How to make a daily schedule: Template and examples

Sometimes it feels like you don't have enough hours in the day. When this happens, it can be helpful to think of a day not as a single unit but as 24 hour-long blocks of time. By separating out each block, you can dedicate specific time for working, socializing, eating, and creating.

When you have a clear understanding of how you're using your time, you won’t always feel like you’ve run out of it. Today, you'll learn the importance of a daily schedule for time management. With daily planning, you can set yourself up for success, even on days when you don’t feel all that productive.

What is a daily schedule template?

Every day, you go through a routine set of tasks, both at work and in your personal life. Juggling this mental to-do list is exhausting, and more often than not, it doesn't help you get the work done. That's where a daily schedule comes in—you can book time in your daily calendar for everything you need to accomplish in the next 24 hours. You can use the same outline for your schedule every day—a daily schedule template. Then, you can simply copy the template, update it with today's tasks, and get to work.

How to create a daily schedule in 6 steps

Regardless of the online scheduling tool you choose, follow these six steps to create an organized, beautiful daily schedule template.

1. List to-do items

Before you can organize your to-dos, you first need to make a list of all the items you need to do for the day. You can add these items one by one to your scheduling app so you know you’ve recorded them, or use a technique like the Getting Things Done (GTD) method to systematically capture everything you need to get done. 

Include recurring tasks in your list like meetings, exercise, and appointments. Also include one-off tasks like deadlines or phone calls. You can decide how specific to get with your task list. For example, if you want to include “go to lunch” as a recurring task to add daily structure, go ahead.

Tip: It’s ok if you don’t know every task that’s coming up in the week ahead. You can always add more to-do items to your list as they arise. 

2. Prioritize tasks

Don’t fret if you feel overwhelmed after creating your to-do list. Your list will feel more organized once you prioritize. When you prioritize work, you gain a clearer sense of what needs to get done when. That way, if it seems like you won’t be able to finish all of your tasks on a given day, you can focus on the ones that are the highest priority—in other words, the ones that will have the highest impact. 

To prioritize your work, begin by marking each task as high, medium, or low priority. Some questions you can ask yourself when sorting through your tasks include:

• Which tasks have strict deadlines?

• Which tasks must I complete on specific days?

• Which tasks will I stress about if I don't complete them soon?

• Which tasks do I want to complete next?

• Which tasks can wait?

Tip: If you have tasks that conflict with one another, consider which task is most urgent. For example, if one project is for a client and the other is for your boss, then the client project will likely come first. When deadlines conflict, ask for help from your team members and your manager. See if there’s any work you can delegate or defer.

3. Note deadlines

If you haven’t already, go through your online to-do list and make sure every task has a deadline. If you aren’t sure what the deadline should be, select a deadline that makes sense for now—after all, you can always update it later. 

Like priorities, deadlines tell you which tasks are most important and when you need to get your work done. Without clear deadlines, you might accidentally miss a deliverable—even though you had plenty of time to work on it. In fact, unclear processes are the second-largest contributing factor in missed deadlines

Tip: Deadlines don’t only apply to work projects. You can create your own deadlines for personal tasks to hold yourself accountable. For example, if you plan to run a half marathon, you should set training deadlines for how many miles to run per week. By creating these deadlines, you can ensure that you’ll be in shape by the time the race arrives.

4. Identify recurring events

Once you’ve noted the deadlines in your online to-do list, highlight any events that happen on a recurring basis. These events may include weekly team meetings, a monthly book club, or phone calls with clients.

Then, use project management software to program recurring events into your daily schedule. This way, you won’t have to keep track of rescheduling items each week or month.

Tip: Now is also a good time to do a quick audit of your recurring events. Is there anything you do regularly that you should stop doing or delegate to someone else? 

5. Order items by time, priority, or deadline

The big moment has arrived—now it’s time to take the items on your to-do list and order them by day and time. You can also order your daily tasks by other preferences, like priority or deadline.

As you add your items to your daily schedule template, consider the steps you performed above. Your high-priority items should occur first, while low-priority items can happen later in the day or week. Scatter your recurring events throughout your calendar template accordingly. As your to-do list shrinks, your daily agenda will fill up. 

Tip: You can switch your to-do list to calendar view to see how full your calendar is. If your schedule seems too full, you can add an extra step in the scheduling process. Remove any tasks that don’t feel necessary so you have breathing room to rest or make changes.

