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Time Blocking 101 plus Free Printable Template

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Time blocking has become my new productivity best friend! Today I’m sharing how to get started with Time Blocking plus offering a Free Time Blocking Template. This template will help you take control of your days, stay focused, and get more done!

There was a season where I really struggled to find my groove. It didn’t make much sense to me because the kids are now in school and I have HOURS each day to get things done. Why was I feeling so unaccomplished and overwhelmed at the end of each week?

Time Blocking Templated on table with pens and plant.

Here’s a good example of just how scattered my brain can be:

I sit down to work, then suddenly remember that I needed to get something important at the store. I close the laptop, stop everything, and run to the store. On my way home, I pass the post office, which reminds me of the package I needed to ship. Back at home I’d look for the allusive package and realize just how dirty my floors are. I stop everything and grab the vacuum and out of the corner of my eye, I see my laptop and notebook, still waiting for me.

I had no boundaries in the different areas of my life. Family, home, and work were getting all mixed up. Something had to give! I needed to set some boundaries. 

In this post I’ll cover:

  • What is Time Blocking?
  • Why should I use Time Blocking?
  • How do I create time blocks?
  • How to time block your areas of focus?
  • How to use a time blocking template?
  • What are some tips for time blocking?
  • How can I try time blocking?
  • How can time blocking increase my productivity?

Clipboard with Time Blocking Template. Sunday start weekly time blocking calendar.
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What is Time Blocking?

What is Time Blocking?

Time Blocking is a system to create structure in your days for various types of tasks. Time blocking is a method that encourages focus by eliminating distractions, helping you to get more done.

Time blocking is not simply writing tasks on a calendar, it is structuring your days in a way to helps you to focus more and avoid distractions. It helps you to create a rhythm to your day that encourages great productivity.

Using a time blocking template can help you improve your focus.

Time Blocking is often called “Block Scheduling” or “Blocking Time” and I tend to use the terms interchangeably.

Why Should you use a Time Blocking Template?

We live in a world full of distractions and shiny objects that capture our eye. In this digital age, it is hard to find the focus to get things done. Creating boundaries and rhythms help you protect and prioritize your work, giving yourself permission to tune out the distractions.

If you’re frustrated at the end of your day and wonder where all the time went, a time blocking template might be helpful.

If you struggle with attention and often bounce from one task to another, time blocking can add structure and give you the focus that you are missing.

How to Create Your Time Blocks

A time block is a section of time in which you focus on a specific task, project, or skill. There are several ways to create time blocks and I encourage you to try each type so you can find the method that works best for you.

Broad Time Blocks: You may find that you want to create a more broad time blocking schedule for your days. To do this I like to create blocks based on areas of focus. (*see below for even more on this.)

For example, I like to use broad time blocks when I’m not on any big deadlines, I’ll block off my day in big sections “Website work”, “Errands”, “Phone Calls”, etc. These are more general time blocks that give me some direction for my day but aren’t overly detailed or restrictive.

Detailed Time Blocks: Your career or family may necessitate a more detailed time blocking schedule. This is why time blocking is great for homeschooling parents and virtual workers who have a variety of meetings and tasks each day. You may want to use a time blocking template to schedule your days in more detail.

For example, Instead of a broad time block like, “Writing” you may want to break that into more specific blocks like, “Write advertisement” and “Draft Blog Post”.

You may find that you use a mixture of the two. I like to use broad blocks for my family time and detailed blocks for the hours I’m working.

Time Blocking Your Areas of Focus

One of my all-time favorite productivity books is Getting Things Done by David Allen. In his book, he talks about “areas of focus”. An area of focus is described best as a role or area in your life that is meaningful to you. For me, some of those areas are Family, Home, and Work (Blogging).

Sometimes I create blocks in my time blocking template to reflect these areas of focus. This allows me to create structure in my day. You’ll be amazed at how a time blocking template can increase your focus!

