At the same time, everyone\u2019s time tracking needs are different:<\/p>\n\n\n\n
- \n
- Individuals need better time management between work and home.<\/li>\n\n\n\n
- Teams need to how long work takes to see if they can take on more of it.<\/li>\n\n\n\n
- Managers need to convince their teams to track time daily (harder than it sounds) and use time data to make smart decisions about workflows and resource allocation.<\/li>\n<\/ul>\n\n\n\n
That\u2019s why this article explores 30 time tracking best practices organized in three categories:<\/p>\n\n\n\n
- \n
- For managers.<\/li>\n\n\n\n
- For individuals (including freelancers, consultants, and employees).<\/li>\n\n\n\n
- For teams (both small and large).<\/li>\n<\/ol>\n\n\n\n
14 time tracking best practices for individuals<\/strong><\/h2>\n\n\n\n
![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/large-Time-tracking-best-practices-for-individuals-1-1024x688.png\")
<\/figure>\n\n\n\n1. Use a dedicated time tracking app<\/strong><\/h3>\n\n\n\n
We know most people start by tracking their time manually, either in a spreadsheet or a diary.<\/p>\n\n\n\n
However, manual data entry approaches have big limitations as they\u2019re time-consuming, annoying, and prone to human errors.<\/p>\n\n\n\n
In contrast, dedicated time trackers can be manual or automatic. A manual time tracking solution lets you add time entries or use a start\/stop timer to record your time. <\/p>\n\n\n\n
Automated time tracking tools<\/a> run in the background, recording time spent on different tasks, websites, and apps to eliminate the need for manual entries.<\/p>\n\n\n\n
A user-friendly tool like Toggl makes it easy to track time using the Timer or manual mode. <\/p>\n\n\n\n
The Timer mode means all you need to do is start the timer to record your time.<\/p>\n\n\n\n
To enter the Timer mode in Toggl, click the pink clock icon<\/strong> on the Timer page \ud83d\udc47<\/p>\n\n\n\n
![\"Selecting](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/enter-time-mode-1024x115.png\")
<\/figure>\n\n\n\nThen, track your time by clicking the pink play icon<\/strong>. You can fill in the Description, Project, Tag, or Client to organize your time entries. <\/p>\n\n\n\n
![\"Filling](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/set-timer-toggl.gif\")
<\/figure>\n\n\n\nToggl is available on the web, desktop, and through mobile apps, or via browser extensions.<\/p>\n\n\n\n
The Manual mode lets you add tasks you have already completed. Just click the plus icon underneath the play icon<\/strong>:<\/p>\n\n\n\n
![\"Entering](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/enter-manual-mode-1024x76.png\")
<\/figure>\n\n\n\nThen, add your time entry details<\/strong> and click the pink plus button<\/strong>.<\/p>\n\n\n\n
![\"\"](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/addtimemanualmode-ezgif.com-optimize-1024x268.gif\")
<\/figure>\n\n\n \n Further Reading:<\/span>\n\n\n \n![\"9+](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/10\/bess-time-tracking-app-112x59.jpg\")
\n 9+ Best Time Tracking Apps in 2026: For Every Budget & Team<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n2. Set alarms for periodic review of time usage<\/strong><\/h3>\n\n\n\n
People often forget to start the timer, especially when building a new time-tracking habit. This can create gaps in time entries, inaccurate time-tracking data, invoicing, and billing.<\/p>\n\n\n\n
To avoid this, rely on automation and set alarms to review time usage periodically. <\/p>\n\n\n\n
Most time tracking tools have built-in features to send automated notifications to remind team members to log their time. <\/p>\n\n\n\n
In Toggl, you can set time tracking reminders like this:<\/p>\n\n\n\n
- \n
- Go to Workspace Settings and select the Reminders tab<\/li>\n\n\n\n
- Click the New Reminder button in the top right corner<\/li>\n\n\n\n
- Enter a weekly or daily target number of hours that team members should track<\/li>\n\n\n\n
- Finally, click Create Reminder<\/li>\n<\/ul>\n\n\n\n
![\"Creating](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/create-reminder-1024x410.png\")
<\/figure>\n\n\n\nThere is also an option to add multiple reminders (daily and weekly) for one team member or set up user group target hours. <\/p>\n\n\n\n
