What is a time map?<\/h2>\n\n\n\n
A time map is a system that involves creating specific blocks of time for your most significant tasks and activities throughout a day, week, or month. Depending on the type of activity, you can dedicate more or less time to particular activities. It\u2019s crucial to point out that a time map involves both your work-related and personal activities. Thus, a time map will include not only your job assignments, but also family time, as well as the time you spend with your partner and friends, or the time you spend practicing sports.<\/p>\n\n\n\n
You can use either a physical calendar or an online tool to create a time map. Since time maps contain diverse categories of your life, you can assign a distinct color to each category.<\/p>\n\n\n\n
Schedule tasks with Clockify<\/a><\/p>\n\n\n\n Apart from individuals, teams can also benefit from using a time map. In this case, a time map should contain the team\u2019s objectives and priorities, to ensure all members stick to mutual goals.<\/p>\n\n\n\n We already mentioned that when making a time map, it\u2019s essential to dedicate specific time blocks to all activities. So, what is the difference between time mapping and time blocking<\/a>?<\/p>\n\n\n\n Well, time blocking<\/i> is the time management technique that consists of creating particular time slots to deal with vital tasks. Then you schedule these assignments in your calendar. The idea is to give your best to complete each assignment within a predetermined time frame \u2014 time block. As such, it is one of the most essential steps of time mapping.<\/p>\n\n\n\n Now, let\u2019s continue to time mapping<\/i>. When filled out properly, a time map gives you an overview of your time. With a time map, you know exactly how you\u2019ll spend your time at work and outside it. Time mapping includes deciding on your top priorities in all areas of your life. Then, you create time blocks in your time map, thus you\u2019ll know how much time<\/i> you\u2019ll dedicate to each activity.<\/p>\n\n\n\n \ud83d\udca1 Apart from time blocking, there\u2019s also the timeboxing technique. While time blocking ensures you deal with important tasks during the day, timeboxing helps you limit the time you\u2019ll dedicate to particular activities, so that you don\u2019t spend too much time on these tasks. Check out our detailed article on this subject.<\/p>\n So, when you think about it, time mapping takes your time blocking to the next level. With a time map, you\u2019ll have a clearer picture of how (and when) to complete your tasks and activities. And this is just one of many benefits of time mapping, which we\u2019ll further explore in the next section.<\/p>\n\n\n\n We all have our own ways of planning our time. Some people prefer making a to-do list, others opt for a specific time management technique<\/a>, like the Pomodoro method or the Eisenhower Matrix.<\/p>\n\n\n\n If you still haven\u2019t tried organizing your day with a time map, here are several benefits of using a map of time, to help inspire you to try it.<\/p>\n\n\n\n As defined by Healthline<\/a>, decision fatigue is the \u201cfeeling when you\u2019re overly stressed by the endless amount of decisions you\u2019ve had to make throughout the day.”<\/i> So, when you have to make too many decisions in a day, eventually you\u2019ll become tired and unable to choose what\u2019s best. Therefore, you\u2019ll end up making bad decisions.<\/p>\n\n\n\n How can a time map help you avoid this feeling? When mapping your time, you\u2019re deciding how to spend your time, meaning what activities you should do first, and what can wait for later. In a way, you\u2019re making all decisions at once. Therefore, a time map helps you craft your day from the moment you wake up to the moment you go to bed. Instead of deciding what to do next, just let a time map guide you through the day.<\/p>\n\n\n\n As we previously discussed, you can use colors to differentiate each segment of your life. That way, when looking at your time map, you\u2019ll immediately notice whether you\u2019ve dedicated most of your time to work, leisure activities, or sleeping.<\/p>\n\n\n\n In one Forbes article<\/a>, Brett Steenbarger, a psychologist and trading coach, explains that time maps can help us find out how effective and efficient we are. He proposes that when reviewing your time map, you also think about your performance. To make a map more visually appealing, he recommends using a range of shades to depict your performance. If you successfully completed a task, use darker shades for that task. On the other hand, if you\u2019re not satisfied with how you handled a particular activity, use lighter shades for that task.<\/p>\n\n\n\n Track productivity with Clockify<\/a><\/p>\n\n\n\n Why is this so helpful? Well, after spending several days reviewing your performance, you\u2019ll be able to compare your results. Thus, evaluating your time map will help you learn about:<\/p>\n\n\n\n In addition, if you notice any productivity gaps or similar issues, you should tweak your time map. For instance, try working on more complex tasks during the times of the day when you\u2019re most alert.<\/p>\n\n\n\n By its definition,Parkinson\u2019s Law<\/a> means that \u201cwork expands to fill the time allotted for its completion.\u201d<\/i> Cyril Northcote Parkinson, a British historian, invented this term. In the essay for The Economist<\/a>, he mentioned an example of an elderly lady writing a postcard to her niece. Even though this simple task usually lasts several minutes, it took her an entire day to write a postcard because she had nothing else to do.