Undo – How history's outliers got stuff done
Episode: How Ben Franklin used timeboxing to stop missing deadlines
Release Date: March 10, 2025
Host: Mark Steadman

Introduction: The Looming Deadline

In this episode of Undo, host Mark Steadman delves into the age-old struggle with deadlines, aptly personified as a “faceless terror” that disrupts workflow at the last minute. Drawing inspiration from historical figures, Mark explores Benjamin Franklin's innovative time management technique known as timeboxing, aimed at combating procrastination and enhancing productivity.

“Just beyond the horizon lurks a faceless terror. It looms, ever patient, ever silent, always watching. For days without number it sleeps, only visible from the corner of your eye, until the day comes and all of a sudden it strikes, coming to a project near you. This is the deadline.”
(00:02)

Benjamin Franklin: The Prolific Outlier

Mark begins by highlighting Benjamin Franklin’s remarkable contributions and his status as a quintessential Renaissance man. Franklin is credited with inventions like bifocals, the lightning rod, and the harmonica, though Mark notes that many of these ideas were adapted from others. Despite limited formal education, Franklin established himself as a prominent scientist and entrepreneur.

“Franklin was an absolute unit. He's credited with inventing bifocals, swim fins, the catheter, the lightning rod, and even a musical instrument called the harmonica.”
(00:02)

Franklin’s autobiography provides insight into his disciplined daily routine, which serves as the foundation for the timeboxing method. His schedule was meticulously structured, balancing work, personal study, meals, and rest, ensuring productivity without burnout.

The Essence of Timeboxing

Timeboxing is a time management technique that involves allocating fixed time periods to specific tasks, thereby preventing tasks from expanding beyond their intended duration—a concept aligned with Parkinson's Law.

“Parkinson's law, work expands to fill the time given for its completion.”
(00:02)

Mark outlines Franklin’s daily schedule:

• 5:00 AM: Wake up and spend three hours preparing for the day, including personal study.
• 8:00 AM - 12:00 PM: Morning work session.
• 12:00 PM - 2:00 PM: Lunch and project review.
• 2:00 PM - 6:00 PM: Afternoon work session.
• 10:00 PM: Bedtime, allowing for seven hours of sleep.

This structured approach is the precursor to modern timeboxing, which has evolved into a comprehensive productivity system.

Modern Timeboxing: Steps to Implementation

Mark translates Franklin’s schedule into actionable steps suitable for today’s work environment:

1. Brain Dump (Morning Pages):

   • Clearing mental clutter by writing down thoughts, similar to Julia Cameron’s "morning pages."

     “A brain dump can help you clear out the clutter in your brain and rid yourself of those nagging little thoughts.”
     (00:02)

2. Set Three Daily Goals:

   • Identify the three most critical tasks that define a successful day, avoiding exhaustive to-do lists.

     “The three things that mean once done, you can think, 'Yep, that was a good day's work.'”
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3. Plan Your Day with Time Blocks:

   • Allocate specific time slots for each task, preferably on a digital calendar. Mark activities in half-hour or goal-specific increments.

     “Having predefined time boundaries, even if you're not militant about maintaining them to the second, can help the day feel like it's in hand.”
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4. Flexibility and Adaptation:

   • Incorporate buffer times to accommodate unexpected events without derailing the entire schedule.

     “If something took longer than expected on a Monday, you can make adjustments for Tuesday.”
     (00:02)

Overcoming Challenges: Rigidity vs. Flexibility

Mark addresses potential criticisms of timeboxing, such as perceived rigidity and the need for self-discipline. He emphasizes that while timeboxing provides structure, it remains adaptable. Users can adjust their schedules based on daily experiences, ensuring that the system supports rather than restricts.

“If you're someone who finds structure restrictive, then this probably isn't going to work for you. That said, though, you might find the structure oddly freeing because you're not having to think about what to do next.”
(00:02)

He also touches on decision fatigue—the mental exhaustion from making too many decisions—which timeboxing can mitigate by reducing the number of minor choices throughout the day.

“By making a bigger decision about what tomorrow looks like, you'll find yourself having to make fewer tiny decisions throughout the day.”
(00:02)

Practical Application: Mark’s Personal Schedule

Mark shares his own implementation of timeboxing, providing a real-world example of how the technique can be tailored to individual needs:

• 5:30 AM: Wake up and ease into the day.
• 6:00 AM - 8:00 AM: Work on side projects (e.g., building a website, writing copy).
• 8:00 AM - 8:45 AM: Prepare to leave for work.
• 8:45 AM - 5:00 PM: Work hours, often segmented into Pomodoro intervals (25 minutes of focused work followed by 5-minute breaks).
• 5:15 PM - 6:00 PM: Walk home.
• 6:00 PM - 7:30 PM: Dinner and relaxation.
• 7:30 PM - 8:00 PM: Household tasks and preparation for the next day.
• 8:00 PM - 9:00 PM: Wind down for bed.

This disciplined approach allows Mark to balance professional responsibilities, personal projects, and leisure, illustrating the versatility of timeboxing.

“Whether or not this time boxing thing works for you? I'd suggest giving it a trial run for a week to see if it helps you get a better handle on time.”
(00:02)

Adapting Timeboxing to Modern Life

Mark discusses adapting timeboxing in contemporary settings where schedules are often disrupted by external factors like meetings or urgent tasks. He recommends:

• Daily Planning: Set aside time each evening to plan the next day, ensuring readiness and reducing morning decision-making stress.
• Buffer Adjustments: If unexpected tasks arise, reallocate time blocks rather than abandoning the schedule entirely.
• Personal Flexibility: Tailor the system to fit personal and professional demands, maintaining balance and preventing burnout.

“Your schedule is only set for the next day. If a day later you find something doesn't work or it takes longer than you expected or shorter than expected, you can make adjustments.”
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Conclusion: Embracing Structure for Enhanced Productivity

Mark concludes by affirming the potential benefits of timeboxing, encouraging listeners to experiment with the technique to discover its impact on their productivity and time management. He emphasizes that, much like Benjamin Franklin, individuals can harness structured time management to achieve their goals without succumbing to the chaos of last-minute deadlines.

“The next time you're presented with a looming deadline, cut the thing off at the knees and block it in your calendar. That way it'll have no power over you.”
(00:02)

Mark’s personal endorsement of timeboxing serves as an invitation for listeners to adopt and adapt this historical productivity hack to their modern lives, fostering a sense of control and accomplishment.

Notable Quotes:

• “Parkinson's law, work expands to fill the time given for its completion.”
  (00:02)

• “By making a bigger decision about what tomorrow looks like, you'll find yourself having to make fewer tiny decisions throughout the day.”
  (00:02)

• “If you're someone who finds structure restrictive, then this probably isn't going to work for you. That said, though, you might find the structure oddly freeing because you're not having to think about what to do next.”
  (00:02)

• “The next time you're presented with a looming deadline, cut the thing off at the knees and block it in your calendar. That way it'll have no power over you.”
  (00:02)

Final Thoughts:

Mark Steadman’s exploration of Benjamin Franklin’s timeboxing sheds light on timeless productivity strategies that remain relevant today. By integrating structured planning with flexibility, listeners are equipped to manage their time more effectively, reduce procrastination, and achieve their personal and professional aspirations.