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Published on March 11, 2021

7 Best Time Blocking Apps That Make Scheduling Easy

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7 Best Time Blocking Apps That Make Scheduling Easy

Bill Gates and Elon Musk are just two people in a long list of the world’s most successful businessmen who have shared that they use time blocking management techniques to complete all of their commitments and accomplish complex tasks. If your schedule is also full of varied tasks, if your to-do list is so long that you have no idea where to start it, and if your mind is easily distracted, then time blocking is the solution for you. And with the help of time blocking apps, you’ll achieve your goals in no time.

What Is Time Blocking?

Time blocking is a time management technique designed to help you prioritize tasks, work on them more deeply, and gain control over your time with the help of a clear schedule plan. The main idea of this technique is to make the most of your day by scheduling every minute. All of your tasks, meetings, events, and activities need to be shown on your calendar in specific time blocks that you choose for each category.

The goal is to work on your task on the time block you scheduled in advance and finish it on that exact frame time. Keep in mind that it will probably take you some time to learn the difference between the time you think you need to schedule for tasks and the time you actually spend on them.

Time blocking will help you prioritize your tasks from different life categories, all under one calendar. Using this technique will also help you learn more about your work habits, improve them and get things done on time.

In a world where companies like Facebook, Twitter, Tiktok, news sites, and even software like WhatsApp are fighting for your time and focus, this technique will help you stop wasting your time and more wisely devote your attention at pre-set hours to work, creativity, social networks, leisure, workouts and more.

How to Use the Time Blocking Technique?

If time blocking is new to you, your first step should be writing down all your tasks that come to mind – both in work and personal life. Once you have done that, you will notice that some of the tasks have higher priorities than others. Mark the important tasks and those with a close deadline and approximate how much time you need to complete them.

The next step is defining your time blocks. It would help if you decided when to block time and for how long. For example, you probably want to block time in the morning hours for deep work and tasks that have a high priority. Still, if you concentrate better after lunch hours – maybe you would prefer to time block morning hours for personal tasks such as workouts and grocery shopping.

Defining how long you need to block time is up to you and your own ability to focus. Suppose you can focus for a long period of time. You can define a time block of 90 minutes. If that is too long for you, you can always reduce the length of the time block. Anyway, don’t forget you also need to schedule your break time!

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Start acting according to your new schedule, but track all of it in real-time so you will know if some of the time blocks are too short or too long for your tasks. If so, adjust your time blocks and schedule the tasks according to the real-time results.

So, now that you know what to do, here are some time blocking apps that will help get you started.

1. Clockwise

    Clockwise is a free app—a chrome extension—that will help you increase productivity by using a smart calendar assistant. Its main goal is to motivate users to maximize their focus and deep work hours. Using the autopilot clockwise will allow the app to optimize your schedule automatically. For example, you can rearrange meetings that you marked as flexible.

    Clockwise will even move around tasks on your calendar if it identifies a conflict in meetings. In other words, this calendar will work for you and help you make the most of your time. One of its slogans is “make your calendar work for you.”

    Check out Clockwise here.

    2. TimeBlocks

      TimeBlocks is another calendar app that allows you to organize your work and personal life while analyzing the time you spend doing all sorts of tasks. Using this app, you can plan your to-do list, events, and meetings, and modify them easily by dragging items on the calendar from one time zone to another.

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      This app uses color coding, which makes it much easier for you to see in a glance how you divide and use your time during the week. You can define group-related tasks, meetings, and events by color and view your calendar in pie charts.

      Check out TimeBlocks here.

      3. Clockify

        Clockify is a time tracking app that is great for those who want to use time blocking mainly for deep work hours. You can easily log your task, activities, notes, events, meetings, etc., and use its feature of a time tracker to start a timer and see exactly how much time you spend on your work.

        With this app, you can categorize blocks by the type of work and tasks, compare between the estimated time you thought you needed to perform the tasks to the time that was really required, view visual charts showing the use of time and money, invite your team to work with you on the app, and track the progress of team projects in real-time.

        Check out Clockify here.

        4. Skedpal

          Let AI do the hard work for you when using Skedpal. This app integrates with your existing calendar and allows you to add your tasks and to-do lists. Then, the app can schedule all of your tasks, meetings, and hour-work for you, according to your perforations of time frames, the time duration for each task, and your availability.

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          Don’t worry, you can always drag the calendar items to rearrange the tasks for your liking. You can also define time zones for specific work categories so that the app will schedule your tasks on those slots only instead of after work hours.

          Check out Skedpal here.

          5. Plan

            This app is made for simple and quick task scheduling. It focuses on straightforward planning on your to-do list and calendar, and the main purpose of the app is to help you save time.

