I’ve discovered a crucial mistake many people make in their daily planning: not scheduling empty space. This oversight can significantly impact your productivity and stress levels. When I talk about empty space, I’m referring to deliberately unscheduled time that equals the amount of time you’ve planned for specific activities.
Think of this empty space as a VIP parking spot at your favorite event. Imagine pulling up to Costco at noon on a Saturday—typically the busiest time—and finding a reserved spot right at the front entrance. Consider how much time you’d save and how much more productive your shopping trip would be. That’s exactly what empty calendar space does for your daily life.
Why Empty Space Matters
Empty space in your calendar serves as a buffer against life’s inevitable disruptions. When your in-laws make a surprise visit, your car gets a flat tire, or an unexpected six-day snowstorm hits Nashville, that unscheduled time becomes invaluable. It gives you the flexibility to adjust without derailing your entire schedule.
Without this buffer, every unexpected event becomes a crisis that throws your carefully planned day into chaos. I’ve seen countless high-achievers burn out because they schedule every minute of their day, leaving no room for the unexpected.
Creating Balance in Your Schedule
The key principle I follow is simple: for every hour I schedule for meetings, projects, or specific tasks, I try to leave an equal amount of time unscheduled. This doesn’t mean doing nothing—it means having flexibility to:
- Respond to unexpected opportunities that align with my goals
- Handle emergencies without feeling overwhelmed
- Extend important work that needs more time than anticipated
- Take breaks when my energy is flagging
- Process and reflect on information from meetings or learning sessions
This approach has transformed how I manage my days. When unexpected events occur—and they always do—I no longer feel the panic of having to completely rearrange my schedule.
Prioritizing and Reprioritizing
The greatest benefit of scheduled empty space is the ability to prioritize and reprioritize as needed. Life rarely goes according to plan, and having that front-row parking space gives you the freedom to adjust on the fly.
I’ve found that this approach actually makes me more productive, not less. When I know I have buffer time built into my day, I can focus more deeply on the task at hand instead of worrying about what might go wrong or running behind schedule.
This isn’t about being lazy or unambitious. In fact, it’s quite the opposite. The most successful people I know understand that sustainable productivity comes from realistic planning that accounts for life’s unpredictability.
Implementing This Approach
Start by looking at your calendar for the coming week. If every slot is filled, you’re setting yourself up for stress and potential failure. Try blocking off periods of time—even just 30 minutes between meetings or an hour in the morning or afternoon—as your VIP parking spaces.
You’ll likely find that having this buffer doesn’t reduce what you accomplish. Instead, it gives you the mental space to work more effectively and the time flexibility to handle whatever comes your way.
Remember, the goal isn’t to fill every minute with activity. The goal is to create a sustainable rhythm that allows you to be both productive and responsive to life’s changing demands. Your calendar’s empty spaces aren’t wasted time—they’re your insurance policy against burnout and your ticket to greater peace of mind.
Frequently Asked Questions
Q: Won’t leaving empty space in my calendar make me less productive?
No, it actually tends to increase productivity. When you have buffer time built into your schedule, you can focus more deeply on tasks without anxiety about running behind. This empty space allows you to work with greater concentration and adapt to unexpected situations without stress.
Q: How much empty space should I ideally have in my calendar?
I recommend aiming for a balance where your unscheduled time roughly equals your scheduled time. This doesn’t mean doing nothing half the day, but rather having flexibility to extend important work, handle emergencies, or take advantage of unexpected opportunities.
Q: What if I have too many responsibilities to leave empty space?
If your schedule is consistently packed with no room for flexibility, it’s a sign you may need to reassess your commitments. Even small buffers of 15-30 minutes between meetings can make a difference. Start small and gradually build more empty space as you see the benefits.
Q: How do I prevent others from filling my empty calendar spaces?
Treat your empty spaces as real appointments with yourself. You can block them off in your shared calendar as “focus time” or “planning periods.” Be protective of these spaces just as you would any important meeting.
Q: What should I do during these empty spaces if nothing unexpected comes up?
If no emergencies arise, you can use this time for reflection, strategic thinking, catching up on smaller tasks, or even taking a break to recharge. The beauty of empty space is its flexibility—it can become whatever you need most at that moment.
