Getting Started with Time Tracking: 5 Simple Steps

Time tracking doesn’t have to be complicated. Five steps can get you from zero to useful insight. The goal: understand where your time goes, then decide what to change (if anything).

Step 1: Pick a Tool

Manual — Start/stop timers. Simple, free options exist. Good if you work in clear blocks.

Automatic — Records in background. More accurate, less effort. Best if you want honest data without thinking about it.

Privacy — If your work is sensitive, choose a local-first tool. Your data stays on your machine.

Step 2: Track for a Week (Don’t Change Behavior Yet)

Use the tool as-is. Don’t try to “look good.” The point is to see reality. At the end of the week, you’ll have raw data: apps, duration, patterns.

Step 3: Review the Data

Where did time actually go? Meetings? Email? Deep work? Context switching? Most people are surprised. Note what stands out. That’s your baseline.

Step 4: Add Categories (If You Haven’t Already)

Group blocks by project, client, or type of work. “Client A,” “Learning,” “Admin.” Some tools use AI to suggest categories. You correct; it learns. Over time, categorization gets faster.

Step 5: Use the Insights

Now you can act:

• Protect focus — Block time for deep work. Defend it.
• Reduce leaks — Limit email, Slack, or other time sinks.
• Set realistic goals — Base estimates on past data.
• Review weekly — A quick look keeps you aware.

Keep It Simple

You don’t need perfect categories or elaborate workflows on day one. Start with capture. Add structure as you go. The most important step is starting—and giving yourself a week of honest data before judging or changing anything.