            On its website, Plan promises to users that teams using this app save an average of 15 hours a week. So, instead of spending your time managing work, you actually work. The app integrates with your google or outlook calendar, and all you need to do is add tasks, prioritize them, and then drag and drop items onto your calendar.

            Check out Plan here.

            6. Timebloc

              Timebloc is another productivity app that lets you organize your events and tasks by customizing them with colors and tags. You can create daily routines that will integrate into your calendar, edit your time blocks, set reminders.

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              In the premium version, you can also learn more about yourself from the statistics of your calendar. The statistics will show you how many hours you have spent on different categories—work, study, leisure, etc.—so that you can review, change, and improve the time you dedicate to each category.

              Check out Timebloc here.

              7. Things

                Things is a task manager app with many great features. You can alternate between different calendars (personal, family, work, and more), create task categories, arrange groups of to-do lists, use a checklist, and track projects with pie charts. This app is a little less focused on the technique of time blocking but definitely goes hand in hand with it and will achieve the same goal—maximize your time and get things done.

                Check out Things here.

                There are many other time blocking and calendar management apps out there. Here are some that didn’t make the list but are still worth mentioning:

                • Todoist – A task management app that can also help you create and organize ultimate to-do lists by categorizing tasks, defining deadlines, using color-coded flags, and more. The projects can then be scheduled in time blocks.
                • Any.do – A task management app that can help you add and prioritize tasks in time blocks and automatically reschedule low priority tasks.
                • HourStack – A time blocking app that will show you how much time you spend on tasks comparing to your estimates. It includes integrations to all of the major tasks and collaboration systems.

                Summary

                Time blocking is a great technique to improve your time management. It forces you to think how much time a task would require from you and helps you commit to a time frame to do it. It’s a wonderful way to improve the likelihood of getting something done.

                Time blocking requires some self-discipline to actually do what you have committed to do, and this is where time blocking apps come in handy. But if you’re here reading this article, then it means that you already have that motivation in place.

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                More Time Blocking and Productivity Apps

                Featured photo credit: Debby Hudson via unsplash.com

                More by this author

                Yair Nativ

                Yair is an award-winning serial entrepreneur passionate about the opportunities that technology offers to improve people's lives.

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                Last Updated on August 11, 2021

                18 Best Time Management Apps and Tools (2021 Updated)

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                18 Best Time Management Apps and Tools (2021 Updated)

                No one can dispute the countless benefits technology has brought us. Undoubtedly, it has allowed us to connect, perform, improve, and leverage our resources beyond what was once imaginable.

                If you’re not taking advantage of some of the hundreds of time management apps and tools out there (such as an effective planner like this), you’re definitely missing a trick.

                But with so many apps to choose from, how do you know which ones to use?

                Well, this will depend on your needs. That’s why we’ve put together a list of 18 of the best time management apps that can help you with the most common challenges of managing time.

                Let’s dive straight into the list.

                1. Rescue Time – Use Your Time Wisely

                  If you have doubts if you are using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. Aside from its automatic time-tracking feature, this app also has distraction blocking and efficient report tools.

                  RescueTime helps you avoid being overwhelmed by too many tasks. This app also has a team software that’s dedicated to time management among team members. With this app, you may be shocked to discover how much time you’re actually wasting.

                  Available on iOS, Android, and Desktop

                  Pro tip: If you tend to procrastinate as well, you may want to sign up for this free Fast Track Class – No More Procrastination and learn how to end this bad habit once and for all!

                  2. Remember The Milk – Keep on Top of All Your Tasks

                    If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool that is compatible with your mobile, computer, Gmail, Outlook, etc., and it allows you to sync all your devices for easier time management.

                    This app will help you to manage your tasks easily and reminds you of them – wherever you are. You can share tasks and lists with others, making it a great tool for teams as well.

                    Available on iOS, Android, and Desktop

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                    3. Focus Keeper – Boost Motivation to Complete Tasks

                      This app is based on the principles of the Pomodoro Technique, and it is aimed at individuals who procrastinate and feel overwhelmed by tasks. It has a simple, efficient user interface that is easily customizable based on your needs.

                      Focus Keeper is designed to enhance your focus and remove any anxiety you might have with time pressures. This is a great app to use if you want to prevent yourself and your team from being burned out.

                      Available on iOS, Android, and Desktop

                      Pro tip: Staying focused all the time isn’t easy, especially when distractions are everywhere these days! Grab the Full Life Planner and learn how to sharpen your focus!

                      4. Toggl – Keep Track of Time Spent on Projects and Tasks

                        Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks and through analysis – working out how you can manage them more effectively. Toggl allows you to do all this even with its simple design.

                        Toggl includes great time-saving features integrated with its intuitive interface. This is a great alternative to time-sheets if you need to track how much time you spend on different projects.

