Time tracking can help you bill your clients easier, and with more precision. For example, if you bill your clients $20 per hour, and you track 20 hours on a particular project, you\u2019ll immediately know that you need to bill $400 for your work on that project.<\/p>\n\n\n\n
- \n
- Do you want to track time to analyze your productivity?<\/b><\/li>\n<\/ul>\n\n\n\n
Time tracking can help you understand how you really spend the time when you should be working on a project. For example, perhaps you only think that you spend 8 hours a day focused on your project work. But, your time results may show that you spend 5 hours of that time on emails, meetings, or simply procrastinating on your phone.<\/p>\n\n\n\n
- \n
- Do you want to track time to assess your profitability?<\/b><\/li>\n<\/ul>\n\n\n\n
Time tracking can help you compare the time you spend on a project with the money you earn from it, to understand whether your time and effort really pay off. For example, if you bill $400 for 20 hours of work, but you spend $500 on work equipment and Internet use during that time, you\u2019re actually spending more than you earn, and need to increase your hourly rate accordingly.<\/p>\n\n\n\n
- \n
- Does your company require you to track time while at work?<\/b><\/li>\n<\/ul>\n\n\n\n
This fourth reason is tied to company policy, which takes your own desire to track time out of the equation. But, just because you didn’t decide to track time on your own, it doesn\u2019t mean that the above-listed benefits don\u2019t apply to you. You will still be able to help your company bill client\u2019s accurately, but also improve business processes through the report analysis of your team\u2019s productivity and profitability.<\/p>\n\n\n\n
Once you understand why you want or need to track time, it will be much easier to adopt this practice.<\/p>\n\n\n\n
\n\ud83d\udca1 If you\u2019re still on the fence about why you should start tracking time, check out our article about the benefits of time tracking<\/a>.<\/p>\n<\/div>\n\n\n\n
2. Define your time tracking routine <\/h2>\n\n\n\n
In order to cultivate the practice of tracking time, you\u2019ll need to decide what a successful time tracking routine would look like for you \u2014 and what approach you should take to make it a reality.<\/p>\n\n\n\n
Define the basics of your time tracking routine<\/h3>\n\n\n\n
First, think about when you want to track time. Will you do it as you work, or when you finish work? The answer will clarify how<\/i> you should track time:<\/p>\n\n\n\n
- \n
- Do you want to track time as you work?<\/b> You\u2019ll need to do it with a timer.<\/li>\n\n\n\n
- Do you want to add time after work?<\/b> You’ll need to do it manually, by adding duration for your projects and tasks.<\/li>\n<\/ul>\n\n\n\n
The same applies if you want to build your time tracking routine by selecting the method first<\/i>:<\/p>\n\n\n\n
- \n
- Do you want to track time with a timer?<\/b> You\u2019ll need to do it on a daily basis, by taking precautions that ensure you remember to start and stop the timer as you start and finish work.<\/li>\n\n\n\n
- Do you want to add time manually?<\/b> You\u2019ll be able to do it after finishing a task, project, workday, or workweek. In addition, by adding time manually, you\u2019ll also be able to add time in advance. This may be a suitable addition to your routine if you work on a schedule and feel compelled to add \u201c8 hours, on Monday, 4th of January\u201d to your time tracking software, as soon as you\u2019re scheduled to work<\/a> \u2014 even if it is a week in advance.<\/li>\n<\/ul>\n\n\n\n
Define additional details for your time tracking routine<\/h3>\n\n\n\n
Once you\u2019ve decided on when and how you want to track time, you\u2019ll need to attend to the details:<\/p>\n\n\n\n
How will you approach tracking time with a timer? <\/b><\/p>\n\n\n\n
- \n
- Will you stop the time when you go on a short break?<\/li>\n\n\n\n
- Will you track different tasks within a project separately?<\/li>\n<\/ul>\n\n\n\n
If you\u2019re adding time manually, when will you do it?<\/b><\/p>\n\n\n\n
- \n
- As you finish each activity?<\/li>\n\n\n\n
- At the end of the workday?<\/li>\n\n\n\n
- Or, each Friday, perhaps?<\/li>\n<\/ul>\n\n\n\n
What data will you add for categorization? <\/b><\/p>\n\n\n\n
- \n
- Will you define and add projects?<\/li>\n\n\n\n
