Before you start
- A calendar app: Google Calendar, Outlook or similar
- Your task list for the week
Method 1 Plan your blocks
-
Step 1: List your tasks
Write down everything you need to do this week, then mark the two or three that matter most.
-
Step 2: Estimate the time
Estimate how long each task will take, then add about a quarter more; most tasks take longer than expected.
-
Step 3: Match tasks to your energy
Put demanding work, such as writing or analysis, at the time of day you focus best. Put routine tasks in your lower-energy hours.
-
Step 4: Batch small tasks
Group email, messages and admin into one or two blocks a day instead of checking them constantly.
Method 2 Create time blocks in Google Calendar
On a personal Google account, create normal events and set them to show you as Busy so others can see you’re unavailable.
-
Step 1: Add a block
Open Google Calendar in Week or Day view, click a time slot and type a clear name, such as “Write report draft”. Drag the bottom edge to set the length.
-
Step 2: Use Focus time (work or school accounts)
Click a slot and choose Focus time. It can automatically decline meetings and mute Google Chat notifications. It’s available on Google Workspace work and school accounts.
-
Step 3: Colour-code
Click an event, open its colour menu and use colours for types of work, such as deep work, meetings and admin.
-
Step 4: Repeat routine blocks
For daily email or planning time, set the event to repeat every weekday.
Method 3 Create time blocks in Outlook
-
Step 1: Add the event
In Outlook Calendar, select a time slot and choose New event. Give it a task name.
-
Step 2: Show as Busy
Set Show as to Busy so colleagues see you’re unavailable when they schedule meetings.
-
Step 3: Use categories
Assign colour categories to different types of work.
Method 4 Stick to the plan
-
Step 1: Work in short sprints
Inside a block, try the Pomodoro technique: 25 minutes of focused work, then a 5-minute break; take a longer break after four rounds.
-
Step 2: Leave buffers
Keep 10–15 minutes between blocks and an empty block each afternoon for things that come up.
-
Step 3: Review weekly
At the end of the week, compare what you planned with what happened and adjust your estimates.
Troubleshooting
I never finish my blocks
Your estimates are too short, or the blocks are too long. Double your time estimates for a week, or split tasks into smaller steps.
Meetings keep landing on my focus time
Mark focus blocks as Busy, use Focus time with automatic declines where available, and set working hours in your calendar settings.
Frequently asked questions
Is time blocking better than a to-do list?
They work together. The list tells you what to do; time blocks decide when you’ll do it, which makes it harder to put off important work.
How far ahead should I plan?
Plan the week roughly on Friday or Monday, then fine-tune the next day’s blocks at the end of each day.
Summary
List your tasks, estimate their time, and schedule them as calendar blocks, with your hardest work when you focus best. Use Focus time or Busy blocks to protect them, leave buffers, and review your plan every week.