6. Stay flexible

Now that you have a clear vision of what your daily schedule will look like, you can get to work. It’s important to remain flexible throughout your day and week because the schedule you start with likely won’t be the exact events that play out.

The best part about a digital planner is that scheduling tasks becomes easier, and future changes become less burdensome. Life is unpredictable and hard to control. Clients will shift deadlines, and your weekly Monday meetings may switch to Wednesdays. These changes will be less stressful when you’re able to adjust your daily calendar with the click of a button.

Tip: You can use project management software as a stand-alone scheduling tool. Most types of project management software focus on organization, customization, and visualization. If you take advantage of these features, you can create a daily schedule that's functional and flexible.

Free daily schedule template

You can use the daily schedule template below when organizing your to-do list. If you’re creating a weekly schedule template, copy this template for each day of the week.

While this daily schedule template uses general time blocks, you can make your schedule more detailed if you want to. For example, you can assign Task 1 between the hours of 7 a.m. and 7:30 a.m. to practice morning meditation. An hourly template can form good habits and hold you accountable to your goals.

How to use a daily schedule template

Creating a daily schedule can transform how you manage your time, boost productivity, and reduce stress. A daily schedule template serves as a structured guide that empowers you to outline your tasks and appointments systematically. 

This guide will walk you through the process of using a daily schedule template effectively, ensuring you make the most of your day.

Choose the right template

Identifying the right daily schedule template is the first step towards creating a schedule that aligns with your lifestyle and goals. Consider what format works best for you—whether it’s a simple to-do list template, a weekly planner mobile app, or a printable daily planner template.

Example

If you’re a student, you might prefer a daily schedule template that includes sections for your class schedule, study sessions, and breaks. Alternatively, a professional might opt for a daily work schedule template with an hourly breakdown to manage meetings, project schedules, daily task lists, and emails efficiently.

Customize according to your needs

Once you've selected a template, the next step is to customize it to fit your daily routine. This means adding or removing sections to match your specific needs, making sure it’s a functional tool you can rely on every day.

You may want a daily schedule template with a minimalist design and options for bullet journaling. Or perhaps a cloud-based daily planner with integrations for Slack, Google Docs, and Google Sheets, customizable fonts for different daily activities, places to put your business logo, and reminder notifications or stickers for birthdays and holidays.

Example

Imagine you’re a freelancer with flexible work hours. You could customize your daily schedule template to include blocking time slots for client work, personal projects, important tasks, and administrative duties. This customization makes your schedule a powerful tool for balancing different daily activities and various workflows.

Prioritize your important tasks

Decide which tasks are most important and allocate time slots for them accordingly. This ensures that you focus on high-priority items that contribute significantly to your goals.

Example

For instance, if completing a project report is your top priority for the day, schedule it during your most productive work hours. This way, you ensure that you allocate your best energy and focus to this critical task. Doing so can strengthen the quality of your work and efficiency.

Incorporate breaks

Incorporating breaks into your daily schedule template helps to maintain productivity and well-being. Breaks prevent burnout, refresh your mind, and boost creativity. They're a vital component of your daily routine.

Example

Consider a scenario where you work from home. You might schedule short breaks every hour to stretch, grab a cup of tea, check your social media, or step outside for fresh air. These breaks help to clear your mind and make it easier to tackle each item on your daily agenda with renewed energy and focus.

Review and adjust regularly

A daily schedule is not set in stone. It’s important to review and adjust it regularly based on changing priorities, deadlines, and personal commitments. This flexibility allows you to stay on track, even when unexpected events occur.

Example

Review your daily tasks from the entire week to see what worked well and what didn’t. Perhaps you found that you’re more productive in the mornings than the afternoons. Use this insight to adjust your hourly schedule for the following week, prioritizing important tasks in the morning.

Reflect on your day

Reflection is a powerful tool for continuous improvement. At the end of the day, take a few moments to reflect on your daily activities, what you accomplished, and the challenges you encountered. This can help you make adjustments to your daily schedule template for future use.

Example

If you noticed that a particular task took longer than expected, consider allocating more time to similar tasks in the future. Alternatively, if you accomplished more than planned, think about how you can leverage this efficiency in your upcoming project schedules.

Using a daily schedule template effectively requires a bit of trial and error, but with these steps, you can create a daily routine that boosts your productivity and helps you manage your time better. Remember, the goal is to make your daily agenda work for you, not the other way around.

