Time blocking by any other name (singletasking, deep work, time boxing, etc.) would work just as splendidly. This time management tactic has risen in popularity as it allows employees both to focus and relax during their workdays.
Let’s learn the basics of this business practice and find the best time blocking apps that can help you do it easily.
What Is Time Blocking – the Basics
This time management technique is based on separating your workday into several intervals (also known as blocks – hence the name). Each block is dedicated to focusing on a single task and has a defined time limit.
The blocks depend on the volume and scope of tasks. You can either work on a single project during a prolonged period or do several smaller ones (i.e. answering emails) during a block.
The biggest part of time blocking is to be as focused as possible on the task at hand. You need to eliminate as many distracting factors as possible during a productive block. Hence, the term deep work is synonymous with the practice.
Reasons to Use the Time Blocking Method
First and foremost, time blocking allows you to plan some breaks into your schedule. Dividing your daily work into smaller chunks of time with some breaks in between them gives you the time necessary to recover and stay away from your computer.
The time between the tasks allows your brain to prepare for the following one. This prevents multitasking and jumping between tasks which makes you switch between different contexts all the time. In other words, your focus will be sharper and allow you to work more efficiently.
If you eliminate distractors while time blocking, you will be able to conserve your energy for your work. Then you can spend some time on social media or catching up with your coworkers as a treat. This way you’ll create a positive correlation between finishing your tasks and having fun.
Finally, you will be able to assess the realistic time needed to complete a task. This, in turn, will allow you to make better estimates in your following projects. Then, you’ll also be able to meet deadlines in time while not experiencing burnout.
Of course, these are only the basic benefits of using a time blocking app. Your use of the software depends on your personal work style and rhythm, preferences, and attention span.
Top 19 time blocking apps
1. Time Analytics – Calendar time blocking for teams
Time Analytics is the up-and-coming time tracking application. It relies on simple timesheets users fill out at the end of their workdays. The platform allows them to log the time they’ve spent on different activities.
This way they can learn everything they need to know about their work rhythms. Then, they can allocate the time they need to complete a task and divide their workdays to suit their work rhythms.
Besides time blocking, Time Analytics allows time tracking by the employee, task, project, and client. The interface is intuitive and the timesheets take only a couple of minutes a day to fill, which means the daily workflow won’t change. However, the benefits of tracking through this software are palpable.
Features:
- Intuitive and comprehensive timesheets
- Tracking billable and non-billable hours
- Tracking costs and allocating them to clients
- User-friendly interface
- Invoice assistant which prepares data for a transparent itemized bill
Pricing:
- Free
- Starter – $4.99 per user per month
- Optimum – $6.99 per user per month
- Premium – $12.99 per user per month
Trial period
14 days
2. Ticktick – Easy time blocking app
TickTick relies on the famous Pomodoro timer which notifies users of the time they’ve spent on a task. It is only logical to combine it with time blocking if you have a shorter attention span or need to focus on a hefty task.
The interface isn’t complicated and shows the upcoming tasks divided into time blocks. The software also contains a feature for writing down different ideas and reminders you get and can revisit later.
Features:
- A Pomodoro Technique-based timer
- Numerous integrations through Zapier
- A visualization of tasks through blocks or lists
Pricing:
- Free
- Premium – $27.99 per user per year
Trial period
No information
3. ClockWise
Clockwise is a web-based calendar assistant that aims to enhance productivity and increase deep work. The app helps you schedule your workdays with an automatic time management feature.
It also synchronizes team calendars so there are no clashes and double-booking. This is especially important when you need to be available for a meeting.
Features:
- Calendar optimization and automatic meeting management
- Focus time and its goals
- Personal and work calendars synchronization
Pricing:
- Free
- Pro – $10 per user per month
- Business – custom plan
Trial period
Available
4. Clockify
Even though it is primarily a time tracking app, Clockify is also a great choice when it comes to time blocking. It allows users to list their tasks and start timers whenever they start working on a new task. This gives them a good sense of accuracy, which is necessary for time blocking.
