Todoist Time Blocking: Maximize Productivity with Schedule Management

Time management is a crucial skill for everyone but especially for busy professionals who are juggling work, personal, and social responsibilities. One effective way to take control of the chaos is through a technique called time blocking. In time blocking, individuals allocate specific blocks of time throughout the day to focus on particular tasks, helping to improve productivity and reduce the cognitive burden of multitasking.

Todoist, a popular productivity app, makes it easy to experiment with time blocking. By combining the features of both Todoist and a digital calendar, users can carve out dedicated time slots for individual tasks, set priorities, and monitor progress throughout the day. Integrating Todoist with your calendar can not only help you stick to a realistic daily plan but also enable you to identify patterns and make adjustments as needed.

In this article, we’ll explore how to best utilize Todoist for time blocking, incorporating techniques backed by research and time management experts. By learning to effectively combine task management and calendar scheduling, you’ll be well on your way to improved productivity, better work-life balance, and a greater sense of accomplishment in your daily life.

What is Time Blocking


Time blocking is a time management technique where you divide your day into fixed blocks of time, dedicating each block to a specific task or activity. This method encourages focus and deep work by allocating dedicated and uninterrupted time for important tasks. By breaking your day into scheduled segments, you can reduce multitasking, minimize distractions, and enhance productivity.


  • Improved focus and efficiency: Time blocking helps you stay concentrated on a single task during a predefined time block. This focused approach allows you to complete tasks more efficiently, as you are not constantly switching between tasks or being distracted by other activities.

  • Better time management: By planning your day with time blocks, you develop a more structured approach to managing your time. This can help ensure essential tasks are prioritized and completed on time while providing a clear overview of your daily schedule.

  • Reduced procrastination: Committing to time blocks can help minimize procrastination by setting specific times to complete tasks. Knowing you have a limited window of time to complete a task can create a sense of urgency and motivate you to be more efficient.

  • Increased deep work: Time blocking enables you to set aside dedicated time for deep work, uninterrupted by meetings, emails, or other distractions. Deep work requires an extended period of focused attention, which is best achieved through time blocks.

Benefits of Time Blocking Description
Improved focus and efficiency Concentrate on one task during a time block, reducing multitasking and distractions
Better time management Structured approach to planning your day and prioritizing tasks
Reduced procrastination Limited time for completing tasks creates urgency and motivation
Increased deep work Dedicated time for uninterrupted, focused work

By incorporating time blocking into your daily routine, you can optimize your time management, enhance your focus, and create more opportunities for deep work. Whether you’re using Todoist or another organizational tool, time blocking can be an invaluable strategy for managing your time effectively and achieving your goals.

Todoist Overview

Todoist is a popular and user-friendly task management app that helps users stay organized and manage their tasks efficiently. The app offers a variety of features that cater to different needs and preferences, making it an ideal choice for both personal and professional use.


The Todoist app offers several key features that contribute to an enjoyable and productive experience:

  • Tasks and projects: Users can create tasks and organize them into projects, making it easy to keep track of various commitments.
  • Task priorities: Tasks can be assigned different priority levels, ensuring that important tasks are not overlooked.
  • Reminders and notifications: Todoist sends reminders and notifications to help users stay on top of their tasks.
  • Labels and filters: Users can label tasks and filter their task list by label, priority, date, and more.
  • Collaboration: Todoist allows users to share and delegate tasks with colleagues, making it suitable for team-based projects.
  • Cross-platform compatibility: Todoist is available on various platforms, ensuring seamless access to tasks from multiple devices.


Todoist offers several pricing options to cater to different user needs:

  • Free version:

    • Create up to 80 projects
    • Collaborate with up to 5 people per project
  • Premium version (USD 3/month, billed annually):

    • Unlimited projects and collaborators
    • Reminders, labels, and filters
    • Premium support
  • Business version (USD 5/user/month, billed annually):

    • All Premium features
    • Team billing and management
    • Priority support

In addition to its features and pricing options, Todoist is committed to providing a user-friendly experience and upholds a privacy policy to protect user data and maintain transparency regarding its services. All these aspects make Todoist a reliable and useful tool for time and task management.

Connecting Todoist with Google Calendar

To improve your time management, you can connect Todoist with Google Calendar to leverage the best of both platforms. This integration allows you to synchronize your tasks in Todoist with events in your Google Calendar, making it easier to plan your day and block specific time slots for tasks. Let’s explore how you can integrate Todoist with Google Calendar.