3 ways to arrange your daily schedule template

There are various ways to arrange your daily schedule template. You may prefer to focus on a timeframe when you work, or you may be more task-oriented. Consider the options to format your daily schedule below:

Hourly

An hourly planner is the traditional arrangement of a daily schedule. To create an hourly schedule, follow the steps above and assign times for your important tasks. This schedule provides a clear structure for each part of your day. Plus, you can also schedule in obligations outside of work, like a personal doctor's appointment after work hours. 

By priority

If you prefer an untimed daily schedule, you can list your tasks by priority and work from this list through the day. This may seem like a simple to-do list, but you’ll still need to adjust your priorities for the day in front of you. For example, your priorities will change based on meetings, errands, events, and appointments that happen on that day.

Below, you’ll see a daily schedule sorted by priority using Asana’s work management software:

By deadline

Sorting your daily agenda by deadlines can bring a sense of urgency to your day. Seeing what projects are due will tell you what should come first in your daily planner. Like your priorities list, your deadlines list will shift each day. Each morning you’ll need to assess your to-do list and fill in any recurring events or one-off commitments.

Choosing the best daily schedule template

Are you overwhelmed by the array of daily schedule templates available and unsure which one suits your lifestyle and goals best? Finding the perfect template can streamline your day, boost productivity, and make time management a breeze.

Let's explore how to make that choice by considering your daily habits, preferences, and the complexity of your work schedule. Understanding your own workflow is key to selecting a daily schedule template that enhances your productivity and fits seamlessly into your life.

Paper vs digital daily planner templates

The choice between a paper and a digital daily planner template is more than just a matter of preference; it reflects your personal workflow and how you interact with your tasks and appointments throughout the day.

Paper daily planner templates

Printable daily planner templates offer a tangible experience that many find satisfying. Writing down your tasks can help you retain information and give you the freedom to doodle, highlight, and physically check off completed tasks, which can be incredibly gratifying.

Paper planners are ideal for those who appreciate a break from screens and enjoy the act of writing as a method of organizing their thoughts and commitments.

Digital daily planner templates

On the flip side, digital daily planner templates cater to the tech-savvy individual who values convenience and efficiency. With digital templates, you have the ability to sync your schedule across devices, making sure you always have access to your plans no matter where you are.

Digital planners can be easily edited, offer reminders, and integrate with other apps and tools you use. This makes them a powerhouse for those who juggle multiple projects or have a busy lifestyle.

Apps and tools

Once you've decided on the format of your daily schedule planner, the next step is to choose the specific apps and tools that will serve you best. The digital planning world is vast, with options ranging from simple to-do list apps to comprehensive planning systems that integrate with your email, calendar, and project management tools.

For those leaning towards digital solutions, apps like Asana offer powerful customization, from simple date and time entries to complex project planning features. These tools can help you manage not just your daily schedule but also your overall project workflow and life goals.

Unlike a written daily schedule, a scheduling app has the following benefits:

• Prioritizes tasks and events

• Provides room for context

• Shareable with team members

• Always accessible online

• Allows you to create multiple calendars in one place

Choosing the best daily schedule template is about understanding your personal productivity flow and matching it with the right tools.

If you’re looking for an online scheduling tool, try Asana. Asana is a work management platform that can help you organize your work so you know what you need to do and when you need to do it.

Why is a daily schedule important?

When you create a daily schedule, you do more than outline your tasks for the day. A daily schedule template can improve your mindset, help you prepare for upcoming events, and set the tone for how the rest of your week will play out.

Some benefits of creating a daily schedule include:

• Forms good habits

• Creates structure

• Prevents procrastination

• Increases productivity

• Reduces stress

• Saves time

• Improves focus

Research shows that routines benefit our well-being. "Carrying out routine activities reduces stress by making the situation appear more controllable and predictable," says Indumathi Bendi, M.D., a primary care physician at Piedmont. "Preparedness is a key way to prevent stress."

Master time management with a daily schedule template

Creating a daily schedule is a great way to master time management and feel more in control of your life. With the right daily schedule planner, you’ll gain structure in your day while still having the flexibility to make changes as they arise. 

You don’t have to choose how to arrange your daily schedule when you use project management software. If you want to see your schedule sorted by deadline or priority, toggle each option at the top of the page. You can also view your schedule as a monthly calendar and collaborate with team members on their calendars.