Getting the Most from Your Time Blocks
Understand the true purpose of focus, recovery, admin, and social blocks to create a schedule that actually works
After sharing five common traps we fall into when designing our schedules, I realized there's another layer worth exploring: the way we think about (or misunderstand) the different types of blocks themselves. These misconceptions often get in the way of making block scheduling truly work for us, no matter how well we understand the system in theory.
As a quick refresher, block scheduling (or time blocking) is the practice of organizing your days and weeks into four different types of blocks based on energy and purpose:
Focus blocks (90-120 minutes): For creative, high-energy work requiring deep concentration
Recovery blocks (variable length): For recharging and replenishing your energy
Admin blocks (30-60 minutes): For lower-energy tasks that still need to get done
Social blocks (90-120 minutes): For time with other people when you need to be “fit for human consumption”
Most advice on block scheduling (including some of our own) tends to be very practical and tactical. This makes sense — you need to know how to implement the system — but we’re not robots. The emotional components and our own expectations often get in the way of making these systems work for us.
General Misunderstandings about Block Scheduling
Before we dive into the specific blocks, let’s address a couple of system-level misconceptions that build on what I shared in the previous post.
The first misconception is about how we use the system; the second is about how we understand time itself.
1. Treating Block Scheduling as a Rigid Timeline
There’s a reason we renamed our tool the “Weekly Block Blueprint” instead of the “Weekly Block Schedule.” A blueprint is a guide, not an exact replica.1
When we think of our schedule as a rigid timeline, we often try to micromanage every minute of every day. The beauty of block scheduling isn’t about precise timing — it’s about creating a framework based on your energy. Instead of saying “I’ll answer emails from 2:00-2:30 PM,” you’re saying “I’ll use my afternoon admin block for email.” This flexibility allows you to respond to the natural fluctuations in your day while still maintaining structure.
2. Believing All Time is Created Equal
This bears repeating: not every minute of every hour of every day is created equal. Yet we plan as if they are.
When we see open space in our calendar, we assume we can fill it with any type of work. But our capacity to focus, create, connect, and process isn’t constant — it ebbs and flows throughout the day, week, and even seasonally.
Block scheduling accounts for this reality by matching the type of work to your energy levels, not just to available time slots.
With those two understandings firmly rooted, now lets address the common misunderstandings for each of the four blocks.
Focus Blocks: Common Misunderstandings
Focus blocks often get the most attention in block scheduling — there’s a tendency to hyper-fixate on them at the expense of other blocks. After all, these are where the “real work” happens, right? But this overemphasis can actually undermine their effectiveness.
1. The “More is Better” Trap
Many of my clients initially try to fill their schedules with as many focus blocks as possible. “I have a two-hour block here, and one here, and another one here,” they’ll tell me, sometimes with little rhyme or reason to the placement.2 Some even attempt to block their entire day for “focus work.”
The reality? Most people only have the capacity for about two focus blocks per day. Think of it like swimming — you might be able to stay in the pool for hours, but unless you’re Michael Phelps, you probably can’t spend the entire time doing sprints or intensive drills. Your mental capacity follows similar rules.
2. The “Laser Focus” Myth
A focus block doesn’t mean 90-120 minutes of uninterrupted, intense concentration. That’s simply not how our brains work.
The value isn’t maintaining maximum intensity the entire time — it’s staying with ONE thing without shifting to something else entirely. During a focus block, you might have periods of intense work interspersed with moments of processing or reflection. For example, a writer might write intensely for 40 minutes, then spend 20 minutes staring out the window letting ideas percolate before diving back in.
3. The “Wringing Yourself Dry” Expectation
Some people think they need to “leave it all on the field” during a focus block — pushing until they’re completely spent. In my experience, this mindset leads to burnout not productivity.
A well-used focus block can actually leave you energized rather than depleted. The goal is meaningful progress, not exhaustion. One of the best strategies is to stop while you still have some energy and clarity about what comes next, making it much easier to pick up the thread in your next focus block.
While we’re on the subject: know this goes beyond focus blocks. At the end of a long day I once wrote a note in Slack that I was winding down and trying to work through what I could on a project before I ran out of steam.
Charlie’s almost instantaneous response: “You know you can leave work with some steam remaining, right?”
To which I said: “Grumble, grumble.... Stop giving me the same advice I give my clients!”
4. The “Work Only” Assumption
Some people assume focus blocks are exclusively for professional tasks or “traditional” work. But focus blocks are defined by the mental energy required, not the category of activity.
A hobby project, personal writing, learning a new skill, or planning a complex family event might all require the same type of focused attention as your work projects. The key is matching the energy needed with the right type of block.
Recovery Blocks: Common Misunderstandings
Recovery blocks might be the most misunderstood of all block types, yet they're absolutely essential for both productivity and well-being.
1. The “Passive Rest Only” Assumption
The name “recovery” might suggest passive rest — napping on the couch or zoning out. While those might be perfect recovery activities for some people, recovery isn’t defined by low energy but by what recharges your batteries.
For some, an intense workout is the perfect recovery from mental work. For others, a creative hobby, time in nature, or social connection provides the best recharge. Recovery is personal — it’s about what replenishes you, not what looks like rest to someone else.
2. The “Last Resort” Approach
Too many people view recovery as something you do when you’ve pushed yourself to the breaking point. This is like waiting until you’re running on complete fumes before filling your gas tank (not that I would know anything about that).
