Getting Started With Time Tracking
TL;DR:
- A step-by-step guide on the process of setting up and implementing time tracking into your daily workflow
- Import data if you have it, add your roles/rates, create a client, create a project — track your time!
- Integrations are the fastest way in ensuring you track time regularly and minimise the learning period for new tools.
To Begin…
You made the jump! You’ve decided to utilise time tracking for your business (or you’ve just started a new job and you need to know how it works). Regardless of how you got here just know that you’re on your way to you maximising efficiency, productivity and profitability. But you are a little confused and the platform has loads of features. You ask yourself…
what do I do now?
Well, every platform is a little different to navigate but these simple steps can get you started pretty easily.
#1: IMPORT DATA IF YOU HAVE IT
If you’re coming from another tool or spreadsheet you can speed this process up by doing a simple import. Check that you have chosen a tool that has this feature (Hourly does). But do not stress if you don’t have previous data or you’ve decided start fresh you can just skip this step!
#2: ADD YOUR ROLES AND RATES
You will want to head over to the section of your platform/tool that allows you to add in role (personal) information. In this section you will need to:
- Enter your role name (e.g., Developer)
- Enter the amount of people in this role (1 or 2 or maybe 3?)
- Enter your default hourly rate (how much you charge out)
#3: CREATE A CLIENT
To create a client the first thing you need to do is head over to the section of your platform/tool that allows you to add in clients. In this section you will need to:
- Create a new client by adding the client’s name
- Add logo (if you can) — this makes it easier to identify clients later on
#4: CREATE A PROJECT
To create a project the first thing you need to do is head over to the section of your platform/tool that allows you to add in projects. In this section you will need to:
- Add a new project, including the project name
- Give the project an icon
- Select a client or choose the project to be an internal project
#5: TRACK TIME
Woo! You made it. Now track your time. Here you can create, edit, or delete time entries assigned to tasks. You can also add notes to each time entry! That way you will always know what you’ve completed for a project or client.
#6: INTEGRATIONS
The fastest way to ensure that you are tracking your time regularly is utilising the integrations that most time tracking tools offer. Integrations allow you to connect your other favourite apps (e.g., project management or communication tools) with time tracking to assist you in tracking your time as easily as possible.
This ensures that there are minimal interruptions and allows you to track time straight from the platforms you already utilise, decreasing the time spent getting used to this new tool.
#7: YOUR FIRST INVOICE
Another handy tip is to create your first invoice. Once you have finished tracking your time for a specific project or client it’s time to hand over the bill. If you’ve been manually creating invoices or using a third-party platforms to create them for you, then you will be stunned at how easily you can invoice with time tracking.
A good time tracking tool will offer easy invoicing that takes all your time data and creates a professional invoice for you (Hourly offers embedded branding within invoices to make them that much more professional to clients). To create your first invoice simply head over the invoice section within your platform/tool and (hopefully) with a few simple clicks your invoice will be created.
Pro tip: Give yourself time to check things before invoicing to avoid any accidents, mistakes or errors etc. Good time tracking tools will actually remind you in the invoicing process. But, getting used to new processes is always hard so it’s good to double check.
In the end…
Getting started with time tracking can be tricky. That’s why it’s important to give yourself time to get used to the new platform before deciding its not for you. By just simply using time tracking you are creating opportunities for your businesses to be more profitable, sustainable, productive, and efficient.
Is it going to be hard to track my time? Fortunately, it’s easy nowadays to track time. It’s just a simple click of a timer (plus these steps to getting started), and you’re on your way to making smarter, better decisions. If you think it’s for you, why not check out Hourly? It’s free for 30 days!
