A completed example
This fictional example shows the level of detail to aim for. It is not a customer's work history.
Time blocking schedule Name: Priya N. Date: Tuesday, 14 October Top priority: Send the Harbor app onboarding copy to review Blocks 8:30-9:00 Plan and inbox Planned: Clear urgent email, confirm block order Actual: Done by 9:05 9:00-11:00 Deep work: Harbor onboarding copy Planned: Draft all five onboarding screens Actual: Drafted screens 1 to 4, screen 5 still open 11:00-11:30 Buffer Planned: Overflow and a short break Actual: Used for screen 5 notes 11:30-12:00 Meeting: Weekly sync with design Planned: Agree on illustration style Actual: Agreed on flat style, Sam to send samples Thursday 12:00-13:00 Lunch 13:00-14:30 Deep work: Pricing page test plan Planned: Write test plan v1 Actual: Sections 1 and 2 written, rest moved to Wednesday 14:30-15:00 Admin Planned: Submit expenses, reply to vendor quotes Actual: Expenses submitted, vendor quotes not started 15:00-16:30 Shallow work: Support macro cleanup Planned: Edit 10 saved replies Actual: Edited 6 16:30-17:00 Shutdown Planned: Review the day, set tomorrow's top priority Actual: Done, tomorrow is finishing Harbor screen 5 Carry over to tomorrow - Harbor onboarding screen 5 - Pricing page test plan, sections 3 and 4 - Vendor quote replies - 4 remaining support macros Notes - Copy work ran 30 minutes long. Book 2.5 hours for the next writing block. - Admin needs 45 minutes when vendor replies are on the list.
Make it yours
Your draft
The example is fictional. Edits stay in this page and disappear when you leave. Copy or download your work to keep it.
How to fill it in
- Write your one top priority first, then give it the earliest deep work block of the day.
- Place fixed commitments such as meetings and lunch next, and fill the gaps with deep work, shallow work and admin blocks.
- Add at least one 30-minute buffer block next to your longest focus session so overruns have somewhere to go.
- At the end of each block, write one line under Actual saying what got done, even if it was less than planned.
- Before you stop for the day, move unfinished work to Carry over and write one note about how to size tomorrow's blocks.
Start from your actual work
On a Mac, Dayflow can help you remember the work behind the update. It drafts a timeline from screen activity. Export a date range as Markdown from Settings → Export. Review that record alongside your calendar and task tracker, then fill in the template above.
For a guided walkthrough, see exporting your work history or drafting a report with Claude Code. Check the assistant's draft before sending it.
Local AI keeps screenshot analysis on-device. Your own cloud provider or Dayflow Pro processes selected screenshots off-device. An assistant can receive the Dayflow data it retrieves in your conversation. Local storage does not make a cloud assistant conversation local. Read the data-flow guide before choosing a workflow.
Questions about this template
What is a time blocking schedule?
A time blocking schedule divides your day into fixed blocks, each assigned to one task or type of work, such as deep work, meetings or admin. Instead of working from a loose to-do list, you decide in advance when each task happens. This template also records what actually happened in each block, so you can plan the next day more realistically.
How long should a time block be?
Match the block to the work. Focused tasks like writing, design or coding usually need 60 to 120 minutes to get going, while admin and email fit in 15 to 30 minute blocks. Add a buffer block in the morning and afternoon so overruns have somewhere to go instead of pushing every later block back.
What should I do when a time block runs over?
If the work matters, let it run into the buffer, then shorten or move a lower priority block rather than shifting everything after it. Write the change in the Actual line and add unfinished tasks to Carry over. If the same kind of block runs long several days in a row, book more time for it.
Should I block every minute of the day?
No. Leave room for lunch, breaks and buffers. A schedule packed edge to edge falls apart the first time a meeting runs long. Block your working hours, keep one or two buffer blocks free each day, and start with fewer, larger blocks. Add more detail only if it actually helps you follow the plan.
Is a time blocking schedule the same as a timesheet?
No. A time blocking schedule is a personal plan, and its Actual lines are your own notes. It is not an approved timesheet, an invoice or a payroll record. If you bill clients or report hours to an employer, copy the times into the system they require and follow their approval process.
How can I see where my time actually went compared to my plan?
Fill in the Actual line right after each block, while you still remember. On a Mac, Dayflow can draft a timeline from your screen activity that you can compare against your blocks. You still need to check it, since AI summaries can miss or misread work, and add offline work like calls or meetings away from your desk.
Use the right format for the next step
- Weekly status report for a concise progress update.
- Daily work log for a record you can come back to.
- Daily standup template for yesterday, today, and blockers.
Download Dayflow