How To Tackle Your To-Do List With Time Blocking
Take control of the always-growing list of things to get done.
Most solopreneurs have a to-do list that grows faster than they can check things off. Client deliverables, invoicing, personal errands, admin for your business — it all competes for the same limited hours.
I have a rule: “If it’s not on my list, it doesn’t exist.” Great for making sure I don’t forget anything. But also means my list is often long. I need an actual plan for getting things done.
Without a plan for when it'll actually get done, it's easy to feel overwhelmed. You look at 30 items and wonder where to even start, so you either a) pick whatever feels most urgent or b) stall out entirely.
A really effective way is to give your to-do list its own time on your calendar. By blocking dedicated time for tasks, you create a plan to get everything done.
How time blocking works
Time blocking is a scheduling method where you assign specific chunks of time on your calendar to individual tasks or groups of tasks. Instead of staring at a to-do list and hoping you'll get to things, every task has a “home” on your calendar.
It eliminates the "when will I do this?" uncertainty. You don't waste mental energy figuring out what to do next.
According to Cal Newport, author of Deep Work: Rules for Focused Success in a Distracted World:
"A 40-hour time-blocked work week, I estimate, produces the same amount of output as a 60+ hour work week pursued without structure."
A giant list of to-do items is unstructured. Time blocking gives them structure.
5 tips for getting started with time blocking your to-do list
You don't need a complicated system to start. Here's a step-by-step approach that works whether you're time-blocking work tasks, personal to-dos, or both.
Step 1: Sort your tasks by time needed
Look at your to-do list and separate tasks into two categories: things that need a dedicated block of time (writing a blog post or reviewing your finances) and things that don't need an entire block (calling your dentist or paying a bill).
The difference: it doesn’t make sense to block time on your calendar for something that takes 5 minutes to do. It still belongs on your list, but not as a dedicated block of time.
I create blocks of time on my calendar called "Get Stuff Done." I'll block off an hour to take care of those quick tasks. Anything that needs immediate attention happens in the Get Stuff Done block, and then I'll try to knock out a few more items.
Step 2: Check your calendar for open slots
Before you start adding task blocks, look at what's already on your calendar. How much time do you have between meetings and appointments? Those are your available blocks for working on your to-do list.
Match the amount of time the task takes to the time of day. Deep work, like writing or strategic planning, belongs in your best focus hours. Admin and smaller tasks fit during your lower-energy times of day, or in between meetings.
Step 3: Block the time and treat it like a meeting
Add time blocks to tackle your tasks to your calendar as events. Think of it as an appointment with your to-do list — a task block deserves the same respect as a client meeting.
My time blocks are color-coded on my calendar. The visual helps me differentiate between client meetings and my “meetings” with my to-do list.
Anna Burgess Yang
Step 4: Build in buffer time
One of the biggest mistakes I made when I first started time blocking was not giving myself breathing room. My days were so tightly scheduled that it was very hard to recover if something went awry.
Life happens. Things come up. There are also days when I just don't feel like doing laundry.
You have to leave enough free time on your calendar that you can reschedule your to-do items if needed.
Step 5: Review and reschedule as needed
Unlike meetings, your task blocks can move. I try to plan my time blocking weekly because my schedule changes constantly. Once I get closer to the due date for the to-do item, then I'll find a block of time to get it done.
For example, if you set 90-day goals, your weekly time blocking review is where those goals turn into action items. I’ll usually tackle my goals like this:
- Add a list of to-dos to my to-do list with specific due dates
- When I get to the week that it’s due, I add a time block to my calendar
A weekly review prevents your tasks from falling through the cracks. And if something didn't get done, it gets rescheduled (not forgotten).
Keep things in perspective. Does painting your bathroom door have a specific due date? No. Put it on your calendar so it stays on your radar, but reschedule if something comes up.
Tools that make time blocking easier
You can absolutely time-block with just a calendar. But a few tools make the process smoother, especially when it comes to rescheduling.