Recovery works best when planned proactively, not just reactively. Strategic recovery blocks placed before high-intensity activities can prime you for better performance. And regular recovery throughout your schedule helps maintain consistent energy, helping you avoid the crash-and-burn cycle altogether.
3. The “I’ll Rest Later” Excuse
When time gets tight, recovery blocks are usually the first to go. We tell ourselves we’ll rest “later” — after we finish the project, after the deadline, after everything else is done. Except, there always seems to be yet another thing that needs doing…
Recovery blocks aren’t luxury items; they’re essential infrastructure. Without them, all your other blocks become less effective. That’s why when building your block schedule, focus and recovery blocks should be the first ones you place, not the last.
Admin Blocks: Common Misunderstandings
Admin blocks might seem like the straightforward ones, but there are several misconceptions that can limit their effectiveness in your overall schedule.
1. The “Type of Task” Confusion
The name “admin block” can be misleading. These blocks aren’t defined by specific categories of tasks, but rather by the type of attention they require and how they fit into your energy patterns.
Some administrative tasks, like drafting an important email or organizing complex information, might actually require the deep concentration of a focus block. Conversely, many different kinds of tasks fit perfectly in admin blocks because they can be handled effectively in shorter time frames with a different kind of attention.
2. The “Work vs. Life” Division
Just like with focus blocks, we often forget that our personal lives have administrative components too — grocery shopping, laundry, cooking, home maintenance, and more. These tasks are equally important and need dedicated space in our schedules.
I've seen many people pack their work week with focus, admin, and social blocks, while assuming weekends are purely for recovery. Then they wonder why their weekends feel busy and unsatisfying. The reality is that life admin needs its own blocks too — if it needs to get done, we need to give it space.
3. The “Just Getting Through It” Mindset
Because admin work isn't usually the “main event,” it's easy to view it as just stuff to get through. But admin blocks play a crucial supporting role in your overall productivity.
A well-placed admin block before a focus block can help you gather materials, clear distractions, and prepare your environment. An admin block after a focus block gives you time to capture insights, determine next steps, and leave breadcrumbs for your future self. This kind of preparation and follow-through can dramatically increase the effectiveness of your focus blocks.
Social Blocks: Common Misunderstandings
Social blocks might seem self-explanatory, but they're often either overlooked or misunderstood in ways that prevent us from using them effectively.
1. The “One Size Fits All” Myth
Social needs vary tremendously. This goes beyond the simple introversion / extroversion divide — it’s about the types of interactions that energize or drain you, and with whom.
Some people need extensive social time to feel their best; others require much less. Some find certain types of social interaction energizing and others depleting. Understanding your own patterns is key to scheduling social blocks effectively.
2. The “Just Fun and Socializing” Assumption
“Social” doesn’t just mean “fun with friends.” Social blocks include any time you spend with other people — meetings, client sessions, team collaboration, family time, and yes, social events.
If you’re interacting with humans in real time, it’s a social block. Recognizing this helps you account for the energy these interactions require and schedule accordingly.
3. The “Separate Category” Limitation
While we talk about these as distinct categories, blocks can overlap in interesting and productive ways.
Social + Focus: Co-working sessions, collaborative work, brainstorming
Social + Recovery: Exercise with friends, dinner with loved ones, group hobbies
Social + Admin: Running errands with family, tackling household tasks together
These combinations can make routine tasks more enjoyable and help you maintain social connections even during busy periods.
The Solution: A More Integrated Approach to Block Scheduling
Now that we’ve cleared up these misconceptions, here are some practical tips for getting the most out of each type of block:
For Focus Blocks:
Limit yourself to (at most) 2 focus blocks most days
Embrace the natural ebbs and flows within each block
Stop before complete exhaustion — leave something in the tank
Use admin blocks before and after to maximize effectiveness
For Recovery Blocks:
Experiment to discover what truly recharges you specifically
Schedule recovery proactively, not just reactively
Place some recovery blocks before important focus work
Treat recovery as non-negotiable, not optional
For Admin Blocks:
Categorize tasks by energy required, not by name or type
Include life admin in your scheduling
Use admin blocks strategically before and after focus blocks
Batch similar admin tasks together for efficiency
For Social Blocks:
Track your energy after different types of social interaction
Be intentional about who you spend social blocks with
Try combining social blocks with other block types
Remember that meetings and work collaboration count as social
Creating a Rhythm That Works For You
Your block schedule should evolve as you do. The seasons change, your projects change, and your energy patterns change too. Treat your Weekly Block Blueprint as exactly that — a blueprint that guides your decisions, not a contract that controls your days.
The goal isn’t perfect adherence to a system. It’s creating a sustainable rhythm that honors your energy patterns and helps you do your best work without burning out. Experiment, adjust, and find what works for you.
After all, the most effective schedule isn’t the one that looks perfect on paper — it’s the one that helps you thrive in real life.
Does your schedule work for you?
Our Productivity Coaching helps you create a personalized blueprint that honors your natural energy patterns while maximizing productivity. Stop fighting against yourself and start building a schedule that actually works — one that supports both your best work and your well-being.
Learn more about Productivity Coaching and schedule a free discovery call today.
I admit to falling into this trap (and many of the others) more often than I’d care to admit. There is a power in owning this because as Charlie often says, once you name something and claim it you can go about the work of taming it.