<\/p>\n\n\n\n Let\u2019s look at an example of Parkinson\u2019s Law at work. You have one week to finish an important presentation for a client. You usually need 2 or 3 days to complete such a presentation. But, knowing that you have more time to complete this task, it\u2019s likely that you\u2019ll finish the presentation just before the deadline, not earlier. In general, when having more time on our plate than needed, we tend to get distracted. That\u2019s why we usually stretch a particular task until the deadline, even when we could have finished it earlier.<\/p>\n\n\n\n So, how can creating a time map help you avoid Parkinson\u2019s Law? Since time mapping means making plans for each hour of the day, there won\u2019t be any room left for major distractions. Instead of spending numerous hours a day indulging in distractions, you\u2019ll simply follow your time map. Therefore, you\u2019ll even complete tasks that have a longer deadline \u2014 on time or even earlier. In a way, time mapping can improve your discipline at work<\/a>, too.<\/p>\n\n\n\n If you prefer paper to digital, you can create a time map by using a piece of paper and a physical calendar. However, you can also use a time mapping software instead. Some of the most popular choices are Google Sheets, Excel, Google Calendar, and Microsoft Outlook. That\u2019s no wonder since these tools are quite easy to use. Plus, when making a time map in Google Calendar, you can integrate your meetings into your time map as well.<\/p>\n\n\n\n However, there\u2019s another way to craft a map of time. Particular time tracking tools, like Clockify by CAKE.com<\/a>, have a Calendar view<\/a> that comes in handy in such situations. We\u2019ll show you what steps you need to take to make a time map in the Clockify Calendar view.<\/p>\n\n\n\n Get started with Clockify<\/a><\/p>\n\n\n\n Before you start creating a map of time, you should reflect on how you spend your time. Here are some questions to consider:<\/p>\n\n\n\n Furthermore, you can craft your time map for a day, a week, even a month. However, you should start by making a weekly time map. Thus, you\u2019ll have an overview of an entire week. Of course, if you notice that some days in your schedule are not working for you, be sure to modify them in the future.<\/p>\n\n\n\n The second step is making a list of all crucial activities and tasks that take up most of your time. If you\u2019re a parent, your key activities would be parenting obligations. Or, in case you\u2019re a business owner, you\u2019ll probably dedicate most of your day to your company. If you\u2019re a student, your activities will involve studying and preparing for exams. Of course, there are people who constantly juggle work and family life or working and studying at the same time. But, with a proper time map, even balancing several life categories will seem easier.<\/p>\n\n\n\n Once you figure out what these activities and tasks are, note them down in a journal, Excel, or Google Sheet. Be sure to make several categories, such as Work, Family\/Friends, Self-care, Household, then add each activity to its category. For instance, here, we added three categories, followed by several tasks in each of them.<\/p>\n\n\n Generally speaking, there shouldn\u2019t be too many categories in your time map. You should consider having at least three, but no more than five fields.<\/p>\n\n\n\n Now, a handy way to make your categories in the Clockify Calendar view is to add them as projects. Moreover, you can assign a particular color to each project. That way, you\u2019ll be able to distinguish various life categories in your calendar.<\/p>\n\n\n\n Once you have the list of key activities, it\u2019s time to set some priorities. Instead of trying to fit in too many activities and tasks to your time map, try to be realistic. Some assignments are more significant than others.<\/p>\n\n\n\n Be sure to decide on your priorities in all categories of life. For instance, this week, you have to finish a project proposal and present it to the client. So, these are your priorities at work.<\/p>\n\n\n\n Or, your kid is participating in a school play next Wednesday, and you wouldn\u2019t want to miss it. Write it down in your time map. Or, your sister\u2019s planning a birthday party, and she needs your help. You wouldn\u2019t want to let her down so be sure to add this task to your time map.<\/p>\n\n\n\n Set priorities with Clockify<\/a><\/p>\n\n\n\n In general, when it comes to a weekly time map, you should have two or three priorities in each field. Just like with the previous step, jot down these priorities in your notebook, Excel file, or Google Sheets. As you can see below, from having four activities in each category, we selected only two or three as priorities.<\/p>\n\n\n Plus, once you learn how to set priorities, you\u2019ll enhance your time management skills, as well. In fact, according to our time management guide<\/a>, making sure you spend time dealing with priorities is the essence of time management.<\/p>\n\n\n\n The next step is blocking time in your calendar.<\/p>\n\n\n\n So, how to start time blocking? Here\u2019s how you can do it:<\/p>\n\n\n\n The easiest way to add time entries in the Clockify Calendar view is to click on any open time frame in the calendar. Then, you\u2019ll see a window such as the one below, where you can write down your task\/activity name, add a project, and the time you plan to do it. For instance, if you\u2019d like to go swimming on Saturday, simply add \u201cSwimming\u201d as the task description. Here, a project can be a Self-care<\/i> or Family\/Friends<\/i> category, depending on whether you plan to go with friends or alone.