Free Excel templates
Free productivity templates that tell you what to do first
These productivity templates are free: 4 working sheets in one Excel workbook, for team leads and small teams with more jobs than hours. Start with the scoring sheet. Hours and charts only matter once you know the order.
- Know what goes first
Score up to 10 tasks on potential, importance and ease. Lowest total wins.
- Hours per person
Each person's tasks and hours, with the project total worked out.
- Progress you can see
Gauges for subtasks and progress bars for tasks, so Friday's update needs no paragraph.
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Save the Excel file and keep one clean copy. Then try the scoring sheet on this week's list before anything else.
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What's inside
What's inside the productivity templates
One Excel file, 5 tabs, plain layout: a how-to sheet, then 4 templates. Here's what each template offers.
No macros and no project management tool to learn. Google Sheets opens it too.
Task Prioritization Framework
10 rows for tasks or projects, scored 1 (best) to 5 (worst) on Potential, Importance and Ease. The lowest Total goes first, which gives you a defensible order when everything looks high-priority.
Team Project Hours Calculator
Who does what, and for how long. Each row pairs a stakeholder and role with a task and its hours; Total Project Hours does the sum. Check it before anyone agrees a deadline.
Task Gauge Charts
Split each task into subtasks, a mini work breakdown structure (WBS) that doubles as a checklist. A Completed Subtasks formula feeds a gauge per task, so the big job that looks busy but isn't moving stands out.
Task Progress Charts
Each task gets a Progress Score (the sample runs 0 to 5, across 10 tasks) and a Progress Bar worked out from it. That one column is your dashboard for the weekly status email.
How to use it
How to use the Excel templates
Go in order: the tabs sit together in one file because each step needs the last one's answer.
Rank this week's task list
Type this week's tasks into the scoring sheet, meeting action items included. Score each 1 to 5 on potential (think long-term goals), importance and ease. Low is good on all three, which catches people out. Sort by Total: that's the order you get things done in.
- 1 is best, 5 is worst
- Re-score weekly
Size the top job in hours
Take the top-ranked project to the hours calculator. Add each team member, their role and their tasks, and ask them for the hours rather than guessing. If Total Project Hours won't fit before the deadline, cut scope now, while that's still an easy conversation.
- One row per task
- Check against the calendar
Keep score once a week
List the subtasks on the gauge sheet, then update the progress scores every Friday. That's enough to stay on top of things without making tracking a second job. When someone asks how it's going, send the charts rather than an update.
- Small subtasks
- Bars into meeting notes
Guide
Productivity templates that fit your workflow
Short of time? Read the worked example first.
Choosing between a planner and a task tracker
The best productivity templates answer the question you're actually stuck on. Most productivity planner templates cover when: daily planners, time blocking, the odd habit tracker. This workbook covers what, in order. If you've used an Eisenhower matrix template (urgent against important), the scoring sheet is a finer cut. Keep your calendar and to-do list; just do the important tasks first.
Productivity template example: one busy week
Say a 3-person marketing team has 4 jobs. Scored on potential, importance and ease, fixing a broken contact form gets 2, 1 and 1 (total 4). A client proposal due Thursday gets 1, 1 and 3 (5), the newsletter 3, 2 and 2 (7), and a blog refresh 3, 4 and 4 (11). So the form goes first and the blog refresh waits. The proposal comes to 12 hours in the calculator (lead 3, writer 5, designer 4), which fits. At 30 hours you'd know by Monday.
Excel template for time tracking
The hours calculator plans time; it doesn't log it. To track time, add an Actual Hours column beside Hours to Complete and fill it in on Fridays. The gap between the two is the most honest number in the spreadsheet. Managing projects alone? Delete the Stakeholder column. In the UAE, recheck the total in Ramadan, when the working day is shorter.
Common mistakes, and what good looks like
Scoring everything a 1 is the classic. Filling all 10 rows with work nobody will start this month is another; so is guessing someone else's hours. The scoring sheet has no deadline column, so add one or count urgency under Importance. Good looks like a short list and bars that move. No template will help if nobody opens it after Monday.
Team productivity when workloads keep growing
In HubSpot's 2026 State of Marketing report, 25.7% of marketers said their workload had increased significantly over the past year and 47.4% moderately; under 5% saw it fall. The same HubSpot report found 83.5% were expected to produce more content because of AI (35.7% much more). That's a prioritisation problem first. You don't need an all-in-one system or new productivity tools: score the list, then automate what keeps coming back.
Read moreWork with us
When the list is still too long
More work than hours, week after week? The fix is capacity or automation. That's where Adnika comes in.
- 01
Marketing, run for you
We plan and run your SEO, paid media, social, content and email, so fewer jobs land on your list.
- 02
Marketing automation
We set up repeat jobs like follow-up emails in HubSpot, then leave them to run.
- 03
AI where it saves hours
AI drafts the report or the summary, and a person checks it. We set that up inside your workflow.
FAQ
Questions on time, planners and Notion templates
Quick answers, plus 2 productivity rules.
Start with goal setting: write down everything you want to achieve this week. Then list the tasks, rank them, estimate the hours and schedule time for the top ones in your calendar. This workbook covers the ranking and the hours.
Yes. The Team Project Hours Calculator lists each person, role, task and the hours needed, then totals the project. It plans hours rather than logging them, so add an Actual Hours column to track time spent.
Both are daily productivity rules. The 1-3-5 rule allows 1 big task, 3 medium and 5 small. The 3-3-3 rule gives 3 hours to your most important project, then 3 shorter daily tasks and 3 maintenance jobs like email. The scoring sheet picks the big one.
The one you'll still use in 3 months. For personal productivity that might be a bullet journal, or an app with daily and weekly views. At work, a planner only decides when. Deciding what comes first is the job this workbook does.
There isn't one best pick. The Notion marketplace has templates available for planners, habit logs and task management, so choose by the job. This workbook is Excel, but teams that use Notion as their workspace can rebuild the scoring with Notion's formula property.
Yes, it's a free download. Fill in the form at the top and the download button appears right there. There's nothing to pay, and the file is yours to edit, so you don't start from scratch.
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Know the order by Monday, then let the charts help everyone stay on track.