Making time tracking part of your workflow

Settling yourself into a good time tracking routine is easier than you think, and doing so will make your workflow infinitely more efficient and productive.

Track as You Go, Rather Than Making it up at the End of the Day

A smart way to do this is to start thinking differently about the way you approach tracking your time. Use it to keep yourself focused on the task at hand, rather than writing down later how much time you think you spent on something a few hours or days ago (you’re bound to forget or just fudge the numbers).

Turn your timer on right before you start something, write a short description of what you are about to do, and finally - this is the hard part - go and do only that.

Make an effort to start your timer before you begin working on something, and end it when you finish. Logging that time entry should give you a sense of accomplishment!

Use Your Timer to Keep You Focused

Every time you switch tasks your brain has to shut down the part you were using, and turn on the part you need for the new task – so just imagine the amount of brainpower you waste trying to do two small tasks at once!

To keep productive, when your timer is running you should be focused on just one task at a time. A good idea is to write you’re going to do in the notes of your current timer as you do it.

It can be really hard to stop yourself from multi-tasking when you’ve got a lot of work to do, but try focusing on one activity for a decent chunk of time, and then see how much faster you get through your to-do list.

Use your Timesheet as a Productivity Goal

You already know that it feels great to look back on a day when you’ve accomplished a lot. Most people want to feel productive. If you’re always tracking your time on what you’re doing, then you can use the hours you’ve tracked throughout the day as a guide on how you’re progressing towards your productivity goal.

MinuteDock has a nifty feature called Goals that helps you keep focused towards a time target!

Keep Your Timers Honest

Whether you’re making a cup of tea, calling a friend, or scrolling through your twitter feed – be honest and pause your timer when you’re not actually working. Beyond just making your timesheet more accurate, making an effort to do this and keep your timers accurate will give you a bit of a nudge in helping you get back focused on work.

Understand The Role of Time Tracking in Project Management

Time tracking is more than just a tool for measuring hours; it's a crucial component in project management that influences budgeting, resource allocation, and project planning. By understanding how long tasks take, project managers can make informed decisions about where to allocate time and manpower.

Estimation vs. Reality: Before a project begins, managers make estimations on time requirements. Time tracking allows for these estimations to be compared against actual time spent, highlighting discrepancies and informing future quotes and schedules.

Resource Allocation: Time tracking data can reveal which tasks or phases are consuming more resources than planned. This insight allows for real-time adjustments, ensuring that no single part of a project overruns to the detriment of the overall timeline.

Client Transparency: When clients can see how time is being spent on their projects, trust is built. Time tracking can provide a transparent account that justifies billing and sets clear expectations.

Milestone Achievement: Time tracking aids in breaking down projects into manageable milestones. By tracking time, teams can stay on target and address any potential delays early.

Overcoming Common Objections to Time Tracking

Many employees view time tracking as a burden or a tool for micromanagement. To overcome these objections, it's essential to communicate the benefits and address concerns transparently.

Milestone Achievement: Time tracking aids in breaking down projects into manageable milestones. By tracking time, teams can stay on target and address any potential delays early.

Using Timesheets as Productivity Tools

Timesheets can be incredibly powerful tools for enhancing productivity if used effectively. They aren't just records but instruments for reflection and planning.

Reflective Practice: By reviewing timesheets, individuals can reflect on their work patterns, identifying times of high and low productivity and adjusting their schedules accordingly.

Task Prioritization: Timesheets help clarify which tasks take precedence. By tracking time spent on various activities, one can prioritize tasks that add the most value.

Productivity Insights: Patterns revealed in timesheets can lead to valuable insights. For example, one might find that certain tasks take longer than expected, indicating a need for additional training or resources.

Goal Setting: Timesheets allow individuals and teams to set measurable and achievable goals based on historical time data, making objectives clear and attainable.

The Importance of Focus in Productive Workflows

Focus is an indispensable element of a productive workflow. Time tracking can be leveraged to enhance focus across tasks and projects.

Minimizing Distractions: With a timer running, individuals are reminded of their commitment to the current task, making it easier to resist the lure of distractions.

Promoting Deep Work: Time tracking can encourage periods of deep work, where focus is sustained, and performance is significantly higher.

Task Segmentation: By tracking time on specific tasks, one can ensure that each task receives undivided attention, leading to higher quality work and faster completion rates.

Mental Preparedness: The act of starting a timer can serve as a mental signal to begin concentrated work, helping to enter the flow state more consistently.