What is time blocking?
Time blocking is a way of planning a day by giving every task its own stretch of time. Instead of a list of things to do, you get a schedule: this task from 9:00 to 10:30, that one from 11:00 to 11:45.
The main benefit is that it makes the cost of a plan visible. A to-do list can hold twenty tasks without complaint. A day can only hold so many hours, and a time-blocked plan shows you that before the day starts. Writer Cal Newport helped popularize a version of this with his time-block planner.
For the longer explanation, read the complete guide to time blocking.
How to use this time blocking planner
Set the hours of your day, then add your tasks with a length for each. To place a task, choose a start time from its menu, press Pick on timeline and click a time, or press Fill my day to place everything in order into the earliest free gaps.
Select any block on the timeline to change when it starts or how long it runs. Blocks that overlap are drawn with a dashed outline. When the plan looks right, add it to your calendar, copy it as text or print it. Your plan saves on this device as you go, and nothing you type is uploaded.
Tips for a plan that holds up
Estimate generously. Most tasks take longer than they feel like they should, so a 30-minute task often deserves 45. Leaving 15 minutes between blocks gives you room to finish, move and reset.
Plan fewer hours than you have. A day with every minute blocked leaves no space for the unplanned, and unplanned things happen. If a block gets pushed, move it to a later slot instead of starting the plan over.
Not sure what belongs in the plan? Sort the list first with the Eisenhower matrix, then block time for the important ones. The time blocking schedule templates show what a full day can look like.
Frequently asked questions
- What is time blocking?
- Time blocking means giving each task a specific stretch of your day instead of leaving it on a to-do list. You decide when a task happens and how long it gets, so your plan shows whether the day has room for everything on it.
- Is this time blocking planner free?
- Yes. There is no account, no email and no limit. Your plan is saved in your own browser and is never uploaded.
- How do I add my time blocks to Google Calendar, Apple Calendar or Outlook?
- Pick the date, press Add to my calendar, and open the downloaded .ics file. Apple Calendar and Outlook add the blocks when you open it. In Google Calendar, use Settings, then Import & export. The times use your device's time zone.
- How long should a time block be?
- Most blocks work well between 30 and 90 minutes. Several small tasks, like email and quick replies, can share one block. If a block runs much longer than 90 minutes, consider planning a short break inside it.
- What if my tasks do not fit in the day?
- The summary under the timeline shows how much of your day is planned and how much is open. Fill my day leaves tasks that do not fit in the Not placed yet list. You can shorten a task, widen your day, or save that task for another day.
Keep going
- Time blocking: the complete guide
- Time blocking schedule templates
- Time blocking for students
- Eisenhower Matrix Maker: Sort your tasks by urgent and important. Free, no account needed.
- Pomodoro Timer: 25 minutes of focus, 5 minutes to breathe. Free, no account needed.
More free tools: all 8 tools.