- My primary tool is Google Calendar. Easy to reschedule, and I can see tasks alongside my meetings and appointments.
- I use Todoist [affiliate link]* to keep track of tasks. Todoist can bi-directionally sync with a Google Calendar.
- Reclaim [affiliate link]* can help with the scheduling and rescheduling of my blocks. Reclaim will automatically reschedule items on your calendar based on your availability.
And if you prefer a paper to-do list, that can work alongside a digital calendar. Every morning, I write out my day’s plan with the Ugmonk [affiliate link*] analog system. I like the visual alongside my calendar and to-do list system.
Experiment with a time-blocking system
While I’ve laid out a process and a few tools here, the best option for you will be the one you actually use.
David Pierce of The Verge said in an interview that he has tried more than 200 productivity tools to manage his to-dos and his life. The system that works best is a combination of a few different tools. He says,
“The biggest change for me has been figuring out what I need to be successful. I’ve become very clear on that.”
As you experiment with time blocking, keep adjusting how you approach it. Maybe you start by blocking off an hour to knock out your to-do list, but find that you get too distracted, and 15 minutes a few times per day would be better. Maybe you need a to-do app like Todoist, or maybe you need an all-in-one project management tool with your list.
If something feels like it isn’t working, step back and figure out why. Is it the tool? Is it the timing? Is it something else? And make a change.
Make time blocking work for your life, not against it
Time blocking your to-do items should be freeing, not stifling. I feel more in control of my to-do list when I add items to my calendar — because I’m not relying on my memory or a vague hope that they’ll get done.
For solopreneurs especially, there's no manager assigning deadlines or prioritizing your work. Time blocking is how you become your own project manager.
When every task has a scheduled home on your calendar, you stop carrying the mental weight of a list looming in the background. You know what's getting done and when it's happening.
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Tips for making time blocking stick
- Start with just your top 3 tasks each week. Don't try to block everything on day one. You need to build a time-blocking habit and figure out what works for you.
- Batch similar tasks together. Group small tasks like admin work or responding to emails into their own blocks so you're not constantly switching gears.
- Use recurring blocks for repeating tasks. If you need to work on the same tasks every week, make it a recurring calendar event.
- Protect your blocks from meeting conflicts. Mark task blocks as "busy" so scheduling tools don't overwrite them with meetings.
- At the end of the week, reschedule unfinished tasks. If something comes up, move the block to a new time. The task still needs to get done.
FAQs
What is time blocking?
Time blocking is a scheduling method where you assign specific time slots on your calendar to individual tasks or groups of tasks. Instead of working from an open-ended to-do list, each task gets a dedicated spot on your calendar. This makes it more likely to actually get done.
How long should a time block be?
It depends on the task. Deep work, like writing or financial planning, might need 60-90 minutes. Admin tasks can be batched into 30-60 minute "Get Stuff Done" blocks. You need to match the block length to the task's actual time requirement and avoid over-scheduling.
Does time blocking work for people with unpredictable schedules?
Yes, because time blocking still allows for flexibility. The advantage of time blocking over rigid scheduling is that blocks can move. If a client call runs over or something urgent comes up, you reschedule the block instead of losing track of the task. AI can help with rescheduling tasks or managing your calendar.
What's the difference between time blocking and time boxing?
Time blocking reserves a spot on your calendar for a task. Time boxing sets a hard limit — when the timer ends, you stop working on it regardless of whether you've finished. Both are productivity methods, but time blocking is more flexible.
What tools are best for time blocking?
A digital calendar (like Google Calendar) is the foundation. You want the ability to drag and drop blocks to new dates/times if you need to reschedule. Task management apps like Todoist can sync with your calendar, and AI scheduling tools can automatically reschedule your blocks when conflicts come up.
Should I time-block personal tasks too?
Absolutely. Personal tasks are competing for the same limited hours as work tasks. Blocking time for errands and household projects ensures they don't sit at the bottom of your to-do list forever. If you use both a task manager and a calendar, your personal tasks can live alongside work tasks.