3. Block time for specific tasks<\/strong><\/h3>\n\n\n\n
Time blocking is a productivity method where you focus on one task at a time. <\/p>\n\n\n\n
You can manage your workday more effectively when you allocate specific hours to different tasks. <\/p>\n\n\n\n
Time blocking minimizes distractions, so it\u2019s easier to finish tasks within set deadlines. <\/p>\n\n\n\n
Toggl\u2019s Calendar and Timeline features are perfect for blocking time for specific tasks. Simply organize your day or week by scheduling blocks of time for different tasks using the drag and drop tool. <\/p>\n\n\n\n
![\"Calendar](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image24-copy-1024x537.png\")
<\/figure>\n\n\n \n Further Reading:<\/span>\n\n\n \n![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/07\/blog-time-blocking-112x59.jpg\")
\n Time Blocking 101: How to Use It to Boost Productivity<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n4. Set daily priority tasks<\/strong><\/h3>\n\n\n\n
At the start of each day, identify the most critical tasks you need to complete to clearly understand your priorities. <\/p>\n\n\n\n
For example, if you\u2019re a freelancer, you may prioritize finishing a client project by noon to meet a deadline. <\/p>\n\n\n\n
This helps you focus on and give your best efforts to high-priority tasks that impact your work most. <\/p>\n\n\n\n
5. Use the Pomodoro Technique<\/strong><\/h3>\n\n\n\n
The Pomodoro Technique involves working in focused intervals of 25 minutes followed by a five-minute break. After completing four Pomodoro intervals, you take a longer break of 15 to 30 minutes. <\/p>\n\n\n\n
How does this popular time management technique<\/a> help? \ud83e\udd14<\/p>\n\n\n\n
It breaks work into manageable segments to reduce mental fatigue and increase focus. It also encourages you to work with the time you have \u2014 rather than against it.\u00a0<\/p>\n\n\n\n
Toggl has a built-in Pomodoro timer<\/a>. Access it using our custom extension or desktop and mobile apps. <\/p>\n\n\n\n
![\"Pomodoro](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image20.png\")
<\/figure>\n\n\n\n6. Track time spent on emails<\/strong><\/h3>\n\n\n\n
Most working professionals spend hours in their inboxes every day. It can be easy to overlook how much time this takes up. <\/p>\n\n\n\n
For certain industries, like consultants and lawyers, tracking time spent on emails is important to keep records and billing accurate. It\u2019s also easy to do with a tool like Toggl. <\/p>\n\n\n\n
Here\u2019s how:<\/p>\n\n\n\n
- \n
- Users can track time using Toggl\u2019s Chrome or Firefox browser extensions to capture every billable minute <\/li>\n\n\n\n
- Toggl also offers integrations<\/a> with communication and email tools like Outlook Email, Gmail, Newsletter2go, or ProtonMail to track time accurately from inside inboxes.<\/li>\n<\/ul>\n\n\n\n
7. Limit time spent in meetings<\/strong><\/h3>\n\n\n\n
If you spend less time on lengthy, often unnecessary meetings, you can use that time for more productive tasks like working on a client project. <\/p>\n\n\n\n
We recommend: <\/p>\n\n\n\n
- \n
- Clearly define the meeting\u2019s purpose and prepare an agenda to stay on topic. <\/li>\n\n\n\n
- Adding tangible outcomes like a project decision or a follow-up action to every meeting you have. <\/li>\n\n\n\n
- Keeping meetings as short and sweet as possible.<\/li>\n<\/ul>\n\n\n\n
But if you do get into many meetings, make sure to track them. You\u2019ll have a more accurate record of how you spend time, which can help you improve your work habits. <\/p>\n\n\n\n
Toggl integrates with Google Calendar<\/a> and Outlook<\/a> to easily import meetings and online events directly into your Toggl calendar view. <\/p>\n\n\n\n
Then, you can click on the calendar events you imported to turn them into time entries with just one click. <\/p>\n\n\n\n
8. Use automated task reminders<\/strong><\/h3>\n\n\n\n
By integrating automated task reminders into your daily routine, you can improve your productivity and avoid missing deadlines. <\/p>\n\n\n\n
With Toggl, you can opt-in to receive automated timely alerts for upcoming tasks, deadlines, or meetings to keep your schedule on track. <\/p>\n\n\n\n
