Also, the process of achieving our goals is at least equally beneficial. During it, we learn to organize and manage our time better and be more accountable for our actions. 

This article will help you understand what matters most in goal-setting, as we’ve meticulously researched and covered the following topics:

• What goals are,
• How to choose a goal to pursue, and
• The steps to achieve your goals.

So, let’s start from the beginning.

What are goals?

Goals are specific targets that we set and plan to reach — the desired results and outcomes of our efforts and actions. The process of pursuing a goal is comparable to being on a mission — we have an objective in mind and need to take all the necessary steps to complete that mission.

To start scratching the surface of what different types of goals can be (both professional and personal), here are a few examples:

What are the metrics for tracking your goals? 

Metrics for tracking goals largely depend on the way you’ve defined your goal.      

As the examples above show, some goals are precisely defined, while others are more abstract. Metrics such as “by 5%” specify what we need to track and exactly what needs to be completed. On the other hand, the only metric in a more abstract goal, such as in “accepting our partner’s flaws,” is our gut feeling, more or less.

Furthermore, some goals are time-limited and have measurable performance indicators, while others require introspection, and the only indicator is how you feel about the outcome.

Following the examples above, “by 5%” and “by the end of the month” would be performance indicators, and they ultimately show us whether the goal was reached or not. 

What are the 3 categories of goals? 

Setting goals is a cornerstone of success as goals give us direction and help us pinpoint what’s important to us. To help you understand the core principles of goal-setting better, we’ll make a distinction between 3 different categories of goals:

• Goals based on time,
• Goals based on results, and
• Goals based on aspects of life.

Let’s explore each of these categories in more detail.

Category #1: Goals based on time

The first major distinction in the types of goals is related to the timeframe for completing the set objective. Depending on the time span they refer to, goals based on time can be divided into 2 sub-categories:

• Short-term goals, and
• Long-term goals. 

While short-term goals refer to the near future, typically up to 3 months, long-term goals can include the plan for decades to come or even the span of our whole lives.

Now, let’s check out a breakdown of the differences between these 2 types of goals in more detail. 

Short-term goals (+ examples)

Short-term goals have a relatively immediate timeframe and are achievable within days, weeks, or months. They usually act as stepping stones, helping us break down complex and long-term objectives into manageable, actionable steps. 

As the examples above indicate, short-term goals must be set as realistic targets that don’t take much of our time (or energy). Just think of them as items you’ll easily and frequently cross off your to-do lists.

However, the importance of short-term goals should not be underestimated — they help us monitor routines. It’s exactly the combination of our routines that shapes our mindset and, ultimately, our personality.

Long-term goals (+ examples)

Long-term goals have an extended timeframe of at least a year, requiring sustained effort, commitment, and dedication. They tend to be broader and less detailed than short-term goals, outlining the major achievements and life-changing outcomes.

As the examples above show, long-term goals are more complex in a way that they provide a sense of direction and purpose over the course of a whole life. Hence, they require careful planning and ongoing commitment to shape one’s overall life trajectory.

Category #2: Goals based on results

The second group of goals is centered around the end-point of an objective. However, since the final result of a goal is highly dependent on both the process and your performance along the way, these types of goals can further be divided into 3 sub-categories:

• Outcome-oriented goals,
• Process-oriented goals, and
• Performance-oriented goals.

Let’s take a look at each of these types of goals up close.

Outcome-oriented goals (+ examples)

Outcome-oriented goals provide a clear target and are focused on the end result that we desire. They define what you want to achieve and are absolutely crucial for setting a clear target and measuring success. 

As the examples show, outcome-oriented goals provide a specific, tangible objective to work toward. There are no other metrics apart from answering the question of whether the goal has been achieved or not. 

Process-oriented goals (+ examples)

Unlike the previous category, process-oriented goals prioritize the actions and behaviors necessary to reach an outcome. Since the process part is rarely irrelevant to the outcome, these types of goals help you focus on the journey and the steps you need to take to reach that ultimate end-point. 

As the examples indicate, process-oriented goals are essential for tracking growth and ensuring that you are making progress.

Performance-oriented goals (+ examples)

Performance-oriented goals are centered on enhancing our skills and/or abilities. While achieving such goals, we concentrate on our personal growth and development. 

These goals are also focused on the process, but more specifically on our performance. They help us build the necessary skills and capabilities to achieve our desired outcomes. 

As the examples above show, performance-oriented goals prioritize the acquisition and refinement of skills, which will certainly lead to better outcomes and results in the long run.

Category #3: Goals based on aspects of life

The third category of goals revolves around the aspect of life you wish to place the emphasis on. Goals based on aspect of life can further be divided into: 

• Topic-oriented goals, and 
• Focus-oriented goals.

Let’s check out how topic and focus-oriented goals work in practice to help you get the picture of these two specific types of goals. 

Topic-oriented goals (+ examples)

Simply put, a topic-oriented goal is the one related to a specific aspect of your life — whether it’s your health, profession, personal life, finances, etc. Topic-based goals can be either short-term or long-term goals, but what differentiates them from other types of goals is that they are usually organized around one central theme. 

As seen in the examples above, all goals revolve around one specific area of life — health. However, you can come up with many topic-oriented goals for different aspects of your life (education, profession, etc.) and work on achieving them simultaneously.  

Focus-oriented goals (+ examples)

Similarly to topic-oriented goals, focus-oriented goals are linked with specific areas of your life. However, unlike topic-based goals, focus-oriented goals are the objectives you set out to achieve knowing they would impact several aspects of your life. 

As the examples above show, focus-oriented goals are usually bold, long-term objectives that require steady commitment and affect multiple areas of your life at the same time. 

Moving to California, for example, may affect both your personal and professional life since it would probably require you to change your job and be away from your family. 

How are all three categories of goals interconnected?

By their nature, our goals can be set in relation to different aspects of our lives, such as:

• Personal goals,
• Career goals,
• Financial goals,
• Relationship goals,
• Fitness goals,
• Academic goals,
• Spiritual goals,
• Family goals,
• Intellectual goals,
• Social goals, and
• You can name it goals.

Each of the above-listed goals can actually belong to each of the 3 main categories of goals, depending on our needs at the moment. 

In fact, whichever goal you set it would probably be: 

• Defined within a certain time frame, 
• Centered around a particular result, and 
• Related to at least one aspect of your life. 

Let’s say you have decided to pursue a career in marketing. Since such an objective requires ongoing effort and commitment, your goal would fall under the category of long-term goals. 

Also, being directed toward a specific end-point (getting a job in this field), the objective of beginning a career in marketing could be defined as an outcome-oriented goal. 

Finally, pursuing such a bold achievement would probably impact other areas of your life. You may have to obtain a college degree or even move to another city. So, your goal of changing careers fits the profile of a focus-oriented goal. 

Steps to achieve your goals

Achieving our goals is very important in life, as it comes with a sense of accomplishment, motivation, and a self-confidence boost. The combination of these further drives us to keep moving forward and set new goals, overcome new challenges, and grow.

To be able to do so, you’ll need to learn about strategic planning or a systematic and structured approach that significantly enhances your ability to achieve your goals. 

Now, let’s quickly go over the key steps to the effective strategic planning process.

Step #1: Make your goals SMART

Achieving your goals will require you to work SMART, not hard. In fact, the very process would require you to be smart at the beginning and set goals that are:

• Specific,
• Measurable,
• Achievable,
• Relevant, and
• Time-bound.

This framework helps you create a structure for achieving your goal and measuring your progress along the way — as simple as that.  

Turning your aspirations into actionable steps is easier once you define your goal by all the SMART criteria, as you’ll become more realistic with your expectations. 

That means you’ll need to create a timeline, break your goal into smaller, more achievable, and measurable sub-goals, and work your way up towards achieving them. 

Step #2: Specify and track milestones (and celebrate their completion)

Now that you have a defined SMART goal and a list of sub-goals, it’s time to establish the relation between the timeline and the completion of each sub-goal. 

You should look at sub-goals as certain milestones and adapt your timeline accordingly. For example, here’s what your SMART goal and your first sub-goal can look like:

Now, if you decide to track your progress along the way, you could set time estimates for each of your sub-tasks and see exactly how long it took you to complete them compared with the initial plan. 

Clockify, for example, lets you track progress and compare your real execution time and previously made estimates. So, in case you misjudge how long it takes you to create 20 social media posts, you can immediately adapt the rest of your timeline in accordance with this time extension. This way you’ll set a more realistic target for the next milestone. 

The thing is, milestones matter because they act as reference points and keep us grounded. So whenever our circumstances or priorities change, the only way to stay on track is to change what being on the right track means as well. 

Step #3: Address all the dependencies (a.k.a. potential pain points)

Dependencies are elements or factors that can influence the outcome of a goal — either facilitating or hindering progress. 

Take a look at the example of a goal that comes with the dependencies.

Create 10 videos for the new social media campaign by the end of the month.

So, for this example, your main dependencies (external factors) that are not entirely or at all up to you are:

• Video team’s availability,
• Content team’s availability, and
• Financial resources dedicated to video production.

As you can conclude, adequately identifying dependencies helps us grasp what the factors, resources, and conditions that our goal relies on are or that can influence its success. Failure to address any of them can hinder your progress or make the goal more challenging to attain.

Moreover, addressing potential obstacles helps in setting more realistic goals and time estimates for the execution of the said goals.

To effectively manage dependencies and their impact on your goal achievement, it’s vital to:

• Identify dependencies during the goal-planning phase, 
• Coordinate execution of certain tasks, and 
• Adapt and adjust your plan when dependencies change, or new ones emerge.

Step #4:  Use software to monitor and track your goals

Software usage plays a crucial role in goal-setting and can significantly enhance the efficiency, organization, and success of the goal-setting process. Since we’re talking about the effort and time invested in the said process, know that you can take a significant load off your shoulders if you start using a goal tracker app. 

Designed specifically for that purpose, goal trackers are, by far, the easiest way to monitor your progress, as well as a great reminder for the days when you’re feeling unmotivated to keep up pursuing your goal.

Apart from that, you can automate routine and recurring tasks that are necessary for your goals, hence freeing up both time and mental energy. Leveraging the power of technology here offers the advantages such as:

• Data-driven decision-making, 
• Efficient task management, and 
• Enhanced collaboration (if there are dependencies involved).

Bear in mind that defining which metrics you will use to track your progress is also vital, so think twice about how to measure success. Once you’ve done that, you’re on the right track to have a structured system that makes monitoring your goal progress easy (occasionally even fun).

Step #5: Re-evaluate, adapt, rinse, and repeat

Regularly review your progress to ensure you’re on track. That way, if you’re falling behind or facing unforeseen challenges, you can easily adjust your plan. 

Bear in mind that flexibility is essential to staying ahead of the curve, as we’re all aware life’s hectic and often on the go.

Also, try to learn from experience, for real — conduct thorough evaluations after achieving each goal or even reaching a milestone. That way, you can identify what worked well, but also what could be improved when setting future goals.

FAQs about goals

In case achieving goals still seems out of reach, take a look at some of the most frequently answered questions about goals we’ve singled out for you. 

How do I choose a goal?

If you’re not sure where to start when choosing your goal, here are some useful steps you can take to help you decide what your top priority at the moment should be:

• Reflect on your values,
• Categorize your goals,
• Set SMART goals — goals that are specific, measurable, attainable, relevant, and time-bound,
• Create a prioritization system, and 
• Practice time management.

Be patient, and remember — consistency and adaptability are key to effective goal prioritization.

Also, bear in mind that adequately choosing and prioritizing between different types of goals improves over time as you learn to refine your approach. Moreover, your experience will provide insights and a better understanding of which criteria matter the most at the moment.

Which type of goal is the best?

First, there’s no one-size-fits-all solution and “the best overall goal.” Our circumstances and other external factors determine what is best to focus on pursuing at a specific moment.

What matters the most is that you:

• Align your goals with your values,
• Keep your priority goals in mind, and 
• Define the exact metrics for tracking your goal. 

How are values and goals connected?

When talking about goals, we must mention another concept — values. The two complement one another and can even be treated as dependencies. It’s because goals serve as specific steps you take to execute your values. While the latter represents your core beliefs and principles, your goals reflect the tangible expressions of those values. 

The connection between goals and values is a profound and intricate one and is rooted in the fundamental principles that guide our behavior. 

Having a defined set of values helps us notice and act on our aspirations. Answering the question, “What do I want to achieve?” becomes much easier if we are also aware of the answer to another one, “Why do I want to achieve that?“

Moreover, goals that are tied to your values are less likely to be abandoned when challenges arise. For example, if your values include empathy, compassion, and social responsibility, you’ll continuously set goals that have a positive impact on people around you.

To sum up, the alignment between values and goals is of the essence, as it encourages growth and boosts your chances of actually sticking to your goals once you set them. 

Conclusion: Goal-setting provides clarity and direction in life

Goal-setting is a powerful process that serves as a navigational compass, helping us chart a course toward our aspirations. 

As you can conclude from the article, whichever type of goal you decide to work towards, it would almost necessarily be time-bound, grounded in a certain result, and related to a specific area of your life. 

What matters on your way to completion is to create a structure for achieving your goal, track your progress, and adjust the initial plan when necessary. 

This way, you’ll uncover goal-pursuing as a truly transformative process that’ll provide clarity and direction in your life.

What’s your take on goal-setting and prioritization of different types of goals? Can you share any other tips and tricks? If you’d like to weigh in and share your thoughts on the topic, feel free to write to us at blogfeedback@clockify.me and get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

The reasoning behind this type of temporary employment lies in high-volume labor demand in certain regions, industries, and occupations, mostly during the holiday, summer, or winter season.

In the following article, we’ll dissect the topic of seasonal work and cover the following:

• What seasonal work is and how it differs from permanent employment,
• Types of seasonal jobs (the most common industries and occupations),
• Benefits and drawbacks of seasonal work, 
• Steps to find a seasonal job, and 
• Tips for seasonal workers.

What is seasonal work?

Put simply, seasonal work is a temporary need for more staff during the busiest seasons of the year. For example, hotels, restaurants, and bars in popular vacation destinations couldn’t handle the holiday season without additional staff.

To meet the need, companies employ temporary workers — it’s usually people who want to supplement their income that apply for the jobs — for a limited period, considered to be a season — usually lasting from a couple of weeks to a couple of months. 

By adequately adjusting the size and schedules of their workforce, both seasonal workers and businesses are reaping the benefits of the type of employment. Employers can continue running a successful business, while the seasonal workers gain both the desired money and experience.

What is the difference between full-time and seasonal work?

As the US Department of Labor covers more than a few nuances in rules and regulations for seasonal employment, the differences between full-time and seasonal work can be sorted into 3 main categories of laws:

• The length of employment and employment contract type,
• Employee benefits, and
• Schedule, work hours, and wages.

Let’s dive right into the specifics of each category.

Difference #1: The length of employment and employment contract type

The main difference between seasonal and full-time employment is the length of the employment contract — and, therefore, the employment contract type.

According to the Internal Revenue Service, only one thing’s applicable to all seasonal workers — their duties (per what constitutes a season) must end in less than 12 months, meaning the the law and the IRS cap the maximum duration to up to a year. 

There are also categories exempt from the rule — for example, seasonal work in the amusement and recreational establishments. In that case, the maximum period of a seasonal job contract can be 7 months.

Additionally, the seasonal work period can also be extended per the request of the employer. Just as there’s a set of different criteria for freelancers, contractors, and employees, the seasonal worker status is determined by the individual contract.

It’s also noted that working seasons (start and end dates) should be defined as precisely as possible, for the purpose of clear seasonal work agreements. 

Difference #2: Employee benefits

It’s important to mention the said employment contract type also determines whether an employee is entitled to benefits, such as:

• Medical and/or dental insurance,
• PTO, vacation, and sick leave, and
• Taxes, credit score, and pension plans.

Even though all seasonal workers’ earnings will count for their future benefits (e.g., retirement plans are based on the total wages, regardless of the exact type of employment), the IRS doesn’t require employers to provide current benefits to seasonal workers. As you can conclude, staying compliant and up-to-date with the requirements of seasonal employment is equally beneficial to employers and employees.

Difference #3: Schedule, work hours, and wages

Clear seasonal work arrangements are equally relevant to business owners and their employees, as they also define the expected work schedules.

Depending on the employers’ needs and the existing number of their permanent employees, what’s offered as a seasonal position can be just filling the gaps of extra shifts. This means that seasonal employees often work on a flexible or rotating schedule. 

The total number of hours worked can be any number agreed upon by both parties. And, unlike permanent employees — who are sometimes paid a salary and sometimes an hourly wage — seasonal employees are more often paid by the hour.

What are the types of seasonal work?

Even though an abundance of variations exists, we can categorize seasonal employment into the following 3 types:

• Freelancers targeting specific areas throughout the year,
• Agricultural, construction, and manufacturing jobs, and
• Tourism, hospitality, and retail jobs.

Let’s explain what those categories are, and which occupations they typically include.

Type #1: Freelancers targeting specific areas throughout the year

Seasonal employment can be especially attractive to freelancers on the lookout for new clients and opportunities. Even though many freelancers work the whole year from the same place, they can choose to include seasonal work in specific periods. 

For example, during the holiday season, freelancers who are graphic designers, event planners, or photographers have an abundance of seasonal work opportunities.

The very nature of the freelancing career choice implies the person isn’t tied to a specific company nor has a permanent employer. All their work with clients has a start and end date anyway, and they are familiar with income variability. Freelancers are also already used to not having the benefits that come with full-time employment.

As you can see, any type of freelancing requires embracing non-traditional work arrangements, just as seasonal work does. For this reason, freelancers often engage in temporary job roles during seasonal demand, and all the similarities make seasonal work a great (and popular) option for freelancers and even digital nomads. 

Type #2: Agricultural, construction, and manufacturing 

Another common type of highly seasonal employment revolves around physical labor needs in the following 3 categories:

• Agricultural work — includes farming, planting, harvesting, tending to crops and fruit, etc.,
• Construction work — includes landscaping, road construction and maintenance, public space renovations, etc., and
• Manufacturing — includes work in food production plants, storages and warehousing, production packing areas, etc.

Most of these jobs are popular and continuously in high demand during the season, as most positions don’t require specially trained skills or knowledge. Each task is project-based, so once the job is done, what constitutes a season is done for this category.

Type #3: Tourism, hospitality, and retail 

Peak travel seasons are characterized by a surge of employment opportunities in tourism, hospitality, and retail. Seasonal employment is especially important for popular vacation destinations and historical landmarks, due to the heightened number of tourists and visitors.

Some of the most popular positions include various hotel staff roles, servers and bartenders, tour guides, clerks, and others. The vast majority of those are tipped positions, so they present an amazing opportunity to earn the big bucks. 

What are typical seasonal jobs?

Now that we understand the categories of seasonal work, let’s list some common job roles that seasonal employment typically includes:

• Retail sales associates,
• Warehouse workers,
• Restaurant servers and bartenders, 
• Kitchen workers,
• Lifeguards and instructors, 
• Counselors,
• Workers on farms and fields,
• Gardeners and landscapers, 
• Construction workers,
• Event and resort staff, and
• Firefighters.

What are the benefits of seasonal work?

Seasonal work offers a wide range of benefits that can be attractive to different individuals and circumstances. We’ve already mentioned several beneficial aspects of the seasonal type of employment throughout the article, now let’s go into more detail.

Here are the 3 key advantages of seasonal work.

Benefit #1: Flexibility

Seasonal jobs often come with flexible work schedules. This can be beneficial for students, parents with young children, retirees, or any other individuals looking to earn extra income during specific times of the year. Embracing such opportunities provides having the flexibility to pursue other interests or commitments during the off-season.

Moreover, seasonal work is typically short-term, so it doesn’t require a long-term commitment. This is a serious advantage for employees who don’t want to commit to a full-time job or who are between careers.

Benefit #2: Career exploration and skill development

Seasonal jobs can provide valuable work experience and skills that can be added to your resume. This experience can be especially useful for those looking to enter a new industry or build their work history through gaining new knowledge or a set of skills.

Another thing worth mentioning is that seasonal work varies from year to year, allowing you to try different jobs and industries. This variety can be appealing to those who enjoy new challenges, especially while still defining their career choices.

Furthermore, seasonal employment can and will introduce you to new people and potential contacts in your industry of interest, which is certainly valuable for future job opportunities or business ventures.

Benefit #3: An opportunity to make new friends

We spoke with Zorana Jelicki, a software developer at Clockify, who’s experienced seasonal work for 2 summers. Zorana explained that the bonds she created with other people were what she cherished the most: 

“First, you meet new people and because you go through all of this together you make friends for life. Another really good thing about seasonal work is that you know it is going to end, so whatever made me tired or unhappy I knew was not going to last long, so really, I didn’t notice all those things.”

She adds that even working double shifts in a row couldn’t make them skip a hang-out session:

“We were working double shifts for 6 days, and I was having the time of my life. I was staying late having fun with friends and didn’t mind working again in the morning because we were all in this together covering up for each other.”

