Time-Blocking For Trials: A Structural Approach To Undivided Attention

The sheer number of productivity methods out there can be staggering. Some have been around a while, like the Pomodoro Method. Others are more recent, though many of these newer methods are really just variations on tried and reliable methods to help you stay focused and productive. And one of these more popular, newer methods is known as “time blocking”.

What is time blocking, and what makes it ideal for busy firms, especially those that head to trial often? Let’s get into what time blocking looks like, how to excel at it, and ways to optimize this strategy for your case work, trial prep, and excellent client representation.

What Is Time Blocking?

Time blocking doesn’t refer to losing time or time distortion. Instead, in the context of focusing, it refers to setting up your time into “blocks” in which a single task (or series of related tasks) is focused on exclusively. These blocks of time can be as long or as short as needed, given the task you’re working on.

In essence, you give your day a schedule, and you map these blocks out ahead of time. For example, you might designate the 9 am to 11 am block to reviewing evidence for Client A. You then dedicate 11 am to 12 noon to review Client B’s medical records, head to lunch for an hour, and designate 1 pm to 3 pm to strategizing for Client C’s upcoming trial.

Time blocking helps you see, in advance, what you’ll be doing and when. With time blocking, you’ve already mapped out your day and know exactly what to expect at each hour. With fewer surprises and no need to worry about what to work on in the moment, you’re free to hone in and truly focus for a given stretch.

How To Make Time Blocking Work

One of the key aspects of time blocking that makes it unique is the use of charts to designate tasks to chosen blocks of time. These can be charts on a desktop spreadsheet or charts you can glance at on an app. Not sure what to do next? Just look at the chart. Here’s what that might look like for my work day:

As you can see, each key task is assigned to a given block. And all of this is waiting for me before I even start my day. No need to panic, scramble, or wonder what in the world to do next as I waste time on YouTube. I can now pre-focus instead of having to choose a task every few hours.

Time blocking gives you a visual picture, takes a load off decision-making-wise, and lets you dive right into focused productivity the moment you open your laptop.

Apart from visuals, effective time blocking truly works at its best when you have fewer central tasks already delegated. For example, if you have someone who can already handle checking email, drafting motions, or organizing evidence for you, you’re truly free to dive into strategy and representation directly.

For many attorneys, this will be their paralegal. For others, an ILA can handle all of these tasks, either solo or alongside existing staff. These “satellite tasks” can then be tackled one by one as you lock into the work mapped out by time blocking. Evidence review, client meetings, and strategizing for the courtroom become your key blocks, making your day far more productive overall.

Need to glance at a motion as you prepare for trial? If you’re working with an ILA, simply ask them to email you a copy, and continue focusing throughout your entire block of time. You’re less distracted, calmer, and can employ more mental energy to your current block task.

How To Structure Breaks

To make time blocking truly work, you’ll also need to schedule breaks into the time block. You can either pencil those breaks and their purpose into your schedule (e.g., “Eat lunch from 12pm to 12:30pm and browse Substack from 12:30pm to 1pm) or simply give yourself a free chunk of time in the middle of your day to use as you see fit.

While some people really do work better in four-hour stretches, I’ve found that my mind works best when it has some time to get up, move around, and break free from work every so often.

Easing into the next task can feel easier when small breaks are scheduled between sets of work. You’re better focused and refreshed to dive into your next block. You can work these smaller, five-to-ten-minute “shift breaks” into your time block schedule, as well.

A tactic that might help : I like to tell myself which activity I’ll be doing on my breaks, as well. “Step outside for 10 minutes” or “listen to green noise for 15 minutes”. This helps me save time that I’d waste trying to choose how to shift between tasks. Without this structure, I wind up spending half my break trying to choose a break task, and my 10-minute reset has become a half-hour wasted online.

So structure, structure, structure. This frees you to work well, strategize efficiently, and make the best use of each time block in your workday.

Why This Works For Trial Attorneys

While time blocking’s benefits aren’t limited to trial prep or pre-trial negotiation, they work especially well for those hours when you really need to give a client’s future and strategy your undivided attention. Whether you’re negotiating a settlement for a personal injury claim, heading into family court, or reviewing dashcam footage for a client charged with a DUI, timeblocking helps you block out distractions and see things a less focused lawyer would easily miss.

Strategy takes brain power, and the freedom to hone in on your client’s background, on evidence, and on likely arguments you’ll face from the other party. When time is cleared to zero in on these elements together, the entire picture comes into focus faster and far more clearly.

You’re not being pulled in five different directions. You have the time, the support, and the schedule to do one thing and do it well. The outcomes? Better results for clients, more mental clarity for you, and a better outlook on your work week in general. You’re now focused and efficient, not tired or bogged down.

Habits Outside Of Work

While time blocking is incredibly helpful in and of itself, there are a few habits and structures that can really ensure time blocking works well for your firm.

Apart from mapping out each day’s work, make sure you’re getting enough sleep. Yes, it’s cliché, but a good night’s rest really does make a world of difference. It’s far easier to focus well when your brain has had time to recharge.

Next, make sure your evenings are free to actually let go of work. You shouldn’t head home, only to open up your laptop again and work for another three hours. Any extra tasks can and should be delegated, and ensuring you have the time to actually power down when with friends and family is crucial to helping you work at your best.

Finally, time blocking works well when you have activities in place outside of work that help you truly maximize your downtime. What do you really enjoy doing? Rock climbing? Boating? Pouring over your impressive collection of Edward Gorey books while sipping tea? Do those things on your off days.

This ensures your mind has the bandwidth to detach from the core of work and recharge with activities that are meaningful, personal, and genuinely relaxing. Then, you’ll be free to head into work on Monday, time block effectively, and dedicate maximum energy to strategy, representation, and client meetings.

Bringing It All Together

The best way to time block? Make sure you have the office support to handle satellite tasks, allowing you to allocate these chunks of time to strategy, trial prep, and negotiation. This is exactly why we created DocketWorks. To give trial attorneys just like you attorney-level office help who works when you work.

When someone else is handling billing, drafting, e-filing, and document organization, you’re truly free to take the mornings to deep-dive for your clients. Because time blocking only works well when you don’t have dozens of smaller tasks on your plate. When you’re free to let these smaller tasks go, you’re free to maximize your energy, talent, and attention for those moments when clients need you most of all.