For example, when creating a task or meeting event in Google Calendar, you can tick the Add Notification option. You\u2019ll receive an email or pop-up notification at your specified time before the event. <\/p>\n\n\n\n
9. End the day by planning for tomorrow<\/strong><\/h3>\n\n\n\n
Planning and time-blocking tasks for the next day improves your chances of staying on track with your work. This practice organizes your tasks, reduces decision fatigue, and provides a clear action plan for the next day. <\/p>\n\n\n\n
To improve her time management habits, Mercedes Soria, EVP<\/a> and Chief Intelligence Officer at Knightscope, does 30 minutes of task planning every Sunday to prepare for the week ahead. <\/p>\n\n\n\n
She explained to Forbes<\/a> how creating a schedule in advance helps her use her time more efficiently and avoid distractions. <\/p>\n\n\n\n
\u201cBy setting priorities and creating a schedule for the week ahead, I\u2019ve found that I am using my time more effectively and efficiently. This helps me to avoid getting bogged down in low-priority tasks or distractions and to focus on the work that will have the most impact on my goals.\u201d<\/em><\/p>\n\n\n\n
10. Delegate non-essential tasks<\/strong><\/h3>\n\n\n\n
Delegating tasks is common among managers and team leads who need to focus on more important projects. <\/p>\n\n\n\n
Here\u2019s how it goes: they identify non-essential tasks that don\u2019t require their specific expertise and assign them to team members or external contractors. <\/p>\n\n\n\n
Project managers can use the Eisenhower Matrix<\/a> to prioritize high-impact tasks and delegate less important work. <\/p>\n\n\n\n
The Eisenhower Matrix categorizes tasks into four quadrants based on urgency and importance: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.<\/p>\n\n\n\n
![\"The](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image18-1024x883.png\")
<\/figure>\n\n\n\nDelegating non-essential tasks is a win-win situation. It lightens the manager\u2019s workload and empowers team members by providing opportunities to develop new skills. <\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n![\"Eisenhower](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2018\/08\/eisenhower-matrix-112x70.jpg\")
\n Eisenhower Matrix: What Is It & How To Use For Productivity?<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n11. Review and adjust schedules weekly<\/strong><\/h3>\n\n\n\n
Regularly reviewing schedules allows you to assess task progress, rearrange priorities, and tackle unforeseen changes. <\/p>\n\n\n\n
Updating and adjusting your schedule every week helps you stay aligned with goals and deadlines. <\/p>\n\n\n\n
Toggl also makes it easier to review availability, capacity, and booked hours and adjust schedules accordingly. You can group time slots visually using color-coded Gantt charts to organize projects and tasks more easily. <\/p>\n\n\n\n
12. Use ‘do not disturb’ features<\/strong><\/h3>\n\n\n\n
Distractions \u2014 from phones to social media \u2014 are everywhere. And they can hamper your time tracking habits. <\/p>\n\n\n\n
To reduce distractions and maximize your productivity, use tools with distraction-blocking features. <\/p>\n\n\n\n
For example, Toggl auto starts and stops focus sessions when the Pomodoro timer is on. This helps you to work in focused 25-minute sessions without being distracted by other apps or websites. When it\u2019s time to take a break, the Pomodoro timer will notify you. <\/p>\n\n\n\n
![\"Pomodoro](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image4-1-1024x562.png\")
<\/figure>\n\n\n\n13. Prioritize tasks each morning<\/strong><\/h3>\n\n\n\n
Start your day by prioritizing tasks. This involves reviewing your to-do list and identifying high-priority tasks that need immediate attention. <\/p>\n\n\n\n
Techniques like the Getting Things Done (GTD) framework can help you focus on important work and avoid distractions.<\/p>\n\n\n\n
The GTD framework consists of five steps:<\/p>\n\n\n\n
- \n
- Capture all tasks<\/li>\n\n\n\n
- Clarify their next actions<\/li>\n\n\n\n
- Organize them by context<\/li>\n\n\n\n
- Review them regularly<\/li>\n\n\n\n
- Execute them effectively <\/li>\n<\/ul>\n\n\n\n
