Boss Your Time: A Simple Guide to Time Blocking for Small Business Owners
- by Naomi Gould
- •
- 04 Jun, 2025
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It’s not about cramming more into your day — it’s about creating space for what matters. Here’s how to do it.
Ever feel like your to-do list is running the show? Emails, client calls, admin, marketing… and if you're lucky, a quick cuppa?
At Mission Admin, we get it. Running a small business is a juggling act. That’s why we’re big fans of a simple but powerful method to help you take back control: time blocking.
It’s not about cramming more into your day — it’s about creating space for what matters. Here’s how to do it.
What Is Time Blocking?
Time blocking means dividing your day into dedicated blocks of time, each assigned to a specific task or category (like emails, client work, or strategy).
Instead of reacting to whatever comes your way, you're working to a plan — with purpose.
Why Time Blocking Works
Reduces mental clutter – no more switching between tasks and losing focus.
Builds structure – so you know what’s next, and when.
Protects your priorities – high-impact work gets the attention it deserves.
Helps balance work and life – when breaks and downtime are scheduled, they’re more likely to happen.
How to Start Time Blocking
1. List & Prioritise Tasks
Dump everything onto a list. Then use the Eisenhower Matrix to sort:
Do it now
Schedule it
Delegate it
Ditch it
2. Group Similar Tasks (Batching)
Put related tasks together – like admin, calls, or creative work – to minimise distractions and make transitions easier.
3. Block Out Your Calendar
Assign specific times to each task type. For example:
| Time | Task/Category |
|---|---|
| 9:00–10:30 | Deep work / projects |
| 10:30–11:00 | Emails & admin |
| 11:00–12:00 | Client meetings |
| 12:00–1:00 | Lunch / break |
| 1:00–2:30 | Marketing tasks |
| 2:30–3:00 | Quick tasks / calls |
| 3:00–4:00 | Planning / strategy |
Use a digital calendar (like Google Calendar) or an old-school paper planner — whatever suits your style.
4. Stick to It (But Stay Flexible)
Treat your time blocks like appointments. If something runs over, shift it to a new slot. Review your schedule regularly and adjust as needed.
5. Build in Breaks
Burnout helps no one. Schedule short breaks and buffer time to stay energised and realistic.
Pro Tips for Success
Plan your week in advance — ideally offline, with a cuppa in hand.
Colour-code task types for clarity.
Use batching for small tasks (like emails or invoicing).
Delegate where possible — your time is valuable.
Review daily and refine your approach.
Common Pitfalls to Avoid
Over-scheduling – leave space for the unexpected.
Neglecting personal time – block time for life outside the business too.
Being too rigid – plans change. Your system should flex with you.
Final Thoughts
Time blocking isn’t just a productivity trick — it’s a mindset shift. You’re choosing to lead your day, not follow it. Start small, stay consistent, and you’ll be amazed at the clarity and breathing space it creates.
“When your days are time-blocked in advance, you don’t waste energy deciding what to focus on. Just follow the plan — and if you drift, your schedule brings you back.”
Try it for a week — and if you need help getting started or staying on track, Mission Admin is here to support you every step of the way.
Want to learn more? Contact us or book a Free 30-minute Discovery Zoom to find out how Mission Admin can support your success.