                        Available on iOS, Android, and Desktop

                        5. Dropbox – Store and Send Large Files Easily

                          There are many apps that allow you to transfer content from your computer to other devices, but Dropbox is free and it is easier to use than the others. With the Dropbox app, you can even access and share important files on the go. It is an easy way to share your files and documents with others for improved productivity.

                          Available on iOS, Android, and Desktop

                          6. Evernote – Keep All Your Notes in One Place

                            Evernote is a free productivity tool that allows you to capture all your ideas, thoughts, and images in many different ways (e.g., with voice, notes, or images). You can even record your meetings, interviews, speeches, and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to better optimize your time.

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                            Available iOS, Android, and Desktop

                            7. MindNode — Focus on Tasks at Hand With Mind Mapping

                              Mind mapping is a great productivity technique, and Mindnode is one of the best free mind mapping apps available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

                              This app allows you to customize various visual tags and templates to suit your needs. You can also easily share your documents with others.

                              Available on iOS and Desktop

                              8. GoodSync – Back Up and Sync Your Files Effortlessly

                                This software allows you to back up, restore, and synchronize your files easily. It supports folders from a variety of locations, and it has filtering options that let you exclude subfolders from synchronizing.

                                This app also allows you to sync files to and from your phone. If you have never backed up your files before, you should definitely take a look at this tool.

                                Available on iOS, Android, and Desktop

                                9. MyLifeOrganized (MLO) – Manage Your To-Do Lists Effectively

                                  Check this out if you find it difficult to manage all your tasks, work with your to-do lists, and organize your goals. This task management software helps you target what you should be focusing on to reach your objectives.

                                  MyLifeOrganized is one of the best task management apps for focused work. It automatically generates to-do lists with priority actions for your immediate attention so that you can track your progress methodically.

                                  Available on iOS, Android, and Desktop

                                  10. 1Password – Have All Your Passwords Remembered

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                                    1Password allows you to keep all your passwords in one encrypted database – protected by one password. This saves you time when you forget your passwords and need to retrieve them. This also allows you to use various passwords for different accounts so you don’t compromise on security.

                                    Available iOS, Android, and Desktop

                                    11. Pocket – Keep Your Eye on the Ball

                                      When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. That’s why you need effective time management apps like Pocket. You can use this tool to save your ‘finds’ to access and read later on at a convenient time. This prevents you from getting distracted and negatively impacting your immediate work.

                                      Available on iOS, Android, and Desktop

                                      12. Focus@Will – Boost Your Attention Span

                                        This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400% using Focus@Will, making this one of the best time management apps available.

                                        Focus@will is ideal for those who find it difficult to focus while studying, working, or reading. It also helps you control your ADD.

                                        Available on iOS, Android, and Desktop

                                        13. Alfred – Interact With Your Computer in a Smart Way

                                          This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want. The only downside is that it’s only available for macOS.

                                          Available on desktop (macOS)

                                          14. Forest – Boost Your Focus by Growing a Forest

                                            Forest is a unique reinvention of time management apps. This unique and fun app helps you stay focused and on-track by making you focus on another thing.

                                            The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

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                                            Available on iOS, Android, and Desktop (Firefox Add-on)

                                            15. Trello – Track Your projects in a highly visual way

                                              Trello is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board, which is typically broken into columns such as To Do, In Progress, and Completed. This serves as your cue to start working on and completing the associated tasks.

                                              Available on iOS, Android, and Desktop

                                              16. Quire – Unfold Your Ideas

                                                Quire is an innovative time management app that helps boost your team’s productivity. The strength of this app lies in its features for collaboration and ease of sharing. You can streamline and adjust your workflow based on your team’s needs and preferences.

                                                Available on iOS, Android, and Desktop

                                                17. TimeTree – Have a Shared Calendar With Your Family

                                                  This TimeTree app allows families or teams to share multiple calendars and appointments with each other. So, whether you’re planning a party or running a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                                  Available on iOS and Android

                                                  18. Todoist – Capture and Order All Your Tasks and Activities Easily

                                                    Todoist is close to being the ultimate digital to-do list and one of the best time management apps out there. It’s available via browser and app, and it lets you schedule all your tasks and activities. Each item can be flagged for priority as well as a given due date. There is also a neat option to add notes to any of your tasks.

                                                    Available on iOS, Android, and Desktop

                                                    Final Thoughts

                                                    The above list covers what we consider to be the very best time management apps and tools available. And the good news is that many of them are completely free of charge!

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                                                    So, what are you waiting for? Select the ones that will be the most valuable to you, and begin boosting your productivity now!

                                                    More Productivity and Time Management Apps

                                                    Featured photo credit: freestocks via unsplash.com

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