To integrate Todoist with Google Calendar, follow these steps:

  1. Open Todoist and go to the Settings (usually found under your Account menu).
  2. Click on the Integrations tab.
  3. Find the Google Calendar integration and click on the Connect button.
  4. Sign in to your Google account and grant Todoist the necessary permissions.
  5. Choose a calendar to synchronize, or create a new one specifically for Todoist tasks.
  6. Customize the settings by configuring how tasks should appear, deadlines, and reminders in your Google Calendar.
  7. Save the settings, and the synchronization process will begin.

Now, your Todoist tasks will automatically be added to your Google Calendar as events. You can create, edit, and complete tasks directly from either platform, and they will synchronize accordingly. This integration presents several benefits, such as:

  • Visualizing your tasks and time-blocking in one place
  • Reducing the risk of forgetting important tasks or deadlines
  • Streamlining your work process by avoiding constant switching between platforms

Remember to keep each platform’s features in mind when using the Todoist and Google Calendar integration. For instance, in Todoist, you can make use of labels, filters, and project hierarchy, while Google Calendar offers additional event options like invitations, recurring events, and notifications.

This integration between Todoist and Google Calendar provides a seamless experience for time management and task scheduling. By combining these powerful platforms, you can optimize your time-blocking, stay organized, and get things done more efficiently.

Task Management Using Todoist

Todoist is a powerful task management tool that helps you efficiently organize and manage your tasks. With its intuitive interface and useful features like time blocking, Todoist can improve your productivity and keep your work on track.

Creating Tasks

Creating tasks in Todoist is quick and easy. To add a new task, simply:

  1. Open the Todoist app or website.
  2. Click the “+” button or use the keyboard shortcut “Q.”
  3. Enter the task name and assign a due date, priority, or project if desired.
  4. Click “Add Task” or hit “Enter” on the keyboard.

Todoist also supports natural language input, making it even more convenient to create tasks. For example, typing “Submit report tomorrow” will automatically set the due date for the task as the next day.

Organizing Tasks

Once you’ve entered your tasks into Todoist, organizing them effectively is essential for efficient task management. You can sort and categorize your tasks using:

  • Projects: Group related tasks together under a common project name. You can create sub-projects for more granularity.
  • Labels: Assign labels to tasks for easy filtering and searching, such as “work,” “personal,” or “urgent.”
  • Priority Levels: Set priorities to tasks (1-4) to know which tasks to focus on first.
  • Due Dates: Specify when a task needs to be completed, and Todoist will display it in your “Today” or “Upcoming” views.

In addition to these organization methods, Todoist also supports time blocking. By assigning specific time blocks to tasks, you can allocate dedicated time for each task, helping you stay focused and efficient. You can accomplish this by:

  1. Scheduling the task using the task’s due date and time.
  2. Using your preferred calendar application to set up a time block for the task. Todoist integrates with popular calendar apps like Google Calendar.
  3. Sticking to the scheduled time block and working on the task during that period.

By leveraging Todoist’s features and effectively organizing your tasks, you can significantly improve your task management and overall productivity.

Time Blocking Workflow with Todoist

Goal Setting

Before diving into time blocking with Todoist, it’s crucial to establish clear goals. By identifying your priorities and desired outcomes, you’ll lay the foundation for an effective time management strategy. Start by listing down your long-term objectives and then break them into smaller, actionable tasks or projects. This process will help you prioritize your workload and focus on tasks that contribute to your overall productivity.

Creating Time Blocks

Once you have your goals and tasks outlined, it’s time to create time blocks within Todoist. Time blocking can significantly improve your productivity by dedicating specific time slots to your tasks, ensuring your day is well-planned and organized. To start, designate a specific duration for each task, keeping in mind the complexity and level of effort required. Use Todoist’s calendar integration to schedule time blocks and set reminders for important deadlines.

Task Duration Date
Draft Blog Post 2 hours 2023-07-07
Update Budget 1 hour 2023-07-08
Meeting with Client 30 min 2023-07-10

Adjusting Time Blocks

It’s essential to remain flexible and adjust your time blocks as needed. Unforeseen circumstances, shifting priorities, or underestimating a task’s duration may require you to revise your schedule. Todoist makes it easy to modify time blocks, and rescheduling tasks can be done by simply dragging and dropping them within your calendar. Furthermore, revisit your goals and task list periodically to ensure your time blocks are still aligned with your priorities.

By implementing a time blocking workflow with Todoist, you can streamline your tasks and ensure a balanced, productive schedule. If used effectively, this method can greatly enhance your time management and help you achieve your goals.

Tips for Effective Time Blocking

Batching Similar Tasks

One of the keys to effective time blocking is grouping similar tasks together into blocks of the focused work period. This approach, known as batching, allows for greater focus and reduces frequent switching between unrelated tasks, which can cause fatigue and inefficiency. For example, you can dedicate a block of time for email responses, another for project-related tasks, and another for brainstorming or creative work.

