Locus GTD

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Time Blocking ​

Scheduling specific time slots for tasks and activities.

Definition ​

Time Blocking is a time management technique where you schedule specific blocks of time for tasks, projects, and activities, treating them as appointments in your calendar.

Purpose ​

Protect Focus Time ​

  • Dedicated work periods
  • No interruptions
  • Deep concentration
  • Quality output

Realistic Planning ​

  • Visualize time commitments
  • Avoid overbooking
  • Balance workload
  • Manage energy

Increase Productivity ​

  • Reduce decision fatigue
  • Minimize context switching
  • Maintain momentum
  • Complete more tasks

How Time Blocking Works ​

Basic Concept ​

Instead of:

❌ To-Do List:
- Write report
- Review proposals
- Team meeting
- Email responses

Do this:

✅ Time-Blocked Schedule:
9:00-11:00   [Block] Write report
11:00-12:00  [Block] Review proposals
1:00-2:00    Team meeting
2:00-3:00    [Block] Email responses

Key Principles ​

  1. Everything gets time - Tasks need time slots
  2. Realistic durations - Include buffer time
  3. Energy matching - Hard tasks when energized
  4. Flexibility - Allow adjustments

Creating Time Blocks in Locus ​

Method 1: From Task ​

  1. Open task
  2. Tap Schedule
  3. Select date and time
  4. Set Duration
  5. Block created

Method 2: From Calendar ​

  1. Open Schedule View
  2. Tap empty time slot
  3. Select task to schedule
  4. Adjust duration
  5. Confirm

Method 3: Drag and Drop ​

  1. View task list
  2. Drag task to calendar
  3. Drop on time slot
  4. Auto-creates block

Types of Time Blocks ​

Focus Blocks ​

Deep work time:

  • 2-4 hours
  • No interruptions
  • Single task
  • High concentration

Example:

9:00-12:00  [Focus] Write quarterly report

Best for:

  • Creative work
  • Complex problems
  • Important projects
  • Learning

Task Blocks ​

Specific task completion:

  • 30-90 minutes
  • Single task
  • Clear outcome
  • Focused work

Example:

2:00-3:00  [Task] Review and approve budget

Best for:

  • Defined tasks
  • Moderate complexity
  • Clear deliverables

Theme Blocks ​

Similar activities grouped:

  • 1-2 hours
  • Related tasks
  • Batch processing
  • Efficient context

Example:

4:00-5:00  [Admin] Email, calls, paperwork

Best for:

  • Email processing
  • Phone calls
  • Administrative tasks
  • Quick tasks

Buffer Blocks ​

Transition and overflow:

  • 15-30 minutes
  • Between major blocks
  • Catch-up time
  • Flexibility

Example:

12:00-12:30  [Buffer] Lunch & transition

Best for:

  • Between meetings
  • Task overruns
  • Breaks
  • Unexpected items

Time Blocking Strategies ​

Day Theming ​

Assign themes to days:

Monday: Planning & Admin Tuesday: Deep work & Projects Wednesday: Meetings & Collaboration Thursday: Creative work Friday: Review & Cleanup

Energy-Based Blocking ​

Match tasks to energy:

Morning (High Energy):

  • Most important tasks
  • Creative work
  • Complex problems
  • Strategic thinking

Afternoon (Medium Energy):

  • Meetings
  • Collaboration
  • Routine tasks
  • Communication

Evening (Low Energy):

  • Planning
  • Review
  • Light tasks
  • Organization

The 3-Block Day ​

Divide day into three blocks:

Block 1 (Morning):

  • Most important task
  • 2-3 hours
  • No interruptions

Block 2 (Midday):

  • Meetings & collaboration
  • 2-3 hours
  • Interactive work

Block 3 (Afternoon):

  • Smaller tasks
  • 2-3 hours
  • Flexible work

Task Batching ​

Group similar tasks:

Communication Block:

  • All emails
  • All calls
  • All messages
  • 1 hour

Admin Block:

  • Expense reports
  • Paperwork
  • Filing
  • 1 hour

Review Block:

  • Document reviews
  • Approvals
  • Feedback
  • 1 hour

Best Practices ​

Start Small ​

Week 1:

  • Block 1-2 hours daily
  • Morning focus time
  • Build habit

Week 2:

  • Add afternoon blocks
  • Include meetings
  • More structure

Week 3+:

  • Full day blocking
  • Refine system
  • Optimize timing

Build in Buffer ​

Add extra time:

  • Tasks: +25% buffer
  • Meetings: 5-10 min after
  • Transitions: 15 min between
  • Unexpected: 1 hour daily

Protect the Blocks ​

Treat as appointments:

  • ❌ Don't reschedule lightly
  • ❌ Don't allow interruptions
  • ✅ Communicate boundaries
  • ✅ Honor commitments

Review and Adjust ​

Weekly review:

  • [ ] Which blocks worked?
  • [ ] Which didn't?
  • [ ] Duration accurate?
  • [ ] Energy matching?
  • [ ] Adjust next week

Common Challenges ​

"Too Rigid" ​

Solution:

  • Leave unscheduled time
  • Build in flexibility
  • Allow adjustments
  • Don't over-schedule

"Things Take Longer" ​

Solution:

  • Add buffer time
  • Track actual durations
  • Improve estimates
  • Be realistic

"Interruptions Happen" ​

Solution:

  • Communicate blocks
  • Set boundaries
  • Have backup plan
  • Reschedule when needed

"Can't Stick to It" ​

Solution:

  • Start with one block
  • Build gradually
  • Be flexible
  • Refine over time

Time Blocking Templates ​

Maker Schedule ​

For creative work:

9:00-12:00   [Deep Work] Major project
12:00-1:00   Lunch & break
1:00-4:00    [Deep Work] Continued
4:00-5:00    [Admin] Email & planning

Manager Schedule ​

For meetings and collaboration:

9:00-10:00   [Focus] Priority task
10:00-11:00  Team meeting
11:00-12:00  1-on-1s
1:00-2:00    Client calls
2:00-3:00    [Admin] Email & follow-up
3:00-5:00    [Focus] Project work

Hybrid Schedule ​

Mix of both:

Monday/Wednesday/Friday: Maker schedule
Tuesday/Thursday: Manager schedule

Integration with Locus ​

Calendar View ​

See all blocks:

  • Visual timeline
  • Color-coded
  • Drag to adjust
  • Quick rescheduling

Task Properties ​

Blocks use:

Perspectives ​

Create block perspectives:

  • "Today's Blocks"
  • "This Week's Focus Time"
  • "Unscheduled Tasks"
  • "Overdue Blocks"