- Will you define and add tags and tasks?<\/li>\n\n\n\n
- Will you add a combination of projects, tasks, and tags?<\/li>\n<\/ul>\n\n\n\n
Once you answer these questions, you\u2019ll get a clearer picture of what type of time tracking routine you are looking to pursue.<\/p>\n\n\n\n
3. Start the time tracking routine on a smaller scale <\/h2>\n\n\n\n
In order to start tracking time, or pursue any practice on a regular basis, you\u2019ll need willpower<\/i>.<\/p>\n\n\n\n
According to research<\/a>, willpower resembles a muscle \u2014 the more you use it throughout the day, the more fatigued it gets. But, considering that muscles strengthen the more you use them over time<\/i>, further research<\/a> indicates that you can strengthen your willpower, the more you commit to your habits.<\/p>\n\n\n\n
So, instead of diving head to toe into the practice of time tracking right from the get-go, start small.<\/p>\n\n\n\n
Instead of tracking time for all projects and breaks with a timer, adding tasks and tags to all time entries, and then generating several types of reports each week, start by adding time manually on a regular basis:<\/p>\n\n\n\n
- \n
- At the end of each workday, take 5 minutes to add the time you\u2019ve spent on specific projects that day manually (e.g. 3 hours for \u201cProject A\u201d and 5 hours for \u201cProject B\u201d).<\/li>\n\n\n\n
- For the time being, don\u2019t bother with adding tasks or tags, generating reports on a regular basis, or tracking time for each individual activity with a timer.<\/li>\n<\/ul>\n\n\n\n
![\"adding](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2019\/10\/adding-time-manually-starting-small1.png\")
<\/center>\n\n\n\nAccording to a 2009 study published in the European Journal of Social Psychology<\/a>, it takes 66 on average to form a new habit, with 18 days being the minimum.<\/p>\n\n\n\n
So, be patient with yourself, until you start following your basic time tracking routine regularly, without giving it much thought.<\/p>\n\n\n\n
4. Introduce new aspects of time tracking gradually <\/h2>\n\n\n\n
Once you are accustomed to tracking time on a smaller scale, it\u2019s time to expand your routine. For example, once it becomes a norm for you to add time manually each day without fail, you can start:<\/p>\n\n\n\n
- \n
- adding time for breaks<\/li>\n\n\n\n
- tracking time with a timer<\/li>\n\n\n\n
- adding more details to your time entries, such as tasks and tags<\/li>\n<\/ul>\n\n\n\n
![\"tracking](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2019\/10\/tracking-time-with-more-detail1.png\")
<\/center>\n\n\n\nAlso, go over the extra features<\/a> in your time tracking software and decide what other elements you\u2019d like to start implementing in your routine in the future.<\/p>\n\n\n\n
Work on getting accustomed to each feature at a time, until you incorporate it into your workflow naturally<\/i>.<\/p>\n\n\n\n
If you\u2019re a manager looking to implement a time tracking routine within your team, the same advice applies \u2014 don\u2019t introduce all aspects of time tracking at once, and have patience while your team adjusts.<\/p>\n\n\n\n
5. Define a reward system to motivate time tracking <\/h2>\n\n\n\n
Chris Bailey, the author of the productivity book \u201cThe Productivity Project<\/i><\/a>\u201d<\/i>, suggests you award yourself with \u201chabit points\u201d<\/a> every time you successfully carry out a good habit. You can implement such a reward system to encourage yourself to pursue the practice of time tracking, too.<\/p>\n\n\n\n
Let\u2019s say that you have a practice of tracking project time<\/a> with a timer, tracking break time separately, and defining projects, tasks, and tags on a regular basis \u2014 here\u2019s how you can define \u201chabit points\u201d for each part of the process:<\/p>\n\n\n\n
- \n
- Starting a timer when you start working on a project: 5 points<\/i><\/li>\n\n\n\n
- Adding a description, project, task, and tag to the running time entry: 5 points<\/i><\/li>\n\n\n\n
- Stopping the timer each time you go on a break: 5 points<\/i><\/li>\n\n\n\n
- Starting the timer when you resume work on a project: 5 points<\/i><\/li>\n\n\n\n
- Starting a timer on a new project or a break, each time you stop the timer for the previous project: 5 points<\/i><\/li>\n\n\n\n
