Being retired doesn’t mean that you don’t find yourself unsure of how to prioritize and manage your time efficiently so that you’re spending time on things that matter most to you. Ensuring productivity and maintaining balance in our lives can sometimes feel like an uphill battle. That’s where block planning comes into play.
Block planning, also known as time blocking or time boxing, is a powerful time management technique that can revolutionize the way you approach your daily tasks and long-term goals. By segmenting your day into distinct time “blocks” dedicated to specific activities, this method can help you regain control over your schedule, reduce the stress associated with multitasking, and ultimately improve your productivity and focus.
Whether it’s for personal use in a professional setting, block planning is an incredibly versatile technique that’s applicable to virtually any project or goal.
This post will delve into how to create your very own block planner using Excel. I’ll even give you a template to help get you started.
No matter your familiarity with Excel, this guide will equip you with the skills needed to effectively streamline your days and work toward your goals in an organized, methodical manner. Ready to take the reins of your schedule and steer your way to productivity? First, be sure to download your free Guide to Block Planning.
Let’s get started!
Why Create A Block Schedule in Excel?
While Excel isn’t a time management tool, it can still be amazing for creating a time block schedule. Why? Because it offers flexibility, versatility, and accessibility that few other platforms can match.
The grid-based layout of a spreadsheet inherently aligns with the principles of block planning. Each cell can represent a specific period of time (typically 30-minute intervals), and each row and column can signify your daily schedule and tasks, respectively. This makes visualizing and rearranging your schedule straightforward, enabling you to tweak your plans with a few simple clicks or keystrokes.
Excel provides a plethora of features that can enhance the functionality of your block planner but don’t worry; if you’re not a spreadsheet whiz, you don’t need to use all of the features. You can simply use the basic features to create a great time block planner.
If you are an Excel whiz, you can use features such as conditional formatting and formulas and functions. Conditional formatting will allow you to color-code your blocks based on the task type or priority, providing at-a-glance information about your schedule. Use formulas and functions to automate calculations–such as the total time spent on a specific activity–which can be invaluable for self-assessment and productivity tracking.
The template I’ve created for you was done in Excel and works VERY well with my free Guide to Block Planning. Be sure to download it and read it first so that you get an idea of how to customize your own schedule.
Instructions for Downloading and Editing The Block Schedule Template
Follow these simple steps to download your weekly planner template. Please note, the file I’ve created for you contains time block examples. I’ve chosen to break down my entire week into 15-minute time blocks but you can choose 30-minute blocks or even hourly increments if that makes the most sense to you.
- Download the Excel file.
- Save the file using the name “Time Block Schedule Template” and then save a second copy with a new name such “My First Time Block Schedule” (this way you can make changes and still have the starter file in case you need to go back and start again).
Excel Tips For Customizing Your Block Schedule Template
Here are some specific Excel how-to steps to help you customize your block schedule.
Moving and Resizing the Boxes
To move a box, simple click on the box and drag it to where you want to place it. Hover around the edges of the box (around the small circles) to resize it.
Change the Color of a Box
Follow these steps to change the color:
1. Right click inside the box.
2.Click on “Format Box” (sometimes a shorter gray box shows up that doesn’t have this option listed. If this happens, click outside the box and then back inside the box and try again).
3. Click on “Fill.”
4. Select “Solid Fill” and use the bucket next to “Color” to choose the color you want.
Add More Boxes To Your Time Blocking Planner
- Right click inside the box, but not on any words inside the box.
- Select “Copy.”
- Right click anywhere on the page and choose “Paste.”
- After the shape appears, you can resize it and move it as you like.
Format The Text Inside A Box
- Double click inside the box. At that spot you can write what you’d like.
- To change the format of the text or change the position (from right to center, for example), click on the words. Highlight the parts you want to change and select font, size, orientation, etc.
Hide or Unhide The Weekends
- Move cursor to the top of the column (in this example, Saturday is column “I”).
- Highlight the two columns that represent the weekend (here it’s columns “I” and “J”).
- Click “Hide” (or “Unhide,” if they were hidden and you’d like to see them).
