Software Engineer’s Productivity Trick “In a Box”

We could all learn a thing or two about office productivity from folks in the software industry. How do they prevent meltdowns in the face of heavy workloads? Simple. They just box time.

Time boxing is a strategy used in software development projects to plan out a project. They split up the project into stages - with each stage having it’s own deadline. By employing this one-thing-at-a-time strategy, they finish the project efficiently. This works well, too, when applied to other work environments.

“There are always several things competing for our time,” says software engineer David Cheong. “At any moment, each of us could have hundreds of outstanding things to do. This question immediately become important: How can we ensure we get as much done as possible?”

He then enumerates the benefits of boxing time:

1. By consciously being aware of time, it allows us to focus on doing the things that matter most.

2. It serves as a reality check on how much time we spend working on open-ended tasks.

3. Because of the fixed time constraints, it can be an effective tool against procrastination.

4. It allows us to work on things during the free gaps we have between our commitments and appointments.

So, if you’re tasked to write a report by your boss, you could time box it this way: write report outline (1:00 to1:30 p.m.), gather data needed (1:30 to 2:30 p.m.), write report (2:30 to 4:00 p.m.), and check report (4:00 to 5:00 p.m.).

Still, this technique isn’t exactly a cure for procrastination. Cheong emphasizes: “If the time available we have is limited, a rational person should immediately think about prioritizing their outstanding tasks based on what’s important and urgent.”

To find out if you’re “rational” enough to make time boxing work for you, answer the Time Management Survey devised by David A. Whetten and Kim S. Cameron, authors of Developing Management Skills. That is, if you really have time to spare.