Flexible Scheduling

Time blocking is most effective when combined with a flexible scheduling approach. Instead of rigidly adhering to a predefined schedule, adjust your time blocks as needed based on your energy levels, workload, and changing priorities. Recognize that sometimes tasks may take longer or shorter than anticipated and adapt your schedule accordingly. A helpful tool for flexible scheduling is Todoist, which allows you to adjust your tasks and time blocks with ease.

Breaks and Downtime

Properly scheduling breaks and downtime is essential for maintaining focus and productivity during your time blocks. Studies have shown that taking regular breaks can help improve cognitive function and overall well-being. Incorporate short breaks between time blocks, such as a 5-minute break after a 25-minute work session (a technique known as Pomodoro) or a 15-minute break after a longer 90-minute session.

Remember that achieving a balance between focused work and relaxation is crucial to maintaining productivity and avoiding burnout. Consider incorporating activities such as exercise, meditation, or hobbies into your downtime to help restore energy and improve well-being.

Incorporate these tips into your time-blocking strategy to enhance your focus, deep work, and overall productivity. By batching similar tasks, maintaining a flexible schedule, and scheduling breaks and downtime, you’ll be well on your way to achieving your goals and maximizing your time effectively.

Community Resources and Insights

Reddit Discussions

Reddit has been an excellent source for people to discuss their experiences and gather insights about using Todoist for time blocking. Numerous users have shared their strategies and setups on various Reddit threads, like r/productivity and r/todoist. It’s worth checking out these ideas, as they showcase how the community uses and adapts the Todoist app to accommodate their time blocking needs. Some useful threads to explore include:

Success Stories

There are multiple success stories from users who have effectively implemented time blocking using Todoist. These stories highlight the positive impact it has had on their productivity, work-life balance, and overall life management. Here are some compelling examples:

  1. Improved Time Management and Prioritization: Many users have reported that time blocking with Todoist has helped them prioritize tasks better and allocate their time more efficiently. They find that dividing their tasks into time slots allows them to focus more on essential tasks and complete them within the designated timeframe.

  2. Better Work-Life Balance: Some users have discovered that time blocking with Todoist allows them to achieve a better balance between personal and professional demands. By scheduling time for personal activities, they ensure that they do not neglect their personal lives while keeping up with their professional responsibilities.

  3. Reduced Procrastination: Several users reported overcoming procrastination through time blocking with Todoist. By dedicating specific time slots to challenging tasks, they managed to tackle them more effectively and complete their work on time, resulting in higher overall productivity.

It’s important to note that these success stories signify that with Todoist, creating a time blocking system that suits an individual’s unique needs becomes more manageable. Existing users recommend tweaking and adapting the system to match one’s work style and preferences, ultimately leading to increased productivity and a sense of accomplishment.

By exploring Reddit discussions and absorbing success stories from real-time customers, we can better understand why and how Todoist is a reliable tool for time blocking. The platform, when used effectively, can enable users to improve their time management skills and enhance their overall productivity. To reap the most benefits, one must remain open to learning from other users and be willing to customize Todoist as per their requirements and work preferences.

Upgrading to Todoist Pro


Upgrading to Todoist Pro offers a variety of advanced features that can significantly enhance your time blocking experience. Some of these features include:

  • Task Labels and Reminders: With Todoist Pro, you can add labels to tasks, allowing you to easily categorize and filter them. You also get access to reminders, ensuring you stay on track with your time blocking schedule.
  • Templates: Pro users can create and save templates for projects. This option simplifies the process of setting up repetitive tasks and projects by using a pre-defined structure.
  • File Attachments and Comments: Attach files to tasks and add comments, making it easier to keep all relevant information in one place.
  • Project Sharing and Collaboration: Todoist Pro enables you to share projects and collaborate with others, improving teamwork and productivity.

Pricing and Plans

The Todoist Pro plan is available at a reasonable price, providing added value to its users. Here’s a quick overview of the pricing:

  • Monthly: The Todoist Pro plan costs $4 per month, billed monthly.
  • Yearly: If you choose to pay annually, the plan costs $36 per year, which equates to $3 per month, saving you 25% compared to the monthly plan.

In addition to Todoist Pro, there is also a Todoist Business plan available for teams, which offers even more features, such as centralized billing and team management tools.

By upgrading to Todoist Pro, you gain access to powerful tools that can help you manage your time more effectively and streamline your workflow. Furthermore, it also enables you to create better time blocking schedules, ensuring you stay on track and achieve your goals.