How Rapid Timeboxing Helped Me Move from Clutter to Clarity
For anyone who feels like digital tools (like Notion) for task management just aren’t the best fit
You can do anything, but you can’t do everything.
Problem
I used to start each day overwhelmed by a long list of tasks, relying on digital tools to track my progress. However, I found that when these tools were out of sight, they were also out of mind, and updating the task list on my phone often introduced a lot of friction, especially as new tasks popped up.
Over time, I have come to believe that a physical notebook still does a better job for me. I can’t recall exactly when I was introduced to timeboxing, but I preferred its structured approach over a traditional to-do list, although planning for timeboxing require some luxury of time.
However, after numerous experiments, I adapted the method below, which has worked well for me. Something that is rapid and flexible.
Solution
Step 1: Morning Ritual
Each day begins with a simple but crucial ritual: my notebook. I spend no more than 10 minutes on this.
Date Logging: This serves as a reference to look back on. I’m not a very organised person, and I often start listing tasks on random pages. Logging the date is important for me to refer back to.
Task Dumping: I jot down whatever to-do tasks that pops into my head. It really helps clear the mental fog, and usually, the stuff that matters most ends up at the top of the list.
Calendar check: I would sync the tasks I have jotted down with my calendar, just to make sure they line up with my planned appointments…
Step 2: Prioritise and Limit
Task Cap: If I end up listing more than 10 tasks in a day, it’s a sign that I might not get to finish them all. This number isn’t just random — it is my limit for really staying focused and getting things done with 8 hours.
Prioritisation: I start with the easy stuff first, like replying to emails or making calls, anything that takes less than 5 minutes. It’s not just for a quick win but to build momentum for the tougher tasks ahead.
The best part about tackling quick and easy tasks is the satisfaction you get from crossing them off with a pen is that it just makes you feel good and gets things moving.
“Rewards are the end goal of every habit. The cue is about noticing the reward. The craving is about wanting the reward. The response is about obtaining the reward. We chase rewards because they serve two purposes: (1) they satisfy us and (2) they teach us.”
― James Clear, Atomic Habits
This simple act leverages the ‘Cue, Routine, Reward’ cycle from atomic habits to quickly boost your motivation. When you see a task marked as complete (the cue), it reinforces the routine of systematically addressing tasks. The reward is not just the visual confirmation of progress, but also the surge of satisfaction and momentum it brings. This cycle helps keep the energy high and propels you forward to tackle more challenging tasks with confidence.
Step 3: Delegate and Direct
Early Delegation: I figure out which tasks others can handle better and delegate them first thing in the morning.
Video Instructions via Loom: Instead of dragging everyone into long meetings, I send out quick, five-minute video instructions. This saves heaps of time and keeps our communication clear and direct, without having to wait for everyone to show up.
Step 4: Dynamic Adjustment and Review
Pop-up Tasks: I always make some space for those inevitable surprise tasks.
End-of-Day Review: I carry over any tasks I didn’t finish, but I keep an eye on them. If I keep putting a task off, it’s a sign I need to rethink it — maybe it’s not that urgent, or maybe it just needs more focus or resources.
Conclusion:
The whole thing about rapid timeboxing is that it works for me. I am just sharing it here for anyone who finds that digital tools for task management are not the best fit, especially if you’re not super organised and often deal with spontaneous tasks.
