How to Time Block
Planning your week ahead helps you stay organized and focused on what matters most. In this activity, you will list your weekly tasks, organize them into Must, Should, and Could categories, and create a realistic time-blocked schedule to help you manage your time effectively.
Make a list of all tasks and responsibilities for the week ahead and categorize them into three groups. Be honest and detailed when creating your list.
Tasks with deadlines this week or responsibilities that cannot be postponed to another week.
Important tasks that should be completed but are less time-sensitive.
Tasks to complete after your Must and Should items are finished or appropriately scheduled.
See the sample list below for examples. These are only suggestions. You decide which tasks belong in each category.
| MUST: Schedule 1st | SHOULD: Schedule 2nd | COULD: Schedule 3rd |
|---|---|---|
| Sleep Work Commute Family time Animal Care Breakfast Lunch Dinner Hygiene Self-care/ Free time School assignments | Study/Research Meet with tutor Meet with coach Workshop Exercise /Gym Errands Personal project Personal daily reflection (journal/meditation) Professional weekly reflection (30 min) | Clean/Laundry TV/Movies Social Media Read YouTube Gaming Creative projects Leisure/Fun activities |
Tips for Success
- Be realistic with your tasks. Everything that takes time, including sleep, should be included in your schedule.
- If you are not sure how long a task will take, estimate more time than you think you will need. For example, schedule one hour instead of 30 minutes. As you become more familiar with how long tasks take, adjust your schedule accordingly.
- If you have free time during the week, you are on the right track. Leave some open time in your schedule for flexibility.
- If you would like to schedule exact story points in your plan, go for it.
- If you do not complete everything you planned for the day, move the remaining Must task to another day by replacing a Could task.
- Create a new plan each week, and remember to schedule time on your calendar to make your plan.
Using the excel template provided below (or any time blocking strategy such as an app, digital calendar, written planner, etc.) change the start time at the top to your personal wake time. The times will adjust on the left-hand side. Add your tasks in order of importance, must, should, and could.
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