Reading time: about 7 min
Posted by: Lucid Content Team
Life is full of timed intervals. Take a minute to think about it: speed dating and networking, high-intensity workouts, and even the deadlines you need to meet at work every day are all dependent on fixed periods of time or timelines.
Each of these everyday scenarios are examples of a timebox, a process that can help you gain a better understanding of where you maximize your productivity in every aspect of your life. Let’s look at the way timeboxing works, the value it provides, and how it integrates into other work processes.
What is timeboxing?
Contrary to most productivity practices where an individual takes on a task and works at it until completion, timeboxing is a time management technique that limits a task to a fixed (but realistic) timeline that may be minutes, hours, days, or even weeks long, depending on the task complexity.
Think about an experience where you’ve dealt with the stress of an impending, seemingly impossible deadline. Hopefully you met the deadline but still remember the intensity of the focus you experienced while rushing to get everything done. Timeboxing uses this psychological phenomenon to the advantage of its adopter.
But why are deadlines such a motivating factor?
Temporal motivation theory suggests that time is a central motivating factor and that “the perceived utility of a given activity increases exponentially as a deadline nears.” In other words, our focus increases relative to our expected value of it in relation to the time table during which it is available to us.
Consider, for example, a child who is asked to do their chores “before Dad gets home” at the risk of punishment versus playing outside with his friends. Most unmonitored, curious children would opt to play with their friends, up until the time necessary to complete the chores has almost run out, rushing to complete the chores just in time to avoid punishment. The child has actually demonstrated a powerful concept—they maximized playtime and obeyed. What is often viewed, then, as procrastination can be viewed as efficiency. Timeboxing is a proactive approach to this naturally occurring human psychological principle.
How to use timeboxing
When looking at a long list of to-dos, it can be easy to feel overwhelmed, which can lead to stress or procrastination. Timeboxing can help you schedule your day to maximize your productivity and knock items off your to-do list in the most efficient way possible.
Try these four steps to start organizing your day with a timebox:
1. Set your timebox for each task
Start by estimating how long it will take you to complete each task on your to-do list. Be realistic—more often than not, tasks take longer to complete than you anticipate, and it’s important to make room for breaks and any unexpected interruptions. You may want to experiment with the duration of your timeboxes—maybe 15 minutes doesn’t allow you enough time to get into a groove, but after 35 minutes you begin to lose focus.
2. Set a timer
Once you’ve allotted time to each task, set a timer to let you know when it’s time to move on to the next task and get to work. Setting a specific period of time will not only motivate you to work efficiently, but it will also ensure other important projects are not neglected.
3. Take a break
Between each timebox, be sure to leave room for short breaks. It may be tempting to continue working through allotted break times, but stepping away for a few minutes can actually help you return to your work with a fresh outlook.
4. Review, rinse, repeat
At the completion of each timebox, or at the end of your day, take a look at your progress. If you completed all of your tasks, what can you learn and apply to your future schedules? If not, ask yourself honest questions. Did you allow enough time to complete the task? Where did you get derailed or distracted?
Timeboxing in Agile Scrum
The Agile Scrum framework utilizes timeboxing as a central component of work sprints. By breaking up large projects into short interval development cycles, or sprints, Scrum teams view productivity as a measure of completing smaller tasks as a series of parts of a larger whole. The timeboxing technique helps this process by setting strict parameters on time spent on individual tasks.
Scrum involves five events, and all five events are timeboxed.
Sprint: A sprint is an interval of one month or shorter during which a team defines a goal and achieves it. Timeboxing is used to set the length of a given sprint and can even be used to set time limits on individual processes within a sprint.
Sprint planning: Before setting off on a sprint, the sprint planning process is required to identify exactly which tasks need to be executed and how they will be executed. Sprint planning is timeboxed by setting a specific length of time for the planning process—experts recommend 8 hours or fewer for one-month sprints, two hours or fewer for one-week sprints.
Daily Scrum: Each day in a sprint, teams meet for a 15-minute Scrum timebox to align on priorities and address any obstacles to the sprint goal.
Sprint review: At the conclusion of a sprint, the backlog is reviewed and given feedback in a process called the sprint review. The sprint review is a timebox relatively equal to half the length of a sprint planning meeting.
Sprint retrospective: Once a sprint is fully completed, Scrum teammates meet to discuss the entire sprint process, reflect on areas of improvement, and make decisions on changes for the next sprint. This sprint retrospective is a Scrum timebox of around three to four hours per one month sprint and is a similar length as the sprint review.
The value of timeboxing in and out of work
Experts in productivity have concluded that when tasks are handled in chunks of time rather than given focus until completion, the gross time spent on a task can be reduced significantly.
Time restraints alone, however, are not potent seeds for fruitful work. Vigorous focus, when met with a designated time limit and oscillated with meaningful rest, is a powerful combination for productivity.