  • Family/Home blocks help me to protect time with my husband and our children. I also include things like helping with homework, date nights, bath time, chores, cooking, etc.
  • Work blocks were created for focused client work, graphic design, newsletter editing, and website management, etc.
  • Blogging blocks give me time to write blog posts, schedule social media, network, and research.

When I sit down to work on my blog I don’t feel pulled away to finish some work or do laundry. I know that I have time scheduled for those things later. It’s so freeing! A time blocking template is simply a guideline for your days and weeks. These guides create structure and a routine that eventually turn into new habits. It’s not a ball-and-chain and can easily be changed or ignored if needed.

How to Use a Daily Time Blocking Template

For some, creating a daily (or hourly) time blocking schedule is most helpful. This is the method that I choose most of the time. I like to break down my days even further.

I take each day and block off an amount of time for client work, personal errands, and home tasks. I often add types of work to my schedule when things are particularly busy. For example, on Tuesdays, I like to do any graphic design work. I prefer to do detailed SEO work in the afternoons as I tend to have more focus after lunch.

Breaking down my days has been helping me to close the laptop more and be more present at home. Dinner and bath times are less stressful because I’m not trying to sneak in work, chores or other things during that time.

Here is a peek at one of my time blocking templates:

Time blocking calendar printed with weekly schedule.

Test it Out with My Time Blocking Printable

No one method of productivity is one-size-fits-all. The same is true about using a time blocking template. What works for one person may or may not work well for you.

The key here is to experiment.

Print out several copies of my time blocking templates and begin trying out different methods.

Resize your printable and tuck your time blocking template into a purse or notebook so you have it with you all day. Sometimes if I’m on the go, I take a photo with my phone so I can refer to my plan throughout the day.

If you’re overwhelmed start by time blocking just part of your day. I started with my mornings because they are my most productive times and I wanted to make the most of that time.

Try time blocking your down time instead of your productive time. For some people, it’s helpful to know when you can take breaks, stretch your legs, eat lunch, or go for a walk. Time blocking is super versatile and you can use it however it works for you.

Tips to Effectively use a Block Schedule Template

  • Leave white space in your schedule – Do not block off every minute
  • Overestimate how long it will take you to complete a task
  • Add in time for transitioning from one task to the next
  • Leave time for self-care and fun
  • Consider adding in time for weekly reviews to assess your productivity
  • Create morning and evening routines
  • Plan in your biggest priorities first
  • Consider when you have energy each day and plan your work accordingly
  • Don’t forget those little tasks. Be sure to leave room to check emails, reply to calls, and run errands.
  • Turn off distractions. Log out of email and turn off all notifications on your computer. Silence your cell phone so you can focus on detailed work.
  • Consider checking your email only 2-3 times a day.
  • Communicate well. Share your schedule with those who may need to know.

How Time Blocking Can Increase Your Productivity

Once you have a good basic outline for your week/day you can give yourself permission to stop trying to multitask and start focusing on just one thing at a time. We waste so much time starting and restarting tacks every time we get distracted. By having a plan you will be more likely to stick to it. Keep it in front of you as a reminder. Instead of spending 5-10 minutes “resetting” when you get distracted you can use that time to actually get more done!

Multitasking just does NOT work. Yes, I can do it if I absolutely have to, but when I do, balls drop and I feel overwhelmed. Time Blocking increases my productivity leaps and bounds by encouraging me to “single-task” and focus!

One handy trick is to laminate your weekly time blocking page and use a wet erase marker so that you can change it as needed!

Items You’ll Need

A GOOD PRINTER I recently purchased the HP ENVY 6055 printer and I love it. The print quality is excellent and I signed up for HP Instant Ink and get automatic ink delivery. I signed up for the 50 pages/month plan and pay just $2.99/mo. Color, black and white, and photos all cost the same and are included in your printing. Ink, shipping, and recycling are included. If you purchase an HP Printer you can sign up and get 1 FREE MONTH FREE INK – clicking here.