Benefit #4: Extra income and travel opportunities

Many people take on seasonal work to supplement their regular income or to save up for specific goals, such as holiday expenses or a vacation.

Adding to the point, some seasonal jobs, such as those in tourism or agriculture, may allow you to work in different locations, giving you the opportunity to travel or experience different places. There are also many programs designed to attract workers from other countries in the US but they would have to apply for a specific type of visa — J1. 

For example, there’s a Work and Travel type of program which is available to college students outside the US who are not enrolled in their final year of studies. The main purpose of this summer program is for students to experience the US culture through temporary job opportunities.

I was personally in this program during my third year of college, so I spent 4 months working in Alaska. After a period of 4 months, my visa allowed me to spend another month in the US, which I used to explore other states. 

It’s an understatement that the experience was a life-changing one, as it was literally an exploration of the new world for me.

As you can conclude, apart from widening your horizons, including such experiences in your resume will later showcase your openness to experience, motivation to grow, and receptivity to new ideas. 

What are the drawbacks of seasonal work?

While offering a whole range of advantages, seasonal work can also be a challenge. From cultural shock to the lack of employee benefits, there’s a reason why the majority of the global workforce opts for full-time employment. 

The suitability of seasonal work depends on: 

• Your individual circumstances (e.g. place of residency and the available opportunities), 
• Financial goals and plans for earning or saving money, and 
• Career goals and aspirations. 

It’s important to weigh the pros and cons and consider how seasonal work aligns with your overall lifestyle and objectives. Let’s check out what some of the major issues with seasonal work are.

Drawback #1: Lack of stability, regular income, and benefits

Seasonal jobs can often provide income only during specific times of the year. Consequently, this can lead to inconsistent earnings, making it difficult to budget and plan for expenses during the off-season. 

Moreover, such employees typically don’t have job security, as they may not be guaranteed a position in the next season. It’s an issue that creates uncertainty and financial instability.

We’ve already mentioned the lack of benefits, so let’s quickly revise the issue — many seasonal jobs do not come with benefits such as health insurance, retirement plans, or paid time off. This lack of long-term job security can also make it challenging to save for retirement or plan for future financial stability. 

Apart from the finances, we ought to mention another aspect of stability that may be endangered — mental health stability. That’s because, depending on the industry, seasonal workers may encounter busy periods with high workloads and intense stress, followed by extended periods of downtime.

Now, we’ve asked Zorana to put in her 2 cents on the drawbacks of seasonal work as well. As she had some great experiences, she explains that knowing there’s an end of a seasonal job arrangement was the main con for her:

“The advantage and also the biggest disadvantage for me is that the seasonal work is going to end at some point. But one of the biggest downsides for this kind of seasonal work is you cannot know what exactly is waiting for you there, but you can look at it as an adventure and getting out of your comfort zone.”

Drawback #2: Lack of opportunities for career advancement  

Seasonal workers often have limited opportunities for advancement within the company where they are temporarily employed. There’s a greater chance that they may remain in entry-level positions, without the proper chance to move up the career ladder.

For this reason, whether they like it or not, employees who are pursuing a career may not find what they are looking for in temporary employment.

Drawback #3: Legal compliance with different employment laws

Legal compliance is crucial for both employers and employees in seasonal jobs. Ensuring that all relevant labor laws and regulations are followed helps protect the rights and well-being of workers and helps employers avoid an abundance of legal issues. 

To name a few examples, here’s what both parties ought to pay attention to:

• Wage and hours laws,
• Child labor laws, 
• Safety regulations,
• Insurance details, and
• State and local labor laws.

Do seasonal employees get benefits?

As mentioned earlier in the article, seasonal work arrangements differ from full-time, permanent employment contracts. So more often than not, seasonal employment contracts do not include a full range of benefits that comes with permanent employment.

Again, we are talking about health insurance, sick leave, PTO, retirement benefits, etc. Employers are generally not required to provide the same benefits to seasonal employees as they do for full-time employees. 

Considering that the majority of seasonal work arrangements are made for a couple of weeks or months only, it makes sense that employers rarely offer benefits.

However, the availability of benefits for seasonal workers can depend on factors such as: 

• The employer’s policies, 
• The duration of the seasonal position, and 
• Compliance with local laws. 

So it’s essential for seasonal workers to carefully review their employment contracts or agreements to understand the benefits, if any, that are offered.

How to find seasonal work?

If you know what your goals are and have identified your skills and interests, finding a seasonal job can be a straightforward process. Since the availability of seasonal jobs varies by location and time of year, it’s essential to stay persistent in your job search. 

You should be prepared to submit multiple applications and attend interviews, all with the hope of increasing your chances and landing a seasonal job that suits your needs and preferences best. 

However, if you don’t have a clue where to start, below are some ideas to help nudge you in the right direction. 

#1: Visit local businesses and job fairs

Many local businesses, especially retail stores, restaurants, and hospitality establishments, advertise seasonal job openings with signs that showcase they are accepting applications. Pay attention to those and, even if there’s no sign and you think would be a good fit, it can’t hurt to simply walk in and inquire about available positions.

And, don’t forget to keep an eye on job fairs, which would be the best-case scenario, as all the employers in need of temporary workers will gather there.

#2: Visit nearby employment agencies

There are also agencies specialized in connecting businesses with the staff they need, so they might be able to help you find a seasonal opportunity. Ask about their temporary listings and follow up if they don’t have available positions at the moment. 

Another pro tip from Zorana nicely explains why the idea is beneficial, as she also suggests finding agencies for seasonal work:

“If you want to work abroad, it’s best to contact some agencies that can help you with travel, finding accommodation, work opportunities, and thus potential employers. Another great way is to find someone who has already been there to help you with the process.”

#3: Ask for recommendations 

Ask around and let your friends, family, and professional contacts know that you are looking for seasonal employment. 

Do you know anyone who’s been a seasonal worker? Meet for a coffee and inquire about their experience, ask for recommendations and tips. It’s always good to hear someone else’s perspective.

And sometimes, personal connections are the best way to find out about quality job opportunities.

#4: Use the World Wide Web wisely

Research company websites, government agencies and their listings, and simply Google targeting the right keywords. Don’t forget to make use of job search websites such as Indeed, FlexJobs, CoolWorks, or LinkedIn, which have specific filters to help you find seasonal opportunities.

Tips for seasonal workers

Leaving a positive impression as a seasonal worker is crucial, as it can lead to references, future job opportunities, and a strong professional reputation. Here are some tips to ensure you make a lasting impression.

Tip #1: Get out of your comfort zone and be open to new experiences

Being open to new experiences enriches our lives, broadening horizons and fostering personal growth. It invites us to embrace uncertainty and venture beyond our comfort zones, allowing for valuable learning opportunities, which is the point for many seasonal workers. 

Tip #2: Expand your network as much as you can

Just go out there and meet new people, but remember that networking is not just about collecting contacts but also about building meaningful relationships. Be genuine, show interest in others, and offer support when you can. 

Over time, your expanded network can open doors to new opportunities and career growth, both within and beyond seasonal employment.

Tip #3: Go above and beyond to leave an impression

Leaving a positive impression is not only about the work you do but also about how you behave, respond to situations, and interact with others. Taking initiative, showing appreciation, and asking for feedback are just a few of the things your approach should include.

By demonstrating professionalism, a strong work ethic, and a positive attitude, you can leave a lasting and favorable impression. Not only that is almost a guarantee you’ll be invited to join the team when the season comes again, but it can also benefit your career in the long run.

Zorana had an interesting insight, adding that going above and beyond can also mean a lot during the application process:

“My best tip is just don’t take no as an answer. I had a friend who worked in a restaurant in 2015 and had a great time there. She told me about it and, because I didn’t have a great experience in the summer of 2015, I was determined to try and work in the restaurant she was working at. Me and my other friend went there 6 times and got ‘No, we don’t need more employees at the moment’ so 7 was our lucky number.”

Tip #4: Take responsibility for staying up to date and complying with the law

Even though it’s usually considered that compliance with the law is up to the employer only, the employment contracts are signed by both parties. That’s why employees, too, must pay attention and carefully examine all the details specified in the employment contract.

Moreover, employers have to deal with all their full-time and seasonal employees, while an employee only with their own. So, if you’re signing a seasonal employment contract, make sure you are on top of relevant laws and regulations as well. 

It’s the best way to ensure you’re aware of all the conditions, responsibilities, and potential benefits. On top of that, you can prevent any future misunderstandings and resolve potential issues, as some state or local laws may differ for seasonal workers.

Wrapping up: Seasonal work can result in long-term rewards

As you can conclude, seasonal work plays a dynamic role in today’s job market and offers a number of unique opportunities for both employers and employees. So whether you’re a student looking to earn extra income, a retiree seeking new adventures, or someone exploring a career change, the flexibility and valuable experiences that seasonal employment provides might be just what you need.

Surely, it comes with challenges such as job insecurity and limited benefits, but it offers the chance to develop new skills, expand your network, and enjoy a work-life balance that suits your needs. You can look at it as a stepping stone, a source of adventure, or a way to build your career, it’s up to you.

Are you a seasonal worker yourself? If you’d like to share any other tips and tricks, or perhaps some additional thoughts on the topic, feel free to write to us at blogfeedback@clockify.me. That way, you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

Well, not exactly, or at least not for everyone.  

Let us introduce you to Zulie Rane — a successful content creator who managed to avoid falling into the hustle mindset trap (and all its toxic consequences). 

Zulie loves what she does but fully understands that life is so much more than just work. That’s also one of the reasons she uses Clockify — to minimize the amount of time she spends working and allocate those slots to her personal life, e.g., reading, baking, or being a cat mom.

We love what Zulie does, too, especially her approach to a work-life balance — so we reached out for an interview. 

She was more than happy to let us pick her brain, and here’s what we discussed (among other things):

• Zulie’s corporate origins, transition to content creation and freelancing,
• Time management, setting priorities, minimizing working hours, and
• Zulie’s use of our time tracker Clockify and a few selected features.

Let’s dig in!

Meet Zulie Rane (and her version of the American dream)

The title we’ve mentioned in the introduction — content creator — doesn’t seem to begin to cover all that Zulie Rane is, so let us elaborate on it first.

Zulie is a content creator, blogger, and vlogger from Cambridge, Massachusetts. Apart from creating original content, she provides other services to individual clients and businesses, such as: 

• SEO content, 
• Ghostwriting, 
• Sponsorships, and 
• Consulting.

Doing what she loves and being quite passionate about it, Zulie tries to help other writers achieve their goals as well — to make a living by writing about topics they love and further improve in doing so. 

Cue the Blog section on her website — she posts every week, making the page an all-things-content-creation-and-trends gold mine. Her content includes:

• Listicles, 
• How-tos, 
• Platform reviews, 
• In-depth guides, 
• Tips and tricks for writers, 
• The latest trends, and more.

But it wasn’t that long ago when Zulie was stuck in a typical corporate 9-to-5 job, working as an account manager in tech support. She started freelancing in September 2018 as a side gig, only to later discover that freelancing had everything she needed to achieve her own version of the American dream. 

Recently, Zulie was featured in a Business Insider article as a good practice example of a successful freelancer — she earned a whopping $10,000 in a single month while working only 16ish hours per week. 

Let’s see how it all started, what made Zulie commit to being her own boss, and why she is so adamant about minimizing her working hours.

How Zulie started freelancing (the story of a blessing in disguise) 

Zulie started working on her blog while she was still a corporate employee, and soon enough, client offers began falling into her lap. As you can imagine, a full-time job and multiple gigs on the side can result either in: 

• Career burnout, or 
• Unsatisfactory performance and quality of work.

Then, Zulie realized she utterly enjoyed creating content. In retrospect, she admits she’d also been neglecting her tech job, so letting her go didn’t come as a surprise.

It was a gut feeling she couldn’t ignore, which later helped her take a leap of faith in herself. As luck would have it, the release of that position was a major blessing in disguise, a turning point in her career. 

Zulie realized she loved being her own boss, and that freelancing suits her:

“Having to answer to somebody else, having not to do exactly what I want to do or make decisions that are best for me, but for some other entity, that did not appeal to me at all.” 

So Zulie’s explanation for the recent skyrocketing rates of freelance work lies in its obvious benefits, such as:

• More freedom and a flex time schedule, and 
• The availability of apps and tools that enable remote collaboration.

“There are tools like Clockify, and blog posts like Medium where you need so little to start. The entry barrier is so low to try things, find your niche, get ahold of clients, and contact new clients. It’s more possible than ever before for complete beginners to get set up faster. That is absolutely fascinating.”

In Zulie’s opinion, even the fact that it took her a while to figure out the appropriate workload came with some advantages. For example, she learned to use her natural rhythm to her advantage.

Zulie on what matters most in time management 

Over time, Zulie realized that the 40-hour workweek was not a standard she’ll ever conform to. For her, adequate time management meant working the least amount of time possible:

“I think my defining ethos is to try to do only work that I really enjoy and to try to do it in as little time as possible because I don’t love work. I mean, I enjoy what I do, but I like baking and reading, and hanging out with my cats more. So my whole thing is trying to make that as much of my life as possible.”

A common goal that almost every freelancer out there strives toward is the ability to control how they allocate their time — and that was exactly what Zulie achieved:

“I get to design what my day, what my week, what my year, what it all looks like. If I want to do less work, I can find a way to make that happen. Sometimes that means I have to take a cut in income, but sometimes it means that I need to figure out other ways of making money that don’t require so much time.”

Setting up her own rules just made sense to Zulie. 

Her intrinsic motivation grew at a steady pace, showing a clear sign that she’d left her comfort zone. It was time for a new chapter of her story, with no one but herself in the author role.

Pursuing personal growth is the reason we all dare to step out of our comfort zone, and Zulie’s progress really made her happy. So, when monitoring and improving different aspects of her progress was next on Zulie’s agenda, she started tracking time. 

She opted for Clockify and immediately gave it a go, after remembering it helped an ex-colleague do the same.

Mastering time management by (re-)prioritizing

Before going into detail about Zulie’s time-tracking habits, we were curious to find out whether Zulie was a fan of any specific time management technique that she’d perhaps like to recommend. 

She explained that, while she did try several, such as the Pomodoro technique and the Deep Work method, what works for her is a unique combination of methods based mainly on her current priorities:

“I’ve ended up with this kind of mishmash where it’s [time management] more based on priorities. So, earlier in the week, as that’s when I noticed I’m the most productive, I focus on getting the most bang for my buck, in terms of spending time on getting stuff done.”

Knowing that life is hectic and being often on the go, Zulie makes sure to regularly adjust her priorities to suit her natural rhythm best — and tracking her time is half the work. 

She achieves her goal by keeping an eye on her Calendar view and scheduling tasks when she feels it’s most appropriate:

“For me, what works is figuring out the order of priorities — are these the things that I wanna get done this week? Then I just try to slot them into the times that make the most sense for me based on my energy levels.”

It’s no wonder that Zulie’s business keeps thriving, as following your body’s rhythm and scheduling accordingly can make all the difference, especially in regard to your motivation levels.

How Clockify keeps Zulie honest with herself

Okay, now cue an inconvenient truth — the planning fallacy is real, and it happens to the best of us. Put simply, it’s a phenomenon to blame for setting unrealistic expectations and deadlines, a tendency to underestimate the time we need to complete a task.

As we’ve already mentioned, Zulie prefers being brutally honest with herself, and that’s exactly what Clockify helps her with.

“It was after I tracked my time that I got a better sense of my sort of idealized priorities vs. how I was actually prioritizing things. And after I started tracking my time, I was able to meld those a little better together.”

Thanks to the cognitive bias we’ve mentioned above, making precise estimates seems to be a never-ending challenge. However, what Zulie soon enough realized was that the only way to improve is to: 

• Monitor the planned vs. actual time, 
• Analyze the data and look for patterns, and
• Rinse and repeat. 

It’s really all about the Practice ‘till perfection mindset and attitude. 

Now let’s see what Zulie first thought about our tool, how she uses it now to improve the accuracy of her estimates, and how else Clockify makes her life easier.

Zulie’s overall rating of Clockify: “It’s perfect in every way”

Zulie actually used the exact words from the section title to describe Clockify. We do appreciate it, and — thank you, Zulie, it’s people like yourself that we’re all doing it for!

But why exactly did Zulie describe Clockify as a perfect tool? Well, venturing into uncharted career territory comes with a fair share of uncertainties, so the first thing to remember is that every penny counts. Naturally, Zulie was thrilled to find out Clockify was free. Here’s how she sums up her first impressions in a sentence: 

“I didn’t have a huge amount of money to spend on non-essentials at the time, so it was great to be able to try something out that worked so intuitively and so well.”

Okay, so now we just had to ask what made her stick with our tool, specifically in terms of features and options she uses and finds beneficial. 

Clockify features Zulie enjoys the most

The longer Zulie tracked her time, the more value she kept finding in the data. The options were many, so she started exploring. 

Everything went smoothly just by intuition and that’s precisely why she couldn’t help but praise the simplicity of the design, and the overall user experience with our tool. 

So, when we inquired about what made her stick with Clockify, she followed up on the previous point, adding how an uncluttered interface made exploring its capabilities straightforward to the point there was no need for a tutorial video.

“I thought, I wanna be able to track my time — here’s how you do it. Just by clicking around, it was so easy to figure everything out. And then I thought, okay, well, what if I wanted to divvy it up by income streams? Super easy to figure out how to do that. Okay, I wanna look at a report over the last 3 months, 2 clicks, and I’m done. It was so easy to use. I’ve never felt like it was lacking in a feature that I needed.”

After a while, Zulie started leveraging the power of various features available, and the 3 below are the ones she chose to single out as the most beneficial.

Feature #1: Timer

Admitting she is, above all, a fan of Clockify’s basic features, Zulie adores the Timer. We’ve already covered and explained the main reasons for this, so let’s just say it helps keep her feet on the ground.

The insights she gets from timing her tasks are what makes it possible for her to analyze her habits and further work on improving them.

Let’s move on to the second feature that made Zulie’s life easier.

Feature #2: Projects and clients

Having multiple ongoing projects at all times, Clockify enables Zulie to stay organized and have a clear breakdown of all her current activities and tasks:

“I have it broken down by those 3 clients that I mentioned earlier — myself, my clients, and platforms within each of those, and I’ve got the type of work that I do for them. So, for example, if under my platforms I’ve got YouTube as a project, and then within that, for the description, I’ll say I was filming a YouTube video, editing a YouTube video, etc. So, I love to see the breakdown in this kind of triangle that I really like. Later I can look back at the month and I can see, okay, I’m, I’ve been spending about 15 hours a month on average on my own stuff.”

Feature #3: Expenses and invoicing

Another important thing for freelancers is adequately managing their finances, and Zulie seems to have mastered tracking and improving her budget with Clockify, as there are metrics she can use to confirm that.

“So that’s how I kind of use Clockify — I break it down by task, then who the task is owned by, and then where that task falls into my income stream bracket. Then I compare that with my money to make sure that I’m doing things that make sense for me financially and career fulfillment wise.”

Who would Zulie recommend Clockify to and why? 

Above all, Zulie can’t emphasize it enough — every freelancer out there should hop on this productivity train and start using Clockify immediately. 

Why? In her opinion, those valuable insights help freelancers be realistic about their billable vs. non-billable time — hence their hourly rates as well:

“Tracking your time with a tool at Clockify makes it so much easier to know exactly what your time is worth, where your time is going, and helps you be more realistic about designing a workweek that you want to build that works for you.”

She adds that it’s simply human nature to be dishonest with ourselves occasionally, so being your only supervisor might not always be an ideal scenario. That’s another reason she recommends Clockify to everyone who plays the role of their own boss:

“As a freelancer, your most valuable currency is your time. It’s the life that you get to build, it’s the ability to design a workweek that works for you, not for your boss, not for your company, but for you specifically, for your life or your family, for your lifestyle. And I think it’s so easy to be, not intentionally, dishonest about where your time goes during the day.”

Wrapping it up: It’s about managing to do ALL the things you love

Well, it’s safe to say many of us can look up to Zulie’s boldness and determination on her journey. It’s all about adequately managing our limited amount of time, i.e., getting the most out of it. 

We hope Zulie’s story has inspired you too, and that we’ve made our point clear — more often than not, there’s no one-size-fits-all solution for anything in life. 

Luckily, with a growth mindset and a little help from other resources available, the world’s your oyster.

As Zulie, you can, too, leverage the power of tools and dedicate as little (or as much) of your time to individual aspects of your life just as you see fit. 

What are your 2 cents on Zulie’s story? Are you a freelancer with a story to share as well, or perhaps an additional piece of advice about using Clockify to successfully manage time? Let us know by writing at blogfeedback@clockify.me, and we will consider featuring it in one of our future articles. Also, if you liked this post and found it useful, share it with someone you think would benefit from it.

