The first time I came across this term was a while back, during a meeting with a former CEO for Oracle APAC. There were a lot of ex-CIOs and CEOs invited who all needed to be somewhere else urgently after a meeting that had to fit in a 30minute time frame because that was the only possible time to get all of them together.
I wasn’t familiar with agile software development but I was able to quickly grasp the concept of timeboxing. Timeboxing is a concept first introduced by James Martin, the author of the book Rapid Application Development, as a part of agile software development. It is “a simple time management technique that involves allocating a fixed, maximum unit of time for an activity in advance, and then completing the activity within that time frame[1].” This time management technique can be used for both personal and work tasks.
Timeboxing encourages you to put a strict time limit on activities that you think would take away too much of your time. You can understand the need to put strict limits to a meeting with CIOs and CEOs present. At the end of a timebox, you close off the task no matter what and assess if you were able to complete your goals.
What are the steps to timeboxing:
- Find suitable tasks – timeboxing is most suitable for tasks that you don’t want to spend too much time on. As stated by Parkinson’s Law, “work expands so as to fill the time available for its completion.” So if you block off 3 weeks of your time to finish a task, even if you can finish it faster, you’ll aim to subconsciously expand your work to fit 3 weeks. By limiting your time, you’re guaranteed to work on high-value projects and tasks right from the start.
- Define your goals – break down your objectives and assign timeframes. If you know you have 30mins to get all the points of a meeting across to all stakeholders, what would you do? You assign timeframes for each point in the agenda, right? The same goes for bigger projects. Because you already have a set time limit, you can assess your goals and assign targets for them. Need to write a 1,000-word research article in 3 days? Aim to write 500 words per day and alot 1 day for revisions and editing.
- Set the time – assign time frames for your tasks and have a way to track them.
- Work and assess your results – work your way through your set timeboxes and once your time is up, stop working on them. Assess if you were able to meet your goals, either completely or partially.
- Claim your reward – there has to be a light at the end of the tunnel, right? You will be hard pressed to become motivated to do a task you don’t want to do if there was no reward waiting for you at the end. So always remember to treat yourself. It can be something as simple as time off, a cup of designer coffee, or a Netflix binge.
Does timeboxing work for you? What are your favorite time management tips? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!
Written by Jaie O. TheHelp
[1] https://clockify.me/timeboxing