%% date:: [[2024-02-12]] parent:: %% # [[Defensive calendaring]] Defensive calendaring is an approach to [[Timeboxing]] and [[Calendar blocking]] that prioritizes leaving space to do [[The ability to do deep work is the strongest predictor of success.|Deep Work]] and be actually [[Productivity|productive]] instead of falling into [[Busywork]] and [[Overhead]].  *Video by [Andy Polaine](https://polaine.com) about defensive calendaring* [^apcalendaring] ## Why should you do defensive calendaring? - Your calendar is often the most common way other people take time from you, and is thus your first line of defense. - If you don't make space to do [[The ability to do deep work is the strongest predictor of success.|Deep Work]], you'll be pressured to do that work after hours and on weekends-- which leads to [[Burnout]]. - Time is a non-renewable resource. [^aptime] We should budget it like we do [[Money]]. - Defensive calendaring is a way to set and enforce your [[Prioritization|Priorities]] and [[Boundaries]]. ## Ways to implement defensive calendaring ### [[Batching]] You can break up your calendar into blocks of one hour each, and decide in advance to group like tasks together. For example, you could have blocks for coding, meetings, social media, recruiting, or any tasks that would be best grouped together. Batching lets you reduce [[Context-switching]] and also helps you see at a glance what your priorities are. ### [[Day Theming]] You can look at day theming as an extension of batching. It involves blocking out a whole day to dedicate it to a certain type of activity, such as content, programming, deep work, or meetings. Day theming for people who require even less context-switching than batching, or who need the freedom of scheduling on a higher level. ### Get rid of half your meetings You're probably going to far more meetings than you really need to. Ask yourself *why* you're going to every meeting. - Are you going because you get [[FOMO]] about not being there? The sad truth is that you aren't that important. People will still find a way to involve you in things when you need to be involved. - Is the meeting actually useful? How much of it is useful? - Could you send someone in your place? ### Add buffers between meetings A [[Buffer]] is a grace period before and after meetings that gives you some mental space between contexts. Having a buffer is like letting your calendar have [[Play]] in the context of wiggle room, so that you can finish your notes, schedule any next actions, or understand the implications of decisions made. You can do this manually using a [[Shadow calendar]], which is a second calendar in the same calendaring system you use ([[Google Calendar]] does this well) for the same time as an appointment/meeting on your main calendar, but with some buffer time before and after it. This is an easy way to carve out extra time on either side of a meeting without needing to adjust the meeting itself. You can also use [[Artificial Intelligence|AI]]-based calendaring apps like [[Reclaim]] or [[Motion]] to automatically schedule this time in for you. ### Book meetings of unusual durations Most meetings are 30 or 60 minutes long, but they don't need to be. One trick to carve out extra breathing space for yourself is to create meetings that are 20 or 40 minutes long, so that you're baking in extra time by default. ### Block out time for your [[Most Important Thing]] Identify a single crucial task you must get done today, and then schedule it for a time slot where you have the most energy. Block out that slot for work that requires your utmost concentration and attention, and defend that slot vehemently. [^aptime]: Polaine, A. (2021). *Your time is a non-renewable resource*. https://www.polaine.com/2021/03/your-time-is-a-non-renewable-resource/ [^apcalendaring]: Polaine, A. (2024). *Simple tricks for defensive calendaring to take back control of your time.* https://www.youtube.com/watch?v=ai-OSEgcqxs