The popularity seems to be well-earned — it’s a position that offers variety in the type of tasks, flexibility for the work hours, and a great chance for a good work-life balance.

So, we decided to look into how one can become a virtual assistant — we dissected the topic and covered the following:

• Roles and responsibilities of a virtual assistant,
• Steps on how to become a virtual assistant,
• Tips and tricks from experienced VA professionals, and
• Answers to the most common questions regarding VAs.

Let’s get started.

What is a virtual assistant? 

Put simply, virtual assistants provide support and a variety of services to their clients (individuals or businesses) from the comfort of their homes.

The client’s needs determine the scope of services requested by the VAs, but they often include: 

• Data entry, 
• Logistics management, 
• HR support, 
• Bookkeeping, and 
• Marketing. 

These skilled professionals can be full-time employees, but more often than not, virtual assistants are self-employed — freelancers and independent contractors working on a project basis.

What do virtual assistants do?

To be specific, some of the tasks virtual assistants usually take care of focus on:

• Administration, 
• Scheduling, 
• Employee records, 
• Project and task management,
• Content creation,
• Marketing and promotion, 
• Web development, and 
• Various other relevant business operations. 

Most of the time, it’s not just one type of tasks — but a variety, depending on the client’s needs.

6 Steps to become a virtual assistant

Let’s see what you need to do to become a virtual assistant nowadays. We’ve conducted thorough research (so you don’t have to) and picked the brains of some experienced virtual assistants.

Here the 6 most important steps to becoming a virtual assistant:

1. Identify your top skills and niche down
2. Pick the right tools 
3. Create a pricing model for your services
4. Increase your online presence  
5. Seek clients and job opportunities
6. Build a portfolio (and update it regularly)

Now let’s dive into each, for more detail.

Step #1: Identify your top skills and niche down

While doing the first step, you should follow the less is more principle. Identifying your top skills will help you decide the area of services you want to offer and later specialize in a niche of your choosing. 

While trying to pinpoint your top skills, there are 2 things you ought to do:

• Be brutally honest with yourself, and 
• Ask for external feedback and evaluation. 

Remember that your unique perspective and set of skills can be your competitive advantage, and focus on developing those skills.

Moreover, you’ve probably heard the expression — jack-of-all-trades, master of none. Well, for someone who wants to become a virtual assistant, being average in many fields doesn’t help in establishing a career. 

Consider Gladwell’s theory from his bestseller Outliers — Expertise is simply a matter of practicing in the correct way, and for at least 10 thousand hours — and start putting in those hours of work. It’s all about the practice-until-perfection approach, as that’s the only way to become an expert in your field.

Step #2: Pick the right tools 

Take advantage of the technology available and thus accelerate your business growth — it’s as simple as that. Utilize your skills and give them an additional boost — by using the right software. 

Since all communication and documentation are done online, the right tools can also provide you with proof of work for your invoices. But more importantly, they can also help you unlock the power of a streamlined and organized workflow.

Here are some categories of tools every virtual assistant must use for their job:

• Communication tools (email and team chat apps),
• Project and task management tools,
• Time tracker and productivity management tools, and
• Other specialized tools for their role (e.g., accounting software).

Step #3: Create a pricing model for your services 

Setting the right price for your work is the vital step in establishing yourself as a virtual assistant. To make a valid estimate of how valuable your work is, you must consider and include a couple of factors in the equation:

• Time spent on completing the task, and
• Quality of end results, based on your expertise.

Of course, you can (and should) check out how much your competitors charge, but only by using time-tracking software will you get accurate estimates for different types of tasks and create the right pricing strategy.

Time trackers, such as Clockify, will also help you make a distinction between billable and non-billable hours, which is another key element in developing the right pricing model.  

Hours spent directly on client tasks count as billable and will be charged for (e.g. email correspondence with external parties for appointment scheduling, or content creation), while non-billable hours revolve around growing your business, e.g. compiling and sending client invoices, looking for new clients, working on your website, and building and promoting your brand. 

Tracking time for both categories will provide valuable insights and help you establish the right pricing strategy.

Bear in mind that there will be room for improvement and your pricing model doesn’t have to be perfect right away. The prices won’t be set in stone, and you’ll be able to tweak them as you see fit or as your expertise grows.

Step #4: Increase your online presence 

Visibility is the key here, as once you’ve settled on what you’re doing and can offer a pricing model, there are only a few things left — advertise, gain clients and experience, and repeat.

Here’s to provide some useful examples of what you can do:

• Join professional platforms, 
• Use word of mouth (or keyboard in this case) to your advantage,
• Advertise and regularly post on social media, and
• Engage your connections (provide relevant examples that illustrate your expertise, creativity, organization, time management, etc., to build meaningful engagement and provide deeper insights).

We reached out to Julmar Grace Locsin, the founder of Surge Marketplace — an enterprise where freelancers/VAs, and clients/companies needing their services meet. Grace believes an online presence is key to establishing yourself as a personal brand:

“Build social media presence, maybe a website, maybe a Facebook page, or a TikTok account. Look into the account, a company profile, and LinkedIn, and then — start promoting it. VAs should also think in terms of a target market they want to serve.”

Step #5: Seek clients and job opportunities

Now, onto job hunting! Use everything from the step above and look for employment, both on online platforms and through your already established connections.

The job-hunting process can be exhausting, we’ve all been there. However, this may be the start of a new and exciting career — all it takes is developing a strategy to motivate yourself to keep working, even in the most frustrating parts of your job search. 

Here are a few ideas to keep in mind during the process:

• Refresh and update your resume and social profiles (e.g. don’t forget the “open for work” badge on LinkedIn),
• Dedicate some time to go through job listings on a daily basis (make use of filters and advanced search options),
• Create a template for a cover letter that highlights your skills and experience (and customize the parts for each position or client), and
• Do your research and prepare for interviews, but prepare your own set of questions and conditions.

Step #6: Build a portfolio (and update it regularly)

At this point, what you need is something to showcase your virtual assistant skills, so you should work on your portfolio website. 

Try to: 

• Provide examples of your previous work, 
• Include all the contact information, and, if possible, 
• Ask for referrals and recommendations that highlight your values and principles to post publicly.

Your portfolio should be a glimpse into your approach to the virtual assistant job, so make sure your potential clients see your personal brand through it.

Or, here’s how Grace puts it, a portfolio should be: “A gathering of work samples and certificates, in order to prove to clients that you can do the job or you can deliver what you promised, when it comes to your serviceable skill.”

Expert tips for becoming a virtual assistant

Now that we covered the necessary steps to become a virtual assistant, let’s share some expert tips and tricks — as explained by people who already are virtual assistants — that will increase your value as in the position:

1. Build your authority through expertise
2. Learn to maximize your productivity and efficiency
3. Always be proactive
4. Establish clear work-life boundaries
5. Invest in training and education

Tip #1: Build your authority through expertise

As we’ve already pointed out, picking a niche is a strategy that involves focusing on some of the following:

• Specific markets (e.g., North America, Europe, etc.),
• Specific industries (e.g., Gaming, Finance & Banking, etc.), 
• Client type (e.g., solo entrepreneurs, small businesses, etc.), or 
• The task scope (e.g.employee and payroll management, communication, scheduling, etc.)

As Jo Harris, a virtual assistant turned copywriter, and the founder at The Virtual Mama, explains, you shouldn’t be afraid to niche down early on:

“Most VAs think that they have to start out with general services or try everything when they’re just getting started. The truth is that by inching down early on and developing a specialized skill, you will stand out from other general virtual assistants and position yourself to earn more per hour.”

Proudly boasting of raising her hourly rate from $17 to $100+ per hour, Jo encourages virtual assistants to always showcase their expertise: 

“The industry term for this is “build your authority.” That just simply means you should talk about your process and niche in a way that shows you as a go-to expert. This may seem unlikely as a new VA, but it’s possible with the right approach. You can talk about your journey, insider tips that you are learning along the way, and you can share skill-related insight as you develop your skills.”

Tip #2: Learn to maximize your productivity and efficiency

Here’s a pro tip from someone who utterly understands the virtual assistant market — Jaime Nacach, the founder and CEO of Virtual Latinos, a VA recruitment agency that connects North American businesses and professionals from Latin America. 

The topic was increasing productivity and efficiency in a digital age, and Jamie claims the software tools are go-to solution, which can make all the difference:

“As a virtual assistant, technology plays a crucial role in your daily work. By mastering the right tools, you can significantly improve your efficiency and achieve better results in less time. Therefore, staying up-to-date with technological advancements and constantly learning new skills is vital for success as a virtual assistant.”

Bear in mind — productivity is a learned skill, and there’s no one-size-fits-all approach to its improvement. Here’s to provide a few examples, and name some factors that determine our productivity levels:

• Intrinsic and extrinsic motivation levels,
• Personality type based on MBTI,
• Ability to set SMART goals, and
• Dealing with procrastination. 

Tip #3: Always be proactive

An essential aspect of being a successful virtual assistant is the ability to work autonomously and take initiative without constantly waiting for instructions. In Jaime’s opinion, being able to anticipate your client’s needs will definitely make you stand out from the crowd in a growing market:

“By researching the projects you are involved in and going beyond what is expected, you can demonstrate your interest in the work and anticipate future needs or tasks. This proactive approach helps to achieve goals more efficiently and effectively, ultimately leading to greater success for both you and your client.”

Tip #4: Establish clear work-life boundaries

Virtual assistants can have clients in different time zones, but that doesn’t mean they should jump out of bed any time there’s a client request. Setting boundaries will help you achieve a work-life balance as a virtual assistant and show your clients (and potential clients) you value your time. 

Ultimately, setting boundaries leads to better end results, which benefits the client as well, according to Adrian Tamminga, an entrepreneur running Iron Embers who often collaborates with virtual assistants:

“Encourage your virtual assistant to maintain a healthy work-life balance by setting boundaries for work hours and respecting their personal time. This will help prevent burnout and ensure they remain productive.”

Tip #5: Invest in training and education

Embrace the power of lifelong learning and the fact that there’s always room for improvement. Educating yourself will keep you on top of the latest trends, help you gain new skills, and excel at the virtual assistant job. 

For example, you can always: 

• Be on the lookout for webinars, 
• Attend training courses, 
• Read the right literature and articles, and 
• Follow the good practice examples you can find online.

Speaking from experience, Grace is convinced that learning new things equals higher rates, at least nowadays, in the Information Age. It’s as simple as that. Embracing lifelong learning is what will set you apart from the competition:

“Always upskill, always learn. There are a lot of free tutorials and certifications; there’s HubSpot online, Google learning, LinkedIn learning… There are also paid courses that you can always use to stay relevant.”

Apart from VAs investing in themselves, once again, Adrian pointed out that companies and clients can contribute to the growth of their VAs:

“If your virtual assistant needs to acquire new skills or knowledge, invest in their training. This will enable them to perform tasks more efficiently and effectively, ultimately benefiting your business.”

FAQ for becoming a virtual assistant

Last but not least, here are the answers to the most commonly asked questions regarding the virtual assistant industry and job — once again, our experienced interlocutors shared their takes.

Are virtual assistants still in demand in 2023?

In short — yes. 

The latest data indicates that the global virtual assistant market grew at a 41.9% compound annual rate in the previous year. In 2022, the estimate was $9.62 billion worth, while it was $13.63 in 2023. 

Moreover, the same report shows that growth is expected to continue, and the projections for 2027 are set at $44.34 billion.

How much money can you make as a virtual assistant?

There’s no fixed amount of money that virtual assistants earn. Their pricing models and hourly rates can vary depending on their:

• Industry and niche,
• Type of business operation, and 
• Type of clients.

According to Indeed, the average hourly rate for virtual assistants is $26.73, and a recent CNBC article states that, for specialized skills, virtual assistants can earn up to $100 per hour.

Is it hard to become a virtual assistant with no experience?

Since what’s hard for one person to do completely depends on their skill set and competencies, there’s no definitive answer to this question. 

We’ve asked Caroline Marshall, the founder of Upsource, to share her 2 cents and she suggests it’s best to have at least some prior experience, before committing to virtual assistance as a full-time job:

“I would definitely say if you have no experience this isn’t a training, a starting out role. Perhaps an employed role would be right for you before starting a business supporting others. However, if you have a work history — you can normally look back on your work experience and find an area of the VA world that may work for you — for example, if you worked in sales, you could definitely carve out a service in sales support for clients! Understanding your strengths and potential areas of growth is definitely needed to be a great VA (and likewise understanding your weaknesses).”

Is it hard being a virtual assistant?

Like every other job, there will always be ups and downs in the virtual assistant job. Remember to keep your motivation at the highest possible level and power through rough times.

To do so, you can implement a self-reward system, for example — a favorite piece of candy for each completed item on your to-do list, and a massage/night out for a full week of completing daily agenda sound about right.

We’ve asked Grace to put in her 2 cents, and she admits that the most difficult part of being a virtual assistant is — time management. In her opinion, stress goes hand in hand with bad or inadequate time management skills:

“If a virtual assistant is able to manage time, they will be very successful. The stress level is a component of time management, either associated or significantly related to the set of skills. So if there are aspects where the virtual assistant is not managing their time, that’s when the stress level will come.”

Can you be a virtual assistant as a side hustle?

As a virtual assistant, it’s up to you to determine what amount of workload works best for you, so the answer is yes. 

For example, you can work part-time and have only one client. Caroline agrees and even recommends starting that way:

“You can definitely start as a side hustle! I would highly recommend it if you aren’t in a position to leave a salaried role. Before Upsource existed, I had one 10-hour client around my 4-day-a-week job (1 day a week was mummy day) — but my advice is always BE HONEST. It will surprise you how many clients will be open to flexible working for the right person. Never take on clients on hours you can’t achieve in your side hustle, it will harm both of you in the long run!”

How many hours can a virtual assistant work?

Again, there are no specific rules, as this is a highly individualized aspect of work. The total number of hours per week may vary depending on the number of clients and the expertise of a specific virtual assistant.

As Caroline explains, there is no true “average” as every client needs different services:

“At Upsource, while our packages start at 10 hours per month, our average retainer for clients is 30-40 hours per month (approximately 10 hours per week). This ensures we can really build strong long-term relationships with our clients and add value to their work week. However, some clients may only need a few hours of bookkeeping per month as an example, but that still makes a difference to their work-life!”

Now, from Grace’s extensive experience, virtual assistants usually dedicate at least 40 hours per week to work, the same as an average full-time employee:

“For virtual assistants, the more hours, the better — if you’re paid by the hour. I think on average, the most common is really full-time — 40 hours per week. Some VAs are servicing 2 or more clients, so they could be providing full-time service for one client, at 40 hours, and then another client part-time, at 20 hours.”

She further explains how the weekly total depends on what can a virtual assistant deliver, and the value of the end results.

Do virtual assistants work from home?

The flexibility of working remotely allows virtual assistants to work from home, so the answer is mostly yes. However, just as for any other remote position, some people will prefer to rent an office, use a coworking space, or be a digital nomad, to provide a few examples.

The position of a virtual assistant is obligatorily remote, and Grace likes to emphasize that as one of the main perks of the job:

“Probably 80% of the time VAs are working from home and then, maybe on weekends, or perhaps on a quarterly basis, they travel with their family. They can go to an island or go abroad, and still work — because it’s remote working. They can still bring their laptops and serve their clients. So, I think 20% of the time is spent on holidays, weekends, getaways, quarterly vacations, but still, for a part of it — they are working from anywhere, still freelancing, still doing remote work.”

Can a virtual assistant start their own business?

Long story short — yes. Even though many virtual assistants choose to work as freelancers, they have the option of registering the company as a legal entity and becoming solopreneurs.

As Caroline explains, the first thing to do when starting a VA business is to ensure everything is legit, like the insurance and taxes registration. She recommends setting the following steps as a priority:

• Getting a domain-registered email address,
• Telling everyone about your new business — the best way to get clients is word of mouth and referrals, and
• Creating a business and finance plan.

Grace further explains how, when it comes to VAs starting their own business, it’s all about the entrepreneurial mindset — i.e. having a clear purpose, vision, mission, and goals. However, she also adds that officially registering a business is a step that should come naturally to virtual assistants, only once they’ve been established as a personal brand:

“It starts with the entrepreneurial mindset, then — creating a brand and online presence out of it. Registering the entity with a government should come later on, when everything’s stable.”

Do you need education to be a virtual assistant?

We asked Caroline to solve this mystery as well, as she works with many types of virtual assistants, and she explains that formal education is not obligatory:

“While the beauty is you need no formal education/qualifications, a great VA, in my opinion, will be invested in their CPD [continuous professional development] and always learning!”

You’ll be happy to hear there’s an abundance of affordable online courses, e.g. virtual assistant courses on Udemy, and other resources to guide you through this career-changing process. Moreover, there are communities you can join and mentors who are available to offer advice, just as Caroline highly recommends:

“Explore joining VA memberships and getting a coach — all those questions are so much easier if you are connected with the right people!! I have a VA coach myself who has been invaluable to the growth of my business Upsource.”

Wrapping it up: Hop on the train — virtual assistants are on the rise

In a nutshell, it’s no wonder that the VA industry has been rapidly expanding, as both virtual assistants and their clients reap the benefits of such arrangements. Flexibility and freedom to handpick who they’ll be working with on one side, and lowering overhead costs and meeting deadlines on the other — it’s a win-win by definition. 

With all that in mind, can you think of a reason why you shouldn’t recognize your skills and turn them into a profitable VA business? Or at least a side hustle to boost your income? We didn’t think so. 

Remember, Batman’s story would be much different if he didn’t have Robin at his side, as every superhero needs a sidekick!

Are you a virtual assistant who has a success story to share? Or an entrepreneur who often utilizes VA services? Based on your experience, are there any other tips and tricks you’d like to share, or perhaps some additional thoughts on the topic? If so, feel free to reach out, write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

However, it’s not all doom and gloom — there are good practice examples too. 

The 14-years-and-counting success story of Dave Thornton is certainly among them, so it’s our pleasure to share it with you.

We’ve conducted an interview with the man himself, whose company Thornton & Lowe has been relying on our time-tracking tool since 2019. 

In our interview, Dave was more than happy to share his thoughts on the following topics:

• His journey of climbing the corporate ladder,
• The importance of time management in business, 
• The role of technology in the modern workplace,
• How his team uses Clockify,
• Achieving a work-life balance, and much more! 

So, let’s jump right in!

Genesis of Thornton & Lowe

It all really starts with an idea, but, how to determine if it is the right idea? The one to invest your time and money in, a once-in-a-lifetime idea that’s worth taking a leap of faith.

According to Dave Thornton, the founder and Company Director at Thornton & Lowe, it’s up to 2 things:

• Critical thinking, and 
• The ability to make precise work estimates for your future endeavors.

Armed with his Master’s degree, Dave successfully completed his graduate training program, which helped him understand procurement, supply chain management, and more. So, Dave then applied for a head office role at the same company where he completed the training.

The role helped him learn a bit more about the industry, but soon enough, Dave was eager to manage his own business operation.

Now, let’s get back to the introductory sentence, and point out that Dave made that vision a reality, and started Thornton & Lowe at the age of 23 — cue the gasp!

Further molding of the Thornton & Lowe organization

Fast forward to almost a decade and a half, the student becomes the master, and today, Dave is a successful company owner. His company has specialized in bids and tender writing, all while boasting a whopping 75% success rate across 3 divisions, and 30(ish) in-house employees.

What Thornton & Lowe offers can be categorized into:

• Bid Writing Support,
• Bid Training, and
• Bid Resources.  

What can we learn from Dave’s example?

It appears it’s not only about the idea but rather about the execution of it, and completing the steps to make it work. 

Soon enough after the idea had emerged in his head, Dave set his mind to the realization part:

“I quickly started to think about what I needed to turn this into a proper business.”

So, to be able to put his money where his mouth was, as every other small business owner — Dave had to learn to: 

• Adequately define his career goals, 
• Set and pursue the SMART goals, 
• Manage a team of employees, and
• Calculate and do payroll for his employees.

The art of delegation, a.k.a. the key to avoiding overwork

With steady growth, the roles and responsibilities of the person in charge can rapidly change. Adapting to the new position of Director, Dave had to learn to delegate tasks to his team, to be able to stay focused on the big picture stuff. 

More precisely, to do so without being overworked.

Working outside our regular business hours is not uncommon, especially for business owners. So, what Dave now realizes and admits is that he didn’t nurture work-life balance:

“I worked almost constantly, including evenings and weekends, and including every day on my honeymoon!”

Here, I’d like to take a moment to acknowledge that Dave included an apology to Mrs. T for the aforementioned situations, so I hope she’ll appreciate the gesture! 

So, back to overworking.The lack of balance caused by overworking is a straight path to career burnout, and in this instance, being ambitious doesn’t help. Such tendencies are most likely, as in Dave’s example:

“A perfect example of bad time management, coupled with an obsession with the business.”

