#5 - Stop Multi-Tasking, Start Calendar Blocking
Are You Busy But Not Productive?
Have you ever ended the day wondering where all your time went? You were busy all day, jumping between emails, client work, admin, and social media—but somehow, that big task you actually needed to do never got done. If that sounds familiar, you’re not alone.
I’ve been there too. As a photographers and business owners, we wear many hats, and without structure, work can take over every free moment. That’s why I use calendar blocking—a simple yet incredibly effective way to stay focused, get more done, and prevent work from creeping into my personal time.
If you’re tired of feeling like you’re constantly juggling tasks but never making real progress, this might just be the ridiculously simple game-changer you need.
What is Calendar Blocking?
Calendar blocking is a time management technique where you schedule tasks into dedicated time slots on your calendar. Instead of working through a never-ending to-do list, you assign specific times to each task, ensuring everything has its place.
For example, instead of saying, “I’ll work on social media sometime this week,” I’ll block out Tuesday at 10 AM for writing Instagram posts and Friday at 2 PM for scheduling them. That way, I don’t have to waste time deciding when to do it—it’s already planned.
Here’s why calendar blocking works:
✅ Eliminates decision fatigue – You always know what to focus on next.
✅ Reduces distractions – You’re less likely to jump between tasks.
✅ Creates boundaries – Helps separate work and personal time.
✅ Boosts productivity – Forces you to be intentional about your schedule.
✅ Makes deep work possible – Blocks out distractions so you can focus fully on a task.
✅ Reduces stress – Knowing you have time allocated for everything keeps you from feeling overwhelmed.
How I Use Calendar Blocking in My Business
I’ve used calendar blocking on and off over the years, but I always rely on it the most during busy seasons or when I have multiple projects happening at once. Right now, I’m juggling a lot, and I can already feel work creeping into my personal time—answering emails in the evening, tweaking client photos when I should be relaxing. That’s my sign that I need to get back to calendar blocking.
For me, it works best when I do a mix of recurring tasks, flexible blocks, and personal time blocking:
📌 Recurring tasks: These are tasks I do every week or month at the same time. I have my Google Calendar set up with color-coded blocks for:
Emails (blocked twice a day so I’m not constantly checking)
Newsletter writing (last Friday of the month)
Recording this podcast (scheduled every Thursday)
Blogging and social media writing (blocked out weekly)
Client orders & admin (set for specific times so they don’t take over my day)
📌 Flexible task blocks: On Mondays and Tuesdays, I know I’m working but not seeing clients. I leave open spaces in my calendar for tasks that pop up. For example, I recently wanted to film a video showcasing an album for my clients. Instead of letting that idea sit in the back of my mind for weeks, I looked at my calendar, found a day I was already recording videos, and scheduled it in.
📌 Personal time blocking: One of the biggest benefits of calendar blocking is that it helps me protect my personal time. I make sure to schedule in non-work time, whether that’s an afternoon break, a walk with my family, or completely offline evenings. Without this, work creeps in, and before I know it, I’m constantly ‘on.’
Common Mistakes People Make with Calendar Blocking
Like any productivity method, calendar blocking only works if you do it right. Here are some common mistakes to avoid:
🚫 Being too rigid – Life happens, and sometimes, things won’t go as planned. It’s okay to move things around when needed.
🚫 Not accounting for buffer time – Don’t schedule back-to-back tasks with no breathing room. Give yourself space between blocks.
🚫 Overloading the schedule – Be realistic about how long tasks take. If you cram too much in, you’ll constantly be behind.
🚫 Ignoring your natural energy levels – If you’re more creative in the morning, block that time for content creation instead of admin tasks.
🚫 Forgetting to schedule breaks – Working non-stop isn’t productive. Breaks help you reset and maintain focus throughout the day.
How to Start Calendar Blocking
If you’re new to this, here’s how to set it up in three simple steps:
1️⃣ Choose a calendar system: I swear by Google Calendar because it’s flexible, color-coded, and integrates with other tools. (I prefer it over Microsoft Calendar because it’s easier to adjust!)
2️⃣ Block your time: Start with your non-negotiables—client work, meetings, personal time—then fill in blocks for recurring business tasks and flexible project time.
3️⃣ Stick to the schedule, but be flexible: Calendar blocking isn’t about rigid rules; it’s about creating structure. If a client books a session during your ‘blogging time,’ move things around. The key is having a plan, not perfection.
Final Thoughts: Why Calendar Blocking Works
Calendar blocking has been a game-changer for my productivity and sanity as a business owner. It’s helped me:
✔️ Get more done without feeling overwhelmed.
✔️ Make time for important (but often neglected) tasks.
✔️ Stop checking emails all day and actually focus.
✔️ Protect my personal time and prevent burnout.
If you feel like you’re constantly busy but never truly productive, give it a try. It might be the simple shift that helps you reclaim your time.
Until next time, happy scheduling!
Focus Assignment of the Week:
This week, I challenge you to set up your own calendar blocking system! Here’s how:
✅ Create a Google Calendar (if you don’t already have one).
✅ Set up recurring blocks for tasks you do every week/month.
✅ Schedule one important task you’ve been putting off into a time block.
✅ Add personal time blocks to protect your work-life balance.
By the end of the week, you’ll have a system that helps you stay focused, get more done, and stop multi-tasking. I’ll be doing this alongside you!
Have questions or want to share how it’s working for you? Drop me a message—I’d love to hear how it’s going!
How to Set Up Your Google Calendar
Need a simple way to get organised? How to Set Up Your Google Calendar is a quick and easy guide for photographers who want to start calendar blocking without the overwhelm. This freebie walks you through the basics of creating a Google Calendar, so you can take control of your schedule and make more time for what matters—your photography!