Some experts suggest working in “time chunks,” giving focused attention to a task for 25 minutes straight, followed by a five-minute break. This technique, called the Pomodoro technique, is an example of timeboxing.
The advantages of timeboxing include:
Focus: Because the central value of timeboxing relies on accomplishing one task at a time, project managers can be assured that all mental resources are being applied to each task. The timeboxing technique requires that each task is given full attention, at risk of not being completed within a fixed deadline.
Scope: Defining project objectives before beginning allows the timeboxing technique to deliver scope on a given project timeline. When timeboxing is combined with task dependency, like in a Gantt chart, project management becomes as easy as looking ahead to see each task’s effect on the entire project outcome.
Clarity: Timeboxing provides clarity by defining boundaries both on project outcomes and on project timelines. Project managers have the added benefit of knowing that by the end of X time period, Y item will be completed.
Timeboxing is even a great way to instill mundane but valuable tasks into your daily life. For example, many mental health professionals suggest setting aside just five minutes a day for mindful breathing and meditation. This five-minute timebox can fit its way into any part of your schedule, with excellent physical and mental benefits. Even setting aside five minutes a day to tidy up a bedroom and make your bed is a timebox that adds to mental calm by providing a clear space and also saves valuable time on weekend or seasonal cleanups.
Take timeboxing with you
As with any productivity tool, tracking next steps and current progress is essential to results-driven work—and visuals are often the best way to keep team members informed and increase productivity.
For the best in diagramming, top performers turn to Lucidchart, where they can create Scrum boards and other project management visuals and share directly with each team member across a variety of integrated platforms.
See additional tips on how you can use Lucidchart to manage your time (and your team's time) better.
Check it out
- Set your timebox for each task. Start by estimating how long it will take you to complete each task on your to-do list. ...
- Set a timer. Once you've allotted time to each task, set a timer to let you know when it's time to move on to the next task and get to work. ...
- Take a break. ...
- Review, rinse, repeat.
In an attempt to prevent late-night writing sessions and create a more "normal" work schedule, I decided to take up Harvard's "most useful productivity hack" — timeboxing. The productivity hack involves three steps: brain dumping, setting priorities, and planning your day.Does Elon Musk use time boxing? ›
Despite the chaos, Musk manages to stay focused and productive throughout the day, thanks to a technique called timeboxing. By setting specific blocks of time for each task, he's able to avoid distractions and stay on track, even when the pressure is on.What are timeboxing methods? ›
Timeboxing simply means that you open your calendar and enter a block of time that you'll spend on a certain task in the future. Instead of working on the task until it's done, you proactively decide how much time you'll spend on it and when (and even where).What is an example of a timebox technique? ›
For example, you want to tidy up your office, but don't want to spend an entire afternoon on it. So, you allocate half an hour to this task and stop immediately once your 30-minute timebox is up no matter how much you've really managed to clean up.Does time boxing actually work? ›
It's a more goal-oriented management plan, setting that one timebox to complete a particular task. It's considered to be a technique that effectively reduces procrastination. Timeboxing helps you schedule an entire day to maximize productivity. You'll check items off your to-do list in the most efficient way possible.What is the ultimate productivity hack saying? ›
The ultimate productivity hack is saying no. Not doing something will always be faster than doing it. This statement reminds me of the old computer programming saying, “Remember that there is no code faster than no code.” The same philosophy applies in other areas of life.What is the failure rate at Harvard? ›
What Is the Graduation Rate at Harvard? According to the most recent data available from the National Center for Education Statistics, Harvard's graduation rate is 98%. The vast majority of Harvard University students complete their degree programs within 4-6 years.What is Elon Musk's 5 minute rule? ›
By using the time blocking method, Musk intentionally plans his day out in five-minute increments or 'time blocks. ' Each time block is assigned to a specific task or activity. For example, Musk would use the time blocking method when responding to overdue emails, eating meals, or timing work meetings.What is the 5 minute rule in time management? ›
The five-minute rule is a cognitive-behavioral technique that is designed to help you overcome procrastination to become more productive. Essentially, all you need to do is commit to spending just five minutes on whatever it is you're procrastinating, after which you're free to stop if you want.
