Time blocking with a calendar app: a simple weekly method

A to-do list tells you what to do. A calendar tells you when. Time blocking joins the two.

A 15-minute Sunday routine

1. List the five to seven outcomes that matter this week.
2. Add fixed events first: meetings, school runs, appointments.
3. Block time for each outcome in the gaps. Give it a clear name, for example “Draft invoice batch”, not “Work”.
4. Leave 20 to 30 percent empty for surprises.
5. Pick one thing per day that must happen even if everything else slips.

Rules that keep it working

• One task per block. Switching tasks costs time.
• Add travel and buffer time between events.
• Protect rest. Schedule lunch and breaks, otherwise they will be eaten.
• Review at day end. Move unfinished blocks and note why.

Choosing a planner app

Look for: easy dragging of blocks, colour coding, repeating events, and reminders that reach you on your phone. See the calendar and planner apps on this site, and read how to set reminders that work.