Timeboxing: What is it, and Can you use it in your life?
Intro
In software development (scrum and agile), timeboxing is the practice of allotting a set amount of time (a timebox) to a specific task.
Timeboxing aims to avoid spending too much time on one task, so you'll have clear boundaries to work with instead of planning a start time and leaving the end time to chance.
But what if you are not a software developer? Can you still use timeboxing to keep you focused and on track with your daily workload?
First, let's look at a few examples, and then we'll talk about the pros and cons of this method.
Timeboxing is the main time management tool in software development
Process goals and outcome goals
Before we get into timeboxing, though, let's talk about process goals and outcome goals.
Outcome goals
Outcome goals are objectives that are only achieved once the outcome is reached.
For example, let's say you are a painter and a client hires you to paint their living room walls. In that case, you only get the money once the job gets done.
Process goals
But what if you are a massage therapist? In that case, you get paid to massage your client for a set amount of time (i.e., one hour.)
So, at the end of your allotted time - let's call it a timebox - you finish up and collect the payment.
Sure, the long-term goal when hiring a massage therapist is to fix a problem, but the therapist needs to repeat the process quite a few times to achieve the desired result.
Most professional service business already use atim box system to work with their clients
How schedules should work
Now that you understand the difference between the two types of goals, let's look at your schedule.
Like most people, you probably wake up to a list of items to take care of throughout the day.
Whether you need to complete a one-time job for a client or write a few pages for your new book, these items on your checklist need to get done by the end of the day.
But if you take a closer look at the two tasks above, you will notice that they are slightly different.
The first is a smaller task that you could complete in one sitting.
But the second one is an ongoing task that will likely appear on your to-do list multiple times a week until you complete the entire manuscript.
Smaller tasks don't need to be time-boxed. That's because, no matter what, your goal is to finish them.
It doesn't matter if it will take you 15 minutes or two hours. So you might as well set an outcome goal for them.
But writing a book (or working on any other ongoing project, for that matter) is not as cut and dry.
For example, you could plan to finish an entire chapter, but you may realize that you need to do more research.
So instead of setting yourself up for failure, you can use timeboxing and commit to a process goal.
A couple of years ago, I had the pleasure to interview best-selling author Nir Eyal, and one of the best lessons I learned from him was that we are only in control of two things when we work: our focus and the amount of time we spend on a task.
So instead of tying our success to an outcome likely out of your control, you are better off focusing on the parameters you can manage.
So, next time you are working on a project, set aside a daily timebox instead of setting outcome milestones.
For example, let's say you are a dietician and decided to put together a mini-course to help your clients stick to their eating regimens.
Instead of telling yourself, " I will record a lesson every day for five days," say, "I will set aside a two-hour slot every day this week to focus on putting together the course."
That second sentence includes actions that are totally in your control, so as long as you have enough integrity to stick to your promises, you will have no problem completing the project.
And this last paragraph takes me to the pros and cons of this method. Timeboxing is not a system for all types of work and, especially, not for all kinds of people.
Timeboxing has its limitations, so read the exceptions below
Do not use timeboxing if...
Your tasks need to be completed on the same day. In that case, complete them and move on.
Your tasks require other elements that are out of your control.
For example, if you are waiting on someone's research to move forward with your project, it wouldn't make sense to timebox a two-hour slot for that task since you may end up waiting for the research the whole time.
You are not yet able to focus for a long time. Otherwise, you might use timeboxing as a perverse form of procrastination.
In that case, set an outcome goal and don't stop until you either finish the project or reach a preset milestone.
In short, timeboxing is a great tool to organize your daily workload, especially if you have multiple recurring projects you are working on.
In addition, it gives you clarity since you can easily see how your day will play out, and it will keep you on track so you don't fall behind with your work.
Both timeboxing and to-do lists are great ways to organize your workload and keep track of your progress. You just need to choose which one applies to each case.
My experience with timeboxing
With that said, I've always had a problem with starting new projects and not finishing them, so when I began working for myself, I had to focus on completing tasks.
That's why I favored to-do lists over timeboxing for a very long time.
I may be biased because I use to-do lists for everything, from self-care to business operations, but in my opinion, nothing beats the feeling you get when checking off tasks and you archive them.
But even though I prefer to set outcome goals for most of my work, I still use timeboxing in several instances.
Keyword research for my blog and social media
Reading books, blog posts, or articles
Working out and doing yoga
Writing blog posts or a book
All team and 1-1 meetings
Last thoughts about timeboxing
I'd love to know how you organize your workday and if you prefer timeboxing to the "plain old" to-do-list system we're all familiar with.
If you are struggling to create predictable results in your business and are looking for a no-bs approach to lead generation and remote team building to grow your professional practice, send me a message, and let's set a 10-minute chat to see how we can help.
You have nothing to lose and may even become our next success story.