Features:
- Task time tracking to make sure you’re within your time block
- Logging each activity – meetings included
- Team collaboration for better synchronization
Pricing:
- Free
- Basic – $4.99 per user per month
- Standard – $6.99 per user per month
- Pro – $9.99 per user per month
- Enterprise – $14.99 per user per month
Trial period
Available
5. Friday
Friday is a time blocking planner application that enables you to schedule and distribute your activities throughout your workday. It makes planning around your meetings and obligations simple, as it automatically marks them. The platform offers a drag-and-drop system that sorts your daily tasks so you can block off time for each of them.
Features:
- Drag and drop system for sorting tasks
- Integrations with most popular task management software platforms
- A Chrome extension that blocks distracting sites
Pricing:
- Free
- Individual – $4 per month per person
- Team – $6 per month per user
- Company – custom pricing
Trial period
14 days
6. Fantastical
Available on Apple devices, Fantastical is a simple time blocking app. The application allows users to schedule their tasks and activities as well as work travel arrangements and meetings. It is feature-rich and allows users to customize their experience to a great extent.
Features:
- Time block and task list view options
- Entries have time and location reminders
- Many customization options when it comes to the interface and tracking options
Pricing:
Free (with limited features)
Premium – $4.99 per user per month
Family – $7.99 per 5 users per month
Trial period
14 days
7. Sling
Sling is a color-coordinated block schedule planner. Its primary users are meant to be the managers. Hence, the platform also includes other features, such as labor cost reports and a managing system. It also enables users to message each other or make posts in a newsfeed feature.
Features:
- Attendance tracking including a timer
- Color-coordinated shift and time block calendar
- Communication features
Pricing:
- Free
- Premium – $2 per user per month
- Business – $4 per user per month
Trial period
Available
8. Focus booster
Focus booster is another time blocking planner that relies on the Pomodoro technique. Again, it allows users to work in blocks of 25 minutes with 5-minute breaks. This simple tool also includes other time management features, such as reports, a to-do list, an automatic timer, etc.
Features:
- A Pomodoro timer
- Client reports including time and labels
- Minimalistic design
Pricing:
- Starter – free (20 monthly Pomodoro sessions)
- Professional – $4.99 per user per month
Trial period
30 days
9. Plan
Plan is a time blocking app that also offers a calendar. There are single-user and team options for better synchronization. You can access the app through an agenda, list, or calendar view. This allows every team member to customize their experience to their preference. The system relies on a drag-and-drop feature for creating time blocks.
Features:
- Multiple task options – recurring, high or low priority, etc.
- Multiple views of the tasks
- Communication features – comments and discussions
Pricing:
- Free
- Premium – $10 per user per month
Trial period
No information
10. Timeblock
Timebloc is a time blocking mobile app that relies on tags and color coordination for a clear distinction between different blocks. It has a drag-and-drop system as well, which is one of the most popular ways to manage time blocking. The platform uses the data it collects to create reports and statistics about your business.
Features:
- Color and tag organization
- Repetitive task management
- Daily routine integration within the app
Pricing:
- Premium – $19.99 per month
Trial period
7 days
11. Planyway – time block schedule
Planyway is a team time blocking planner with a calendar and timeline view. As it is meant for teams, it also contains a project tracker and resource planner. Additionally, you can use it solo as well. The platform’s interface allows easy visualization of short and long-term goals.
Features:
- Color-coding your and your team’s tasks
- Viewing both the near future and the upcoming deadlines
- Integrations with different popular management software solutions
Pricing:
- Free
- Pro – $3.50 per user per month
- Team – $5 per user per month
Trial period
14 days
12. Any.do
If you are in the market for a simple combination of a to-do list and a calendar, any.do is a great choice for you. This straightforward app allows time blocking through limited timed sessions. The platform isn’t built exclusively for business purposes and has several features for personal use.
