The Time Blocking Trap

It’s a tale as old as time… time blocking, that is. And yet, somehow, this timeless trick isn't always effective.

Sound familiar? You block two hours for Project X… but Project Y runs long. Then a “quick thing” pops up (spoiler: it’s never quick), and suddenly the time you carefully protected disappears. Guilty. 🙋🏼‍♀️

I was recently coaching a leader who kept putting “HOLD” on her calendar with the best of intentions, but without detailing what that time was actually for. No surprise: she wasn’t making meaningful progress on the work that mattered most.

Here’s what we uncovered.

First, she wasn’t estimating her time realistically. Which meant she was saying yes to more than she could reasonably take on — a fast track to overwork, missed deadlines, and eventual burnout.

But the bigger issue? Lack of specificity.

When your brain sees a vague calendar hold, it treats it like optional time — silently suggesting, “We can squeeze something else in.” So even though no one booked the meeting, she filled the space anyway, and the intended work kept getting pushed.

Here’s the simple shift: Stop holding time. Start naming it. Specificity reduces decision fatigue, eliminates in-the-moment negotiating, and makes follow-through far more likely.

One more tip most leaders skip: add a buffer.

If you think something will take an hour, give it 75 minutes. We consistently underestimate how long meaningful work requires — and overestimate how interruption-proof our day will be. (Ask me how I know...)

Time blocking isn’t about rigidity. It’s about intention. Because if you don’t decide how your time gets spent, someone else — or everyone else — will.

When everything is a priority, nothing is. Protect the work that actually moves you forward.

Quick Programming Note:
If my calendar has looked suspiciously unavailable lately, it’s because I’m in the final stretch of preparing for my TEDx talk on Feb. 20 (livestreamed here). Nothing like speaking about perfectionism to really test one’s time management. 😉

Good news: my calendar reopens Feb. 23, and I’d love to see your name on it (preferably scheduled with impressive specificity)!

Brain Food

Time management skills consistently rank among the most desired workforce skills. This HBR article delves deeper into common challenges such as project creep and slipping deadlines. This piece is a good reminder that effective time management isn’t about quick fixes — it requires a deeper look at how we prioritize, plan, and protect what matters most.

Real Talk

Attention, fellow coaches! Tomorrow, I’m excited to join a panel of coaches with diverse niches for an ICF Member Roundtable to offer practical strategies for early-stage business development and brand identity. There will be LOTS of real talk! Any coach, anywhere is welcome to register and join us.

In the Spotlight
Resume Glow-Up

Much like those AI cartoons flooding our feeds, sometimes it takes an outside perspective to see your strengths clearly. Considering a new role? It might be time for a resume glow-up. In just 30 minutes, we’ll sharpen your resume to highlight your impact and leadership — helping you stand out to the right employers with a polished story and the confidence to own it. Book yours today. 

Time to Time Block?

Your time reflects your priorities, whether you’ve chosen them or not. Choose intentionally this week. And if you need help, I’m always in your corner. 🧭