![\"The](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image27-507x1024.png\")
<\/figure>\n\n\n\nTo learn more about how you can use this framework to prioritize and be more productive, read our GTD deep dive article<\/a>. <\/p>\n\n\n\n
14. Break large projects into smaller tasks<\/strong><\/h3>\n\n\n\n
High-performing teams and individuals break down large projects into smaller, manageable tasks to simplify and increase efficiency. <\/p>\n\n\n\n
This method also makes it easier to track progress, spot potential problems early, and keep teams motivated. <\/p>\n\n\n\n
You can use a Work Breakdown Structure to break down a project into manageable deliverables. <\/p>\n\n\n\n
For example, you can break a website redesign project into specific stages: research, design, development, testing, and launch. Each component can then be subdivided into tasks, like creating wireframes, developing color schemes, and designing page layouts.<\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n![\"Work](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/09\/blog-wbs-112x59.jpg\")
\n Work Breakdown Structure (WBS): Definition, Benefits & Steps<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\nToggl can organize your clients, projects, and tasks with user-friendly drag-and-drop functionality. <\/p>\n\n\n\n
6 team time tracking best practices<\/strong><\/h2>\n\n\n\n
![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/large-Time-tracking-best-practices-for-teams-1024x478.png\")
<\/figure>\n\n\n\n1. Track billable and non-billable hours<\/strong><\/h3>\n\n\n\n
If you\u2019re charging by the hour, tracking billable time<\/a> is essential. It helps you bill clients accurately and transparently and avoid losing money. <\/p>\n\n\n\n
However, tracking non-billable time is just as important to spot productivity gaps and bottleneck tasks. <\/p>\n\n\n\n
Tracking billable and non-billable hours can be tricky without a time tracking tool. <\/p>\n\n\n\n
Without one, it\u2019s hard to distinguish between billable and non-billable hours, and you might even forget to track your time. <\/p>\n\n\n\n
For example, Toggl lets you easily clock in and separate billable and non-billable hours<\/a> to organize and understand work habits. <\/p>\n\n\n\n
To make a time entry billable in Toggl, click on the $ symbol at the top of the page, as shown below.<\/p>\n\n\n\n
![\"Making](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/add-billable-hours-1-1024x472.png\")
<\/figure>\n\n\n \n Further Reading:<\/span>\n\n\n \n![\"How](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/03\/increase-billables-112x67.jpg\")
\n How to Increase Billable Hours: 7 Ethical Ways<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n2. Use shared calendars<\/strong><\/h3>\n\n\n\n
Teams can use shared calendars to collaborate better by visualizing schedules and workloads in real time. <\/p>\n\n\n\n
Shared calendars also help avoid scheduling conflicts and track work progress in one place. <\/p>\n\n\n\n
Toggl also gives shared team calendar and scheduling app. Teams can use it to plan and organize their team\u2019s calendar in one place. You can drag and drop tasks to reassign or reschedule them, add milestones, and plan projects realistically. <\/p>\n\n\n\n
3. Regular check-ins on project timelines<\/strong><\/h3>\n\n\n\n
Reviewing project timelines regularly helps spot bottlenecks and address delays before they become an issue.<\/p>\n\n\n\n
A good practice is to set a consistent schedule for timeline check-ins, weekly or monthly, depending on the project\u2019s length and complexity. <\/p>\n\n\n\n
Timelines in Toggl are easy to organize and manage with drag\/drop tools and visual Gantt charts<\/a>. <\/p>\n\n\n\n
4. Collaborative project management tools<\/strong><\/h3>\n\n\n\n
A project management collaboration software can enable real-time team collaboration and make teamwork easier. <\/p>\n\n\n\n
Integrating your time tracking tool with collaborative project management apps has the following benefits:<\/p>\n\n\n\n
- \n
- Team members log time on specific tasks within project management tools<\/li>\n\n\n\n
- Avoid going back and forth due to constantly switching between apps<\/li>\n\n\n\n
