.”

Once this time is blocked off, make sure you use it to ease yourself in. Tackle the least intensive tasks first, then gradually progress towards the more demanding ones.

To Create an Early-Morning Event on Google Calendar:

1. Click on the desired Calendar segment, and type in an event title.
2. Next, click on the More options button. While the “Save” option may seem correct at first, the former helps you customize your schedule.
3. Once you click on More options, you should see a new screen that looks like this:
4. Mark yourself as busy and you won’t be bothered. Finally, ensure that your calendar entry is viewable to those who need to see it.

To make it viewable:

1. Click on the Default visibility dropdown menu to the right of the “Busy” status.
2. This will allow you to set the event to Public or Private.
3. Enter any other details that are required.
4. Click Save.

Step 2: Time to React to Meetings and Communications (15 to 30 Minutes)

Another important thing to factor into time blocking Google Calendar is making sure you have a buffer before and after meetings.

For example:

1. Let’s say you have a meeting scheduled for tomorrow, to discuss social media initiatives.
2. When scheduling this meeting, plan out 15 to 30 minutes of “free space” before and after the meeting.
3. The time before the meeting will be used to prepare for the discussion.
4. The time afterward will be used to respond to what was discussed during the meeting itself.

To Block Time for Meeting Buffers:

Use the previously mentioned availability and visibility settings. Then coworkers will have no doubts that you can’t provide them with immediate assistance, or that you’re unavailable during this time while you talk with others.

Make sure that the Time zone link at the top of the edit page for the event’s settings is accurate.

If you communicate with people worldwide, telling them what time zone you operate in will give them a more accurate perception of your day’s structure.

Step 3: Unavailable “Deep Work” Time (Two Hours)

When deadlines loom and the pressure grows, sometimes you have no other option but to buckle down and focus on a single task. That means setting up distraction-free office space and then making sure nobody enters it.

Some things you can try to do to set up this “distraction-free” zone:

Physical indicators can convey a lack of availability. For example, a “Do Not Disturb” sign on your door hanger (if you have a separate office) can work.

Mounting a whiteboard next to your entryway that says when you’ll be available next is another option.

Things to Look Out for When Blocking off Time for “Deep Work”:

The Repeat checkbox on Google Calendar, seen below, is a setting you can turn on. It works great for getting into a habitual practice, and if your schedule is consistent, this can allow you to buckle down.

You can tailor these repeat settings to specific days of the week and times, too.

Step 4: Time to Be “On-Call,” or Spontaneous (One Hour)

You may feel well-equipped for planning, but unforeseen occurrences may still create challenges. Fortunately, you can rely on Google Calendar to build in cushion time by using the time blocking method.

For example:

Maybe you’ve anticipated an email in the morning from a person who always sets high expectations of you.

If you suspect that individual will drop yet another responsibility onto your already-full plate, block off time to react accordingly.

Assume that tasks like company meetings, important phone calls, and team huddles will also last longer than expected.

By taking this approach, Google Calendar should help you stay as focused as possible. The time you set aside gives you flexibility for tackling unplanned circumstances strategically. 

How to Block off “On-Call” Time:

Set aside blocks of time during the day where you can be responsive to work requests, using the previous methods discussed. Use Google Calendar’s notification settings on the Edit Event page, to help you stick to your plan.

To find these notification settings, look on the Edit event page.

Underneath Event Details, you should see options for the type of notifications you can get, and how close to the actual event that you can set those notifications.

You can see an example of these notification options below:

You can also change your default notification settings. To do this:

Head to Google Calendar’s main page.

Under My calendars, expand the Calendar menu by clicking the dropdown button with the arrowhead. Click on the three dots next to the calendar that you want to edit.

Next, click Settings and sharing.

There, you should be able to change the existing default notifications for that calendar.