Time Mapping: A Complete Guide (+ Free Template)

We all know each day contains 24 hours, but how we use that time makes all the difference. As a small business owner, it may seem impossible to achieve a work-life balance. From meeting tight deadlines to running errands, time can feel like it slips through your fingers—leaving you wondering where it all went. 

That’s why it’s crucial to manage your time effectively. 

But what’s the best way to do that? If you’re ready to take a big-picture approach, a time mapping system could be what you’re missing. Just like a geographical map helps you plan a trip, a time map can help optimize the level of productivity in your day. 

What is time mapping?

Time mapping is a systematic approach to organizing how you allocate your time. This system uses a color-coded chart—either with a physical calendar or a digital tool—to map out activities on a daily, weekly, or monthly basis. Think of it as a visual framework for blocking out chunks of time for specific tasks in your day, from the moment you wake up to bed time. 

That’s right—a time map isn’t just for work hours. 

Time mapping is most effective when it includes both work-related and personal tasks. If you map out how long it takes to do each activity, you’ll get a clearer picture of how best to spend your time on the whole. Thus, you’ll be able to prioritize tasks and increase your productivity. 

Once you get into the routine of time mapping, it will help you take control of your schedule, even when you feel lost. 

Time mapping vs. time blocking

If you’re wondering what the differences are between time mapping and time blocking, we’ll break it down for you. 

Time blocking is a time management technique that involves scheduling daily or weekly time for your most important tasks. Blocking out specific slots of time on your calendar for immediate priorities helps keep you on track by leaving lower-value tasks for last. Time blocking helps keep your work day organized, ensuring everything gets done.

Time mapping is a big-picture overview of how you spend your time both at and outside of work. A properly filled out time map will help identify top priorities in all areas of your life. You can then create time blocks in your time map, showing you how much time to dedicate to each activity.

Time mapping is a way to take time blocking to the next level.

The benefits of time mapping

1. Eliminates decision fatigue
2. Boosts productivity by identifying performance gaps
3. Improves work-life balance
4. Helps you wisely allocate your resources
5. Avoids time-wasting activities and tasks
6. Aligns your actions with your goals
7. Minimizes distractions
8. Provides a sense of daily accomplishment 
9. Increases self-awareness by identifying habits and patterns
10. Creates manageable and realistic timelines

Bonus benefit: time mapping sets a positive example for your employees!

How to create a time map (with free template)

Getting into time mapping may feel daunting at first. After all, your schedule may already be jam-packed. But once you understand how to integrate this technique into your day-to-day life, you’ll never look back.

Follow this simple step-by-step guide on how to create a time map, and start maximizing every hour of your day. Bonus: we’ve included a handy free template to get you started!

1. Assess how you spend your time

Before you start time mapping, first reflect on how you’re currently clocking your hours. You can do this by keeping a journal or time log for a few days to track your activities. Consider this step a pre-assessment of your daily habits and working patterns to see where you may be wasting time. 

If you have a clear understanding of your productive and unproductive time periods each day, you can then apply this information to form a long-term time map that offers a well-balanced approach to time management.

Consider these questions before creating your time map:

• What times of day are you most productive? If you know your brain operates at an optimal level in the morning, schedule your most important or difficult tasks before noon. Pack higher-value tasks into the evening if you’re a night owl. 
• What can you improve about your current lifestyle? Be honest about specific things you can change about your working and personal hours to optimize your time on the whole.
• Do you feel you have a work-life balance? If you’re stretched too thin at work or outside of it—or both—figure out where and how to make cuts in order to prioritize your time. Clarify your goals so you can set clear intentions.

2. Make a list of key activities and tasks

Create a high-level picture of all the things you need to accomplish on a daily and/or weekly basis, considering both professional and personal responsibilities. It helps to organize your to-do list into categories like work, family/friends, self-care, and domestic duties.

Your list will look different depending on your priorities, goals, and career. For instance, if you own a small catering company, it’s likely your list will be mostly dedicated to running your business. 

Many entrepreneurs are overworked, which often means their personal lives take a hit. In fact, nearly half of all business owners work more than 40 hours per week, so effective time management is vital to avoid burnout. Building this list will help you achieve that much-needed balance.

3. Prioritize your task list

Now that you have a comprehensive activity list for all aspects of your life, the time has come to set your priorities. Think about what you need to accomplish in the next week, both at work and at home. Make sure you take deadlines and time-sensitive tasks into consideration.

For example: You’re a restaurant manager planning for a special event Friday night. This means you need to sort out the menu, guest list, and employee scheduling within a set timeline. Prioritizing specific tasks to meet your goal will be crucial to your success. 

4. Organize tasks into time blocks

Remember earlier when we discussed time blocking? It’s time to apply that knowledge to your time map. 

First, build blocks of time to deliver on your high priority tasks across all categories. Then include less urgent tasks like catching up on emails, allowing time for short breaks when needed. Make sure you include one-off tasks like doctor’s appointments or meetings too. 

It helps to group work-related tasks together to ensure your work flow isn’t interrupted. But always try to be realistic about how long each task will take and stick to that time frame—otherwise, your whole day will be thrown off.

5. Review and optimize

Now that you have a time map in hand, take a moment to review it and see where you can make improvements. You may identify shortcuts or catch something you missed. 

It’s recommended you optimize your time map by using color-coding. This will help visually differentiate between categories, priorities, and task types, so you can get a clear picture of your week with just a quick glance. 

Also, give yourself permission to include a totally free day or block of time to recharge—if it’s not in your time map, you may forget to rest!

Simplify your scheduling process by using a time mapping tool like Google Sheets, Excel, or Google Calendar. But if you require a more complex system with time clocks, timesheets, and more, consider a free all-in-one app like Homebase.