How to Group Tasks from Multiple Apps into a Single Time Block (and Why It’s a Game-Changer)

If you juggle multiple projects or clients, your tasks are likely scattered across tools like Notion, Linear, GitHub, Jira, or Asana. Checking each one separately doesn’t just waste time—it fragments your focus: switching between tabs, remembering what’s pending in each platform, and losing track of priorities. The solution isn’t working longer hours but grouping tasks from multiple apps into a single time block to process them efficiently and without interruptions. In this article, we explain how to apply the time-blocking method with Foco Plus to consolidate everything in one place and make progress with clarity.

Why Grouping Tasks into a Single Time Block Changes Everything

The human brain isn’t wired for multitasking. Neuroscience research shows that context-switching between tasks reduces productivity by up to 40% and increases errors. When your to-dos are spread across different tools, every switch between them triggers what’s known as switching cost: the time lost reorienting yourself, remembering what you were doing, and refocusing. Grouping tasks from multiple apps into a single time block eliminates this cost, as you process everything from one dashboard without external distractions.

Additionally, working in thematic blocks lets you prioritize effectively. For example, if you dedicate one hour to reviewing only development tasks (GitHub and Jira issues), another to design (Notion), and another to management (Asana), you avoid mixing urgencies from different areas and make faster decisions. This approach is the foundation of time-blocking, a method popularized by Cal Newport that involves assigning specific time slots to similar types of work.

The Problem with Traditional Tools

Apps like Notion or Asana are great for managing individual projects, but they’re not designed for those handling multiple jobs at once. For example, in Asana, you can create a project per client, but if you work with five, you’ll have five open tabs, each with its own structure. Reviewing them one by one means constant switching, and if you use the free plan, you’ll hit limits: only two users allowed, no custom fields, and no automations. The Starter plan (10.99 USD/user/month) requires a minimum of two seats, which increases costs if you work alone.

Notion is flexible, but it requires setting up complex databases to replicate what Foco does natively: containing multiple jobs in one space, each with its own color and differentiated tasks. Without customization, you’ll end up with a flat list where everything blends together. Plus, none of these tools automatically pull in what’s assigned to you in other platforms, like GitHub issues or Linear tasks, unless you set up manual integrations or use external zaps.

How to Apply Time-Blocking with Foco Plus to Consolidate Tasks

Step 1: Centralize All Your Tasks in One Place

Foco Plus connects via OAuth to Notion, Linear, GitHub, Jira, and Asana, automatically pulling in tasks where you’re mentioned or assigned. Each connection has a destination work: you can choose a fixed one (e.g., «Development») or let the AI decide based on content. For example, a GitHub issue tagged frontend might go to the «Web App» work, while an Asana task for the client «Acme» goes to «External Projects». This way, all your tasks arrive in Foco without manual copying.

With the «complete also in origin» option enabled, marking a task as done in Foco closes or comments on the original item in the source tool. This avoids updating two places and keeps your progress synchronized.

Step 2: Organize Your Time Blocks by Type of Work

Once all your tasks are in Foco, use Panorama mode to see them together, each with its work’s color. For example, development tasks might be blue, design tasks green, and personal tasks gray. This lets you quickly identify which areas need attention. Then, apply time-blocking like this:

• Block 1 (9:00-10:00): Development. Enter Foco mode for the «Development» work and filter only GitHub, Jira, and Linear tasks. Use the Kanban view to drag issues between columns (e.g., «To Do», «In Progress», «Review»).
• Block 2 (10:30-11:30): Project Management. Repeat the process with the «Clients» work and review Asana and Notion tasks. Use the List view to group them by due date or priority (urgent, important).
• Block 3 (12:00-12:30): Personal Tasks. Switch to the «Home» work and process pending items like bills or errands. Use the Calendar view to assign them a specific day.
• Block 4 (16:00-17:00): Meetings and Follow-Up. Use Panorama mode to review all tasks with reminders or due dates today. Prioritize urgent ones and reschedule those that can wait.