Trying to achieve a work-life balance, nowadays, Dave prefers to be obsessed with his daughters’ lives instead (whom we have to thank for the picture above!)

Now back to business. With the expansion of his team and client base, Dave needed to actively manage and track multiple projects. Well, to prevent overworking, that also meant he had to learn to let go of being on top of every detail.

What we can conclude from Dave’s journey is — the recipe for success must include the following ingredients:

• Continuous improvement of time management skills, 
• The right combination of tools and software solutions, and
• Trustworthy, accountable, and dependable team members.

Let’s see what is considered to be the opposite of what Dave mentioned — and provide an example of good time management. 

The importance of workforce management and time management for small businesses

Management of any kind requires high levels of social intelligence and critical thinking. It’s only natural that a leader should carry such characteristics, right?

After all, in the world of business, the very term management is defined as “the process of planning and organizing the resources and activities of a business to achieve specific goals in the most effective and efficient manner possible.”

Since Dave was clear about his goals from the beginning, he elaborates on the further development of Thornton & Lowe, especially the company’s workforce management:

“The strategy has been to train up a team I can trust, promote, and reward. I then need to let them do their jobs, take ownership, and report in. As a small business, I’m pleased to say this now happens across most areas — marketing, sales, recruitment, operations, and training and development.”

Dave, having mastered the art of delegation and now being well aware of the importance of time management, as an inspiring leader he is, made sure that his company policy reflects and promotes such values.

“Working on time management is essential for any business to operate effectively and efficiently. Not least because not taking the time to plan one’s own time effectively will inevitably prevent stress and anxiety about looming deadlines or outcomes that are not being progressed.”

The same as for the well-being of his employees, Dave cares and has the utmost respect for deadlines. It kind of makes sense, given his choice of profession, as regularly having to do with bids and tenders does imply various time-sensitive operations.

“As a bid writing business, we work to strict external deadlines. What’s more, as a consultancy, we have our own internal and client deadlines before the tender itself is submitted. As such, time management is essential.”

Thornton & Lowe discovering Clockify: Thank you, Google?

Before finding out about our time-tracking tool, Thornton & Lowe team had already experimented with 2 similar solutions. Needless to say, all the attempts were futile. 

As Dave was still on the lookout for another tool, that would be the right fit, he kept conducting Google research and going through the reviews. That’s how he stumbled upon Clockify and decided to check it out.

Once the workspace became active, managing deadlines somehow became easier. You wonder how’s that? Dave claims that the key to managing deadlines is time analysis.

“In the business, when we identify concerns over time management we start by reviewing what is happening, where the time is going. We can’t do this, if we don’t monitor all that time, and Clockify is our solution, of course.”

Without mentioning any specific names, we asked Dave to sum up the main reason for the previous solutions not working for Thornton & Lowe.

“Those [solutions] provided some similar functionality [as Clockify does] but did not save our progress as we went along and were less flexible. So, we’ve been using Clockify since 2019 now.”

Now, let’s see what was it that made the Thornton & Lowe team stick with our team tracker, what made it stand out from the crowd.

Clockify features Thornton & Lowe team enjoys the most

The main purpose of any software is to make our lives easier, which is exactly what happened when Dave’s team switched to Clockify. 

Now let’s check out why, as Dave pointed out the following 3 features as the most beneficial for the Thornton & Lowe team.

Feature #1: Reports

Now, we were wondering which aspects of his business were improved, specifically, and here are Dave’s 2 cents:

“Our ability to generate impactful reporting which shows how our time has been spent on projects, whether we are on track and/or where we can make our process more efficient for the benefit of our staff and clients.”

These reports provide you with all the necessary data in just a few clicks, which Dave greatly appreciates. Apart from being able to review how his team members spend time, he can easily filter the data by: 

• The project, 
• Period, or 
• A specific employee.

This allows Dave to check if there’s any room for improvement, and if so, to pinpoint where.

Feature #2: Timesheets

In addition, Dave again emphasizes the importance of accountability, as we’ve established that micromanagement isn’t his cup of tea. He explains how Clockify is central to their professional development and performance:

“We set up a timesheet entry for every project and have set tasks for each project which are aligned to our process. This enables self-monitoring of each consultant’s progress against the budget and provides visibility for our management time.”

Dave further explains that, when work takes longer than expected, this also enables them to identify if, where, and how they should be adjusting their quoting for future projects. 

“This drives accountability for how individuals spend their time, owing to the transparency it provides. But it also empowers individuals to work with their managers to identify where they could be more efficient.”

So, another feature that proved to be a gold mine for Thornton & Lowe team was Timesheets. Each of Dave’s employees is savvy about the possibilities that come with Clockify’s features, so they reap all the benefits by:

• Setting and using projects and tags,
• Adding descriptions to tasks, and 
• Altering billable and non-billable hours status.

Such a transparent breakdown of everyone’s work is how Dave’s team manages to stay on the same page, and up to date at all times.

Feature #3: Calendar view

When it comes to improving team productivity and efficiency, here’s a suggestion that works out for Dave — “Review and re-prioritize regularly.” 

Life’s hectic, unpredictable, full of distractions, and often on the go, so you shouldn’t beat yourself up if you don’t manage to clear your to-do list for the day.

Dave’s approach to the issue is prioritization, and Clockify’s Calendar view makes it easy to set and reorganize goals and priorities for the day:

“Personally, I know what I want to achieve on any specific day and what tasks are required to do that. I know their priority and what can be moved if required. Everything else is ‘nice to do’ which I fit in when I can.”

A lot can change in the 24-hour period, so try to follow Dave’s example — always break your projects down into tasks, and each day, identify what your priority goals are. Everything else you manage to complete becomes a bonus and something not to include in your tomorrow’s list.

Benefits of using Clockify for small businesses operations

Numbers and statistics are not for everyone, but still, we all have to admit that some of those numbers have the power to change everything. There’s a good reason data has been in the midst of the global trade and economy for a while now. 

Put simply, having insights into those numbers and further analyzing them creates opportunities to learn from our mistakes (instead of just feeling frustrated about the delay, or even a failure).

Tracking the allocation of your time helps you pinpoint the time-wasters, thus enabling you to reach your daily targets and goals more easily.

So, the key perk of using Clockify, according to Dave, merges the 3 features we’ve mentioned in the section above (Reports, Timesheets, and Calendar view), and translates into using the data to your advantage. 

Let’s quickly go over the top 3 benefits of doing so, or as Dave puts it, of:

“Monitoring progress against the plan and flagging any issues early.”

Benefit #1: Satisfied employees

Once you dodge the bullet of the state of burnout, the symptoms of it become clear and detectable. It goes both for yourself, but others as well. 

That’s why Dave also uses Clockify to have an overview of everyone’s hours. He likes to make sure that excessive overtime simply doesn’t happen for his team members:

“By ensuring that all time is tracked, we also use Clockify to monitor overtime, and to monitor staff wellbeing. We conduct regular wellbeing checks and have identified where time off in lieu should be arranged for a particularly challenging deadline/project (which anyone in the bidding world will certainly have experienced!)”

Benefit #2: Satisfied clients

Engaged and satisfied employees mean higher productivity and better overall performance — it’s really as simple as that. When your team’s operating like a well-oiled machine, every obstacle can be turned around and made into an opportunity instead.

That’s because satisfied employees are more proactive, motivated, and attentive to their tasks, as well as communication with clients. The result is — a higher level of client satisfaction.

Leveraging the power of technology can never hurt in the process, so Dave adds that their clients also benefit from Clockify:

“For contracted clients, we will typically quote our time with the offer that if we spend less time than quoted, we will only charge for the time actually used. This has allowed us to pass savings directly back to our clients and improve their value for money from the service. Without formal time tracking, this would not be possible for us to offer.”

Benefit #3: Business growth

As you may conclude from all the above, an equation including satisfied employees and clients on one side must result in the positive value on the other side.

Satisfied employees + Satisfied clients = Business growth

So overall, for Thornton & Lowe, Clockify is a tool that speeds up that growth.

“This [Clockify] has improved the professionalism of our business and enabled us to capture and, more importantly, use data regarding how our team spends their time at a level that wasn’t previously possible.”

Who would Dave recommend Clockify to and why?

Before sharing our final thoughts, we thought you might be interested in hearing who would Dave recommend Clockify to and why. He was more than willing to state his opinion:

“Any professional services business, as Clockify is really flexible, offers value for money against competing systems, and provides a structured and easy-to-use means of tracking your team’s time.”

Meaning — basically everyone in the world of business who strives to be the best version of themselves can benefit from using Clockify. He adds how the usage is completely hassle-free, unlike their previous experiences had been, which is another reason for the recommendation:

“Based only on frustrations of previous systems, the user interface is very easy to use —  it doesn’t require lots of training because it just makes sense. The fact that entries save in real-time is also a big contributor to a positive user experience.”

Expanding on the topic of user experience, we’ve asked Dave about his team’s experience with our customer support. 

Whether there’s an issue to be resolved, or an inquiry about a new feature, Dave’s recommendation has another meaningful layer and depth — as he explains it, they value Clockify because of the support and honesty when they came to discuss renewal:

“We were guided towards the package which genuinely met our requirements and we really valued the time put into engaging with us to discuss options and understand our needs. Whenever on a rare occasion we have otherwise needed customer support, we have found this to be quick and simple.”

Wrapping it up: The only way up is through!

We hope that Dave’s inspirational story has reminded you that sometimes we must take a leap of faith and bet on ourselves. Admittedly, there are no guarantees for success, and challenges are inevitable, but…that’s what happens in real life.

The way we choose to allocate our time is what makes all the difference — shapes our habits, routines, personalities, and eventually, our way of life. 

We can all learn a thing or two from Dave’s admirable journey, primarily to start taking matters into our own hands. Just bear in mind, Rome wasn’t built in a day!

Also, that we have access to something that the ancient Romans didn’t have — modern technology and software solutions. As you can conclude from the article, Dave fully understands that, but the more important question is — do you?

What do you think about this success story? Is sharing your story with our time tracker something you’d be interested in? Feel free to share your thoughts! Just write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

Easy, peasy, right?

Well, not for everyone, as many industries and professions — such as doctors, nurses, emergency responders, and receptionists — require work during night shift hours.

If that sounds all too familiar, you need to read on — to find out how to work night shifts and stay healthy, having in mind all the risks and frequently asked questions. 

Let’s dive right in.

What are the risks of working night shifts?

Despite the fact that some people are simply more productive during the night, continuously working a night shift means shifting your 24 hours upside down. 

This habit, as you can imagine, comes with various potential issues and risks. 

Some of those issues will have short-term impacts, while others can be more damaging and have long-term negative consequences. 

To name a few most important ones that we’ll further cover in more depth, working the night shift may result in:

• Circadian misalignment,
• Vitamin D deficiency,
• Higher risk of various diseases,
• Sleep deprivation, and
• Unbalanced lifestyle.

Now let’s examine why we’ve categorized the issues above as “risks,” according to scientific evidence.

Risk #1: Circadian misalignment

The first thing to remember is that our internal biological clock is more or less in sync with the circadian rhythm. 

That’s exactly why prolonged work on a night shift must result in your body’s reaction, the most common being the development of a sleep disorder. 

On top of that, everyone else is operating on a “normal” schedule, so catching up with the rest of the world is a bit more complicated than it should be. And, honestly, a bit more frustrating.

But we’ll get to the social aspect of circadian misalignment a bit later in the article. For the time being, let’s stick to the physical and physiological consequences and mention the importance of regular vitamin D absorption.

Risk #2: Vitamin D deficiency

To put this simply, just think of the word sunshine, the association, and the mental image connected to it. I bet it’s positive (hopefully even tropical).

However, it’s not only in our heads that being exposed to sunlight makes our lives better. 

Why? Because of the sunshine vitamin — vitamin D.

Apart from being a hormone our bodies produce, vitamin D is also a necessary nutrition source found in certain foods, such as:

• Salmon,
• Tuna,
• Mushrooms,
• Egg yolks,
• Herrings,
• Soy milk,
• Yoghurt,
• Orange juice, and
• Caviar (in case you feel really fancy).

Why is vitamin D important?

Apart from playing a role in our heart, nerves, and muscles functioning adequately, vitamin D is essential to our well-being as it helps our body absorb calcium. The deficiency of calcium is a straight path to inflammation, and even osteoporosis.

Long story short, pay attention to your daily vitamin D intake since it will help you stay focused and take back control of your time.

Risk #3: Higher risk of various diseases

As we’ve mentioned in the circadian misalignment section, such a disruption can harm various biological processes. Thus, if working overnight is a common occurrence in your life, you should at least be aware of what you need to pay special attention to.

After all, in October 2007, the International Agency for Research on Cancer categorized night shift work as a chronodisruption of the circadian rhythm in group 2A. Extensive research on the topic, including results from the aforementioned study, all indicate that shift work is probably carcinogenic to humans.

So, speaking about the health effects associated with working the night shift, here are some of the worst-case scenarios, apart from higher chances of developing cancer:

• Cardiovascular disease,
• Metabolic syndrome, and
• Diabetes.

Temporarily sleeping against the clock is not your main issue here, as you can conclude. What we’re talking about is mostly the long-term effects of an inadequate sleep schedule.

Risk #4: Sleep deprivation

As we’ve already explained, having to be awake during the night is not natural. Moreover, it’s completely out of sync with the aforementioned circadian rhythm.

As a consequence of sleeping against the clock, according to UCLA Health, night shift workers get approximately 2 to 4 hours less sleep than recommended, on average.

Consistent lack of sleep can further easily lead to serious health issues, according to data from the National Library of Medicine. Here’s to provide a few examples:

• Heart disease,
• Gastrointestinal difficulties,
• Metabolic problems,
• Obesity, and even
• Certain cancers.

As you can conclude, sleep deprivation and even deficiency are both risky conditions that further need to be treated — it’s as simple as that. 

Otherwise, some of the following scenarios are likely to occur, as a prologue to the conditions from the list above:

• Memory issues,
• Mood changes,
• Weakened immunity,
• High blood pressure,
• Trouble achieving deep work,
• Weight gain, and
• Poor balance.

If you’re not getting enough sleep, your central nervous system will send you signals along the way. You must pay attention to those signals, as, if that happens — it’s a clear sign that you need a break from working night shifts.

Additionally, sleep deprivation is likely to cause or increase paranoia in a person, so it’s unwise for anyone struggling with mental health to work night shifts for a prolonged period of time. 

Risk #5: Unbalanced lifestyle 

Apart from your body resisting your existing schedule, social gatherings starting at 10 p.m. or so are suddenly a no-go. 

Once your mind’s aware it has to go to work soon, calculations take over, and you’re not really able to relax. Additionally, social interactions can start to drain your energy, and you’ll be more easily agitated. 

But, you know what? It’s not always up to you to fit into someone else’s schedule. Try arranging gatherings that don’t clash with your current schedule, or in the words of Alexis Haselberger, a time management and productivity coach:

“Make plans at hours that work for you. Maybe that means more breakfast dates than dinner dates!”

10 Ultimate tips for staying healthy and productive on a night shift

While working night shifts can be exhausting, if you pay attention to the right aspects of your health and track your habits, you can live a healthy life AND be productive during your shift. 

So, without further ado, here are the top 10 tips to help you adjust to working the night shift while not compromising your health.

Tip #1: Expose yourself to bright lights during the night shift

We’ve already mentioned vitamin D deficiency as one of the most detrimental risks of working the night shifts only. 

So, here’s a possible solution to help you minimize the damages, in the words of Matt Claes, the head coach and founder at Weight Loss Made Practical:

“The composition of sunlight in the morning is different from evening sunlight and your body is able to “tell the difference”. To compensate for the night shifts in terms of health and make them more productive to some extent, you can fight light with light. In practice, this will mean exposing yourself to bright lights, likely artificial ones, when you wake up and throughout the night shift. The closer you get to bedtime again, the more you want to dim the lights.”

Matt also adds that, if this is a permanent kind of situation for you, you should definitely consider investing in the right “equipment”: 

“There are even special lamps that simulate the sunlight cycle to make this light manipulation easier and more effective. You do want to keep in mind that these lamps are not perfect and can get pricey. That aside, even more basic light exposure manipulation should be able to help people who work night shifts improve their health and productivity.”

Summa summarum — fight light with light!

And, since working a night shift means regularly being asleep during the natural sunshine period, you may consider taking a supplement. 

* Note: Consult with your pharmacist regarding dosage, as you don’t want to exceed the Recommended Dietary Allowance for adults threshold, as Harvard’s School of Public Health suggests.

Tip #2: Optimize your environment for sleep

Now, according to the National Institute for Occupational Safety and Health, creating a good sleep environment means to:

• Sleep in darkness,
• Reduce noise,
• Keep it cool (temperature-wise, for starters), and
• Keep a separate area for sleep only.

Being very much in alignment with all that we’ve mentioned, here’s another tip from Alexis Haselberger, who’s been working with clients in different time zones for a while and knows a thing or two about working during the night:

“Use blackout curtains or a sleep mask to keep the light out when you’re sleeping during the day.”

Suggesting the same, Leena Chitnis, the CEO and founder of Timberdog, who’s also worked the night shift for years, couldn’t agree more. Additionally, she recommends paying special attention to the room temperature.

“KEEP A ROOM COOL: 68 degrees (Fahrenheit) is now considered the optimal temperature for your sleep area. If this is too cool, consider adding an extra light blanket on top of your comforter.” 

Tip #3: Eat well and at the right time

A healthy and nutritious diet goes a long way, in terms of your overall health but also specific aspects such as productivity and efficiency.

To provide an example, the latest productivity stats indicate that adequate nutrition boosts productivity levels by a whopping 25%. 

So, here’s what you can do to reduce the impact of chronic circadian misalignment, according to Chester Wu, MD and a double board certified in Psychiatry and Sleep Medicine:

“If you work night shifts, consider having a meal before and after your shift and not eating during the night shift itself.”

Apparently, daytime eating helps prevent the circadian misalignment, as 2021 study results show. 

Moreover, Chester adds that:

“Eating at night or late in the evening can change the timing of your peripheral clocks and cause misalignment between them and your master body clock. And the longer you’re in circadian misalignment for, the greater the risk of health issues.”

Another person with relevant experience with working night shifts, Jeremiah Shaw, athlete runner and the CEO at Running Wilder, makes a similar point and reminds all the night shift workers not to forget the basics and:

“Eat well! It might seem like an obvious one but sometimes we get so busy with our day-to-day lives that we forget about eating healthy meals. Make sure that you’re eating lots of fruits and veggies every day (and maybe even adding in a few snacks here and there) so that you don’t get sick when working through the night!”

Tip #4: Have a regular exercise routine

There are many benefits of exercise, as it is a great way to increase the oxygen levels in your blood. According to the National Health Service article, people who exercise regularly have:

• Improved mood, sleep quality, and energy,
• Reduced risk of stress and depression, and
• Reduced risk of various illnesses (by a stunning 30%).

That’s why Jeremiah also promotes the importance of regular exercise and, as a night shift worker himself, explains how to implement the habit hassle-free:

“I also try to get as much exercise as possible when I’m not at work. If you can’t fit in a regular workout routine, try taking dog walks or going for hikes with friends on the weekend (or even during your lunch break). That way you’re getting some extra exercise each week without having to try too hard.”

Furthermore, the UK Chief Medical Officers’ Physical Activity Guidelines recommend at least 150 minutes of physical activity per week for healthy adults. 

So, you can see where we’re getting at — exercise is important!

Tip #5: Try melatonin for better sleep

When it comes to quality of sleep, the first thing that comes to mind is melatonin, commonly referred to as the sleep hormone. Serving as a vital part of your sleep cycle, the release of melatonin is actually a response of your brain to darkness.

As you can imagine, your natural melatonin levels are the highest at night, as being exposed to light instantly blocks your melatonin production. 

So when your job requires you to be awake at that time, Alexis has another suggestion for you — just try melatonin as a supplement. It may work wonders for your sleep quality, above all.  

* Note: Before use, please consult with your doctor or another qualified health professional for personalized medical advice.

Tip #6: Keep your mind engaged during the night shift

Just as the night shift work can impact you on a biological level, effects can be seen at the psychological level as well. 

Such a schedule is likely to cause decreased brain activity and further result in impaired cognitive performance, as the latest research suggests.

That’s why it’s vital to do everything you can to keep your brain engaged and active during the night shift. The options are endless and will vary depending on your personality type, job description, and the specific level of motivation you feel at the moment. Here’s a tip you can use to combat the issue, which Elizabeth Pharo, the CEO and Chair of the Board at Divorce.com shared with you firsthand:

“One of the biggest challenges of working nights is staying focused when the rest of the world is sleeping. To combat this, I suggest finding ways to keep your mind engaged. Audiobooks and podcasts can be a great way to stay mentally stimulated while still being able to focus on your work.”

Podcasts may not be your cup of tea, but surely you can think of something that rings a bell when you hear the words mental stimulation, so use it to your advantage. 