1. As crazy as 80 hours might sound Elon Musk is actually in good company. A 12-year Harvard study by Nitin Nohria and Michael Porter revealed that CEOs of multibillion-dollar companies work 62.5 hours per week on average. Musk works 28 percent more than them.What is the time blocking method? ›
What is time blocking? Time blocking is a time management strategy where you schedule out every part—and we mean every part—of your day. With time blocking, you're effectively breaking the work week into bite-sized time slots where you check your email, work on projects, take a break, or even exercise.Is timeboxing Agile? ›
In agile principles, timeboxing allocates a maximum unit of time to an activity, called a timebox, within which planned activity takes place. It is used by agile principles-based project management approaches and for personal time management.Who created time boxing? ›
Timeboxing describes the process of proactively scheduling a block of time to spend on a task in the future. It was first described by author James Martin in a book about agile software development.Do boxers brains heal? ›
"The results of this study suggest a recovery of cognitive functioning in fighters who are no longer exposed to repetitive hits to the head," said Ritter.What is the head trauma that boxers get? ›
There are some boxers with varying degrees of speech difficulty, stiffness, unsteadiness, memory loss, and inappropriate behavior. In several studies, 15-40 percent of ex-boxers have been found to have symptoms of chronic brain injury. Most of these boxers have mild symptoms.Is brain damage rare in boxing? ›
New research. At least 15% of retired professional boxers live with chronic brain injury, including the rare fatal brain disease chronic traumatic encephalopathy, or CTE.Is Pomodoro technique the same as timeboxing? ›
The Timebox and Pomodoro are two different concepts, but some characteristics overlap. In a timebox, you just set some time for a specific task and stick to it. It's like a schedule for the day. But Pomodoro is splitting a task into 25-minute blocks of work broken up by breaks.What is a typical Sprint timebox? ›
As noted in the Scrum Guide, a Sprint planning meeting should be timeboxed at 8 hours or less for a one-month Sprint. The shorter the Sprint, the shorter the timebox should be for Sprint Planning. At Scrum Inc., we recommend one-week Sprints and a two-hour timebox for Sprint Planning.Is time boxing good for ADHD? ›
Reduce's procrastination: Because timeboxing creates a sense of urgency, it can help people with ADHD manage their procrastination. Once the timer starts, it's time to work!
So which technique should you choose? Either will help you manage your time better, but they can also be used effectively together. Use Time Boxing to schedule when you will complete a task and Time Blocking to keep your focus and momentum during that time limit.How many days a week should I be good at boxing? ›
Two to three times a week is the sweet spot for a novice to learn the skill of boxing while getting a great workout. After a few months of this, you can progress to four times a week or more depending on your goals.How do I become insanely productive? ›
- Stop multitasking. It's often tempting to try and multitask, juggling numerous workday tasks at any one time. ...
- Set small goals. ...
- Take a break. ...
- The five-minute rule. ...
- Time blocking. ...
- Delegate. ...
- Limit distractions. ...
- Do the hardest thing first.
Working too much one day can have a negative knock-on effect on the next. Besides destroying your productivity, working too much can also lead to physical and mental health issues.What was the lowest GPA accepted to Harvard? ›
You should also have a 4.18 GPA or higher. If your GPA is lower than this, you need to compensate with a higher SAT/ACT score.What is the lowest score accepted into Harvard? ›
To get to Harvard your GPA has to be at least a 4.0 and even then if you get in your lucky but they require at least a 4.18 GPA only .What's Elon's Musk's IQ? ›
FAQs (Frequently Asked Questions) When did Elon Musk take an IQ test? The Tesla CEO is estimated to have an IQ score of around 155.What rule did Elon Musk break? ›
Elon Musk broke law with threat to Tesla workers' stock options, court rules. A US appeals court has ruled that Elon Musk violated federal labour law by tweeting that employees of Tesla would lose stock options if they joined a union.How do we know Elon Musk's IQ? ›
Although there are no publicly available statistics to support his IQ, it is believed to be between 150 and 155. He might qualify as a genius. With an IQ of 150, Elon Musk belongs to the "GENIUS" category, and with a score of 155, he belongs to the "HIGH GENIUS" category. However, there is no available IQ test result.What is the 3 3 3 rule for time management? ›
The 3/3/3 method
Three hours per day to work on an important current project; three urgent but less time-consuming things (including meetings); and. three “maintenance” tasks” (for example e-mails, but also micro-learning, etc.).