Step 3: Use Foco’s Views to Adapt to Each Block

Foco offers three views that change based on what you need for each block:

• List: Ideal for quick review blocks. Groups tasks by date (Today, This Week, Later) or priority. For example, in the management block, filter by «urgent» to see only what’s due today.
• Kanban: Perfect for execution blocks. In development, drag issues between columns to reflect their status. On mobile, use tabs to switch columns without dropping.
• Calendar: Useful for planning blocks. Assign start dates to tasks and visualize them alongside your Google Calendar or Outlook events. For example, reserve Tuesday afternoon for design tasks and Thursday for development.

Advantages of Grouping Tasks in Foco vs. Traditional Alternatives

Compared to tools like Asana or Notion, Foco is designed specifically for those handling multiple jobs at once. Here are the key differences:

• No user limits on the free plan: Foco lets you collaborate with clients or teams without paying for additional seats. In Asana, the free plan only allows two users, and the Starter plan requires a minimum of two seats (21.98 USD/month if paid annually), which increases costs if you work alone.
• Jobs differentiated by color: In Foco, each job has a color, and its tasks inherit it. This lets you identify at a glance whether a task is for development, design, or personal, something that in Asana or Notion requires manually setting up labels or projects.
• Automatic connections with work tools: Foco Plus automatically pulls tasks from Notion, Linear, GitHub, Jira, and Asana without needing external integrations. In Asana, this would require using its API or tools like Zapier, adding complexity.
• Voice capture and Ráfaga: Dictating tasks in Foco is faster than typing. With Ráfaga, you can dictate multiple tasks in a row, and Foco separates them automatically. In Asana, voice capture doesn’t exist, and in Notion, it depends on third-party integrations.
• Personalized daily briefing: Foco Plus generates a daily summary of what’s due today, what needs attention, and calendar updates. In Asana, you’d have to manually review each project or set up custom reports.

That said, there are cases where Asana might be a better fit: if you manage a large team with advanced needs (like portfolios or workload management), or if you already use its automations and forms. But if you’re a freelancer, solopreneur, or handle multiple clients, Foco wins in simplicity, cost, and focus: it centralizes everything in one place without complex setups.

Practical Example: A Day in the Life of Someone Grouping Tasks with Foco

Imagine you’re a freelance developer working with three clients: one uses Jira, another GitHub, and another Asana. You also manage your own tasks in Notion. Here’s how your day would look using time-blocking with Foco:

• 8:30-9:00: Review Foco Plus’s daily briefing. It reminds you that a Jira issue is due today and that you have a meeting with the Asana client at 11:00.
• 9:00-10:30: Development block. Enter Foco mode for the «Client A» work and review Jira and GitHub issues. Use the Kanban view to move tasks to «In Progress» and add notes with screenshots.
• 10:30-11:00: Management block. Switch to the «Client B» work and review Asana tasks. Use the List view to filter by «urgent» and reschedule a task you can’t finish today.
• 11:00-12:00: Meeting with the Asana client. Use Foco’s listen mode to record the meeting and transcribe it automatically. Later, create tasks from the transcription using Ráfaga.
• 12:00-12:30: Personal block. Review the «Home» work and add a task to pay the electricity bill. Use the Calendar view to assign it a specific day.
• 16:00-17:00: Follow-up block. Use Panorama mode to review all tasks with reminders or due dates today. Mark completed ones as done and reschedule pending ones.

Productivity isn’t about doing more things—it’s about doing the right things at the right time, without wasting time switching between tools.

Conclusion: Fewer Switches, More Focus

Grouping tasks from multiple apps into a single time block isn’t just about organization—it’s about regaining control over your attention. Foco Plus helps you do this effortlessly: it centralizes your tasks, organizes them by work, and lets you process them in thematic blocks without distractions. If you handle multiple projects or clients, try this method for a week and see how you make more progress in less time, without the fatigue of constantly switching contexts.

Start by connecting one tool (e.g., GitHub) and create a time block to review only its issues. Then, add more connections and adjust your blocks based on priorities. The key is consistency: the more you use this system, the more natural it becomes, and the less you’ll rely on checking each app separately.