Tip #7: Vary your tasks during the night shift

More work variety goes hand in hand with the previous segment — keeping your brain stimulated. Being in charge of different types of tasks will help you stay focused on the matter at hand and thus reduce the margin of error in your performance. 

Why is that?

Well, because even though our brains are extremely complex, at the same time, it’s ridiculously easy to trick them into thinking exactly what we want. 

Varying our tasks helps us perceive our routine as not being monotonous. It’s as simple as that. Here’s what Mike Pace, health and productivity coach and an ergonomics expert, has to say about varying tasks during night shifts:

“Your mind and body will thank you. If you can vary your tasks throughout your shift, you lessen your risk of fatigue and pain that can be associated with repetitive tasks. Task variation also helps keep your mind focused as it does not allow your mind to wander.”

So, some of the perks of varying tasks and even positions can include:

• Higher motivation,
• Higher productivity, and
• Lower resignation rates.

Tip #8: Monitor your water intake

Okay, this one goes for anyone and everyone, but it just might be slightly more relevant to people working night shifts:

Stay hydrated!

Our bodies are up to 75% made up of water, so when we say it’s essential for all life, it really is the truth. 

Here’s what water does to the human body, among other things:

• Allows cells to grow, reproduce, and survive,
• Regulates body temperature,
• Helps manufacture hormones and neurotransmitters, and
• Helps deliver oxygen all over the body.

For this reason, instead of chugging coffee and energy drinks to help you stay awake, Elizabeth from above has something else to share and recommend to all the night shift workers:

“It’s all too easy to fall into the trap of relying on junk food and caffeine to keep you going, but trust me, in the long run, all of these could damage your health, so you might not be able to be productive anymore. And don’t forget to drink plenty of water! I mean, water, not soda, sugar drinks, or tea. Dehydration can sneak up on you, especially if you’re relying on coffee to get you through the night.”

The takeaway is, once again — stay hydrated!

Tip #9: Don’t feel pressured to attend every social event

As we’ve mentioned earlier, your schedule may require your social circle to adapt to the fact. After all, what’s wrong with breakfast or brunch gatherings? 

Managing your social life while working night shifts means finding a time slot in the day when both parties can be present (and fully awake). So, as you can conclude from Jeremiah’s take on my question about how to manage all that, you’ll simply have to be okay with skipping some family or friend-organized events:

“I make sure to get plenty of sleep during the day — even if it means staying home from family dinners so I can catch some extra …zzz’s. It’s not always easy, but it’s worth it!”

Tip #10: Use an app for monitoring your behavior

Now, this goes for everything we’ve mentioned above — water intake, adequate nutrition, social events calendar, etc. — only if you monitor your habits and behavior can you adjust what needs to be adjusted if need be.

So, last but not least, Leena has another pro tip for people working night shifts — to simply leverage the power of technology. Here’s how she put it:

“I use an app to monitor my water intake, daily exercise and other daily goals that I set for myself. I found that working nights can be quite disruptive, unless you are used to it or have apps that can help to keep you on track.”

Just because your schedule is disrupted, in a way, doesn’t mean meeting your goals and objectives should suffer too. A simple habit-tracking app can go a long way in terms of your overall well-being and every aspect it includes.

As you can see in the screenshot above, Clockify can provide valuable insights into where your time goes, helping you monitor your habits and work on improving your routine. With just a glance at your Dashboard, you can easily pinpoint your unproductive habits. Only once you’re aware of which habits are time wasters can you start avoiding those.

FAQ about working night shifts

Now, before we wrap up the article, let’s give you the answers to the 3 most common questions regarding work during night shifts.

Can you live a healthy life on the night shift?

Put simply, the answer’s yes. 

You do have to take special care of your physical and mental health, though. Getting enough sleep, having a balanced and nutritious diet, staying hydrated, and regularly having checkups with your doctor are great starting points.

How many hours of sleep is healthy for the night shift?

According to the National Sleep Foundation, adults should get between 7 and 9 hours of sleep per day.  

Even though the release of melatonin is highest when night shift workers are awake, our bodies (and minds) mostly care about whether we’ve provided them with enough sleep in a 24-hour period. Meaning — it’ll still count if you get some sleep during the day. 

This might include taking a nap after you get from the night shift, and then sleeping longer prior to the next night shift. Bear in mind that the total sleep time for the day shouldn’t exceed 10 or 11 hours, nor be shorter than 5 or 6 hours.

What time is best for exercise for night shift workers?

Even though this can be a highly individualized aspect of health, some experts recommend exercising 30 to 45 minutes before the night shift starts. 

However, the evidence shows the most important aspect is to follow your body’s flow and energy levels when it comes to exercise. Individual night shift workers should therefore take multiple biological and behavioral factors into consideration, and act accordingly.

Here’s to name a few most decisive factors:

• Any pre-existing health conditions,
• Our body mass index, and 
• Time spent on physical activity.

The moral of the story is — if you feel like exercising after your night shift, just do it at that point of your day. 

Wrapping it up: You CAN stay healthy while working the night shift 

As you can conclude from the article, working the night shift comes with a fair share of losses. 

However, if your profession requires you to do so, you’ll be thrilled to know that you CAN stay healthy despite the fact that you’re operating on a different schedule than most people. 

It’s still vital to be aware of the potential negative effects and try to combat their occurrence and further development. Live a healthy life, stick to the pieces of advice we’ve shared, and be okay with having others adjust their schedule for your own sake. 

After all, it’s all about achieving the desired work-life balance, regardless of the shift we mostly work.   

Are you a night shift worker yourself? If you’d like to share any other tips and tricks, or perhaps some additional thoughts on the topic, feel free to write to us at blogfeedback@clockify.me. That way, you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

Let us share the inspiring story of such a person, 1 of 2 people behind the Assuaged Foundation, which is a national non-profit organization (NPO) based in California. They offer a vegan e-commerce app to support their main charitable mission of actively “bridging the gap between healthcare and self-care”. 

Assuaged has been a Clockify user for years now, so we had to reach out and learn more about their experience with our tool. 

We had the amazing opportunity to interview the Foundation’s CFO, Cynthia Murphy, and learn more about their journey, mission, and values.

Here’s to name a few topics we discussed with Cynthia:

• The holistic approach to wellness,
• The importance of time management, and
• Their experience with our time-tracking tool.

There’s much more to it, so, let’s dive right in!

The origin story — Assuaged Foundation 

For the Assuaged crew and their internship program students, it is all about progress, improvement, and lifelong learning. 

What started as a mobile app with the same name as the organization, as Cynthia explains, has now become a community, and much more. Making a profit from their e-commerce business allowed Assuaged to use the funds to focus on their public health education platform and upskilling college students.

Here’s to name a few relevant things that Assuaged is today:

• A free award-winning charity app and website (apart from blogs, recipes, and public health resources, both have an integrated online store),
• A plant-based vegan educational platform,
• A public health advocacy tool for student learning and skill-building, and
• Online vegan and hemp products store.

What matters is that the range of services and products Assuaged offers is based on the same core values — wellness and improvement.

Striving to be the best version of herself, Cynthia is currently pursuing her Doctorate Degree in Business Administration. Before that, she obtained 2 Master’s degrees in Public Health and Psychology at Purdue University Global, and through Assuaged, she managed to merge the 2 of her passions.

Cynthia is not alone on this mission, and her original partner is her life partner — Thane Murphy — a disabled veteran who graduated summa cum laude from the same university as Cynthia. His specialization was Nutrition and Holistic Medicine, so they’re both driven by being the change they want to see in the world.

The motto the founding couple chose for Assuaged is in sync with their values: 

“Be your healthiest and live longer.”

Many sponsors and partners have recognized the importance of Assuaged’s mission, and things are starting to fall into place. With over 650 students they’ve empowered so far, their community continues to grow by the day.

The story behind the motto: “Be your healthiest and live longer” 

Now let’s look deeper into the meaning of their motto. What does “be your healthiest” mean to them?

As Cynthia explains, it’s about the way of life:

“It is really a holistic approach to health and wellness that we exemplify. ”

What separates holistic wellness from the traditional approach is that it encourages an equal focus on our physical and other aspects of health, such as:

• Mental,
• Social,
• Emotional, and
• Spiritual.

Simply put, a holistic approach is centered around the idea we ought to recognize our whole self, and Cynthia highlights that the main point is to embrace our uniqueness — our personality types, biological prime time and energy levels during the day, and what motivates us.

Apart from educating their students on multidimensional aspects of wellness, Assuaged is providing them with tools and practical opportunities for personal and professional growth. 

So, for example, some of their internship students are learning about SEO practices, and they write for the Assuaged blog. Interns try to implement their knowledge and experience, to help further educate the public, and spread awareness of holistic wellness.

“So the concept of health from the backend is being demonstrated by the students. They’re also advocating from an outside point to the public, from a public health view. And the public’s coming to our website, reading the student blogs, and taking in those health notes.”

Since the holistic approach implies taking care of every aspect of our health, we asked Cynthia about the role of time management in planning the day and staying organized.

She agrees that time management skills are crucial for success:

“There’s no other way to handle all of these things without having good time management.”

Now let’s dive deeper into the topic of time management, as we’ve picked Cynthia’s brain about the topic.

Time management in non-profit entrepreneurship

Even though we can say Cynthia is a time management master now, she admits that wasn’t always the case:

“I remember before we really started the internship program, we were making these financial investments and maybe working a couple of hours a day. In the way, I didn’t really have a concept of time management. I just kind of focused on my studies, and it was a whole new space getting into the entrepreneurial world.” 

That’s when Cynthia realized that they need a time-tracking app if they want to level up the Foundation’s operation. As a non-profit organization, their billable hours are virtually nonexistent, so it’s even more important to pay attention to where their time goes.

However, the issue was, as Cynthia explains:

“Time tracking tools do come at a cost and there’s just so many different elements and software out there.”

Without profits and tangible cash, it’s only logical that non-profit organizations are often dealing with money-related issues. The lack of funding is also what makes tracking progress more challenging, as Cynthia explains.She adds that her time management skills were impacted as well, as she was constantly on the lookout for funds.

“Funding is still scarce as a non-profit. All the opportunities out there, the grant writing — all of that takes a lot of time and effort.”

So, what they did is — started a profitable business that sells vegan products, now both in-store and online, to help them save valuable time and overcome financial obstacles. 

Leveraging the power of software

We’ve mentioned that Assuaged’s journey started with a mobile app, so you can already conclude their focus has always been on all things digital. 

Another proof is the Foundation’s focus on empowering students to use software solutions that can help them work remotely.

Cynthia told us many of their partners provide free software to the Foundation. Those solutions are available to all their students, which she greatly appreciates. 

Cynthia adds that nowadays, it’s vital to leverage the power of available software solutions if you want to succeed.

Our time-tracking software Clockify is among the solutions Cynthia finds most useful for both mentors and students.

We’ve asked her all about it, so read on, as the answers are in the following segment.

How Clockify helps Assuaged unravel the success

There’s no doubt Assuaged has gathered the right people and the right tools for this noble mission. We were curious to find out more about how they use our time-tracking tool.

So, we asked Cynthia how and when they found out about Clockify. 

She explains that, once they started expanding and hiring more people in Assuaged, she needed a tool to track their progress and hours. After making several investments in solutions that weren’t satisfying their needs, Cynthia found out about Clockify. 

That happened over 3 years ago, and now, besides the employees, all of Assuaged’s students and interns are tracking their time and productivity with Clockify.

Let’s check out why Clockify is different from the solutions they previously tried, and which features they find most helpful.

Kissing a few frogs before finding their prince — what makes Clockify stand out from other tools?

Before we dive into more detail about specific Clockify features, here’s a summary of Cynthia’s thoughts about our tool:

“Clockify goes from the user-friendly aspect to the cost-effective aspect. You also have the aesthetic appeal.”

As we’ve mentioned, they tried 3 tools before switching to (and sticking with) Clockify. So naturally, we were curious about the main reasons for that. 

Here’s what Cynthia had to say about what made Clockify stand out:

“We made some investments in 3 different software, and in one there were a lot of technology breaks and mishaps. There was another solution, which was just way too complicated and not user-friendly at all.” 

What is more, Cynthia pointed out another issue, while talking about the last tool Assuaged tried before switching to Clockify:

“And then another solution that we ended up settling with for one year — it [the tool] was very expensive. We were kind of scouting out opportunities as we started the internship program, and paying $15 per user per month when you’re hosting 20 to 50 students at one time, that can add up.”

Cynthia adds that she is grateful for finding Clockify, and that she’s sure that was the right investment for Assuaged and all of their students. 

So now, she jokingly claims:

“We had to kiss a few frogs before we found our prince.”

Which Clockify features are most important for Assuaged?

Now let’s see which features Cynthia shared as most beneficial for Assuaged and their students. Moreover, let’s examine why they are beneficial, as Cynthia explained that in our interview as well.

Feature #1: Timer

Cynthia says she loves the timer option, both for herself and for the organization, including  Foundation’s students. 

She shared an interesting story from her own internship days:

“Another reason why we made the investment is that I went on an internship program I had to do to finish my second Master’s in Public Health. And I found a non-profit organization to remotely work for in Washington DC. I was just putting my hours in a Word document — I’d work from 11:12 to 15:10. Then I’d have to sit there and compute like nickel and dime the time, which was just so frustrating.”

Cynthia realized that a timer is all she needed, and that many universities, unfortunately, still don’t offer time-tracking tools to their students. That’s also the reason why she insisted that their students must have one.

“I love the timer. It is excellent, and makes it so easy to where students can go in and hit the timer.”

While she praises the timer, Cynthia adds that the manual entries are also something she finds useful and that she wishes she had such a tool during her studies.

Feature #2: Tags

Here’s what also makes Cynthia’s life easier — with the special emphasis on her students’ improvement — organizing time entries through tags.

“I love the tags, the ability to organize and to really accentuate what you are dedicating your time to. Students have their onboarding, they have the blogs, and see where are they spending more of their time. Moreover, analyzing the way you are spending your time to highlight and recognize those points of efficiency.”

Another beneficial aspect of the tags is the ability to filter your reports by your chosen tag, which can be a project, task, or team member. Well, in Assuaged’s case, a student.

Who would Cynthia recommend Clockify to and why?

In Cynthia’s opinion, everyone can benefit from tracking their time, and once again she emphasizes that Clockify is the best solution for Assuaged.

“That’s why I truly, 100% know that making an investment in your platform is worth it — just given the fact what we’ve been through, and the tools that we’ve used, and where we are today.”

We asked Cynthia to give us her 2 cents — is there anyone else who can (and should) reap the rewards of time tracking? 

Below are her recommendations, so read on.

Recommendation #1: Every organization/corporation offering the remote work option

Another special recommendation is related to the skyrocketing adoption of the remote work setting. This is a major trend that is here to stay, for Cynthia, and one of the focus points for their students, as we’ve mentioned. We asked her about the NPOs using our tool, but once again, Cynthia confirmed that all of us, especially organizations, should invest in our team time management app:

“I would hope that the government organizations are using time tracking tools. I’m sure they are. But I think, a lot of corporations and organizations — everybody’s shifting to the remote culture now and online workforce. So, that is something that’s so important to have, a tool that allows them to track time, not only for the time that you know their staff members are putting into their organization, but also to just examine what hours are going where. And moreover, how to really leverage those advantage points to unravel more success.”

Recommendation #2: Anyone who needs help achieving focus

Another thing Cynthia is grateful for is an improved focus, besides the productivity and efficiency levels. So, she adds that she would recommend Clockify to everyone struggling with focus and engaging in deep work:

“If you don’t try something, if you don’t get out there and do it, you won’t really be able to mold it into anything. Opposed to now, but before I wasn’t really sure where to focus. I think when you identify what your focal point should be, then you can really expand into the horizons and, and get those concepts of time management. Because, I don’t think a lot of us understand that, and I certainly didn’t understand that before now.”

Final thoughts: Time tracking helps you find more time in your day

As you can see from the article above, there’s no doubt that Clockify boosts Assuaged’s growth. Moreover, our time tracking tool helps both the Foundation’s leaders and students on their journey to becoming the best version of themselves.

In our chat, Cynthia shared some great practice examples and, above all, reminded us that giving is often better than receiving. However, to be able to contribute to the community, you must be the best you can be, because, you know what they say — the change comes from within.

In the end, it’s all about the allocation of time, the most valuable resource we all have. And, as we can see from Cynthia’s story, leveraging the power of technology and the available tools is simply a smart move.

We hope the example of Assuaged’s mission has inspired you too, and that one thing’s more clear now — the crucial benefit of tracking time is that you eventually get more of it! 

Is your company or organization using Clockify in a similar way? If you’d like to share your story of success, feel free to let us know. Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in one of our future articles or video interviews. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

It’s highly likely that you have, even if your time management, organizational, and planning skills are on point. 

Moreover, it seems that we all do this — systematically and repeatedly.

Sure, we can always blame it on Murphy’s law and take no responsibility for the wrong forecasts. 

However, the truth lies in the very wiring of our brains — specifically, one type of cognitive bias called the planning fallacy.

In this article, we’ll get to the bottom of it by covering the following topics:

• What the planning fallacy is,
• How to recognize cognitive biases,
• The steps to becoming more objective, and
• The importance of time tracking in developing healthy habits and monitoring progress.

We’ll also provide real-life examples, as well as share some valuable tips and tricks to help you overcome the planning fallacy issue, so read on.

The planning fallacy phenomenon

Let’s start by defining the phenomenon which is to blame for our wishful thinking and setting unrealistic expectations and deadlines.

The term planning fallacy was introduced in 1977 by Daniel Kahneman and Amos Tversky, psychologists who tried to explain this tendency in people. 

They formulated the definition of the phenomenon, saying that the planning fallacy is: 

“A tendency to underestimate the time it will take to complete a project while knowing that similar projects have typically taken longer in the past. So it’s a combination of optimistic prediction about a particular case in the face of more general knowledge that would suggest otherwise.” 

Simply put, the planning fallacy refers to a prediction phenomenon and unrealistic optimism in estimating the time we need to complete future tasks. 

Sounds all too familiar? You shouldn’t beat yourself up about it, as it happens to the best of us.

And luckily, there are strategies to get more realistic in planning ahead. 

But before we get to steps to beat the planning fallacy, let’s examine why the phenomenon even happens. 

Why do people tend to succumb to the planning fallacy issue?

There are several reasons why people continue to be overconfident in their predictions (even if they get it wrong every single time), such as:

• The optimism bias,
• The present bias,
• Motivation, and 
• Social pressure.

Speaking from a behavioral perspective, the planning fallacy impacts 2 vital aspects of human behavior:

• Critical thinking, and 
• Decision-making processes. 

When the 2 aspects are impaired, we’re less likely to anticipate consequences and make correct assumptions, which makes us less rational and less likely to look at the task from different perspectives.

Moreover, our organizational and time management skills highly depend on both critical thinking and decision-making, which further increases the chances of harmful impact.  

Additionally, there’s a myriad of more personalized reasons each of us can add to the list above, such as our inability to break down tasks into smaller components. That will mostly depend on specific tasks and how we feel about completing them.

Now let’s explain the connections between the planning fallacy and the key reasons from the list above. 

Reason #1: Optimism bias

Optimism bias is deeply ingrained in our brains and essentially refers to a tendency to always see the glass half full. 

People all over the world tend to have this illusion, so being overly optimistic is not a cultural thing, as cognitive neuroscientist Tali Sharot explains in her book The Optimism Bias: A Tour of the Irrationally Positive Brain.

Another relevant key point from the same book is that our perception of the world often relies on having positive expectations of the outcome — which is not a bad thing.

We just have to bear in mind that the outcomes won’t always be as desirable as we’d anticipated, and thus consider the what-ifs. 

Interestingly, a study on optimism bias reports that the optimism bias happens to other species as well, such as birds and rats — indicating it’s a deeply rooted evolutionary phenomenon.

On the other hand, the lack of optimistic tendencies can be noticed in people suffering from depression. According to The Diagnostic and Statistical Manual of Mental Disorders, pessimism is the key symptom in a range of depression disorders.

So, what can we conclude about the connection between the planning fallacy and optimism? 

Optimism is a healthy brain mechanism that helps us be happier and more confident to tackle challenges that life throws at us. 

However, if we’d like to reap its benefits and avoid the planning fallacy, we must be fully aware that we’re biased. That’s the only way not to underestimate the risks and succeed in a world of uncertainty. 

Reason #2: Present bias

Another bias that shapes our decision-making processes, thus enabling the existence of the planning fallacy, is the present bias. 

The relationship between our past, present, and future self often comes down to seeking an immediate reward — beneficial for the present self — even if we know that the future self will regret the decision.

In the context of the planning fallacy, the present bias makes it difficult to be objective about future events. In order to justify satisfying our present self, we’ll create an ideal scenario for completing the task, not accounting for any obstacles or interruptions. 

Or, in the words of one of our favorite cartoon characters:

“That’s a problem for future Homer! Man, I don’t envy that guy!”