- Stopping the last timer at the end of the day: 5 points<\/i><\/li>\n<\/ul>\n\n\n\n
In total, that\u2019s 30 points per day \u2014 you can keep a checklist you\u2019ll use every day to assess your results, either in a notebook or in a spreadsheet.<\/p>\n\n\n\n
![\"habit](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2019\/10\/habit-points1-min.png\")
<\/center>\n\n\n\nWhen you earn the maximum points, be sure to \u201ccash in” on those points \u2014 rewards are important for cultivating habits, as they represent an extrinsic motivator meant to help you push forward with your routine.<\/p>\n\n\n\n
For example, each day when you checkmark all items and score 30 points, you can watch an episode of your favorite TV show or take a scented bath when you get off work.<\/p>\n\n\n\n
6. Associate time tracking with a practice you already have <\/h2>\n\n\n\n
If you already have an established work routine, you can associate time tracking with an existing work habit \u2014 and even use your time tracker to track the time it takes you to perform the said habit<\/a>.<\/p>\n\n\n\n
For example, if you tend to answer emails for the first time when you start work at 9:00 am, and then for the second time at 4:30 pm, before you finish work for the day, pair this practice up with time tracking.<\/p>\n\n\n\n
If you track time as you work, start the timer before you open your first email, at 9:00 am, and stop the timer when you answer your last email for the day at 5:00 pm. The same applies to manual time tracking \u2014 simply add your work time once you finish email work at the end of the workday.<\/p>\n\n\n\n
If you\u2019re looking to start using a time tracking software, it\u2019d be perfect if you could pair it up with other software you use \u2014 time tracking software generally offers integrations with popular apps people already use on a regular basis, so this shouldn\u2019t be a problem.<\/p>\n\n\n\n
For example, if you use Trello to manage your projects and track the progress you make with tasks, you can look for time tracking extensions that will add a time tracking button within your Trello cards.<\/p>\n\n\n\n
![\"trello-time-tracking-integration+1\"](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2019\/10\/trello-time-tracking-integration1.png\")
<\/center>\n\n\n\nLet\u2019s say that you already have the habit of moving your Trello cards across columns named \u201cTo do\u201d, \u201cIn Progress\u201d, and \u201cDone\u201d, as an indication of your progress with tasks.<\/p>\n\n\n\n
When you move a card from the \u201cTo do\u201c column to the \u201cin Progress\u201d column, simply pair that activity up with the activity of clicking the time tracking button.<\/p>\n\n\n\n
Likewise, by having a time tracking button within your cards, you\u2019ll also make it easier to remember to stop the timer as you move the card from the \u201cIn progress\u201d column to the \u201cDone\u201d column.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify\u2019s browser extensions for Chrome<\/a> or Firefox<\/a> offer such an approach \u2014 once you download the suitable browser extension, you\u2019ll automatically get a time tracking button in 50+ popular apps, including Jira, Asana, Todoist, and Basecamp.<\/p>\n<\/div>\n\n\n\n
7. Mark the days when you successfully carry out your time tracking routine <\/h2>\n\n\n\n
During those first few months when you\u2019re still building your time tracking practice, have a calendar where you\u2019ll track your efforts. This advice stems from the popular productivity and time management technique<\/a> called the \u201cThe Seinfeld Method\u201d <\/b>you should implement as follows:<\/p>\n\n\n\n
- \n
- Hang a calendar in your workplace.<\/li>\n\n\n\n
- No matter what your time tracking routine entails, each day when you carry it out as prescribed, put an \u201cX\u201d for that day.<\/li>\n\n\n\n
- If you track time each day, the number of days with \u201cX\u201d will grow.<\/li>\n\n\n\n
- Soon, you\u2019ll build a chain of days marked with \u201cX\u201d which will showcase your commitment to time tracking and motivate you to avoid missing a day, and thus \u201cbreaking the chain\u201d.<\/li>\n<\/ul>\n\n\n\n
Of course, if you DO miss a day, don\u2019t worry.<\/p>\n\n\n\n
