For old schoolers: The classic paper agenda is perfect for those who cherish a break from technology. If you enjoy writing by hand, doodling, and using colors to highlight tasks, this is for you. It’s satisfying to see everything organized on paper.

For tech-lovers: The digital agenda is ideal for those who rely on their phones or tablets. Easily edit, receive reminders, and access your agenda from anywhere.

Regardless of format, your agenda should include scheduled times for activities, linked to locations and people involved. A daily agenda should have these key sections:

• Priorities: List urgent tasks that impact your goals.
• Time frames: Allocate realistic time for each activity with buffer periods.
• Reminders: Set notifications to stay on track.
• Notes: Capture important information and ideas.
• Daily objectives: Set 1-2 goals to stay motivated.
• Review: Reflect on achievements and areas for improvement at the end of the day.

Combine your agenda with tools like calendars and task apps for better organization. Group tasks into categories: work, education, personal, and household to clarify time spent on different aspects of life.

If you find yourself jumping from one task to another without finishing anything, try “Time Blocking”. “Time blocking” is a time organization technique that involves dividing the day into blocks of time dedicated to certain activities or types of tasks. Instead of going through the to-do list as they come up, you set aside fixed periods of the day to focus on specific tasks. This method helps you eliminate multitasking, increase productivity and better time management. How to implement the “Time blocking” technique:

1. Identify essential tasks: Start by determining what the most important tasks of the day are. These can be related to work, personal life or other responsibilities.
2. Allocate blocks of time for each task you’ve identified: Divide the day into segments (blocks of time) to work on these tasks. This way of organizing eliminates multitasking and helps you be more productive and have more free time.
3. Structure each block. Each block of time is dedicated to a specific task or type of task. During the block, focus only on that activity, without interruptions. You can set a timer to help you stick to your allotted time.
4. Allocate blocks for breaks and recovery: Don’t forget to allocate time for breaks between work blocks, so you can recharge your energy. These breaks can range from 5 minutes between tasks to 30-60 minutes for meals or relaxation.
5. Stay flexible: While it’s important to stick to your time blocks, be prepared to adjust your schedule for the unexpected. Sometimes, tasks take longer or shorter than you anticipated and flexibility is key to avoiding stress.

Tips for implementing the Time Blocking technique

• Start with the important tasks: Allocate the first blocks of time to the tasks that require the most intellectual effort or concentration.
• Be realistic: Don’t block every minute of the day. It leaves room for adjustments and unforeseen events.
• Review and adjust: At the end of the day or week, evaluate how effective your schedule has been and adjust it to become more effective.

Why use the Time Blocking technique

• Focusing on one task at a time helps you work more efficiently and complete tasks faster.
• By having dedicated time for each task, you’ll be less tempted to procrastinate.
• Your schedule becomes clear, knowing exactly when you need to do each task.
• By blocking out time for personal activities (e.g., exercise, reading, family time), you can maintain a healthy balance.

Step 1.  Identify your tasks. Start by listing everything you need to accomplish during the day, no matter how small or routine. Include meal breaks, relaxation, and recurring activities. Use an app or planner to record them, and add new tasks as they come up.

Step 2.  Set priorities. Review your list and identify the tasks that are most urgent or have deadlines that can’t be postponed. Focus on the tasks that need immediate attention.

Step 3.  Add deadlines. Assign a deadline to each task to ensure it gets done on time. Deadlines aren’t just for professional projects—they help keep personal goals on track too. Don’t worry if the deadline isn’t perfect; you can adjust it later.

Step 4. Highlight recurring tasks. Identify activities that repeat regularly, like meetings or daily habits. Highlight these to make future planning easier. Use this step to consider which tasks you might delegate or remove from your schedule.

Step 5. Schedule your day. Add tasks to your agenda based on their deadlines, priority, and the time required to complete them. Decide whether to start with easy tasks to build momentum or tackle challenging ones while your energy is high. Don’t forget to schedule breaks to recharge and account for tasks influenced by external factors.

Step 6.  Be flexible. Even the best plans can be disrupted by unexpected events. Stay adaptable and reschedule tasks as needed. A digital planner can make it much easier to manage changes and stay organized.

Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the ANPCDEFP. Neither the European Union nor the ANPCDEFP can be held responsible for them.