Reason #3: Motivation 

There are 2 types of motivation — intrinsic and extrinsic — and they both play a role in the existence of the planning fallacy. 

Intrinsic motivation is what drives us internally, the cases when our own satisfaction is the reward itself. On the other hand, extrinsic motivation revolves around external rewarding factors, such as money, praise, etc. 

The connection with the planning fallacy is quite obvious here — low motivation can cripple us from taking action, but we can’t really anticipate how motivated we’ll feel in the future.

Additionally, our initial motivation levels are usually the highest at the stage when the task or a project is still abstract. That’s the moment when we’re aware of the benefits, yet still unaware of challenges such as:

• Obstacles we might encounter,
• Procrastination and its negative impacts, and 
• Realization of the tasks we find unpleasant.

Therefore, we’re creating a plan or a schedule convinced the said levels would remain that high, which, unfortunately, often isn’t the case.

Reason #4: Social pressure

People are inherently social creatures — our lives are shaped by the social norms, as well as our relationships and interactions with others. 

We grow up in families, work in teams, and develop friendships and romantic relationships, so it’s only natural that people around us have influence on our behavior.

However, that influence can turn into pressure to fit in and conform to a specific standard. 

That type of pressure is called social pressure.

Consider the following scenario: 

It’s Monday, and you’re on a call with your business partner. The two of you are discussing the timeline and responsibilities for the following week, so you’re both fully aware of what needs to be done.

At some point, you make a confident statement such as “Consider it done by the end of the week!”

And then an unexpected obstacle occurs, and you end up having to take a sick day. The week goes by, and you manage to complete only 70% of the planned activities. Now you have to ask for a deadline extension, and are most likely feeling bad about it.

It’s only natural that we all want to make a good impression on other people, right? That’s where the social pressure kicks in, along with the tendency to be overly optimistic and perhaps too confident in our future selves.

However, in reality, while we want to impress others and show them just how capable we are, once again — the planning fallacy occurs, as Dyedra K C Morrissey in her doctoral thesis on the University of Oxford explains. 

The reasons are many, from taking an unplanned sick day to simply the core of the planning fallacy issue — underestimating the time we needed to complete the task. 

Negative effects of the planning fallacy

Making unrealistic predictions can be dangerous in both our private and professional aspects of life. 

On an individual scale, for starters, it will lead us to miss deadlines and damage our reputation or relationships — by making us seem unreliable. Moreover, it can have financial consequences and lead to the deterioration of one’s mental health.

But there’s also the big picture, such as the world economy and climate change.

Here’s a (not so) fun fact: several economists and neuroscientists, including the aforementioned Tali Sharot, claim the optimism bias, so implicitly the planning fallacy as well, is “one of the core causes for the financial downfall in 2008.”

Now let’s see some other examples of negative effects of the planning fallacy issue.

Negative effect #1: Sub-optimal project results

We’ve already mentioned that the planning fallacy negatively affects our critical thinking and decision-making processes. So let’s look at the impact of setting unrealistic goals and deadlines in a business environment, specifically for project planning and realization.   

When it comes to project management, some common repercussions of the planning fallacy are: 

• Sub-optimal results regarding quality, 
• Missed deadlines, and 
• Financial damages.

The reason is that when we underestimate the time needed to complete a task, there are 2 additional factors that we don’t take into account. The said factors are:

• Negative consequences of poor decision-making, and
• Financial costs that happen due to delays in the planned schedule or inaccurate estimates.

So, the more complex the project is, the more damaging those consequences can be. Here’s to name a few examples:

• Employee dissatisfaction and turnover,
• Potential for lawsuits, and
• Bankruptcy.

That applies not only to individual projects but the overall business reputation of a company or an organization. 

Negative effect #2: Decreased productivity and efficiency

Being aware we’re behind our planned schedule is simply frustrating. 

We set certain expectations of our own capabilities and judgment, and when those expectations aren’t met, it’s only natural that we feel discouraged or even disappointed in ourselves.

That’s when our stress levels rise, and instead of being in the moment, we tend to worry about the future outcome. 

Those negative feelings impact our motivation and as a consequence, our productivity and efficiency levels are reduced. 

So on top of already not being on track, the margin of error increases, and we’re more likely to procrastinate and overthink.

Instead of blaming ourselves once again, we should remind ourselves that the original plan was faulty and unreasonably optimistic. Accepting that as a fact is the first step in beating the planning fallacy in the future.

After all, only if we’re aware of the issue can we record and later analyze the data to prevent a similar issue from happening again and get better at making precise estimates.

Negative effect #3: Poor self-esteem and psychological well-being

As we’ve mentioned above, failing to meet our expectations leads directly to disappointment, overworking, and stress. 

Without properly understanding the role of the planning fallacy, we’ll put the blame on ourselves and start feeling low and inadequate, and even experience the imposter syndrome. 

As Tchiki Davis from Berkley Well-Being Institute explains, such feelings are directly related to low self-esteem and self-confidence.

Following on to that, one of the studies on self-esteem points out self-esteem is closely related to our psychological well-being, and an important predictor of it.

What is interesting is that’s exactly the opposite of what happens when we create the same unrealistic timeline. So, contrary to being overly enthusiastic, we end up experiencing a decrease in motivation, followed by doubt in our expertise and abilities.

Negative effect #4: Damaged interpersonal relationships 

Apart from letting yourself down, the planning fallacy results in letting other people down. When missing deadlines and breaking promises become a pattern, everyone involved or affected will perceive you as unreliable and untrustworthy. 

Both your integrity and reputation will be compromised, as you’ll be perceived as someone whose actions don’t measure up to your words and promises.

In terms of personal life, for example, you may end up being that person — whom everyone always expects to be late for family gatherings. 

On the other hand, as we’ve mentioned above, the impacts of the planning fallacy in business have the potential to ruin your credibility and even result in your company failing. 

One of the reasons is that there are more dependencies involved, so one delay impacts every following step. 

As a consequence, your clients and business partners will think of you as unprofessional and undesirable to work and cooperate with.

7 Useful strategies to deal with the planning fallacy

Now that we’ve covered the basics, let’s see what we can do to overcome the planning fallacy issue. Unfortunately, there’s no magic formula that will always work, but helpful strategies and techniques do exist. 

Here are 7 good practice examples and ideas you can use to notice and combat the planning fallacy.

Strategy #1: Continuous research, data analysis, and reflection

Let’s start with arguably the most important step — using data and previous experience to your advantage. As we’ve explained, the planning fallacy occurs due to making assumptions and following our intuition, right?

So instead, we ought to try to be more objective and create future estimates based on evidence. That’s why tracking time spent on different tasks and activities is vital to beating the planning fallacy. 

Software solutions can make this process easier, as many offer Reports and Forecasting features. 

That’s extremely beneficial as the data for all team members and all projects will be taken into account for future estimates.

As you can see from the screenshot above, that way you’ll be able to visualize progress and compare expected vs. actual time for completion. In addition, reports and project forecasts will help you find patterns, if there are any. 

So, for example, you’ll be able to pinpoint when delays or failures happen and thus take action to prevent them in the future. 

Last but not least, you might even establish some specific problems that can be easily solved or dealt with.

For example, your summary report may indicate that:

• One of the team members is continuously missing their deadlines, which always results in further delays and the extension of the whole project,
• External deliveries from a specific company are often late, and similarly.

Strategy #2: Team and budget tracking for projects 

We’ve already pointed out some negative effects of the planning fallacy occurring in project realization. Now let’s see what we can do to promptly identify if something is off track and avoid the damaging consequences. 

First, it’s essential to keep track and record time, as well as every other resource used more often than you think you need to. 

The more milestones you determine in the project roadmap, the greater the opportunity to notice and react to failure or possible delays. 

Additionally, for projects, combating planning fallacy must be a team effort, and that’s why it’s best to use a team tracking application for this purpose. That way, everyone can check the project’s progress and see who works on what.

Luckily, there are more useful tools than ever — here’s an example of a team and budget tracking in Clockify.

Strategy #3: Breaking down complex tasks into smaller and more manageable ones

A solid breakdown process of a project’s specific tasks can go a long way and significantly reduce the planning fallacy dangers.

Your ability to correctly identify tasks will create a framework for a more detailed schedule, and a timeline with more milestones. That ability is referred to as microproductivity and serves the purpose of making us use the one-step-at-a-time strategy.

Why is it important? 

First, smaller tasks become more manageable, and we perceive them as more doable, which further makes us more motivated to complete a task. 

Second, keeping track of the time you allocate to a smaller task will provide you with more relevant and precise information about the whole process. 

And the third vital reason is that it’s simply easier to pinpoint and respond to a smaller delay promptly. 

For example, instead of estimating that it takes 4 days to complete the “write a monthly report” task, try breaking it down into components. 

After a breakdown, you’ll have several smaller tasks (data gathering, creation of visuals, writing the email, etc.) with smaller time allocations, thus a better understanding of which step actually took longer than expected to complete.

That way, next time your plan includes the same step, you’ll make a better and more accurate estimate. 

Strategy #4: Continuous improvement of time management skills

Apart from precisely estimating the time needed to complete a task, you should also focus on finding a way to complete your tasks in less time eventually.

And, after all, our primary time management skills include:

• Scheduling,
• Planning,
• Organizing, and
• Prioritizing.

That’s where the importance of time management becomes apparent in relation to the planning fallacy.

Not only will you significantly reduce the likelihood of the planning fallacy happening, but the steps for improving the set of skills will also boost the organic development of healthy habits.

Strategy #5: Three-point estimations for setting more realistic deadlines

While creating a timeline and estimating the time for specific tasks, using a three-point estimation technique will help you become more objective. 

The very process makes you at least consider the worst possible outcome, along with other outcomes, as the following 3 metrics are used:

• The most optimistic estimate,
• The most likely to happen scenario, and
• The most pessimistic estimate.

The chances are that, while creating the most pessimistic estimate, you’ll already come up with some factors that may negatively impact the project execution. 

The whole point is to set more realistic deadlines, so the very fact that you’re taking those factors into account means you’re on the right track to overcoming the planning fallacy issue.

Strategy #6: Consulting with external parties

As we’ve mentioned at the beginning, the planning fallacy happens due to the wiring of our brains — meaning it’s an internal issue. 

Convincing ourselves that we’ll complete a task on time and then continuously failing to do so can, luckily, be prevented. 

To avoid submitting your overly optimistic plan, it’s important to ask for external feedback and hear somebody else’s opinion before doing it.

Presenting your plan to a coworker or a friend will help you distance yourself from the intuition-oriented approach. 

Additionally, an opinion from an unbiased third party can help you in a way you didn’t even expect, and you may hear some great pieces of advice.

Strategy #7: Learning from your mistakes

Last but not least, bear in mind that we have the power to prevent the range of negative feelings we’ve mentioned above, and ultimately the deterioration of our mental health. 

How? 

First, we must accept the fact that we sometimes bite off more than we can chew.

Moreover, acknowledge that it happens to everyone. 

So, instead of beating ourselves up, we can actually learn something from our mistakes and take that knowledge into account the next time. 

It’s in human nature to make mistakes and, sometimes, even completely fail. What matters the most is our perception of such events — so we should look at them as opportunities to grow and evolve.

As our brains aren’t really wired to “positively” deal with errors, we must act proactively and take the matter into our own hands.

Wrapping it up: Plan for the unplanned and beat the planning fallacy

As you can conclude from the article, a simple and one-size-fits-all approach to dealing with the planning fallacy doesn’t exist. 

Also, there’s no doubt — overcoming an issue that stems from our own brain is challenging and takes active and continuous effort. It’s not impossible, but still, if left untreated, it becomes an issue that gets in the way of success.

So, the bottom line is — overcoming the planning fallacy issue can be done. It just takes a strategic approach and a little help from the right tools.

How do you deal with the planning fallacy issue? Do you have any suggestions, ideas, tips, or tricks to share? Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

Moreover, in a world where perhaps too many experiences are blended together, taking control of our time and lives is challenging. 

It can be done though, and that’s why we want to share the inspirational story of Catie Fenn.

Catie transitioned from law to life coaching, managed to overcome many obstacles, and became the best version of herself. 

Now, she helps others do the same.

To name a few things, she’s currently:

• An entrepreneur,
• A life coach,
• A soul guide,
• A course creator, and
• A speaker.

We found out that time tracking in Clockify was (and still is) a vital aspect of Catie’s journey, so we reached out and conducted this interview with her.

Besides more details about her uplifting story, in this blog post, we’ll cover topics such as mindfulness, work-life balance, benefits of tracking your time, and much more — so read on.

No such thing as too late — Catie on starting a new life chapter

Before switching her career (and life) path, Catie had been practicing law for 6 years. She was incredibly successful in ticking the items off her bucket list, one by one, in the right order. 

How Catie was living was supposed to be her dream life — working in a prestigious law firm, living in a perfect apartment, having a successful partner, and traveling the world… It was all there.

In spite of all that, Catie admits — she’d never felt more lost. 

Catie explains it took her a while to let go of her fear and admit to herself — her current life wasn’t how she wanted to spend her time. 

Upon further reflection, Catie understood what she needed to do, as she points out:

“Sometimes it’s about making lifestyle shifts, and other times it’s just letting go of a past version of ourselves — so we can rise into being whoever we are.”

However, personal development is neither a single step, nor an easy one. It requires consistency, setting our priorities straight, managing to get and stay motivated, and learning to take back control of our time.

How Catie realized the importance of self-reflection

After a while, Catie realized what was the main issue in her life — being a lawyer (especially being one in a large and reputable firm) often comes hand-in-hand with stress, long hours, complex issues, and challenging deadlines. 

To help herself, she tried introducing some positive practices to calm down and achieve mindfulness — e.g. meditation. 

That’s when her inner transformation started.

“I was a lawyer at the time and I had just started practicing. So I started meditation — just because I was so stressed. And then I talked myself into taking that time to pause, to journal, to start doing these practices just because I wanted to manage my stress and anxiety.”

However, soon enough, Catie started to realize something — living a deeply fulfilling life calls for a more radical change than just introducing meditation to her routine. 

At the same time, Catie knew she couldn’t just quit her job and run off, leaving her life behind. So instead, she started integrating personal growth and wellness tools into her existing life, and learning about the brain, performance optimization, conscientiousness, and spirituality.

Soon enough, Catie was running retreats, leading workshops, and coaching, while being a part-time lawyer. 

She started aligning with her purpose and knew she was on the right path.

Now she passes her knowledge to other people, explaining how it’s never too late to turn over a new leaf:

“It’s okay for you to potentially wanna pivot your life, or who you are, or decide to take a different path.”

After all, even our main personality traits can change as we mature, so it’s only natural that our goals do as well.

How to know you’re on the right track in life, according to Catie

Even though Catie committed to organizing life in a better way, starting her own business wasn’t a strict plan. Coaching other people happened naturally, over time, and was rather a consequence of her personal growth:

“I just knew intuitively I’m being led down this path. And the thing that was spontaneous about it was that I didn’t plan the steps of how it would happen. It was just like an inner knowing.” 

Connecting with her intuition resulted in Catie taking a more pragmatic and logical approach to life. 

Fast forward 6 years and Catie is now exactly where she wanted to end up. 

She is a full-time successful life coach who offers group and 1-on-1 sessions. 

As her business expanded and she can dedicate all her time to it, Catie now also:

• Offers 6 online courses for personal development,
• Leads corporate workshops, helping companies increase their employee satisfaction, 
• Teaches about feminine leadership, work-life balance, well-being, etc., and
• Organizes retreats in exotic locations.

Turns out — paying attention to how much time she allocates to certain activities helped Catie reduce her stress levels, live in the moment, and grow her own business.

Once you are aware of how your typical day looks, instead of complaining about the aspects you don’t like, Catie suggests being proactive and asking yourself: “What would I want to change and what would be different?”

She adds how people are rarely objective when it comes to realizing they are complaining too much, while doing too little and spending too much time complaining.

“Complaining is one of the easiest things for our minds to do to protect us from something that feels uncomfortable.”

It’s just one of the reasons proper time management can keep us grounded and help us notice things we want to change.

Catie adds it’s all about choices:

“Consciously pick what you spend your time on — even though something might appear  really fun or enticing, maybe it’s not always a good idea.” 

Catie’s advice for disconnecting after work

Catie is aware that mentally disconnecting is easier said than done. Especially in today’s notorious 24/7 work culture.

So we asked if she could provide a piece of advice for disconnecting from work after work hours. 

She suggests creating transition points in your daily schedule. 

“People waste a lot of time because, despite leaving work, they’re still thinking about it. What I do is have conscious transition points throughout the day where I’m saying, ’Okay, let go of that completely and let’s get into a different mode of being present with what you’re focusing on for the next few hours.’” 

Catie understands life can be hectic, but adds that transition points help her create different blocks of time dedicated to different activities. 

This practice led her to increased levels of self-care, self-love, more confidence, and ultimately — achieving work-life balance.

Why a well-balanced schedule means fewer distractions

Optimizing our performance means creating a balanced schedule in life, and sticking to it. As Catie discovered — said balance helps us stay focused on the matter at hand. 

As a result, we’ll be more productive at work. 

And, as a consequence of not having to deal with procrastination, once leisure time arrives, we’ll feel more satisfied and relaxed.

However…

The rest of the world doesn’t really check our calendar before it throws an abundance of distractions our way. 

We asked Catie to share her thoughts on this topic — and she mentioned social media as the biggest distraction:

“I would say social media is the biggest time suck. Those things are designed to occupy your attention. And, what social media does, is take us away from our own natural connections — from what is true for us.” 

It’s a form of addiction, and nothing beneficial comes from mindlessly scrolling through social media. But we’ve all done it, right? 

Well, Catie has — she admits to using TikTok, and gaining little real value from it:

“I kept thinking — I don’t know what I just did for the last 30 minutes on TikTok. I didn’t learn anything. I like watching these cat videos — but my life is not better because of this.”

At one point, she realized she needed to break that habit, so she deleted the app. 

That’s some valuable time lost — and a reason Catie recommends tracking your time spent on activities outside work. 

How Catie started tracking her time and what she learned in the process

Since being aware of your time is the key, Catie decided to leverage the power of automation and dedicate even more time to activities that she values.

“I started using the Clockify app because I really wanted to be aware of how much time I was spending on each thing. I started looking at how much time I was spending doing stuff that’s related to my work.”

Here’s a post from her LinkedIn page where Catie mentions Clockify.

Catie explains that visualizing her day truly helped her discover the power of now:

“Ultimately, so much of this is just mindset. What these tools are doing is starting to interrupt the mindset pattern of staying hooked in a moment that you’re not in anymore.”

How Catie found out about Clockify

Naturally, we had to inquire about how Catie found out about Clockify specifically. Her answer didn’t surprise us:

“I Googled it. I just went on, Googled, and found out about it in a blog. Then I downloaded a couple of time tracking apps.”

So, after Catie did her research, she tried using different time trackers. Here’s what she first thought of Clockify:

“I found that Clockify was just the most intuitive, the most straightforward, and the easiest solution.” 

It makes sense that Catie liked that about Clockify, as when it comes to software, ease of use is critical.

What made Catie stick with Clockify

Catie told us about some specific Clockify features and benefits of usage she noticed that made her stick with the app. She adds that she now recommends it to her clients, as it can truly be a game-changer. 

Besides the user interface, here’s what Catie likes the most:

“I like that there’s a manual entry and also the timer version.“

Catie usually uses the manual entry option for her daily tasks that are not so urgent to complete, and are more on the creative side.

On the other hand, if she needs to fully focus on a task, Catie chooses to start a timer, as it helps her focus on the present task.

Another thing Catie likes about Clockify is the calendar view.

“It makes it the easiest for me to actually visualize my schedule. It just helps me to see cumulatively — what am I doing each week, or during a whole month? It answers the question — How much time did I spend on this?”

Catie finds these insights quite powerful, and believes that having an overview of past activities is great for self-reflection. And self-reflection is crucial because there’s always room for self-improvement. 

Having such insights on a regular basis helps Catie better manage her time overall:

“In general, Clockify has made me more aware of just my time and where it is going. It’s made me much more considerate about activities outside of the app as well.”

Moreover, Catie believes that everyone has a pattern of doing things, and not all our habits are beneficial. 

So, to get rid of the habits that don’t work in our favor, we must gain awareness first — to strike a better work-life balance as a result.

How Clockify helps Catie achieve a work-life balance

Achieving a work-life balance can be challenging. However, the lack of it is a straight way to career burnout and all of its negative effects. And, in Catie’s opinion,  it all starts with a lack of autonomy.

“What leads to people burning out or not having any balance is the lack of autonomy — the feeling you don’t have control over your time.”

But, turns out that time doesn’t have to be our enemy, even if we occasionally believe that’s true. 

“With Clockify,  as I started tracking my time just for one specific area of my life, all of a sudden I became so much more aware of other areas of my life. Ultimately, the more you’re tracking your time, the more that you can spend time doing things that you actually like doing — which leads to so much fulfillment.”