QUALITY PRINTER PAPER – I may be a paper snob but I love good quality paper. My favorite paper for printables is this one. It is super bright white, smooth, and a nice thickness so you don’t get too much bleed through. If you want a more premium paper I highly suggest trying this super-premium presentation paper. It’s lovely!

LAMINATOR – I’ve had this laminator for over 10 years and it’s as good as new. It is super affordable too!

✻ I like these INEXPENSIVE LAMINATING SHEETS.

PAPER CUTTER – I love this paper trimmer because it’s thin and doesn’t take up too much room. It’s also safer if you have little hands around.

ADHESIVE TAPE – This Tombow adhesive applicator puts down tiny dots that have a great grip. You don’t need to use too much which makes it an affordable choice.

Download Your Printable Time Blocking Templates

Your Block Scheduling Template download will include these templates:

Time Blocking Worksheets

You should receive your download link via e-mail within the hour. Be sure you check your SPAM or Promotions folder if you’re not finding the e-mail.  If, after an hour, you have not received your link, please contact me and I’ll help you figure out what happened.

I recommend downloading your files right away and saving them in a safe place. If you are on a tablet or smartphone you will want to open and download these files from a Mac or PC. I hope you enjoy your free templates!

Looking for more Time Blocking Templates

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13 Comments

  • Reply
    Kim Sullivan
    January 12, 2016 at 12:13 pm

    Thank you so much for these! I can’t wait to try time blocking. I used to do something similar in my calendar where I would shade my activities according to how effective each activity was to reaching my business goals. Green activity were highly productive business activities. Yellow activities were activities that were not immediately contributing to my business goals. And then, there were the red blocked times. These were activities that would not benefit my business goals at all. My mentor considered red times to be detrimental to my business and she required that all family related activities be in red. I’m so glad that is no longer my life! Now that I am a stay-at-home mom and blogger, my goals are all about my family and I think your time blocking method will be great for managing my time effectively.

    • Reply
      Donna
      January 20, 2016 at 6:00 pm

      Kim thank you so much for stopping by! I love the concept behind the color coding (minus the making family in RED – family is definitely GREEN 😉 ) I think I might have an idea of how to make a system like that work for me, actually. There are so many things I get sidetracked doing each day when I should be working… mostly Social Media!

      I love the freedom of being home and working from home. It’s hard to balance time but this time blocking has been a life-saver for me! I hope you find that it helps you too. What a blessing to be home and available for our families.

  • Reply
    Ali @ An Ordinary Mom
    March 16, 2016 at 10:23 am

    I really like this way of working a schedule! (And your printables are so pretty, thanks for sharing them!)

  • Reply
    Lara
    March 29, 2016 at 3:09 am

    Loving your website! <3 Subscribed. 🙂

  • Reply
    Regina
    January 8, 2021 at 8:23 am

    I would like the time blocking sheets download please

    • Reply
      Donna
      January 10, 2021 at 9:04 am

      Hey Regina! I just sent you 2 emails for your downloads. Please let me know if you have any trouble.

  • Reply
    Ruth A
    February 1, 2021 at 9:05 pm

    I would like your time blocking templates please. Thank you!

    • Reply
      Donna
      February 4, 2021 at 6:13 pm

      Ruth, were you able to fill out the form on this page to receive your printable? Let me know if you are still having trouble so I can help.

    • Reply
      Donna
      February 26, 2021 at 1:59 pm

      Ruth, I just sent you the Time Blocking Templates, sorry for the delay. Please let me know if you don’t receive them.

  • Reply
    Daniek Alejandro
    February 19, 2021 at 1:49 am

    I would like your time blocking templates please. Thank you!

    • Reply
      Donna
      February 26, 2021 at 1:56 pm

      I just sent you the printable. Let me know if you don’t receive the email.

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    Hey Donna