Finding the balance between rigidity and accountability is key.
There are two types of people in the world: planner people and not-planner people.
Not the dichotomy you were expecting?
We don't usually think about people in this way, but it's incredibly relevant when we talk about time and task management.
That's because a good portion of the time management tips out there are designed by planner people, the folks who can write their entire day down to the minute in a daily planner and find that invigorating rather than terrifying.
If that's you, good on you! But you're in a minority, and the techniques that work for you likely won't work for friends or family members who are struggling with their own time management.
See, planners are like little guilt bombs for non-planner people.
I know this because, try as I might, I'm a not-planner person.
When I tried to use planners, I would inevitably get drawn into something else during a time I had slotted for a different task. I'd then have to make space for pop-up responsibilities by letting some planned tasks slide. And when I got to the end of the day and saw that three things didn't get finished (even though it was because three unplanned things had taken their place and gotten finished instead), I felt like a failure.
Anything that makes you feel like a failure is...not a great source of motivation.
So what can not-planner people do? This is where task windows come into play.
What Are Task Windows?
For all my not-planner peeps out there, task windows are your middle ground between the rigidity of a planner and the amorphous uncertainty of not keeping yourself accountable with concrete goals.
Instead of planning a task to a particular time in your day, create a window during which that task must be complete.
If your other to-dos allow, I recommend giving yourself a window that's 3-4x longer than what you think you need for the task.
I find this especially helpful with creative tasks; I'm actually writing in a task window right now!
Why Do Task Windows Work?
Like I said earlier, task windows allow for flexibility while still creating concrete goals.
They still require you to plan out a rough sketch of your day, but that sketch can be a little more general in nature.
Task windows allow for fluctuations in energy, motivation, creativity, focus, and responsibilities without letting to-dos slip off your radar completely.
They also give you that wiggle room in a guilt-free way: you're not late or past due because you're still within your task window!
And if you get to a task window and really aren't feel the task at hand? No problem--you can swap it out for another task window that might be a better fit for how you're feeling then and there!
Balancing Fun with Responsibilities
Task windows are a great option for days that are predominantly free but during which you have to accomplish a few tasks. This is because, again, they allow for some flexibility and spontaneity to work around plans and pop-up opportunities without letting tasks fall completely beyond your view.
If you want to use task windows on these kinds of days, I highly recommend setting up at least one task window in the morning before your plans for the day begin and at least one task window in the evening after your plans have wrapped up.
That way, you can start the day off with the win of knocking out some to-dos, enjoy your plans guilt-free, and return refreshed for one last push of effort before ending the day satisfied both with fun and responsibilities.
How To Integrate Task Windows Into Your Workflow
Of course, not everything can exist within a window that's 3-4x longer than the task itself--if it did, there'd never be time for everything.
Looking at task windows practically, then, I recommend them using them for items that are larger in scope or are things you dread.
Time windows help with larger tasks because these often require more mental effort than smaller tasks. When tasks like these are pinned to a certain time in the traditional planner method, there's almost as good a chance as not that, by the time you get to the planned slot, you're not in the right headspace to work on that task.
Instead, with time windows, you build in time to transition mentally to that new task even if you aren't actively working on it right at the beginning of your window. As the task quietly stews on the back burner, you're more likely to find a spark that kicks things off and makes it easier to begin versus starting cold turkey like the planner method would require.
These windows are also great for items you dread for a similar reason. Frankly, it feels awful to have those things hanging over you. In the planner method, it's too easy to throw your hands up, say you can't do the thing now, and move on. But with task windows, the task stays in your consciousness longer, making it easier to finally get to that critical point where it feels more annoying to continue putting off that task than it does to just get it off your plate and your shoulders.
And if you have any questions about fitting task windows into your unique flow, don't hesitate to reach out--I'd love to help you discover your path to success!