To make time our friend instead, we must focus on setting boundaries and rethinking our habits. This will ultimately help you lead a more fulfilling life.

Why Catie recommends Clockify to others

Since Catie mentioned that she regularly recommends Clockify to all her clients, we wanted to dig deeper into that.

Here’s what she had to say:

“If you’re not using your time, your time is going to get away from you. And I think that it’s just a really amazing habit to be aware of where our time is going.”

Catie’s main point is that people should track time on everything they do. Once again, she emphasizes that it’s all about achieving balance:

“That’s a reason to start so that fulfillment doesn’t get away from you, and so that you actually spend time on the things that you value.”

Besides mentoring and coaching, Catie adds she is really happy that she didn’t completely cut her ties with law practice — she leads workshops for law firms and organizations. During those presentations, another Clockify feature is a must-mention:

“During these lawyer presentations I’m doing, I recommend tools and say — okay guys, you need to download this app — because it’s useful for tracking billable hours.”

Tracking billable and non-billable hours separately can certainly come in handy for lawyers looking to better understand how they spend their days, both at and outside of work.

Wrapping it up: “You can have it all, but not all at once” 

Catie is an amazing example of a person using their full potential in life, and we can all learn from her. As we’ve seen, tracking our time and reflecting on our habits is the first step to living a life of purpose.

To sum it up, the moral of the story is that everyone can live their best life, but that it takes time and commitment to achieve that goal. 

After all, as Catie says it:

“We all actually have the same amount of time in the day.”

So we should indeed use it wisely.

Do you have a success story about time tracking you’d like to share? Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in one of our future articles. And, if you liked this post and found it helpful, share it with someone you think would benefit from it.

Writing down my tasks and thoughts has always been a great tool to help me stay organized and stop worrying about the future — whether I fear I’ll forget to complete an important task, miss an appointment, or realize I’m lacking an ingredient in the middle of cooking.

However, lately, there’s just been too much to keep track of, so I started reading about different ways to organize a to-do list. Once I learned about the great number of methods that exist, I was stunned. 

Naturally, I had to check out if some of those methods make me more productive, so I decided to try the 6 I found the most interesting.

If you’d like to find out the pros and cons of each method and learn some useful to-do list tips and tricks, read on. 

The main purpose of to-do lists

As we all have different preferences and habits, we all prefer different types of to-do lists. It’s mostly because increasing our productivity levels must be in accordance with our personality type.

Here are several variations of to-do lists people often create:

• Daily lists,
• Weekly lists,
• Ongoing lists,
• Separate lists for different areas of life,
• Deadlines list, etc.

It’s exactly those distinctions that served as a basis for the creation of different to-do list methods. 

And, it’s not only about the content of your list. There are also other types of to-do list preferences, such as whether your productivity weapon of choice will be:

• Color-coded stick-it notes,
• Bullet journals,
• Regular planners,
• Phone and/or computer apps, etc.

You get the gist.  

Before diving into details about the 6 methods I tested, I have to mention another important concept — microproductivity. It is relevant to all types of to-do list methods.

Microproductivity refers to our ability to break large tasks into smaller segments, components, and activities. 

When talking about to-do lists, microproductivity is of the essence, as breaking down tasks helps us see each assignment as more doable. 

The role of microproductivity in creating to-do lists (+ an example)

Let me provide an example of microproductivity and elaborate on it.

Say your daily to-do list includes the following item:

•  Write the report 

You are aware the deadline is tomorrow, yet you’re procrastinating for hours, avoiding work on the task, and doing some mundane tasks instead. 

Well, the main reason you’re struggling is that your task is not actually a single task, but rather consists of several segments:

• Collect the statistical data for the last quarter,
• Compare to the data from the previous period,
• Create graphics, charts, and other visual representations of the data,
• Write a segment on data comparison,
• Write a forecast segment, with the predictions for the following quarter,
• Check the text for spelling and grammar, and
• Compose an email in which you’ll attach the report.

As you can see, this one complex and lengthy task actually consists of 7 smaller ones — i.e. 7 to do’s.

What I want to point out here is — bear in mind that increasing productivity is directly linked to your ability to break down complex tasks, and define your to do’s. Dealing with smaller, more manageable components instead of one complex task will heavily impact your motivation.

I’m speaking from experience, as luckily, I’ve been working on task breakdown for years now.

So, I was ready to start by trying out different to-do lists, and I chose the 6 methods below.

The to-do list methods I tried and how they worked for me

Now that I’ve explained some crucial elements of to-do lists in general, let’s dive right into the specific methods I tried using. 

The 6 I choose are:

• My planner,
• To-do list templates,
• Digital task manager,
• A running list,
• A calendar, and
• The Do One Thing method.

For this comparison, I focus on my regular business days and the tasks I have to complete as a writer. 

So, here’s what I learned about each method and how I rate them.

Method #1 Using my planner

As I’ve mentioned, I’ve always been one of those people who regularly use their planners for organization, taking notes, and brainstorming sessions.

What I didn’t know was that I’d been doing it the wrong way. 

Well, at least when it comes to to-do lists per se. 

These were the main issues for me:

• I’d simply write everything down in no particular order,
• I’d mix my tasks with my other notes, and
• I’d mix my daily and future tasks.

So, the planner method that actually keeps you organized consists of several to-do lists of your tasks. 

I created separate to-do lists for the following 3 categories:

• Work,
• Chores and errands, and
• Self-care.

While conducting my research, I’ve noticed many variations in the categories — so here are several suggestions you may want to consider:

• Deep work,
• Staying up to date (communication, learning, preparing for meetings)
• Parenting, 
• Sports and exercise,
• Prep and cooking, etc.

My work to-do list segment

Here’s what one day of using my planner as an actual to-do list method for work looked like. 

As you can notice, I wrote down 7 tasks that I was absolutely certain I would complete during my shift. 

As it turned out, I managed to complete 6. The remaining task was:

• Writing notes for each segment.

I started this task and made some progress (finished my notes for 5 out of 8 segments), but still couldn’t count it as completed. 

So, one thing was crystal clear — I’m often not realistic in terms of how much time I assign to each of those tasks. 

The same thing happened in the other 2 categories — so this was quite an important realization for me. 

The first thing that occurred to me was this — there were many times I felt bad about procrastinating. 

Now, upon further reflection, I think it was more likely that it just took me more time to complete a task than I’d allocate in my head.

After all, the planning fallacy starts and ends with wishful thinking.

So, as I had concluded, having unrealistic expectations and missing deadlines may result in:

• Lower self-esteem, 
• Feelings of inadequacy, and even
• Damage to our relations with other people. 

On top of you already feeling bad about your lack of progress, other people can start perceiving you as untrustworthy and unreliable. 

Also, if you’ve overestimated your capabilities in relation to your time management skills (yet, your deadline is still set in stone) you are likely to increase your margin of error and reduce the quality of your work.

Pros of using your planner for to-do lists

Highly versatile and personalized method

Helps you set realistic goals for yourself

Reduces anxiety and boosts self-esteem

Cons of using your planner for to-do lists

It may take you a while to find adequate categories for this to work

May be time-consuming to do it on a daily basis

Some people simply don’t like writing by hand

Who is the planner to-do list method best for?

There’s one thing I’m certain of — this method will work wonders for people who use planners on a daily basis. Based on my own experience, I can confidently say that you’ll likely build an efficient system over time. 

So what happened to me was that I learned to differentiate between tasks and objectives or goals. Once I had only 3 categories for my daily tasks, I realized that I needed space for the rest of my notes and brainstorming sessions.

That’s how I found out how important is to know the distinction between goals, objectives, and tasks:

• Objectives show what you want to achieve (e.g. Increase sales);
• Goals reflect on how and when you plan to do that (e.g. Hire 3 additional sales reps within a month);
• Tasks are specific actions you need to complete to achieve your objectives (post an ad, conduct interviews, conduct research on possible territories for expansion, etc.)

Summary for the planner to-do list method

Overall, I have to admit that I’m extremely motivated to try out this method again. I want to find the right categories for my daily routine and further implement those to-do lists to improve my productivity.

Moreover, it will definitely help me improve my time management skills.

Rating:

Method #2 To-do list template

The second method I was eager to try was using a to-do list template. 

Even though I’m used to writing things down on paper, I have to admit that it takes some valuable time.

I imagined a ready-made framework would simplify my workflow, as I wouldn’t have to reinvent the wheel. 

All templates in general serve the same purpose — to streamline the processes and help you save time on creating a system that works. 

That’s exactly the purpose of to-do list templates, and I immediately found an abundance of variations available for download. 

I chose to use a combination of a regular to-do list for my work tasks, to present here, and an additional 2 for my personal life tasks. 

For my next day at work, I set a goal of completing 8 tasks.

Interestingly, the results were quite similar to my planner list. 

I completed 7 out of 8 tasks, and once again, felt the urge to work on more precise time estimates. 

However, I have to admit — for people working in any creative industry, setting precise estimates may be a challenge.

Pros of using to-do list templates

Various templates are available for free download

You won’t lose any time creating a system

Templates provide consistency

Cons of using to-do list templates

You may not find a suitable template for your specific needs

You can’t update or alter all existing templates

Some people prefer writing by hand

Who are to-do list templates best for?

If you’re not the most creative type, and you simply want to try an easy solution to get and stay motivated — templates will work like a charm. 

I’d highly recommend to-do list templates to people who:

• Don’t have any experience with to-do lists,
• Often feel overwhelmed,
• Simply want to spend less time planning and more executing the tasks,
• Want to start tracking their progress, and
• Prefer all things digital.

Summary for the to-do list template method

Templates were an interesting method to try out. 

For me, it was mostly because a variety of templates I found gave me a nudge in the right direction in terms of better organization of my own to-do lists I create in my planner. 

I learned about different ways of categorization and prioritization.

However, since the results were almost the same as with my planner to-do lists, I think I’ll just stick to my preferred way in the future — writing things down by hand. 

Rating:

Method #3 Digital task manager

Here’s another example of a digital to-do list method that is supposed to help us achieve more every day. 

Even though I’m a huge fan of paper, I‘ll have to admit — leveraging the power of technology comes with various advantages.

While not trying to sound like Captain Obvious, I have to state that digital task manager apps are specifically designed for this purpose. 

So, listing tasks is their primary purpose — but in most task managers, you’ll also be able to:

• Add deadlines,
• Assign tasks to projects,
• Add other people to specific tasks,
• Add your goals in a separate category,
• Upload files, 
• Set recurring tasks, etc.

I must say I’d already had some experience with using digital task managers before, but it was mostly because I had to use them. 

So, using them voluntarily for my personal needs was kind of uncharted territory. 

Here’s a sneak peek into my tasks for the day.

This time, my tasks were a bit different, and I completed all of them. However, I must mention that one of the tasks was “writing”, so I can’t say I had a specific goal to reach within the task. 

Pros of using a digital task manager

Automation and availability on different devices

Reminders are available

You can add collaborators

Cons of using a digital task manager

Features you don’t use may be distracting

You depend on developers for regular software maintenance (or you may lose all the data) 

It can be overly complicated for user’s simple needs

Who are digital task managers best for?

I’m sure everyone who’s into apps will benefit from this method.

 I’d also highly recommend digital task management to people: 

• Working on multiple projects,
• Whose team members are willing to use the same tool,
• Who simply prefer having their tasks open in one of their tabs.

Summary for the task manager method

Even though the “writing” task was a bit vague, I loved the fact I had no incomplete tasks at the end of my shift. 

I’ll definitely try out the method again — but next time around, I’ll try to define each task more precisely.

Rating:

Method #4 A running list

Don’t worry — a running list is not a record of your jogging activity. 

A running list is actually a planning method for logging your weekly tasks, commonly used to keep track of deadlines. 

In a running list, there are 4 categories of task progress, which you appoint to a certain day of the week:

• Scheduled,
• Started,
• Moved, and
• Completed.

This is an amazing method if you want to have all the tasks together with their dates of completion on a single page. Additionally, I haven’t found another to-do list method that allows you to keep track of tasks that you’ve started but haven’t completed yet. 

As we all know, life can be hectic and legit reasons for rescheduling and even missing deadlines exist. However, we can also start a task and completely forget about it the next day. That’s why it’s crucial to include the said task in our tomorrow’s workload.

So, bear in mind that running to-do lists don’t really make sense if you’re not planning to commit to making weekly arrangements.

I tried a running list method on a specific task, and this is what it looked like.

As you can see above, my primary task was to write a set of questions for an interview. All the subtasks were completed on time, but with no deadlines shown, the list doesn’t actually indicate whether I was on time, or late with any of the tasks.

I liked the option of marking the task as started, but apart from that, I didn’t notice (or had a way to track and compare) any changes in my productivity levels.

Pros of using a running to-do list

Frees up your memory, as all important tasks are on a single page

Helps you create balance in your week

You can keep track of tasks you’ve started but haven’t finished

Cons of using a running to-do list

Can create confusion if multiple tasks are listed

Only works if combined with another time management method

Must be used on a weekly basis

Who are running to-do lists best for?

I’m sure many people would benefit from using this method, such as:

• People with multiple jobs,
• People who are on multiple projects,
• Working parents, etc.

Summary for the running to-do list method

That being said, I have to admit — a running list is not really my cup of tea. 

Even though I’m really glad I’ve tried the method, I am almost certain this experiment was enough. For this method to work, I‘d have to create lists for each of my primary tasks, and those can occasionally overlap. Additionally, I’m simply a bigger fan of daily to-do lists, as those obligatorily help me free my memory. I’ve noticed that longer lists can even negatively impact my productivity.

So, my verdict is — I don’t think I’ll ever be using a running list method regularly. But, at least now I’m aware of its benefits, so you never know.

Rating:

Method #5 A calendar

Another digital method I tried was putting my daily tasks in a calendar. For this purpose, I used the Clockify calendar view.

The method itself is quite self-explanatory — you need to enter your future tasks into a digital calendar and appoint a specific time slot to it. 

It’s quite a practical way to organize your day, as it helps you visualize the allocated time slots. They will appear as blocks of time, and you’ll get a better idea of what your day should look like.

Let’s take a look at my example first.

Even though my plan seemed perfect, I did not complete all the tasks. 

More precisely, once again, I miscalculated the time for 2 tasks, so my actual schedule didn’t look like this. 

Additionally, I overlooked the fact that the creation of a new calculator would require new screenshots — so my final touches and the LinkedIn post had to be pushed to tomorrow’s schedule.

Pros of using a calendar for a to-do list

Ease of scheduling and visualization of your day

You can separate tasks by projects

Available on multiple devices

Cons of using a calendar for a to-do list

Must be an expert at time estimates

A hassle to change everything if you miscalculate a single task

A hassle to enter every routine task separately 

Who is the calendar best for?

I can see how this method can be extremely useful to people: 

• Who are often on the go,
• Who are great at time estimation of their tasks,
• Whose tasks are repetitive and predictable,
• Who have a lot of time-limited meetings in their day, etc.

Summary for the calendar method

However, for me, calendars are more for keeping track of future meetings and what’s already done. 

Some of my tasks are still a bit abstract and vague, such as “writing” or “editing”, so I have to admit I’m not inclined to use a calendar as a to-do list method in the future.

Rating:

Method #6 The Do One Thing method

The Do One Thing method consists of choosing only one thing from your to-do list and giving complete attention to your selected task. Only after you’ve completed the task you’ve decided to tackle first are you allowed to move on to the next one.

The core concept of The Do One Thing method includes the following steps:

• Step #1: Create a list of all the tasks you want to complete,
• Step #2: Choose the top priority task and write it on a separate sheet,
• Step #3: Put the full list aside until you’re finished with the first task,
• Step #4: Once you’ve completed the first task, cross it off the list and choose the next priority, and
• Step #5: Repeat until you’re done with the whole list.

Since it’s not surprising that multitasking can decrease productivity by 40%, it makes perfect sense that chasing deadlines gets much easier if you’re fully committed and focused on the task at hand.

That’s exactly why I decided to exploit the magic of doing one thing at a time.

Here’s what my typical day looked like using this method. 

As you can see, first I created my full list of tasks for the day. Then I wrote each of them on a stick-it note and dedicated it to a separate page in my planner. As I was done with a task, I’d turn a page and focus on the next one.

I have to admit I didn’t notice any changes in my productivity, but it definitely helped me focus on one task at a time. 

I’m sure this method must be used for a while to notice any bigger changes.

Pros of the Do One Thing method

Helps you improve focus

Helps you get better at prioritizing

Helps you reduce multitasking

Cons of the Do One Thing method

Enables you to procrastinate

If not fully focused, it may take you longer to complete your task at hand

You can’t ever switch between tasks

Who is the Do One Thing method best for?

Overall, I’d definitely recommend trying out this method to all of you who tend to multitask. 

And, while I can clearly see many advantages of focusing on a single task, sometimes, it’s simply not realistic — coworkers may reach out, you can get an email that requires an urgent response, etc.  

Summary for the Do One Thing method

One thing is for certain — The Do One Thing method is great for improving prioritization, and I’ll definitely try it out again in the future.

Rating:

Why should you try using to-do list methods?

So, why should anyone bother to experiment with different to-do list methods?

To-do list methods will:

• Help you prioritize your tasks,
• Make you less likely to miss deadlines, 
• Reduce procrastination, and
• Improve focus.

As you can see from the above-mentioned reasons, the gist is that they help us be better organized, stay on track with all the tasks we need to complete, and ultimately get things done.

There are 2 main reasons why this works for the majority of people, and finding the method that suits you will definitely help you achieve peace of mind.

The first reason is more obvious and practical — to-do lists serve as reminders of our priorities and help us track our progress.

The second one operates on a deeper, more psychological level. The thing is, when we keep our future tasks only in our heads, we fuss over them worrying we’ll forget to do something. 

To-do lists actually trick our brains to stop worrying. This is crucial, as the less we worry about the future, the more we can focus on the task we’re currently doing. 

Additionally, there’s a sense of achievement when you tick things off your list. As a consequence, you’ll definitely be more goal-oriented.

Based on my observations, I want to share 3 benefits of using to-do lists I noticed during my experiment.

Benefit #1 Better focus

This benefit is especially important for 2 categories of people:

• Multitaskers, and
• Procrastinators.

Correct me if I’m wrong, but I’d say that the vast majority of us would fit into at least one of the two categories, at least occasionally. 

Finding a to-do list method that works for you will help you avoid distractions and worry, and even stop thinking about future tasks. 

The primary result of less brain clutter is a much better focus on the task at hand.  

Benefit #2 Increased productivity

Once you’re fully focused on your task, your overall performance will improve, especially your productivity levels. After all, focus and productivity do go hand in hand.

Finding the right to-do list method allows you to go through work one step at a time, and there’s no doubt that will work in your favor. I believe we’ve all heard the expression “A journey of 1,000 miles begins with a single step”, which is exactly the case here. 

Once you start working your way through the lists, you’ll feel your workflow improving and get more mental bandwidth. 

Benefit #3 Increased motivation

Not having to worry about our future tasks comes with many psychological benefits. A combination of better focus and increased productivity naturally leads to higher self-esteem while we’re tackling a task. 

This sense of accomplishment truly reduces stress and anxiety levels, and you’ll feel more motivated to complete another task. You will be up for it, even if it’s challenging. 

Additionally, I noticed I’d sometimes do an additional task — purely for the satisfaction of ticking another item off my list and freeing some time from tomorrow’s schedule.

Wrapping it up: To-do lists help me follow through on my own promises

All in all, to-do lists are an amazing tool to stay organized and give our brains permission to occasionally forget stuff. 

After all, we have to remind ourselves that our working memory is limited, and our brain simply isn’t wired to remember everything at all times.

However, even though there’s no doubt everyone will benefit from having a simple to-do list, I have to admit — finding a method that works for you takes it to another level. 

You will have to experiment a bit, and it may take you a while to find the right one, but hear me out — the process itself will help you be more accountable and improve your memory, as well as your productivity levels. 

Eventually, when you hit the bullseye, your only regret will be that you haven’t tried to-do lists sooner.

Have you tried any of these to-do list methods, or perhaps another one? If the answer is yes, which one worked best for you? Feel free to share your thoughts on the topic, or even better, some tips and tricks. Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. Also, if you liked this post and found it useful, share it with someone you think would benefit from it.

When it comes to understanding productivity levels, the starting point is accepting the fact that each person is different. 

The thing is — our energy levels depend on our personalized internal clocks, so there simply can’t be a one-size-fits-all solution.

However, there is a solution to planning your activities in accordance with your internal clock.

Let me introduce you to the concept of biological prime time and the benefits of calculating it. 

I did a 3-week experiment tracking my prime hours during the day to try and calculate my biological prime time. I’ll show you how to do it yourself and share what I have learned in the process.

Well, let’s dive right in. 

What is biological prime time?

Your biological prime time is the time of the day when you have the greatest amount of energy.