<\/p>\n\n\n Another point worth mentioning is that you can integrate your time map in Clockify with Google Calendar<\/a> or Outlook. This option comes in handy when you have many meetings throughout the week. To do so, you need to go to the Calendar view page, click on the connect icon, then choose whether you want to integrate it with Google or Outlook Calendar. Thus, all your events will be added to your Clockify Calendar \u2014 i.e., your time map. So, your map of time will include all significant meetings and calls.<\/p>\n\n\n\n\n Time tracking software used by millions. Clockify is a time tracker and timesheet app that lets you track work hours across projects.<\/p>\n\n Now, you may be wondering how long your time blocks should be. Well, there isn\u2019t a one-size-fits-all answer. You can have hourly blocks, or your time blocks can last between 15 or 30 minutes. It\u2019s crucial that your time map suits your needs and your lifestyle. For instance, if you have several work tasks per day, and each lasts around 30 minutes, then create 30-minute time blocks.<\/p>\n\n\n\n \ud83d\udca1 If you\u2019d like to plan your weeks, months, and even a year, check out our time blocking templates.<\/p>\n Time blocking planner (+ 9 free time block templates)<\/a><\/p>\n<\/div>\n\n\n\n Be sure to have some fun when creating a map of time. As mentioned before, we suggest using diverse colors for each category you add.<\/p>\n\n\n\n So, when adding your tasks and activities in Clockify, you can choose a unique color for each project (life category) you add to your time map. That way, just by looking at your time map, you\u2019ll have a better understanding of how your day will look like.<\/p>\n\n\n\n Once you have filled out your time map for the following week, be sure to review it. By doing so, you\u2019ll be able to modify some time entries if needed. For example, if you scheduled too many work tasks on Tuesday, while Thursday seems to have fewer activities, you can switch some assignments to the latter. Besides, if you notice that you left out some important family activities, such as a Saturday lunch or your mom\u2019s birthday, now\u2019s the perfect time to add these events to your time map.<\/p>\n\n\n\n Remember that your time map isn\u2019t set in stone. It\u2019s perfectly fine if you change your mind when it comes to particular activities. But, try to make these modifications before<\/i> you start following a time map. Eventually, you\u2019ll improve your time management skills and gain the ability to create time maps that perfectly suit your needs.<\/p>\n\n\n\n Furthermore, you can leave some time entries in your calendar unscheduled. For instance, if you don\u2019t work on weekends, you don\u2019t have to plan every hour for these two days. Instead, if you have plans with your family and friends for the weekend, you can add only these activities. Nothing better than waking up on Saturday morning knowing that you have almost an entire day free.<\/p>\n\n\n\n So, here\u2019s an example of a time map in the Clockify Calendar view. There are three categories here:<\/p>\n\n\n\n This map of time contains more tasks and activities on workdays, while Saturday and Sunday aren\u2019t so over-weighted with activities.<\/p>\n\n\n You can always add more categories if your lifestyle requires you to.<\/p>\n\n\n\n Sometimes, you\u2019ll be too busy to create your own time map. That\u2019s why we made a weekly time mapping template you can use on such occasions.<\/p>\n\n\n \ud83d\udd3d Download the Weekly Time Map Template (Google Sheets)<\/a><\/p>\n\n\n\nThe difference between time mapping and time blocking<\/h3>\n\n\n\n
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The benefits of using a time map<\/h2>\n\n\n\n
Time mapping reduces decision fatigue<\/h3>\n\n\n\n
Time mapping helps you learn about your effectiveness and efficiency<\/h3>\n\n\n\n
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Time mapping helps you avoid the effects of Parkinson\u2019s Law<\/h3>\n\n\n\n
How to create a time map in 6 steps<\/h2>\n\n\n\n
Step 1: Consider how you spend time<\/h3>\n\n\n\n
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Step 2: List activities from all segments of your life<\/h3>\n\n\n\n
![\"List](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2021\/09\/list_of_activities-11-min.png\")
<\/figure>\n<\/div>\n\n\nStep 3: Think about your priorities<\/h3>\n\n\n\n
![\"List](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2021\/09\/list_of_priorities1.png\")
<\/figure>\n<\/div>\n\n\nStep 4: Start time blocking<\/h3>\n\n\n\n
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![\"Time](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2021\/09\/time_entry_-_calendar_view-min1.png\")
<\/figure>\n<\/div>\n\n\n![\"Illustration\"](\"https:\/\/clockify.me\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/clockify\/landing-2@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nStep 5: Use colors to differentiate your activities<\/h3>\n\n\n\n
Step 6: Review your time map<\/h3>\n\n\n\n
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![\"Clockify](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2021\/09\/Calendar_view_-_example-min1.png\")
<\/figure>\n<\/div>\n\n\nA time map template<\/h2>\n\n\n\n
![\"Weekly](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2021\/09\/A_weekly_time_map-_updated_Friday-min1.png\")
<\/figure>\n<\/div>\n\n\n