Feb 25, 2025
The time spreadsheet - Part 2 - How it came about
by
Natalia
This article is the second part of a series, read the first one here: Part 1 - How we use it
From a simple idea to a comprehensive system
In our previous post, we introduced the time spreadsheet system we use at We Have Sun and detailed how it helps us transform our goals into actionable time blocks. Now, let's explore how this tool evolved from a simple idea into the comprehensive system it is today.
At We Have Sun, we're fascinated by time. This obsession began when we started developing our first app and to achieve this goal we needed to better manage our own time. Through research and experimentation, we've come to understand time as both a social construct that synchronises our lives with others but also we’re discovering that it can be a powerful tool for achieving goals when managed more intentionally.
Some argue that pure internal motivation and an empty calendar are all we need to achieve our dreams. I believe it can be true for some people some of the time, but our own experience suggests otherwise. As we've deepened our relationship with time, we've discovered two crucial insights:
Our plans have become increasingly realistic and achievable
We've gained clarity about our true priorities by examining how we naturally spend our time
The Journey of Our Spreadsheet Experiment
We started from a pomodoro technique - a time management method that breaks work into focused 25-minute sessions followed by short breaks. It's the concept me and Nico like to use to unblock ourselves if we get stuck in our work. It simplifies any task on hand into spending 25 minutes with it, no expectations. On top it also helped us time tracking in the past as we both do freelance work, which many times is hourly paid.
Phase 1: Paper Prototyping
As we developed concepts for our time management pomodoro app, we started examining our daily patterns more closely. My first experiment involved dividing days into hours on paper, categorising them, and allocating them to different projects. This simple system worked surprisingly well for planning, but it lacked a crucial element: feedback about how I actually spent my time.
To address this, I created a grid system with squares representing 30-minute blocks (one Pomodoro session). As I completed each block, I would color in the corresponding square. This visual approach proved invaluable – it revealed patterns in project time allocation and highlighted areas where I needed to refine my planning.
Phase 2: Digital Evolution
The breakthrough came when Nico digitalised our paper system into an Excel spreadsheet. His version elegantly divided working hours into 30-minute blocks and introduced a weekly planning view. We established core categories:
Client work
Creative projects
We Have Sun initiatives
Personal time (meals, family)
Nico created a weekly template that helped visualize the ideal time allocation across these categories and provided each day with a plan when to execute on them. This template became our baseline for optimising time distribution.
Phase 3: Personalisation and Feedback
I took Nico's spreadsheet and expanded it to cover all 24 hours of each day. This comprehensive approach answered two critical questions:
Are there hidden pockets of time I could use more effectively?
How can I better align my time with my true priorities?
The final breakthrough was adding a feedback loop: alongside the planning column, we added a second column to record what actually happened. This simple addition expanded the spreadsheet from being only a planning tool into a learning system as well.
The spreadsheet filled at the end of the week.
The Power of Iteration
What started as a simple Pomodoro tracking system evolved into a comprehensive time management framework. Each iteration added new insights:
Paper tracking taught us the importance of visual feedback
Excel automation made the system more efficient
The feedback loop turned the spreadsheet into a tool for continuous improvement
In the next section, we'll explore the specific lessons learned from several weeks of using this system, including surprising insights about our productivity patterns and time allocation habits.