Time Blocking Apps to Maximize Your Productivity

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Person checking the calendar to show time blocking apps

Imagine going through every day without enough time to finish everything on your to-do list. Does this ring a bell? Unfortunately, this is a common recurrence for most people. Interestingly, there is enough time, but you didn’t block it. 

If you don’t schedule time for essential duties, you risk not getting important work done. A time blocking app like Akiflow helps you focus on high-priority tasks without being pulled in other directions or distracted. 

Time blocking helps you put your tasks and calendar on the same platform. This way, you’ll find it easy to schedule your activities. This article explains all you need to know about time blocking. 

We’ll explain the features of this concept and the best way to block time. Additionally, we’ll review the best time blocking apps. So, without further ado, let’s begin.

What is time blocking?

Time blocking is a time management technique to help you prioritize your tasks and make the most of your day. First, you have to define each time frame for an activity, event, or study, then reserve this time slot in your calendar. Once you complete the work in a time block, you can move on to the next block.

When you pick a time slot, you get to determine the length of each task. For example, you can choose to spend 10 minutes responding to emails and five hours for the next time block; there are no rules about how much time you can block.

Elon Musk is a great example of someone who efficiently used the time blocking technique. He chose to work in 5-minute time blocks when he was the acting chairman of SpaceX and Tesla. By blocking time, he could successfully run both companies, keep up his fitness goals, and spend time with his kids. 

What are the benefits of using a time blocking app?

An obvious benefit of using an app for time blocking is that it saves you from wasting your time. Below is a preview of what you can expect when you start blocking tasks using a time blocking app.

  • It will help you focus on priorities: Once you start scheduling your tasks, you can block the hours that you feel most focused on your essential tasks. If you find that you’re most focused on your activities in the morning, blocking those hours will help you avoid distractions and maintain focus on what’s truly important and urgent. 
  • It prevents procrastination: When you schedule a task in your calendar and complete it within the start and end time, you’ll be less likely to procrastinate or get distracted by other activities. 
  • It makes achieving tasks realistic: Making plans to finish a project within a few hours is optimistic. However, writing down this task in your schedule and blocking out certain hours to attend to it makes the task achievable.
  • It helps you keep a record of how you spend time: A time blocking app will help you record how you spend your time. For example, you’ll learn how much time you spend on emails, drafting proposals, hanging them out with friends, administrative work, etc. It is a reminder of your accomplishment and allows you to rethink your schedule when necessary.
  • It helps you create time for everything: If you don’t think you have enough personal time each day, you can block out time for it. For example, if you have an important family event, you can block out that time in advance, so you don’t have any excuse for not attending. This is one of the top perks of using a time blocking app; you can also save time for relaxation, family, and friends. 

5 best time blocking apps 

Time management is easy, and using a time blocking app helps to simplify the process even further. With the best app for time blocking, you’ll be sure to minimize mistakes. This section will explore the five best time blocking apps. 

Akiflow

Akiflow time blocking app

Akiflow is a great time blocking app with many features to ensure excellent time management. With Akiflow, you can block out time for deep work, and it allows you to track the time you’re spending on scheduled blocks while you’re working. In addition, Akiflow offers you tools that enable you to log in your activities, meetings, tasks, notes, etc. 

The software allows you to create categories for similar tasks, and you can compare the time you need to complete each task and your estimation. It is a great time blocking app for Mac and Windows as it provides you with reports that help analyze the time spent on projects. In addition, to ensure you don’t miss out on scheduled tasks, Akiflow sends you notification reminders.

The Akiflow calendar view also allows you to see overlapping tasks so you can prioritize accordingly. It’s also integrable with many apps to ensure you track time effortlessly. 

Further, Akiflow allows you to share your availability with other people without switching from the app to your calendar. Its integration with Google Calendar makes this process seamless. 

Sunsama

Time blocking in Asana

Another time blocking app for Mac, Android, iOS, and Windows is Sunsama. This software is relatively easy to use and offers a task list you can sort by dates. It also provides a sidebar with a calendar, although you can flip it. You can easily drag tasks to block time with Google and Outlook calendar integration. 

Sunsama helps you plan your day by asking about the tasks you have to work on and how long they’ll take once you log in in the morning. It makes the blocking time process relatively easy for you. 

HourStack

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This time blocking app is a great productivity app for small businesses. If you want to be able to monitor how you spent time compared to our initial estimate, HourStack makes it easy. 

Whenever you’re ready to start blocking time, all you have to do is click the start button to begin the time. You can always roll an uncompleted task over if you want to work on it later. 

HourStack offers integration with Google and Outlook calendars. However, it doesn’t pull events from Outlook and Google Calendar to the HourStack calendar. Instead, the calendars are available at the side of the screen, and you can drag events from each calendar to the HourStack to block off time. 

Google Calendar

Time blocking in Google Calendar

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Google Calendar is a classic calendar app that you can use for time blocking. It is amongst the best calendar apps for boosting productivity. Google calendar allows you to schedule events and tasks in visual time blocks. 

Each entry into your calendar serves as a time block, and you can set reminders so you don’t miss out on a time block. It is compatible with iOS, Chrome, Web, Android, and Firefox.

With Google Calendar, you can plan different periods of focused times and create other color-coded calendars for various parts of your life. For example, you can schedule meetings with groups and teams worldwide. You can also define your work hours, so other people know when you’re available. 

Any.do

Time blocking in Any.do

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This is an all-inclusive task manager with all the features of a plan time blocking app, reminder, and classic calendar. You can easily plan and implement your time blocking schedule using Any.do as well as collaborate with teammates on a joint time blocking system.

With Any.do, you can prioritize tasks and organize them into a list. The app also allows you to manage shared projects and define recurring assignments, so you don’t have to set them daily. 

How to time block your tasks

Whether you’re looking for the best time blocking app for freelancers or remote work, knowing how to time block your tasks will improve productivity. Below are four crucial time blocking steps you should take.

  1. Plan everything

The initial step to take is planning everything. First, brainstorm all the tasks you have to work on and determine what’s a priority and what isn’t. Then, focus on the close deadlines and limit the daily schedules to 3-5 priority tasks daily. A time management technique you can easily implement is splitting your duties into bits.

  1. Define time blocks

The second step when time blocking for tasks is defining the time blocks. You have to specify the start and end times and durations. Just give the closest estimate you can think of; you don’t have to know the exact amount of time a task will take.

  1. Act on your schedule

After setting the time limits for your tasks, act on the schedule and follow up. Start with the first task on your time blocking app, beginning at the commencement time and stopping at the prescribed time. 

  1. Test and revise

Once you start working on the set time blocks, review your predictions. Then, pay close attention to the time spent on each task and revise your time block accordingly. You can use a timer in the background to determine how much time you need for recurring activities. 

Takeaway

There’s no ideal time management technique; you need to find what works for you. However, we can all utilize technology to help plan efficiently and improve our productivity. 

There are just 24 hours for each passing day, and you need to know how to block time to ensure you meet all your tasks. Akiflow helps you accomplish tasks efficiently to enjoy a healthier work-life balance. Sign up today to try the app for free.