How I Organize Our Chaos - Schedules, Time Blocking and Family Calendar

How I Organize My Chaos: Time-Blocking, Notion, and Staying (Mostly) Sane

If you've ever felt like your days go by in a blink and evenings deserve their own color-coded Google Calendar just to survive carpool, same. With three kids going in three different directions after school— multiple sports practices at multiple fields, dance, and who knows what else—I’ve had to level up my planning game and take back control of my day. Gone are the days of winging it. Now? I rely on a mix of time-blocking, digital planning, and sheer determination (plus coffee) to run this ship.

My Time-Blocking Routine

Time-blocking is my not-so-secret weapon. I live and breathe - quite literally - off of my calendar. A few years ago I set up a system that I’ve stuck with ever since. I block time for work, errands, workouts, content creation, and of course—driving everyone to everything. It helps me stay focused and actually finish what I start instead of jumping between half-tasks all day long.

My system is simple and while it took me a few months to get the right flow, I’m so used to it, I hardly deviate. I chunk my day into early morning, morning, mid-day, afternoon, and evening blocks, giving each a main focus. This helps prevent decision fatigue and keeps me grounded when the week starts to spiral. I keep two separate calendars, my personal calendar for time blocking my day (see photo below) and a family calendar my husband and I share. On the family calendar, I list out evening related to the kids - practice schedules, game schedules, recitals, concerts and all of their appointments. This helps my husband know where he needs to be and when. 😉 I love being able to have them overlap each other.I encourage you to try this method. I feel a whole lot more in control knowing what I need to do and when. 

Why Notion Is My Brain

I like to say Notion is my brain, just more organized. I have separate pages for weekly to-do lists, meal plans, content ideas, and even a "Who's Got What Today?" sports schedule. It’s like my digital command center—and checking things off is chef’s kiss satisfying.

One of my favorite pages is my Weekly Dashboard where I list out each day’s non-negotiables, kid activities, content goals, and even reminders like "return library books" or "schedule your mammogram." It saves me from that overwhelmed, scatterbrained feeling that sneaks in when life gets wild.

I love how you can easily customize, color code and label the heck out of your task lists. Typically I have a few weeks running at a time. I love being able to forecast how much I have coming up and what needs to be scheduled. The app is free for personal use and I have it open on my iPad and my phone. 

Sticking With It – Grace Over Perfection

Let’s be real: even the best laid plans get derailed. Someone gets sick. Someone forgets their cleats. And some days I just need a minute (or ten). But having a system—even a flexible one—helps me stress less and enjoy more. Planning ahead gives me breathing room when life gets busy, and let’s face it... it’s always busy.

Some weeks I feel like a productivity queen. Other weeks I’m piecing things together like a toddler with a puzzle. But I always try to come back to what works, give myself grace, and celebrate the small wins (like everyone getting to practice on time with the correct shoes).

Let’s Chat!

Do you time-block? Have a planning routine that works for your family? I’d love to hear how you’re staying afloat during this busy season! Drop your favorite mom hacks in the comments or come say hi on Instagram @BJoyfullyMindful. Let’s survive (and thrive) together!

With love,

Brittany