The time spreadsheet - Part 1 - How we use it

Time is our most precious resource. In this post, I'll share how we're using a simple spreadsheet to transform our goals and dreams into tangible blocks of time. This experiment, developed at We Have Sun, has fundamentally changed how we approach time management and personal development.

What is the Time Spreadsheet?

At its core, the time spreadsheet is a precision tool that helps translate abstract aspirations into concrete action. Think of it as a bridge between your dreams and daily reality – a way to ensure your time aligns with what truly matters to you.

Recently, I came across a fascinating quote from David Lynch that perfectly captures the philosophy behind our approach:

"The purer the environment the more fantastic the interior." - David Lynch

Lynch was explaining why he eats the same meal every day – routine creates space for creativity. Similarly, our spreadsheet creates a structured environment that allows your creativity and potential to flourish. By removing the mental load of constant decision-making about time, we free our minds for deeper work and inspiration.

How Does It Work?

While both my colleague Nico and I use this system, we've customised it to our individual needs. Here, I'll share my approach, which evolved through several iterations of thoughtful experimentation and refinement.

Life Categories

After careful consideration and multiple revisions, I've organized my life into these key categories:

1. Work

   • Client projects (Beats Medical)

   • We Have Sun initiatives

2. Creative Work

   • Tokinoki (https://tokinoki.art)

   • Luarikot (https://luarikot.carrd.co)

   • Scenography projects

3. Sport & Wellness

   • Physical exercise

   • Meditation

   • Spiritual practice

4. Free Time

   • Social connections (friends/family)

   • Choir practice

   • Intentional rest - doing nothing

5. Sleep

   • Essential recovery time

6. Human Maintenance

   • Meals and nutrition

   • Personal administration

   • Healthcare appointments

   • Household management

   • Transportation

   • Home maintenance

Weekly Planning Process

The week serves as our primary planning unit – it's large enough to accomplish meaningful goals yet small enough to plan in detail. Here's my step-by-step process:

1. Set Weekly Intentions Example of weekly intentions:

   • Complete the Beats Medical dashboard redesign

   • Dedicate 6 hours to Tokinoki concept development

   • Attend two choir practices

   • Schedule three focused workout sessions

   • Reserve quality time with family

2. Distribute Activities I map these intentions across the week, considering natural energy levels and existing commitments. Each day is divided into 30-minute blocks (inspired by the traditional 25/5 Pomodoro technique). This interval allows for more substantial work periods while maintaining regular breaks.

3. Daily Planning I start with a template that accounts for fixed commitments. This leaves approximately 55 hours (110 thirty-minute slots) for flexible allocation each week. Here's a sample daily template:

4. Reality Tracking Each day has two columns: planned versus actual. This dual-tracking system reveals patterns and helps refine future planning. Some days follow the plan precisely; others diverge significantly. Both outcomes provide valuable insights.

Spreadsheet template example

The spreadsheet filled at the end of the week.

Analysis and Reflection

The power of this system lies in its ability to transform a week of life (168 hours) into analysable data. At week's end, I compare planned versus actual hours in each category and reflect on the differences:

• Were my creative projects shortchanged?

• Did client work expand beyond its boundaries?

• Am I maintaining a healthy balance between work and rest?

This numerical feedback loop helps me continuously refine my time allocation and builds confidence in pursuing larger goals. When doubts arise about whether I'm investing enough time in what matters, I can examine the data and adjust accordingly.

The Path to Realisation

This system isn't about rigid control – it's about intentional living. By understanding where our time actually goes, we can better align our daily actions with our deepest aspirations. The spreadsheet becomes a compass, helping navigate toward our dreams with greater precision and purpose.

In the next post, we'll dive deeper into the analysis techniques and share specific insights from several weeks of tracking. We'll explore how this data has led to meaningful life adjustments and improved goal achievement.