- Streamline time tracking to make it more accurate<\/li>\n<\/ul>\n\n\n\n
Toggl offers built-in project management features while also natively integrating tools like Asana or Jira to make time tracking easier across different apps. <\/p>\n\n\n\n
5. Track cost and profits<\/strong><\/h3>\n\n\n\n
Monitoring project costs and profitability is easier when work hours are tracked. Time tracking data gathers valuable insights to paint a better picture of the financial health of your projects and business. <\/p>\n\n\n\n
Toggl helps teams track costs and profits by allowing them to set labor costs and assess profitability. <\/p>\n\n\n\n
Labor costs can be added for individual workspace members or project members to make sense of time tracking data and overall profitability.<\/p>\n\n\n\n
![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image21-1024x562.png\")
<\/figure>\n\n\n\nThis report can also compare income and expenses to determine how profitable different projects are. <\/p>\n\n\n\n
6. Have someone check timesheets regularly<\/strong><\/h3>\n\n\n\n
Reviewing timesheets ensures everyone logs their time accurately. A quick review can catch discrepancies and unlogged tasks to keep your billing accurate. <\/p>\n\n\n\n
In Toggl, you can review and approve your team\u2019s timesheets from the Team timesheets tab.<\/p>\n\n\n\n
![\"Team](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image34-1024x477.png\")
<\/figure>\n\n\n\nTo access this tab, click on Approvals then select Team Timesheets. You can edit, reject, or approve each timesheet<\/a> by clicking on the 3-dot control next to it. <\/p>\n\n\n\n
![\"Rejecting](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image15.png\")
<\/figure>\n\n\n\n7. Encourage transparent communication about time use<\/strong><\/p>\n\n\n\n
Remind your team that the purpose of time tracking isn\u2019t surveillance. <\/p>\n\n\n\n
Time tracking should empower employees to be more productive and improve performance. It shouldn\u2019t add stress or make them feel like they are being micromanaged. <\/p>\n\n\n\n
To ensure transparency with time tracking practices:<\/p>\n\n\n\n
- \n
- Communicate clearly and constantly about the role of tracking time<\/li>\n\n\n\n
- Share time insights and reports with time tracking data with the team<\/li>\n<\/ul>\n\n\n\n
Use these insights to collaborate with the team and change workflows.<\/p>\n\n\n\n
9 time tracking best practices for managers<\/strong><\/h3>\n\n\n\n
![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image1-1-1024x900.png\")
<\/figure>\n\n\n\nHere\u2019s each one in detail. <\/p>\n\n\n\n
1. Keep a time audit diary <\/strong><\/h3>\n\n\n\n
Time audits track if time entries are attributed to the correct project to keep timesheets and reports accurate.<\/p>\n\n\n\n
A weekly time audit diary helps spot incorrect time entries or those with suspiciously long durations. <\/p>\n\n\n\n
Many managers avoid running time audits because they can be time-consuming, but Toggl makes the process much faster and more effective. <\/p>\n\n\n\n
Here\u2019s how to do it: <\/p>\n\n\n\n
- \n
- Go to the Reports tab, Summary report, and head to the grouping list underneath the bar chart. <\/li>\n\n\n\n
- Near the primary grouping button, click on the magnifying glass<\/strong> icon. <\/li>\n<\/ol>\n\n\n\n
![\"Performing](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image19-1024x640.png\")
<\/figure>\n\n\n\nYou can view users, projects, and clients without any logged time from here. It\u2019s also possible to filter the audit by duration or billable amount.<\/p>\n\n\n\n
Go to the Detailed Report tab and click the Audit button in the Filters bar to access time audits:<\/p>\n\n\n\n
![\"Time](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image9-1024x370.png\")
<\/figure>\n\n\n\n2. Consider a pilot time tracking pilot program<\/strong><\/h3>\n\n\n\n
Testing your time tracking process using a pilot program before a full-scale rollout can help spot potential problems and gather feedback. <\/p>\n\n\n\n
Choose a small group within your organization to test out a time tracking tool to see if there is any friction or concerns. Involving your team early also helps get buy in before moving to a long-term commitment. <\/p>\n\n\n\n