According to James Clear<\/a>, individual mistakes in your habit-building routine don\u2019t mean much, if you go back on track as soon as possible. So, if you forgot to track time with a timer for one day, it doesn\u2019t mean that all your previous commitment to the practice was in vain.<\/p>\n\n\n\n
First, you can always add your missing time manually.<\/p>\n\n\n\n
And second, you can always make a better effort to carry out your time tracking routine as expected tomorrow.<\/p>\n\n\n\n
8. Create a working environment that encourages you to track time <\/h2>\n\n\n\n
The best precaution that will help ensure you track time, is establishing an environment that will encourage<\/i> you to pursue the practice, right from the start of your workday.<\/p>\n\n\n\n
First, you can set the website of your time tracking software as the startup page<\/b>, i.e. the one that first shows up when you launch your browser. If you work in Google Chrome<\/a>, you\u2019ll just need to follow several steps to enable this:<\/p>\n\n\n\n
- \n
- click on the three dots at the top of your Chrome browser page to get more options<\/li>\n\n\n\n
- select \u201cSettings\u201d<\/li>\n\n\n\n
- under \u201cOn startup\u201d, select \u201cOpen a specific page or set of pages\u201d<\/li>\n\n\n\n
- click \u201cAdd a new page\u201d and enter https:\/\/clockify.me\/<\/a><\/li>\n<\/ul>\n\n\n\n
Now, each time you open your browser, you\u2019ll get prompted to consider tracking time on a project, task, or even some daily activities<\/a>.<\/p>\n\n\n\n
As another solution, you can also install your time tracking app<\/b> across devices<\/a>, so that you have the app\u2019s icon on your desktop and\/or mobile phone each time you open your devices. The mere presence of the app next to your work folders and files can serve as a further reminder that you should track time.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify offers several extra features you can also use to stay on track while tracking time, such as:<\/p>\n
- \n
- Hourly targets and reminders<\/a> that automatically remind you if you forget to track time, via email<\/li>\n
- The Pomodoro timer<\/a> molds your work routine into 25-minute work intervals and 5-minute breaks, and encourages you to stick to it, through sound alarms and visual notifications.<\/li>\n
- An auto tracker <\/a>for Mac that keeps track of your computer activities and records them automatically.<\/li>\n
- Features that allow you to define the time when you want to be reminded<\/a> to track time, and have the timer start and stop running automatically<\/a> when you open or close your browser.<\/li>\n<\/ul>\n<\/div>\n\n\n\n
9. Find an accountability partner <\/h2>\n\n\n\n
Research by the American Society of Training and Development shows that people are 65% more likely<\/a> to reach a goal if they commit to another person about it. Moreover, the same research shows that people are 95% more likely to succeed<\/i> at a goal if they hold regular meetings about it with their accountability partners.<\/p>\n\n\n\n
- The Pomodoro timer<\/a> molds your work routine into 25-minute work intervals and 5-minute breaks, and encourages you to stick to it, through sound alarms and visual notifications.<\/li>\n
- Hourly targets and reminders<\/a> that automatically remind you if you forget to track time, via email<\/li>\n
- Adding a description, project, task, and tag to the running time entry: 5 points<\/i><\/li>\n\n\n\n
- Starting a timer when you start working on a project: 5 points<\/i><\/li>\n\n\n\n
- Do you want to add time manually?<\/b> You\u2019ll be able to do it after finishing a task, project, workday, or workweek. In addition, by adding time manually, you\u2019ll also be able to add time in advance. This may be a suitable addition to your routine if you work on a schedule and feel compelled to add \u201c8 hours, on Monday, 4th of January\u201d to your time tracking software, as soon as you\u2019re scheduled to work<\/a> \u2014 even if it is a week in advance.<\/li>\n<\/ul>\n\n\n\n
- Do you want to add time after work?<\/b> You’ll need to do it manually, by adding duration for your projects and tasks.<\/li>\n<\/ul>\n\n\n\n
- Do you want to track time as you work?<\/b> You\u2019ll need to do it with a timer.<\/li>\n\n\n\n
- Does your company require you to track time while at work?<\/b><\/li>\n<\/ul>\n\n\n\n
- Do you want to track time to assess your profitability?<\/b><\/li>\n<\/ul>\n\n\n\n