Why timeboxing may be the productivity boost you need right now
Clinically reviewed by Dr. Chris Mosunic, PhD, RD, MBA
Feeling overwhelmed by your todo list? We feel you. Explore how timeboxing may help you manage it all with more ease. Plus, 6 steps to integrate it into your daily life.
Raise your hand if you’re feeling overwhelmed by, well, everything. Between work, keeping up with friends, taking care of the family, and trying to look after your own health and wellbeing, it’s no wonder you might feel like you’re drowning in tasks that you’ll never get done.
The endless to-do lists so many of us have can make it seem like, no matter what, you’re never truly caught up, despite how hard (or late) you work. And if you’re also prone to procrastination or perfectionism, the whole situation can quickly start to feel out of hand.
But, while tackling all of your tasks at once just isn’t realistic, there is a strategy that can help you organize your day, focus better, and prevent burnout. Enter: timeboxing.
What is timeboxing?
Timeboxing is a time management method where you set aside a specific period (or “timebox”) to work on a task. Unlike traditional to-do lists that just tell you what to do, timeboxing offers parameters to tell you when to work on a task and how long you’ll work on it.
So, instead of working until the task is complete, you work until your set time runs out. This strategy can even help you break tasks into more manageable parts, so you feel less pressure while staying productive. When the time is up, you stop, review, and either move on to a new task or extend your timebox if necessary.
By sticking to a set period of time per task, you’re less likely to get sidetracked and can better avoid spending too much time on one thing while avoiding or forgetting others.
Benefits of using timeboxing
Most people feel like they need more hours in the day, so if you relate to that, then any kind of time-saving hack could be appealing to you. Timeboxing can make your daily routine feel more manageable and boost your productivity in a few important ways.
Less procrastination: When a task feels overwhelming, it’s easy to put it off. Setting a timebox, even for just 15–30 minutes, makes starting on your goals feel less daunting. Knowing you only need to focus for a set period of time can help reduce any resistance you feel when you’re facing big tasks.
Improved focus: When you know you only have a specific period of time for productivity, it’s easier to concentrate fully on one task and avoid getting distracted, which can lead to better quality work.
Less perfectionism: It’s easy to spend too much time trying to perfect a task. But when you aren’t striving to complete a task perfectly—you’re just committing to give it your best for a set amount of time—it can make it easier to achieve “good enough,” instead of getting stuck in endless tweaking. If you need more support to stop being a perfectionist, check out these six tips.
Better momentum: Checking off small, timeboxed tasks means you can see your progress as you go, which can boost motivation and keep you moving forward for the rest of your day.
Enhanced time awareness: Timeboxing can make you more aware of how long different tasks actually take. As you become more experienced, it can help you plan your day and balance your workload better.
Better managed stress and less burnout: Setting specific times for tasks, taking breaks, and reducing guilt over unfinished work can promote a healthier balance between productivity and rest.
A step-by-step guide for integrating timeboxing into your life
Timeboxing may sound simple, but getting the hang of it takes a bit of practice to make it work for your unique schedule and goals. Here’s a step-by-step guide to help you start timeboxing and stick with it.
Step 1: Make a list of your tasks
Make a list of the things you need to get done. Include everything from big projects to smaller ones, including everyday tasks. This list could be for a single day, a week, or even longer, depending on what feels manageable for you. This gives you a clear view of what’s on your plate and helps you avoid feeling like you’re forgetting something.
Grouping similar tasks together, like all your work-related items in one section and household chores in another, can mean it’s easier to batch tasks in later steps.
Step 2: Prioritize your list
Now that your tasks are all written down, it’s time to prioritize. Not everything on your list is equally urgent or important, so figure out what needs your immediate attention and what can wait. If you’re unsure of what needs to be done now versus later, label tasks as “high,” “medium,” or “low” priority.
💙 Learn to Reset Your Attention with Eric López, PhD, to get clear on what needs to be done and when.
Step 3: Set timeboxes for each task
Starting with the high-priority tasks, assign a specific amount of time to each task. A good starting point for most tasks is around 15–30 minutes, but you might need to vary this depending on the task and complexity. Answering emails might be a quick 10–15 minute timebox, while a project report might require a couple of hours. If there’s time left over in your schedule, add in those lower-priority items too.
If you’re new to timeboxing, estimate the time for each task and make adjustments as you go. You’ll learn over time what works best for you and how long typical tasks take.
Step 4: Start your first timebox and eliminate distractions
When you’re ready to get started on tackling your tasks, focus on only that task for the duration of the timebox. Remove any distractions by silencing your phone and putting it out of reach, closing unrelated tabs on your laptop, and letting others around you know you’re focusing, if needed. Set a timer, then get going, because knowing that the clock is ticking can help you stay committed.