To make your pilot program effective :<\/p>\n\n\n\n
- \n
- Choose a diverse team and include team members from different roles, backgrounds, and levels of tech-savviness. <\/li>\n\n\n\n
- Set clear objectives for this pilot program before you start, like assessing user experience or measuring the impact on productivity. <\/li>\n<\/ul>\n\n\n\n
3. Use visual time tracking charts<\/strong><\/h3>\n\n\n\n
The best way to use your time tracking data is with detailed reports that show productivity, profitability, time habits, and bottlenecks. <\/p>\n\n\n\n
With Toggl\u2019s detailed reporting features, you can create summary, detailed, or weekly time reports outlining your data in a visual, easy-to-understand format. <\/p>\n\n\n\n
Let\u2019s see how you can create a Weekly report<\/a> in Toggl. <\/p>\n\n\n\n
- \n
- Click on the Reports tab on the left sidebar and select Weekly from the top left of the screen.<\/li>\n<\/ol>\n\n\n\n
![\"Weekly](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image33-1024x373.png\")
<\/figure>\n\n\n\n- \n
- Choose a week by clicking any date within that week. <\/li>\n<\/ol>\n\n\n\n
![\"\"](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/WeeklyDatePicker-ezgif.com-optimize.gif\")
<\/figure>\n\n\n\nAnother visual time tracking report that Toggl offers is the Project Dashboard<\/a>. You can access it from the Project Edit page.<\/p>\n\n\n\n
![\"Project](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image16-1024x403.png\")
<\/figure>\n\n\n\nFrom here, you can view:<\/p>\n\n\n\n
- \n
- A forecast for project completion based on your project estimates<\/a><\/li>\n\n\n\n
- The project\u2019s progress against the fixed fee amount set for the project<\/li>\n<\/ul>\n\n\n\n
You can also visualize your time tracking data with the Insights<\/a> feature in Toggl. <\/p>\n\n\n\n
![\"Insights](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image35-1024x411.png\")
<\/figure>\n\n\n\nAfter you\u2019ve added the labor cost for each team member, you get detailed insights into:<\/p>\n\n\n\n
- \n
- Employee and project profitability<\/li>\n\n\n\n
- Key data trends<\/li>\n<\/ul>\n\n\n\n
A fully customizable and flexible way to dissect your time tracking data in Toggl is with the Analytics<\/a> feature. <\/p>\n\n\n\n
![\"Analytics](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image10-1024x738.png\")
<\/figure>\n\n\n\nThis feature consists of charts and dashboards that you can customize to show insights into team efficiency and productivity.<\/p>\n\n\n\n
You can create your own visual time tracking charts and dashboards or use built-in templates to speed up the process. <\/p>\n\n\n\n
4. Lead by example<\/strong><\/h3>\n\n\n\n
If you\u2019re trying to introduce time tracking to your team, starting to track your own time can encourage and speed up team adoption. <\/p>\n\n\n\n
Go the extra mile and share some benefits you\u2019ve experienced since tracking your time, like better time management or more productive work hours. <\/p>\n\n\n\n
Your team may be more likely to trust and adopt the process if they see you lead by example. <\/p>\n\n\n\n
5. Hold brief daily stand-up meetings<\/strong><\/h3>\n\n\n\n
Short stand-up meetings to keep track of team progress and time allocation can keep everyone in your team on the same page. <\/p>\n\n\n\n
Keep things short and sweet, and stay updated on your team\u2019s tasks and plans for the day.<\/p>\n\n\n\n
By doing this, you get a clear overview of your team\u2019s workflows and keep employees accountable for their workday. <\/p>\n\n\n\n
6. Avoid employee monitoring<\/strong><\/h3>\n\n\n\n
One in four employees<\/a> say workplace surveillance makes them uncomfortable. So, team leaders should think twice before (overly) monitoring a team. <\/p>\n\n\n\n
Time tracking should be about improving time management and learning from time tracking data, not surveillance. Here at Toggl, have instilled this in our team with our anti-surveillance policy<\/a>:<\/p>\n\n\n\n
![\"Toggl's](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2024\/06\/image29-1024x630.png\")
<\/figure>\n\n\n\nIn short: we believe monitoring with screenshots and website activity tracking can damage trust, lower morale, and stress team members. <\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n![\"7](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2022\/10\/best-employee-time-tracking-app-112x59.jpg\")
