What You Said: How You Track Your Time

Optimizing Time Management: Techniques from HTG Readers

Recently, we solicited input from our audience regarding their preferred methods for time tracking. The response was substantial, and we’re now presenting a compilation of the strategies employed by How-To Geek readers to effectively monitor their time.

While some individuals questioned the necessity of meticulously tracking every moment, a significant number readily shared both their motivations and the techniques they utilize to maintain control over their time allocation.

Leveraging Kanban for Task Prioritization

Scott utilizes a versatile project management application:

I employ kanbanflow.com, utilizing two distinct boards for task prioritization and backlog management. The ‘Current Work’ board is structured with three columns: ‘To Do Today’, ‘In Progress’, and ‘Completed’. The second board, ‘Backlog’, categorizes tasks based on priority – ‘Non-Urgent/Non-Important’, ‘Goals (Non-Urgent/Important)’, ‘Interruptions (Urgent/Non-Important)’, ‘Interruptions (Urgent/Important)’ and ‘Critical (Urgent/Important)’. At the close of each day, tasks are moved from the Backlog to the ‘Current Work’ board, prioritizing the completion of Goals before they escalate to Critical status. This approach allows for focused attention on ‘Current Work’ and facilitates daily planning. As priorities shift or unexpected interruptions arise, tasks can be easily repositioned between boards. I maintain both tabs open in my browser throughout the day – a suitable method for desk-bound knowledge workers, though less practical for those frequently in meetings. For the latter, a mobile calendar application is recommended.

Despite the initial complexity of the description, we evaluated the cloud-based application and found its interface to be remarkably adaptable and user-friendly.

Addressing Procrastination Through Detailed Planning

Samon53 provided a comprehensive account of their efforts to overcome procrastination:

I’ve recently identified as a chronic procrastinator, informed by insights from ‘The Procrastination Equation’ (a highly recommended book grounded in scientific research – http://procrastinus.com/). A self-assessment within the book placed me in the top 10% of procrastinators, with a score of 100/100 on the associated website. Previous attempts at time management strategies had proven unsuccessful or unsustainable.

Recognizing the severity of the issue, I’ve begun creating more detailed charts and schedules, specifying activities with precision to encourage immediate action. Vague entries like ‘work’ rarely prompt a response; instead, I define the exact task to be undertaken.

I construct charts for to-do lists and timetables for various timeframes. RescueTime, an application that monitors and categorizes web usage, was previously used. While valuable for data collection, it didn’t directly improve my time management, although it may be beneficial for others. It sometimes offers a misleading sense of accomplishment by categorizing marginally productive activities as productive.

I utilize Google Calendar with notifications on both my phone and PC (Checker Plus for Chrome is particularly effective).

I possess a highly reliable watch, featuring both analog and digital displays, acquired at a reasonable price point (£22).

I maintain two separate computers – one for work, one for leisure – with the work station equipped with multiple monitors. (I’m considering re-evaluating RescueTime, configuring it to restrict access to work-related applications only). Context for Chrome is useful for limiting distractions by selecting only necessary applications, avoiding new emails, feeds, or add-ons.

I often combine routine tasks, such as washing dishes or cleaning, with entertainment – watching a TV program or listening to the radio on-demand – to avoid postponing them. However, I avoid simultaneously engaging in demanding cognitive work (like game design) and entertainment, as it diminishes productivity and increases distraction.

As a deep sleeper, I employ three different alarm clocks – a Teas-made machine, a dawn simulator, and a maths puzzle. Minimizing sleep duration, within the limits of bodily tolerance, can yield significant time savings. I’ve recently initiated a new fitness regimen to support this goal.

Finally, collaborative work can be beneficial for some, as I find myself less distracted when surrounded by others who are also working. Procrastinators Anonymous offers a supportive community, which I am beginning to utilize.

In conclusion, numerous strategies can enhance productivity, even for those who struggle with procrastination. I am still progressing through ‘The Procrastination Equation’ and anticipate discovering further techniques. I have only recently begun actively addressing my procrastination (and remain currently unproductive) and expect to learn more effective methods, so stay tuned.

Utilizing Time Tracker for Program Monitoring

Chester H, along with other readers, reported success with Time Tracker:

I use a program called Time Tracker. It records the actual time spent in each program. When I use Microsoft Word, I can categorize this as a work item with Time Tracker. Most items are pre-classified, but you can reclassify them as needed. You can also define your own categories. The program displays a pie chart of your time usage, broken down by percentage. You can export your results to a CSV file for further analysis. The program remains freeware and supports Windows 98 through Windows 7.

Further Exploration

For additional time tracking tips and application recommendations, please refer to the complete comment thread available here.