Features
- Calendar with task and progress overview
- Multiple device synchronization
- Timed sessions for specific tasks
Pricing:
Free
- 1 month – $5.99 per user
- 6 months – $4.49 per user per month
- 12 months – $2.99 per user per month
Trial period
No information
13. Timecamp
Timecamp is one of the most popular time tracking platforms currently on the market. While it isn’t primarily geared toward time blocking, it offers precise task time estimates and an automatic tracker which you can use to create time blocks dedicated to specific tasks.
Features:
- Automatic timesheets with high accuracy
- Color-coordinated weekly view
- Tags for task organization
Pricing:
- Free
- Basic – $5.25 per user per month
- Pro – $7.50 per user per month
- Enterprise – custom plan
Trial period
14 days
14. Google calendar
Google Calendar is one of the most straightforward time blocking planners. The interface is user-friendly and the platform allows users to plan their days ahead of time, including deep work scheduling. You can also manage your meetings and different appointment and get due reminders.
Features:
- Very simple and intuitive
- An in-depth overview of your time blocking
- Collaboration with other team members with shared calendars
Pricing:
- Free
15. Hourstack
Hourstack is a time blocking software solution that adjusts to the users’ workflow. The app focuses on comparing estimated and realistic hours needed to complete a task. As we have already mentioned, understanding how long a task takes is the basis for successful time blocking. Thus, Hourstack is a good solution if that is your goal.
Features:
- Insight into the way employees arrange their work duties during the day
- Simple and user-friendly interface
- Integrations with the biggest task management tools on the market
Pricing:
- Personal – $12 per month
- Team – $15 per user per month
Trial period
14 days
16. Sunsama
Sunsama is another super-simple time blocking solution. The platform allows users to create tasks for the upcoming day and estimate the time they’ll be dedicating to said tasks. In other words, time blocking is the way the software starts your day.
Features:
- Daily time blocking before starting your work
- A drag-and-drop feature that connects to Google Calendar and Outlook
- Integrations with the most popular task management platforms
Pricing:
- $20 per month
- Teams with over 50 members – custom plan
Trial period
14 days
17. Todoist
Todoist is a straightforward task managing program. It is a good solution if you don’t want to complicate your processes. However, time blocking isn’t its primary purpose. Rather, the platform is a good way to plan your time blocks in advance. If you have trouble setting your tasks up, it can be a great additional tool.
Features:
- Creating and managing tasks
- Labeling and filtering entries
- Subtasks, priority, and delegation management
Pricing:
- Free
- Pro – $4 per user per month
- Business – $6 per user per month
Trial period
30 days
18. Asana
Asana is one of the most popular time management platforms currently. This giant allows time blocking within your weekly and monthly views, as well as many tagging and marking options. If you are still looking for something more, you can find add-ons that will refine your time blocking process.
Features:
- Gannt chart-based timelines
- Shared team calendar to keep the whole team on the same page
- A plethora of applications that can integrate with the software
Pricing:
- Basic – free
- Premium – $13.49 per user per month
- Business – $24.99 per user per month
- Enterprise – custom plan
Trial period
Available
19. Weekly
This Office 365 calendar add-on is a great solution if you plan to restructure your workdays. It allows you to arrange your existing tasks and obligations and gain more control over your workweek. The software offers simple task rescheduling and offers more flexibility than the average time blocking app.
Features:
- Integration with Office 365 calendar
- Daily, weekly, and view by the task
- A great degree of flexibility
Pricing:
- Free
To conclude
Time blocking is a good way to understand your work rhythm and match it to your daily schedule. However, most people are bound to make at least some mistakes before they get used to practicing it efficiently.
Our most important piece of advice is to not let missteps discourage you from continuing with time blocking. Combining this practice with time tracking, to-do lists or other productivity tools is a good way to get used to it.
Additionally, allow yourself some flexibility in the beginning and see how strict your workflow can get. Some people simply work better with more discipline, while others need some wiggle room. The goal of time blocking isn’t to trap you in a routine, but to increase your productivity.
In other words, don’t let time blocking control you. Take the reins and make sure to accommodate yourself above all.
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