Supercharge Your Productivity with Trello and Time Blocking

If you want to build an online business faster and with less stress, your productivity system matters. I am Ryan E from Pastor Paradise, and I use Trello and a simple time blocking strategy to organize my day, protect my focus, and move income producing tasks forward. In this guide, I will show you the exact setup I use, why it works, and how you can copy it to get more done without burning out.

Why Visual Time Blocking Works

The best way to time block is visually. You need to see your plan, not just think about it. Trello gives you the clarity of a whiteboard with the flexibility of a digital tool. You can create columns, stack tasks in order, and drag them as they move through your workflow. That visual feedback builds momentum and helps you stay honest about what is actually getting done.

Trello Basics in Two Minutes

Set up a single Trello board with three simple swim lanes:

• To Do

• Doing

• Done

"To Do" is your catch all for anything you plan to do that is not recurring. The recurring parts of your day belong on your calendar. That distinction matters because your recurring activities create the rhythm of your day. Your tasks fill the open time.

Build Your Daily Foundation First

Before you plan any projects, block the routines that keep your life running. These are the habits that rarely change and should repeat every day on your calendar. My typical day includes:

• Wake up and get ready for the day

• Breakfast

• Workout and freshen up

• Walk dogs

• Check and respond to emails and texts

• Lunch

• Dinner

• Reading

• Get ready for bed

I only check and respond to emails and texts once per day. If something is truly urgent, people can call. This keeps your attention on the work that grows your business.

I also protect meal times and reading. I do not like to work while I eat. I treat meals as reset points to think, breathe, and regroup. That downtime helps me maintain energy and morale.

Put these events on your calendar as daily recurring blocks. Consistency beats chaos. For example, my morning starts at 5 a.m. and getting ready takes 30 minutes. Breakfast is 30 minutes. Workout is 45 to 60 minutes including a quick refresh. Walking the dogs is 30 minutes. Emails and texts get 30 minutes. Lunch and dinner get 30 minutes each. Reading gets at least 30 minutes. Getting ready for bed takes about an hour. I am in bed by 10 p.m.

With this structure, I still have about 11 open hours to focus on work.

Protect Your Schedule and Plan Short Term

I schedule no more than two days in advance. This gives me flexibility without being reactive. If someone invites me to a last minute event, I usually say no because I have already committed to a plan. Learning to protect your calendar is one of the fastest ways to make progress.

Fill Open Time with Income Producing Activities

Once your recurring blocks are set, it is time to load your To Do list with tasks that move the needle. If you are building a presence on YouTube and social media, here is a starter list you can drop into Trello:

• Create a YouTube channel

• Create a Facebook page

• Create a TikTok account

• Create an Instagram account

• Make channel and page banners for YouTube and Facebook

• Create profile photos for YouTube, Facebook, TikTok, and Instagram

• Brainstorm five YouTube video ideas

• Write titles and outlines for your first two videos

• Set up a simple shooting space

• Draft a short bio and link list

• Install and learn basic editing software

Size Your Tasks to Protect Focus

When you schedule tasks, follow this rule. No task should take more than one hour. If it will, break it into smaller steps. Also avoid stacking lots of tiny tasks. If a task takes less than 30 minutes, it often creates start stop friction that makes you feel overwhelmed. Thirty to sixty minute blocks are the sweet spot for sustained focus.

If you finish early, move straight into the next task or take a breath and start a few minutes ahead of schedule. That momentum builds the feeling of accomplishment you need to stay motivated.

Limit How Much You Do in a Day

You can schedule a lot, but that does not mean you should. Cap your task count to avoid burnout. Seven to ten tasks per day is a healthy range. In the early stages of building an online business, the money will not pour in yet. You are building systems and assets. Pace yourself so you can be consistent for months, not days.

Use the Doing Column to Stay On Track

During each work block, move a single card into the "Doing" column. That becomes your focus. If you catch yourself opening seven tabs and drifting, stop, count to five, and return to the task listed in "Doing." When you finish, drag the card into "Done." Seeing "Done" fill up is a powerful motivator and a clear record of progress.

Prioritize Ruthlessly as Your Backlog Grows

Your To Do list will get long. That is normal. You cannot do everything every day, and you do not need to. Prioritize by impact and sequence. Ask which task will create the most momentum or unblock other tasks. Tackle those first. The habit of choosing the next most important thing is more valuable than any complex productivity hack.

Add Automations When You Are Comfortable

Once you are fluent in Trello, you can add simple automations. For example, set completed cards to archive automatically. Little touches like this keep your board clean and reduce the temptation to micromanage your system.

Final Thoughts and Next Steps

Your time is not the problem. Your priorities are. Everyone has enough time to make progress when they plan their day, protect their focus, and work from a clear list. Start by committing your recurring routines to your calendar. Then fill the open hours with 30 to 60 minute tasks that produce income. Limit your daily task count, use the "Doing" column to stay present, and celebrate wins in "Done." With a few days of practice, you will see how much you can get done without feeling overwhelmed.