If you catch yourself getting distracted, gently redirect your attention back to what you’re doing. Remember, you don’t need to finish the entire task — you’re just aiming to make meaningful progress within the timebox.
💙 Press play on one of our Focus & Flow playlists to help maintain focus on the task at hand.
Step 5: Review your progress and adjust as needed
When the timer goes off, pause to evaluate. Have you made solid progress? Does the task still need more attention? If you’re close to finishing, you might add a bit more time to wrap it up. If you’re not, set a new timebox for later or another day. As you continue with timeboxing, you’ll start to get a clearer picture of how long your typical tasks take.
Step 6: Move on to the next task or take a short break
After each timebox, give yourself a break if you need it. A short pause, even just five minutes, can help refresh your mind and energy. Try to stand up, stretch, or grab a quick drink to recharge. This can prevent burnout and help you stay focused when you move on to your next task.
If you feel up for it, go straight into the next timebox. Listen to your body and take breaks as needed to stay energized throughout the day.
💙 Try Chibs Okereke’s One-Minute Reset breathing meditation for a quick way to take a mindful break between timeboxes.
8 tips for effective timeboxing
Timeboxing can be a game-changer for productivity, but like any new habit, it takes a little practice to get the most out of it. Here are some simple, effective tips to help you make timeboxing work smoothly in your daily routine.
1. Start small: If you’re new to timeboxing, begin with short time periods. Set a goal for 10–15-minute timeboxes to start with before you expand to longer periods.
2. Use a timer: Whether you use a smartphone, a watch, or a timeboxing app, a timer gives you a clear start and end, helping you stay focused and on track.
3. Batch similar tasks: If you have several small tasks, group them together into a single timebox. Checking off lots of minor jobs helps you maintain momentum and can make your whole list feel more manageable.
4. Be flexible: Sometimes, tasks need more time than planned. Don’t stress if you need to adjust a timebox here and there. Flexibility helps make this technique work in real life.
5. Embrace breaks as part of your plan: Don’t be tempted to try to just power through. After each timebox, schedule in a few minutes (or a micro break) to rest, stretch, or have a snack. Try different time intervals, such as working for 25 minutes and then taking a five minute break. Here are the five benefits of short breaks.
6. Reflect and learn: Think about how timeboxing went each day. Which tasks were easier? Were any timeboxes too short or too long? Did you struggle to stay focused on certain tasks? Figure out what works best for you, and adjust your plans in future, like creating shorter timeboxes for tasks that require heavier focus and longer ones for creative projects.
7. Keep the bigger picture in mind: Remember your reasons for timeboxing to stay motivated and focused on your goals. Your “why” reminds you that this habit is helping you reach your goals, one timebox at a time.
8. Celebrate your wins: Timeboxing is about progress, not perfection. Give yourself a treat with each win, big or small, to boost your confidence and motivation.
Time boxing FAQs
What is the ideal length for a timebox session?
The ideal length of a timebox session depends on the task and your focus limits. Starting with 15–30 minutes is ideal, as this can help you boost motivation and improve focus without feeling overwhelmed.
For tasks that require focus or creativity, try longer sessions of 45–60 minutes. With that in mind, be mindful of mental fatigue and take short breaks to keep your productivity high. (If you’re feeling mentally exhausted, explore these 10 tips.)
Experiment with different session lengths to find what works best for you.
Can timeboxing work for creative tasks as well as structured ones?
Timeboxing allows for dedicated creative time without the pressure to achieve perfection which can be great for creative and structured tasks. Try setting a timebox just for idea generation or brainstorming, where you don’t worry about the final outcome. This can help ideas flow naturally and gives you a chance to capture them without feeling rushed.
If you’re working on a project that requires refining, like writing or designing, timeboxing can also help you avoid getting stuck over-editing. Give yourself a set period to work on each stage, then assess your progress before moving on.
How is timeboxing different from time blocking?
Timeboxing and time blocking are both useful time-management strategies, but they work a bit differently.
With time blocking, you’re essentially reserving specific blocks of time on your calendar to complete particular tasks like, “Emails from 10am–11am” or “Project planning from 2pm–3pm.” When each task has its own dedicated spot in your schedule, it can be easier to manage your day as a whole.
Timeboxing, on the other hand, focuses on how long you’ll work on each task, no matter how far you get. So, instead of working until a task is complete, you work until the timebox ends. And then you stop once that allotted time is up whether you’re finished or not. This approach can help with focus and productivity, especially if you tend to get stuck in perfectionism or feel overwhelmed by big tasks.
What’s the best way to evaluate progress in timeboxing?
To check your progress in timeboxing, take a few minutes at the end of each day to review completed tasks, timeboxes, and your focus level. Keep a journal or use notes in a timeboxing app to jot down insights about your tasks and focus. This can help you see what's working and what needs adjusting.
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