The 30x rule says you should spend 30x the amount of time training someone to do a task than it would take you to do the task yourself one time. For example, if a task takes you 5 minutes per day to complete, then the 30x rule suggests you could comfortably spend up to 150 minutes training someone to do that task.What is the Arab 5 minute rule? ›
The idea of the 5 minute rule is that you take some of that time you might be spending on something not so productive and turn just 5 minutes into time you spend learning language. You can even do this on your phone with our app.How long does Elon Musk sleep? ›
Elon Musk says he's upped his sleep to 6 hours per night—and that his old routine hurt his brain. Elon Musk, CEO of Tesla, speaks with CNBC on May 16th, 2023. Elon Musk says his days of trying to sleep less and work more are over — at least, relatively speaking.How many hours does Jeff Bezos work a week? ›
Amazon CEO Jeff Bezos in his earlier days was working 12-hour days 7 days a week and started at 3am. He has significantly toned that down after his company has joined the $1 trillion dollar club. The former CEO of General Electric Jeff Immelt spent 24 years putting in 100-hour work weeks.Can you work 100 hours a week? ›
An occasional 100-hour week is alright. But I've never seen it work as a consistent practice. You end up feeling like you're constantly playing catch-up in your own life. That's true of all long hours whether it's a 65- or a 100-hour workweek, and it's becoming increasingly common.What is the Pomodoro method of time blocking? ›
The Pomodoro Technique is a time management method based on 25-minute stretches of focused work broken by five-minute breaks. Longer breaks, typically 15 to 30 minutes, are taken after four consecutive work intervals. Each work interval is called a pomodoro, the Italian word for tomato (plural: pomodori).Is time blocking stressful? ›
Reduced stress and anxiety: Time blocking helps to reduce stress and anxiety by providing structure and allowing you to manage your time more effectively. Increased sense of control: By taking control of your schedule, you can feel more in control of your day and reduce feelings of overwhelm.Is time blocking the most effective? ›
In the short-term, time blocking allows you to gain more control over the day rather than just “winging it.” In the long-term, it allows for more effective planning and decision-making.How often should a timebox be updated? ›
Two to four weeks is typical for timeboxes that involve development. Ideally, frequent review points should occur throughout a timebox to check the quality of products as they evolve and the efficiency of the development process.What are the names of the two styles of timeboxes? ›
Every timebox begins with a kick-off and ends with a close-out. Beyond this, DSDM recognises two styles of timebox: A DSDM structured Timebox. A free format Timebox.
Despite the chaos, Musk manages to stay focused and productive throughout the day, thanks to a technique called timeboxing. By setting specific blocks of time for each task, he's able to avoid distractions and stay on track, even when the pressure is on.How do you time block effectively? ›
- Identify what you need to work on for the day. ...
- Figure out when you're most productive. ...
- Group meetings if possible. ...
- Schedule your time blocks. ...
- Block off personal time. ...
- Allow for unexpected interruptions or work. ...
- Plan for lost time. ...
- Adjust as needed.
Be sure to build in time for the things you want to do. Effective scheduling requires you to know yourself. Your time log should help you to identify times when you are most productive and alert. Plan your most challenging tasks for when you have the most energy.
Set a time limit to complete a task
Setting time constraints for completing tasks helps you be more focused and efficient. Making the small extra effort to decide on how much time you need to allot for each task can also help you recognize potential problems before they arise.
By using the time blocking method, Musk intentionally plans his day out in five-minute increments or 'time blocks. ' Each time block is assigned to a specific task or activity. For example, Musk would use the time blocking method when responding to overdue emails, eating meals, or timing work meetings.How do you time block without getting overwhelmed? ›
- Place buffers in between tasks. ...
- Schedule your breaks (not just lunch). ...
- Use the right daily time management strategies to stay on track. ...
- Overestimate how long things will take (at least to start). ...
- Put in time for downtime, relaxation, and learning.
Time blocking reduces the negative psychological impact of long to-do lists known as the Zeigarnik effect. The Zeigarnik effect is a psychological phenomenon describing a tendency to remember interrupted or incomplete tasks or events more easily than tasks that have been completed.What are the 4 P's of time management? ›
Now that you understand the importance of time management, let's explore the four P's of time management – prioritisation, planning, productivity and positivity.What are the 4 rules of time management? ›
The 4 Ds are: Do, Defer (Delay), Delegate, and Delete (Drop). Placing a task or project into one of these categories helps you manage your limited time more effectively and stay focused on what matters most to you.What are 6 techniques to get better at time management? ›
- Conduct a time audit. Start by assessing where you actually spend your time. ...
- Use the Eisenhower Matrix to set your priorities. ...
- Employ methods to “chunk” your time. ...
- Focus on one thing at a time. ...
- Give yourself a reward. ...
- Use apps to block out distractions.
Here are a few tips and techniques you can apply to get more done and feel more productive using the three P's of time management: Planning, Prioritizing and Performing.What are the three rules of time management? ›
This: Every morning, before you start working, write down Three Things you want to get done today. Then start doing them. That's it!What is the most productive time? ›
According to research, the most productive moment of the day is 10:26 am. The trough begins about 7 hours after waking – typically early to mid-afternoon – and lasts for a few hours. The most unproductive moment of the day falls in the trough at 2:55 pm.What is the most efficient daily schedule? ›
The Pomodoro Technique:
It works by creating a simple timetable for completing work so that you can set achievable goals with small increments of time. SET A TIMER FOR 25 MINUTES. During this time, focus all of your attention and energy on completing the task at hand. TAKE A SHORT BREAK WHEN YOU'RE DONE.