This article is republished with permission fromWonder Tools,a newsletter that helps you discover the most useful sites and apps.Subscribe here.Im starting this year with a focus on tactics, not just tools. Timeboxing is the tactic I rely on to plan my 100 weekly waking hours. In this post Im sharing tips and tools to help whether youre new to timeboxing or open to improving.Timeboxingis the practice of scheduling tasks and deep work directly onto a calendar. By specifying how long to spend on each task, timeboxing helps you create a realistic plan taking into account your priorities and available time.How it works for meI start the day with 15 minutes of reflection and planning. I usually use a portable notebook orSunsama. I review tasks, set priorities, and schedule specific time slots for deep work. I allocate time thats available to me between meetings and teaching responsibilities.Why timeboxing might work for youTimeboxing might be a fit if you have the freedom to decide what to do when. Its especially useful if you have a sense of how long things often take you and know the daily rhythms of your concentration levels, i.e. when youre best able to focus. It doesnt have to be all or nothing: timebox a fraction of your schedule if unpredictable work or personal responsibilities limit your flexibility.Heres a simple process to start timeboxing today:Choose your planning time:Pick either the end of your workday or first thing in the morning. I prefer a.m. when Im most focused.List your priorities:Spend 5 minutes listing your most important tasks for the upcoming work session. Not everything. Just the top few.List necessities:Spend 5 minutes listing other less-valuable tasks that you have to get done today. Again, not everything. Just whats most essential.List notes and for-later items:Spend 2 minutes jotting down anything else that comes to mind that youll need to remember later to help you get your work done, or that youll need to put on a future work list.Estimate durations:Next to each task, write how long you think it will take, adding a 25% buffer to account for interruptions or hidden sub-tasks.Block your calendar:Schedule each task into specific time slots.Review at days end:Consider how long things actually took, what worked well, and what didnt. That reflection will strengthen the next days plan.Pro tip: Start small.Begin with just your morning or afternoon hours. Start with the simplest tools available to you, whether thats paper and pen or your existing Outlook or Google Calendar.Common pitfalls to avoidOver-scheduling:Dont fill every minute. Leave buffer time for unexpected tasks and the occasional rabbit hole.Unrealistic estimates:Most tasks take longer than we think. Double your initial estimates.Ignoring energy levels:Match challenging tasks to your peak energy times.Too much rigidity:Build in flex time for inevitable disruptions.Planning too far ahead:Focus on the very next work session, not next week. Who knows what will happen to complicate plans or alter priorities?How timeboxing supports popular productivity frameworksThe 80/20 Rule:This concept suggests that 20% of the work you do delivers 80% of the most important value. It helps focus attention on whats most valuable when youre deciding whats worth your time. Timeboxing helps you execute on that prioritization by making ittangibleon yourschedule.The Eisenhower Matrix: Thisapproachfocuses on assessing what is urgent and important. While Eisenhower analysis helps you prioritize and decide what to do, timeboxing helps you decidewhento do it andhow longto spend. It also nudges you tocommitto it by putting it on the calendar.Eat the Frog:Thisideasuggests doing the most important or most difficult task first. Timeboxing helps give you a structure for putting that task onto yourcalendarand allocating sufficienttimefor it.Recommended timeboxing toolsGraph paper, sand timers, and Post-itsGraph paperworks well. Organize your schedule into boxes, with each representing 10 or 15 minutes. Heres a nicenotebookversion.Sand timerIts old-fashioned, attractive, and doesnt require batteries or a screen. Get one that lasts 15 minutesor whatever work interval you prefer. Benefit from a visual reminder to stay focused.Writing GuruMallary Tenore Tarpleyrecommendedthis sand timerin an excellent recent piece ongifts for writers. Choose between 5, 15, 30 or 60 minute durations for $10 to $13.A nice notebook and penhelp provide a clean, pleasurable surface for planning. I like the classicLeuchtturm1917 notebooks.Post-itsPut one 15-minute task or deep work step on each Post-it. Line up eight in order to plan out a two-hour work sprint.Google Sheets/ MicrosoftExcelA free spreadsheet can work well for planning if you work independently and dont rely on a digital calendar.Heres a blankGoogle Sheets templatefor planning in 30-minute increments. Click Use Template at the top right to make your own private version. Orcopy it. Adjust it to suit your needs, or create your own template.To access your sheet as you work, print it out, bookmark the tab, or access it from your mobile device.Avoid the temptation to decorate or perfect your spreadsheet. Spend brief time planning to maximize time for doing.If you do want to get fancy, use checkboxes to mark completed tasks to reward yourself for getting stuff done. Or use color codes to categorize your priorities to get a visual overview of where your time is going.Benefits:Google Sheetsis free, simple, and easy to use. So is Excel if you already have it.Google TasksUse Googles free task manager to list out priorities, then drag them directly onto your Google calendar for scheduling. Its simple, fast, and handy if you already use Google Calendar. It works well across operating systems, but doesnt let you adjust the duration of tasks.SunsamaThis is my preferred daily planning software. I use it on my laptopyou can also use it on iOS or Android. You can sync it to your existing task lists and calendar, or use it by itself.When you openSunsamait prompts you to reflect on the prior day and to plan your upcoming work. You can add new tasks or import them from other apps like Todoist and Asana. You can then drag tasks onto your calendar to schedule your day.Integrations and pricing:Sunsama syncs with Outlook and Google Calendar as well as Slack, Teams, Trello,Monday,Notionand other tools so you dont need to flip between apps. At $16/month its a well-designed pro option for those with a budget for work tools. Too pricey? Stick to the free alternatives above.How my approach has changedI used to dive into email first thing. I would tackle tasks as they came to mind, or based purely on urgency. I would pause work throughout the day to contemplate what to do next.Now I plan, set the schedule, and then focus on doing. I waste less of my limited attention on making decisions hour by hour. I worry less about how Im spending time because I trust my morning planning. I take five minutes at the end of the day to think about what worked and what didnt so I can plan better next time.Reality check:I often mess up my intended approach and instead hop from task to task without finishing things. On those days I waste time, dwell on unimportant email, ruminate, self-blame, trystructured procrastination, then eventually forgive myself and start fresh.Timeboxing vs. time blockingTime blocking means allocating blocks of time for priorities without specifying timing for specific tasks within that block. Timeboxing adds an additional element: you actually schedule tasks and deep work onto the calendar in defined time slots. Having specific timeboxes nudges me to focus fully on that one thing during that part of my day. It also helps me, over time, to better estimate how much time I need for various kinds of projects.Timeboxing vs. working from a task listPicking what tasks to work on requires mental effort. If you make that effort throughout the day by repeatedly asking yourself what to work on next youre spending down your focus on decisions that could be made in advance.Timeboxing vs. improvisingImprovising our day may seem an artistic approach. But musicians, painters, dancers and others who do creative work often follow carefully planned practice regimens.Even when were doing creative work that requires imagination, we benefit from structure. Detailed plans allow us to apply our focus and creativity to the work itself. When we trust in a schedule weve crafted, we avoid getting distracted by decisions about what to do next. We can then immerse ourselves in the action.This article is republished with permission fromWonder Tools,a newsletter that helps you discover the most useful sites and apps.Subscribe here.