Sometimes weekly planning is more like a complex jigsaw puzzle to solve. Here are 5 of my favorite AI tools that I recommend as a time management coach to make the process easier. Each of these resources will help you to find open space in your schedule to tackle those tasks that will help you meet your goals, whether they are professional, personal or in your relationships.
Motion
If you’re looking for a tool to structure your week around tasks + calendar time blocks, especially if you juggle multiple projects/clients/meetings, Motion is a great option. It automates a lot of the “when do I do this” decision and helps keep your week aligned with priorities rather than just reactive.
You can define preferred working hours, focus zones (when you don’t want meetings), and Motion will try to respect those and schedule tasks accordingly rather than letting meetings dominate the day. You get the week’s schedule laid out (your meetings + blocks for tasks) so you can see how your week slots together.
Focuster
If you’re someone who struggles with the “when will I actually do this task?” gap, or you often feel your calendar fills up with meetings and your real work gets squeezed, Focuster is the tool for helping you carve out time for your priorities each week.
You connect Focuster to your Google account/calendar, and it scans your free time slots and places your tasks into that open time.
Reclaim.ai
For someone looking to structure their weekly planning around priorities — especially if you find your “real work” gets squeezed out — Reclaim.ai is an excellent choice. It helps turn your calendar into a more strategic asset rather than just a reactive list of meetings.
This tool is ideal for users who work mostly in very fluid/unstructured ways (e.g., creative work that resists time slots), or who prefer manual control over scheduling at every step, or who need heavy-duty project management features beyond scheduling and time-blocking.
SkedPal
If you’re looking for a tool to structure your week around tasks + calendar time blocks — especially if you have many commitments, meetings, or projects and want a system that helps you schedule your priorities automatically — then SkedPal is a strong candidate.
You capture tasks in an “Outline”, then define their deadlines/constraints, set priorities, and SkedPal automatically schedules them into your calendar.
TimeHero
Time Hero is the weekly planning tool for someone who juggles tasks and calendar events, often finds themselves unable to accomplish your “real work” (tasks) because of meetings, or you struggle to carve out dedicated time for tasks. Its strength is in turning tasks + calendar + priorities into a schedule rather than just a list.
To see all of my recommended tool and resources, including non-tech weekly planning, to improve your productivity, check out my Time Management Tools and Resources page.
About Real Life E
Elizabeth Grace Saunders is a time management coach and best-selling author who empowers individuals who feel guilty, overwhelmed and frustrated to feel peaceful, confident and accomplished. She helps people struggling with new levels of responsibility after receiving a promotion or becoming a parent, who aren’t meeting expectations at work, or who need better work-life balance to overcome burnout.
Elizabeth was named one of the World’s Top 30 Time Management Professionals by Global Gurus every year since 2018 and is a member of Forbes Coaches Council. McGraw Hill published her first book The 3 Secrets to Effective Time Investment: How to Achieve More Success with Less Stress. Harvard Business Review published her second book How to Invest Your Time Like Money. And FaithWords published her third book Divine Time Management. Elizabeth regularly writes time management articles for Harvard Business Review and Fast Company and has appeared on CBS, ABC, NBC, and Fox.
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