As many small business owners know, time management is often one of the most challenging hurdles in business. When everything feels like a priority, it can be difficult to know where you should should put your focus. Over the years, I’ve learned that in order to be able to make those decisions, it’s important to first understand how long specific tasks and projects take in your business, and then you can more easily decide what to prioritize.
So how does time tracking help with that? Because it allows you to have real, factual data that you can use to analyze and plan. It’s easy to assume how much time you spend on a specific task, but the reality might be quite different if you’re not accurately tracking and recording it. When I know how I’m spending my work day, or how long a specific task will take, it helps me to see more clearly for the future. I know where I should consider cutting back and I have a better understanding for when a new process or game plan might be necessary.
My abslutely favorite time tracking software is Toggl. Toggl is user-friendly, and designed to provide detailed insights into how you spend your work days. It’s more than a simple timer and it helps set up your tracking with intention. It allows for specific tracking features that result in reports and data that you can actually use.
What makes Toggl unique?:
The most important feature, it’s easy to use! Because when time is a fleeting concept, the last thing you want is wasting it to set up yet another account.
Picture this: The second quarter has just ended, and while you’re satisfied with what you accomplished, you didn’t quite hit all those ambitious goals. You find yourself wondering, “Where did my time actually go?”
Think of Toggl as a diary that records not just what you did, but how long each task actually took. At a glance, you can see exactly how much time you’re dedicating to each project, client, or those administrative tasks that always seem to consume more time than expected.
When you look back first, it helps you to plan ahead.
Once you have accurate time data, you can make meaningful changes:
Identify Inefficiencies: Discovering that invoicing takes three times longer than anticipated? This might prompt you to explore more efficient systems or consider delegating the task.
Set Realistic Goals: With clear reports, you can establish achievable goals based on reality rather than guesswork. Make promises you can keep without working late into the night.
Improve Work-Life Balance: Juggling business responsibilities and family time becomes easier when you have a clear picture of your work patterns. The goal is creating more meaningful moments with loved ones while building a sustainable business.
Time tracking isn’t just about personal productivity—it directly impacts your bottom line:
If you’re imagining a complex setup process that will consume half your day, let me reassure you, Toggl is remarkably simple to start using. I love that you can start with what you need and use basic features, then expand your usage over time as you become more comfortable.
Sign up for a free account at Toggl.com. Download the app on your phone or computer for easy access wherever you work.
Once you’re in, organize your work by setting up a few primary clients and/or projects. Think of these as your main categories.
Example structure:
Whenever you begin a task, simply hit the Toggl timer. Focus on your work, and when you’re finished, stop the timer. If you forget to start the timer, you can manually enter your time later—no stress.
For deeper insights, use tags to categorize your tasks. You might label tasks based on urgency, project phase, or task type. The more detail you add, the more valuable insights you’ll gain from your reports.
While Toggl is powerful on its own, integrating it with other productivity tools creates an even more efficient workflow. I manage all my projects, client work, and to-do lists within ClickUp—it’s my ultimate organizational system. When it’s time to work on a specific task, I pull up the assignment and start tracking in Toggl.
Seamless Calendar Sync: By connecting ClickUp with Google Calendar, your tasks and due dates automatically populate your calendar. Toggl also integrates with Google Calendar, allowing you to track time directly from calendar events. This ensures meetings and scheduled activities are properly accounted for in your time reports.
Goal Setting and Monitoring: Set time estimates for tasks in ClickUp, then compare these estimates with actual time tracked in Toggl. This comparison helps you set realistic project timelines and enhance overall efficiency.
Start simple: Don’t try to track everything perfectly from day one. Begin with your main projects and expand gradually.
Review weekly: Set aside 15 minutes each week to review your time reports. Look for patterns and surprises.
Be honest: Track everything, including interruptions and breaks. The goal is awareness, not perfection.
Use the data: Time tracking is only valuable if you act on the insights. Identify one change you can make each month based on your findings.
Make it a habit: Consistency is key. After a few weeks, starting and stopping the timer becomes second nature.
As a small business owner, time can be both your greatest ally and your biggest challenge. Tools like Toggl help transform time from an elusive resource into something tangible that you can measure, understand, and optimize.
By offering clear insights and integrating seamlessly with your digital toolkit, Toggl becomes an essential business companion. When you stay informed about where your time is being spent and whether it’s truly benefiting your business, you can make smarter decisions about your priorities.
You’ll start noticing small ways to shift how you spend your time each day and week. Those small shifts add up to meaningful improvements in both your business performance and your quality of life.
Have you tried Toggl or other time tracking tools? Share your experience in the comments below!