What This Template Does
Every Sunday night, you stare at a blank week and try to guess what actually matters. This template fixes that by turning a messy list of tasks into a prioritized, time-blocked schedule — using Gemini directly inside Google Sheets. It's built for freelancers, solopreneurs, and anyone juggling client work, personal projects, and admin tasks who wants a real plan instead of a vague to-do list. In 10 minutes, you'll have your entire week sorted by priority, mapped to specific days, with realistic time estimates attached.
When to Use It
- Sunday planning or Monday morning resets — when you need to turn a brain dump into an actual schedule
- After a chaotic week — when tasks piled up and you need Gemini to help you triage what's urgent vs. what can wait
- Juggling multiple projects or clients — when priorities aren't obvious and you need an outside "brain" to rank them objectively
- Don't use this for daily hour-by-hour scheduling — this template is built for weekly-level planning. If you need minute-by-minute time blocking, use a calendar app instead.
How to Use It in 4 Steps
- Copy the template: Open Google Sheets, create a new sheet, and paste in the structure below (or make a copy of the shared template link if Davide provides one). Keep the column headers exactly as written — Gemini reads them to understand the structure.
- Dump your tasks: In the "Task" column, list everything on your plate right now — no filtering, no organizing. Client emails, gym sessions, that report you've been avoiding. Aim for 15-25 items minimum for Gemini to have enough to work with.
- Run the Gemini prompt: Click the Gemini icon in Sheets (or use
=AI.GENERATE()if you have Workspace Labs enabled), select your task list, and paste this prompt: "Prioritize these tasks by urgency and impact, assign each one to a day (Mon-Fri), estimate realistic time needed in hours, and flag anything that should be delegated or deleted." - Review and adjust: Gemini will fill in Priority, Day, Time Estimate, and Action columns. Scan for anything that feels off — Gemini doesn't know your energy levels or meeting conflicts, so move 2-3 items manually if needed.
The Template
| Task | Priority (1-5) | Day Assigned | Time Estimate | Action | Status |
|------|----------------|--------------|----------------|--------|--------|
| [TASK NAME] | [1-5] | [MON/TUE/WED/THU/FRI] | [X HOURS] | [DO / DELEGATE / DELETE / DEFER] | [NOT STARTED / IN PROGRESS / DONE] |
Header row prompt cell (put this in a cell above your table):
"You are a productivity assistant. Look at the task list in columns A-F. For each task, assign: (1) a Priority score from 1-5 based on deadline urgency and business impact, (2) a suggested Day (Mon-Fri) to complete it, (3) a realistic Time Estimate in hours, and (4) an Action recommendation (Do, Delegate, Delete, or Defer). My work hours are [YOUR WORK HOURS] and my top priority this week is [YOUR MAIN GOAL]."
Summary section (below the table):
- Total tasks this week: [AUTO-COUNT]
- Total hours estimated: [AUTO-SUM]
- Available work hours: [YOUR TOTAL WEEKLY HOURS]
- Overbooked by: [AUTO-CALCULATE — hours estimated minus hours available]
- Top 3 priorities: [GEMINI-GENERATED LIST]
Filled-In Example
Scenario: Maria runs a freelance graphic design studio called Inkwell Studio and is planning her week with 32 available work hours.
| Task | Priority (1-5) | Day Assigned | Time Estimate | Action | Status |
|------|----------------|--------------|----------------|--------|--------|
| Finalize Bloom Coffee Co. logo revisions | 5 | Mon | 3 hrs | Do | Not Started |
| Send invoice to TechStart LLC | 5 | Mon | 0.5 hrs | Do | Not Started |
| Client call with Bloom Coffee Co. | 4 | Tue | 1 hr | Do | Not Started |
| Design 3 Instagram templates for Ridge Outdoor Gear | 4 | Tue | 4 hrs | Do | Not Started |
| Respond to 12 backlogged emails | 3 | Wed | 2 hrs | Do | Not Started |
| Update portfolio website | 2 | Thu | 3 hrs | Defer | Not Started |
| Research new client leads on LinkedIn | 2 | Fri | 2 hrs | Defer | Not Started |
| Reconcile March invoices in QuickBooks | 3 | Wed | 1.5 hrs | Delegate | Not Started |
| Post weekly content to Instagram | 3 | Thu | 1 hr | Do | Not Started |
| Onboard new client (Sunrise Yoga Studio) | 5 | Mon | 2 hrs | Do | Not Started |
| Clean up desktop/file organization | 1 | Fri | 1 hr | Delete | Not Started |
| Revise Sunrise Yoga brand guidelines | 4 | Wed | 3 hrs | Do | Not Started |
Header row prompt cell:
"You are a productivity assistant. Look at the task list in columns A-F. For each task, assign: (1) a Priority score from 1-5 based on deadline urgency and business impact, (2) a suggested Day (Mon-Fri) to complete it, (3) a realistic Time Estimate in hours, and (4) an Action recommendation (Do, Delegate, Delete, or Defer). My work hours are 9am-5pm Monday through Friday and my top priority this week is finishing the Bloom Coffee Co. project and onboarding Sunrise Yoga Studio smoothly."
Summary section:
- Total tasks this week: 12
- Total hours estimated: 24.5
- Available work hours: 32
- Overbooked by: Not overbooked — 7.5 hours of buffer remaining
- Top 3 priorities: Finalize Bloom Coffee Co. logo, onboard Sunrise Yoga Studio, invoice TechStart LLC
Customization Tips
- For freelancers with multiple clients: Add a "Client Name" column between Task and Priority so Gemini can group and balance workload across accounts, not just by urgency.
- For team leads or managers: Add a "Delegate To" column after Action, and adjust the prompt to say: "For any task marked Delegate, suggest which team member (from this list: [TEAM MEMBER NAMES]) is best suited based on their role."
- To make it more formal: Swap casual task names like "clean up desktop" for outcome-based language like "Organize Q2 digital asset archive," and change the Gemini prompt to reference "strategic priorities" instead of "top priority this week."
- To make it more casual: Drop the Status column entirely if you don't need tracking, and simplify the prompt to: "Sort these by what actually matters this week and tell me what to skip."