\n 7 Employee Time Tracking Software for Accurate Payroll (2026)<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n7. Foster a culture of time accountability<\/strong><\/h3>\n\n\n\n
If you want to improve your team\u2019s time management<\/a>, prioritizing and focusing on time accountability is a great way to do it. <\/p>\n\n\n\n
Do you value punctuality and healthy time management habits?<\/p>\n\n\n\n
Live by these values, put them into practice, and foster a culture of personal responsibility for how to spend work hours. <\/p>\n\n\n\n
8. Reward efficient time management<\/strong><\/h3>\n\n\n\n
When people get time management right, don\u2019t let it pass unnoticed. <\/p>\n\n\n\n
Reward those employees who use their time efficiently. It doesn\u2019t have to be anything groundbreaking. Acknowledging them publicly in meetings, giving performance bonuses, or additional time off is all it takes. <\/p>\n\n\n\n
This not only helps team members keep up efficient time management\u2014it encourages others to join. <\/p>\n\n\n
\n Further Reading:<\/span>\n\n\n \n![\"12](\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/09\/time-management-tools-112x67.jpg\")
\n 12 Best Time Management Tools for Teams, Students & Projects<\/span>\n <\/a>\n <\/div>\n <\/div>\n <\/div>\n \n\n\n9. Regularly review team time logs<\/strong><\/h3>\n\n\n\n
Reviewing team time logs twice a week helps identify productivity gaps, limiting work habits and time waste patterns. <\/p>\n\n\n\n
This best practice may sound like a lot of work, but it saves time in the long term. Then, you can take proactive measures to improve these inefficiencies and save time in the long term.<\/p>\n\n\n\n
Toggl can help with this. Its Detailed reports give an in-depth look at where your team spends its time:<\/p>\n\n\n\n
<\/strong>Common time tracking poor practices to avoid<\/strong><\/h2>\n\n\n\n
Misusing time tracking can lead to frustration and lower efficiency, so here are some things to avoid when tracking time:<\/p>\n\n\n\n
- \n
- Tracking time without a purpose:<\/strong> Logging hours without clear objectives can waste time and resources. Decide why you\u2019re tracking time and what you want to gain from building this habit. <\/li>\n\n\n\n
- Mistaking time tracking with micromanagement:<\/strong> Time tracking should empower, not suffocate. Excessively using it to control every minute of your team members’ day risks decreasing morale and productivity. <\/li>\n\n\n\n
- Using complex time tracking systems:<\/strong> The more complex a time tracker is to set up and use, the harder it will be for your team to adopt. <\/li>\n\n\n\n
- Not using time tracking data:<\/strong> Tracking time without analyzing data won\u2019t lead to any impactful results. Use your time tracking data to improve time management<\/a> and productivity. <\/li>\n\n\n\n
- Discourage your team from taking breaks:<\/strong> Breaks are important for mental health and productivity, and everyone should take them daily. <\/li>\n<\/ul>\n\n\n\n
How to implement the time tracking best practices<\/strong><\/h2>\n\n\n\n
To make the most of all the best practices we\u2019ve talked about so far, here are a few steps you can take: <\/p>\n\n\n\n
Evaluate current practices<\/strong><\/h3>\n\n\n\n
- Mistaking time tracking with micromanagement:<\/strong> Time tracking should empower, not suffocate. Excessively using it to control every minute of your team members’ day risks decreasing morale and productivity. <\/li>\n\n\n\n
- Tracking time without a purpose:<\/strong> Logging hours without clear objectives can waste time and resources. Decide why you\u2019re tracking time and what you want to gain from building this habit. <\/li>\n\n\n\n
- The project\u2019s progress against the fixed fee amount set for the project<\/li>\n<\/ul>\n\n\n\n
- A forecast for project completion based on your project estimates<\/a><\/li>\n\n\n\n
- Choose a week by clicking any date within that week. <\/li>\n<\/ol>\n\n\n\n
- Click on the Reports tab on the left sidebar and select Weekly from the top left of the screen.<\/li>\n<\/ol>\n\n\n\n