That means your prime time is the time when you are the most productive in accomplishing your tasks or have the greatest potential to be productive.

The author Sam Carpenter described the biological prime time method in his book Work the System. According to Carpenter, the gist of the method is to work smart, instead of hard, and the method is aimed at boosting self-development. 

This book was originally published in 2008. In the meantime, the term gained popularity, as well as new layers and depths of meaning, especially in psychology.

Another notion important for understanding biological prime time is the Circadian rhythm — the physical, mental, and behavioral changes we undergo within 24 hours. 

Our minds and our bodies go through various stages during that period, so it is crucial to learn how our specific internal clocks function — in order to be the best version of ourselves. 

Why I decided to calculate my biological prime time

There are two types of people in the world — morning larks and night owls.

There’s no doubt I fit into the latter category. My whole life, I’ve been struggling with getting up early or not snoozing the alarm. I’ve never enjoyed having to do important tasks in the morning. 

For example, if I had to take an exam before 9 a.m., I’d often sleep in the evening and then stay up the whole night. With a little help from my power naps, it all seemed to work out fine at the end of the day. 

But, then I got my first real job, and it included early morning meetings. Some other adult responsibilities came along as well — I had to occasionally visit the bank or run an errand before work, as after my work hours, these facilities would be closed. 

Bear in mind, I’m not saying I couldn’t do it — it was more about lacking the energy and motivation to do it. At such moments, coffee was my best friend.

Even though I could always adapt to the circumstances, the truth is — I’m simply not a morning person and will never be. But, once I started tracking my internal clock, I started realizing — it’s much more complex than that. 

I’ve also checked with multiple morning larks — turns out, it works the same the other way around. Just as getting up early is a form of torture for me, staying up late is a nightmare for my morning lark friends and colleagues.

But the good news is there is a hack to it all — figuring your biological prime time allows you to work on your own clock by understanding your peak hours. That’s why I decided to try this technique.

4 Steps to calculating your biological prime time

The first thing you have to know about calculating your biological prime time is that you must commit to this experiment for at least 3 weeks. I’ll explain why in a bit.

The second thing is — calculating your biological prime time likely won’t be a problem, because it is as fun as it is beneficial. 

Finally, your prime time is something that you already instinctively know and feel — you just need to add the tracking and charting part.

Okay, so what’s the practical part? Here’s how to calculate your prime time:

1. Track your time spent on different tasks,
2. Track your energy levels during the day, 
3. Track your motivation, and
4. Track your productivity.

This is the method I used to track my biological prime time.

Most of us have an already developed routine and specific tasks we ought to complete on a daily, weekly, or monthly basis. 

Here’s what my typical routine looks like, in terms of a workday. As you can see, I usually get most of my tasks done after 12 p.m. Also, you may notice that I always make room for a small break, and a lunch break, to maintain productivity. 

However, having a steady routine doesn’t mean that there’s no room for improvement — you can trust me on this one. 

Or even better, don’t take my word for it — check it out yourself instead.

Daily tracking is an amazing way to compare your performance levels in different parts of the day. 

But, just remember this — it’s all about finding the right part of the day to complete a specific task. And, by “right”, I mean — right for you specifically.

How I tracked and calculated my biological prime time

So, I time tracked my activities and charted the 3 above-mentioned levels over the period of 3 weeks.

For hassle-free time tracking, I used the time tracking software Clockify. 

In Clockify, you can either manually enter the time in your timesheet after completing a task, or track it in real-time using the Clockify timer — whatever option works better for you. 

Clockify’s calendar view will help you: 

• Visualize your schedule, 
• Customize it in a better way, and 
• Compare how much time you’ve dedicated to each task in different parts of the day. 

As for charting my energy, motivation, and productivity levels — I simply used Google Sheets. If you have any other solution in mind, a planner or something else, that will also do the job.

What matters is that you record your levels on a 1 to 10 scale. 

The ease with which you’ll be able to collect the data will help you get the most precise results.

How charting my biological prime time looked like

Once I picked the tools that will help me define my biological prime time, I created a simple division to differentiate between the:

• Morning,
• Early afternoon,
• Late afternoon,
• Early evening,
• Late evening, and
• Night.

It is important to mention that you must dedicate specific hours to these sections of the day to be able to combine the data with the following step — charting your hourly levels of energy, motivation, and productivity. 

For example, morning for me usually starts around 9 a.m., but I know a lot of people whose mornings start at 7 a.m. or even earlier.

You can see my example from the third day of this experiment in the picture above. Some of the results didn’t make sense to me — but it was due to this being the first week. 

Here are several things that I found really interesting:

• My focus was the highest when my energy was at its lowest point,
• My motivation was the highest between 6 p.m. and 9 p.m. (probably typical for a night owl, but still a little later than usual for me), and
• My focus in the morning was higher than I expected.

As I’ve mentioned, I tracked all this for 3 weeks. But there’s a catch — each week has a specific function. During the first week, I had to avoid any stimulants, including caffeine.

So don’t worry if you find yourself in a similar situation, it’s just your body adapting to a little different lifestyle.

Now let’s get into more detail about each week and its functions.

Week #1 Learning how you function without any stimulants

As I’ve already mentioned, there are parts of the day when coffee is my best friend. However, all stimulants, boosters, and depressants can significantly impact our internal clocks.

Consequently, I had to say goodbye to all such products in week 1 to understand my natural energy levels. 

This means that, during the first week, you ought to learn a thing or two about how your energy levels vary without any caffeine, alcohol, or any other stimulants. 

For best results,  you should try to have a balanced and healthy diet, eat regularly, and stay properly hydrated.

After all, the latest productivity statistics indicate that adequate nutrition by itself boosts productivity levels by a stunning 25% — so you must pay attention to this as well. 

I know life can be hectic, but, if you tend to skip a meal or not drink enough water — set a reminder.

This is the only way to start noticing your actual, natural energy levels.

Observations during week #1

So, I must admit — during the first couple of days, I found myself being actually nervous and more agitated than I usually am. 

This was most likely due to the abrupt caffeine intake cutback. 

One of the most important things I’ve learned about caffeine is that it was much more about the ritual itself than it was about the direct effect of caffeine on my body. So, when I switched to making myself a nice cup of tea instead, my brain soon started perceiving it in almost the same way as coffee. 

Since I was caffeine-free, I noticed some changes in the 3 levels I was tracking. As I mentioned after my example, if you’re also passionate about coffee, sometimes those levels will abruptly change during the day, as your body is adapting. 

My energy levels suddenly started rotating between peaks and dips, as I didn’t have my favorite booster. After 9 p.m., I noticed both my focus and motivation were significantly lower than before the experiment.

Also, I realized how high my focus was in the morning, which I’d never noticed before, most likely because I would be focused on my lack of energy. And right after 12 p.m., I would have a sudden drop in my focus, while my energy would reach its peak. 

Interestingly, during the first week, my motivation would reach the highest point and a score of 10 only after 6 p.m., along with my focus and energy, who’d both score an 8. 

Having no stimulants also meant going to bed earlier, so even though I rarely finish my day before 2 a.m., during this week, I’d have sudden drops in all 3 levels and fall asleep before 1 a.m. (one day even before midnight.)

Week #2 Let your natural rhythm define you

So, when you’ve spent a full week without caffeine and other stimulants, you need to pay attention to how your mind and body work. 

At this point, you’ll start noticing how your physical, mental, and behavioral changes differ, compared to the days when you’ve “corrupted” your organism with stimulants or depressants. 

And, this week, it’s all about understanding what comes naturally to you.

Let me explain what I mean by this and provide a couple of examples. 

First things first — how much sleep is optimal for your best performance during the day? 

Here are some ideas that I’ve tried, and suggest you do too:

• Try not setting an alarm clock, 
• Take a midday nap if you feel like it, 
• Don’t use any electronic devices at least 2 hours before your bedtime (but for real).

The whole point is to just try to fall asleep and wake up naturally, to monitor and answer the following questions: 

• How much sleep is ideal for your cognitive and physical performance to be optimal?
• What is your ideal sleep schedule? 

You may be surprised, as I was, by what you find out. For example, I realized I was oversleeping, even though I was only trying to follow experts’ advice and have a good night’s sleep of 8 hours whenever I can. 

Even though I am a night owl, life without coffee resulted in getting to bed earlier. 

So, by the end of the second week — it turned out that I can wake up completely naturally after 6.5 hours only. That said, for me, this also means having a power nap sometimes in the afternoon is a must.

Here’s what else I discovered during the second week of my experiment.

Observations during week #2

I’ve already mentioned the morning I woke up naturally, with less than 8 hours of sleep — I was stunned by how good I felt that day. 

I was also feeling:

• Completely fresh and clear-minded,
• Actually proud of myself, and
• Quite happy and energized.

That’s when I knew I was really on the right track. 

I found out that being a night owl doesn’t mean my energy peaks only after 2 p.m. (something I’ve previously been convinced about), but rather that I have several energy peaks during the day. 

So, for me, the peaks happen around:

• 11 a.m.,
• 2 p.m.,
• 7 p.m., and occasionally even
• 10 p.m. 

So, believe it or not, understanding when my brain is operating at its peak performance has helped me break a prejudice I had about myself.

Week #3 Start logging your energy levels every hour

In the third week, you will have already clearly noticed some benefits, and your mind will be clearer. 

That’s the perfect time to step up the game and start logging your energy, motivation, and focus levels every single hour you’re awake.

That’s exactly what I did, for each hour of the day. 

Here’s an example of my 4th day in week three.

Your chart will basically look the same, including your energy, focus, and motivation on a 1 to 10 scale. However, gathering more data will ensure that you are actually identifying your peak hours accurately and precisely to the hour, instead of only for different sections of the day.

Additionally, at this point, you’re already a pro at tracking your productivity levels, you’ve developed some healthy habits, and I swear — you’ll want to continue improving.

To boost your motivation to do the same, I’m sharing a variation of the template I’ve created and used — you can download and use it yourself.

Template for tracking your biological prime time 

Observations during week #3

At this point, I was actually eager to step up my game. I wanted to get to know the exact equation that will solve all my problems.

The truth is — there is no such thing as a perfect equation, and the levels can vary based on external factors as well, such as bad weather. 

I finally understood that being a night owl doesn’t necessarily mean I can’t be productive during the first part of the day. Once I separated the 3 categories, I realized that even when my energy is low, my focus can be at its peak. 

Usually, if my energy was low, I would opt for a break, or do a low-priority task. Finding out when my focus is really high at the same time has shifted my perception of such periods. I tried completing some of the most important tasks during these times, and guess what? I accomplished those tasks more efficiently and in less time. 

Once again, I was stunned. I couldn’t believe I was wasting all that high-focus time on my breaks, or doing chores.

The one thing that was definitely clear during week 3 was — I had completely understood tracking these 3 weeks will be only a part of the process of self-improvement. I can clearly remember the moment when it all started to fall into place, and truly make sense.

I can’t emphasize it enough — try it out and let your own jigsaw fall into place. The “sacrifices” are — and this is an understatement — completely worth it.

Benefits of identifying your biological prime time 

Once we are fully aware of our own physical, mental, and behavioral changes throughout the day, we get to improve our overall productivity. 

That’s because we can then schedule our most important and high-leverage activities and tasks for our peak productivity hours — i.e. our biological prime time. 

Here are the 3 crucial benefits I’ve noticed after calculating my biological prime time.

#1: Increased productivity

Your daily productivity levels are directly related to the quality of your life, especially in regard to work-life balance. People are not meant to be productive all the time, and it is perfectly fine that we’re sometimes struggling with our tasks, even the simple ones.

Finding your prime time means identifying energy peaks in your day and, moreover, using those peaks to get the most important work done resulting in high productivity. 

Outside your peak hours, when you’re not feeling as energized, you can do smaller, mundane, and routine tasks that don’t require high focus. 

Furthermore, you can schedule your breaks for periods of energy dips.

#2: Higher motivation

Once you’ve identified said peaks, you will be able to improve your daily routine. Being properly motivated to achieve your goals can make all the difference. 

Having the motivation to do something is closely tied with better focus when performing a task, so, apart from being more productive, you’ll also be more efficient. 

There are 2 main types of motivation — intrinsic and extrinsic — and by finding your biological prime time, you will be able to increase both. 

Intrinsic motivation is related to our internal satisfaction — engagement in an activity or behavior because we find it rewarding. So, once you are more productive and know how to adequately schedule all your daily activities, this type of motivation inspires you to complete said activities.

On the other hand, extrinsic motivation is when you are motivated to engage in an activity or behavior because of an external reward, or because you want to avoid punishment. Once you align your prime time with your most important activities, the results will be visible. 

For example, you’ll perform better at work and have an easier time getting the housework done.

#3: Better self-image

I’m pretty sure we all know the awful feeling when you catch yourself procrastinating — avoiding certain tasks you find unpleasant, scrolling through social media feeds when you’re supposed to be working, etc. These (in)actions can lead to developing a negative self-image, feelings of unworthiness, and overall, lower self-esteem. 

The good news is — it works the same way the other way around. 

Productive, positive, constructive, and confident actions and behavior lead to satisfying results, improved mental health, and higher self-esteem.

Therefore, by improving your overall performance, finding your biological prime time also improves your self-esteem.

Additional tips and tricks for making the most of your peak time 

I want to share some additional tips and tricks I’ve picked up during the course of these 3 weeks. 

It goes without saying that you won’t always be able to use them — but still, have them in mind and try them out if or whenever you can. 

For me, all these worked and gave me an additional nudge in the right direction.

Tip #1 Tune out distractions

This one is quite easy, and I think it really makes sense:

• Set all your notifications on mute, 
• Don’t check your social media — at least not during peak hours,
• Put your phone on silent mode whenever you want to focus and engage in deep work,
• Use noise-canceling headphones while working, and
• If you live with anyone and work remotely, try to find another space for these 3 weeks, or set strict boundaries (no interruptions at all) during work hours.

I understand that sometimes, you won’t be able to apply these anti-distraction tips, but you should try to do so as often as you can. And, as you can notice from the list above, I’m suggesting you should focus on this set of tips and tricks primarily during working hours.

However, this is all extremely beneficial for your time spent on your personal activities as well, such as:

• Chores, 
• Exercising, and even
• Spending quality time with your friends and family (you can, however, forgo the noise-canceling headphones, obviously).

Tip #2 Find what gives you a natural boost

Coffee is not the only thing that can boost your energy. The release of endorphins, adrenaline, and dopamine can be triggered in many different ways that are completely natural. 

The first thing I have to mention here is that I was one of those people who would skip a meal occasionally. Well, what I later realized was that it was mostly because of my previous caffeine intake, which would trick my body into thinking I’m not hungry. 

Additionally, you’ll need to pay special attention to which foods are the best for you during the day, as your glucose and fat levels after a meal can dictate your energy levels as well. 

You should especially avoid blood sugar spikes because they are commonly followed by an energy crash.

And finally, the golden rule — stay hydrated.

Here are some other useful tricks that I’ve discovered work best during the 3 weeks of this experiment:

• Mid-day power naps,
• Mid-day exercise, which can be a simple walk,
• Regular social interactions,
• Adequately addressing my stress levels, and
• Regular magnesium intake.

 Again, this can all be highly personalized, and you can remove or add anything to the list above. 

Tip #3 Find appropriate tasks for your downtime

As I’ve already mentioned, don’t beat yourself up when you feel your energy is lower than usual. Such downtime and energy slumps happen to everyone, and there are 2 main approaches to dealing with this common issue.

The first approach is simply scheduling your breaks during such periods. 

However, sometimes, the downtime will happen during your obligatory working hours — so you’ll have to find another way to beat that slump (that is not caffeine or sugar).

The solution lies in finding the right tasks for your downtime. 

Such tasks can be any in the following categories:

• The ones you enjoy doing the most,
• Routine and mundane tasks that don’t require much energy, or
• The ones that require movement.

These types of tasks are easier to do, so they will require a lot less energy.

Tip #4 Be in sync with your peaks and dips

This is probably the most important goal you can set for yourself, as it is related to everything we have said above. 

That’s why you ought to create a clear plan, and, once you’ve established some patterns in your schedule — stick to them.

Of course, it will be desirable to continue tracking your time and charting your energy, motivation, and focus levels after finding your prime time. After all, during these 3 weeks, you’ll understand that it is really of the essence.

Wrapping it up: Finding your biological prime time is a game-changer

Finding your biological prime time is of utmost importance for all who want to improve their productivity and learn to structure their day in a way that works best for them. 

Once you learn when your energy, focus, and motivation are at their highest, there’s no doubt you will achieve better results in every aspect of your life. 

There are many details that I’m now aware of about my routine and my internal clock that help me be much more productive during the day. 

And, of course, one of the most important factors in calculating my prime time and developing self-awareness was time tracking my days. 

What I’ve learned is that proper time management is proper energy management as well. During these 3 weeks, planning tasks according to my biological prime time definitely replaced coffee and became my best friend at work. 

Have you discovered your biological prime time? If you have any other tips and tricks, or perhaps some additional thoughts on the topic, feel free to share your thoughts with us. Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

Fully understanding and further leveraging the power of effective time management is no doubt among those traits.

Let us introduce you to one of those successful people — a super creative, XayLi Barclay, whose popularity among both individuals and businesses has been going through the roof for years now. 

Among other things, XayLi Barclay is: 

• The CEO of the Start Shoot Grow Video Academy, 
• A visual content creation coach, and 
• Thinkific expert for online course creators. 

XayLi uses Clockify to boost her growth — and she even did a tutorial on how to use it for her audience. 

So, we just had to reach out, get to know her a bit better, and check out how Clockify helps her and her team.

We spoke with XayLi about the following topics:

• Video content as a part of business strategies,
• Getting things done,
• The importance of time management,
• Work-life balance and the power of rest,
• Using our time tracker Clockify,
• The importance of having a structure in your day, and
• Much more.

Lights, camera, action! (a.k.a. XayLi’s zone of genius)

One of XayLi’s major passions is creating video content. She kind of predicted that it would become a huge trend.

XayLi has been using video as a promotional and business tool since she started in 2006, and has been teaching it since 2014. She’s rightfully been convinced that video is the present and the future of content.

“All platforms are competing for video. And for me, this being 2022, thinking back to the perspective or vision I had for video or people creating videos or using video in their business, everything right now is confirming all of that. And, I don’t feel like it’s going anywhere, anytime.”

Not only does she enjoy creating content, but she also loves teaching and empowering others to implement video in their strategies as well. 

Her online courses focus on teaching people how to get confident in front of the camera — or as XayLi puts it — “How to really show up and shine.”

Helping other businesses build their brand through video content is just one aspect of her business, as it consists of many intricate parts. 

XayLi also deals with consulting, branding work, sponsorships, and teaching. Furthermore, she helps businesses of all sizes, as well as her online audience, keep up with various and rapid social changes that are reflected in the way we learn nowadays.

XayLi wanted to highlight another amazing thing she does:

“I host a huge annual summit with Thinkific, called Think in Color, where we celebrate women of color working in the online space — which is super exciting.”

Why XayLi loves video content (a.k.a how video evokes emotions)

They say that a picture is worth 1,000 words, so how about video then? What number would video content translate to? Perhaps a million? 

Because of the million words you can get from a video, XayLi is an ardent advocate for video content. 

And, she admits she has also always loved taking pictures and capturing moments. The transition to video content just came naturally to her. 

Here’s how she explains it.

“I’ve been an advocate for video for such a long time. I mean, we have things like movies, and if you leave the movies, there’s a certain emotion attached to what you just watched or what you just took in. Or you’ll watch a documentary and it can completely shift your perspective on something that you thought you knew everything about.”

XayLi on how to get things done — just start!

Since XayLi manages to successfully juggle so many different projects, we wanted her to let us in on the secret — how does she manage to get things done?

So, she offered the following advice: 

“Make sure that you just start — just get started. A lot of us are overthinking so many different things. And, I think a lot of us are afraid of putting things on camera and then remaining on camera, thinking — what if I say something wrong? What if I start building the wrong business? Well, what if there are too many what-ifs?”

We couldn’t agree more with XayLi, as the only way to enter your growth zone is to leave your comfort zone. 

Moreover, XayLi emphasizes the importance of being mindful of how you spend your time.

“What matters is the amount of time you take to do something, the time you’re spending on specific things in your business. Time is really of the essence — so make sure that you’re putting time at the forefront of everything that you’re doing.”

Growth is easier with tools such as Clockify

Since XayLi values her time, she understands why it is important to use a time tracking tool. She relies on Clockify, and here’s why she recommends it to everyone:

“If you’re a smaller business, start tracking your time so that you’re able to see — like we mentioned — what you’re spending time on. And, for medium-sized businesses — I also love that you can track your time — then, you can see other people’s time, you’re able to do so many different things, you’re able to manage different projects. There’s so much you can do within the tool, I don’t see the reason to not use it at all.”

After all, we live in the Information Age — so it makes sense that leveraging the power of automation and modern-day technology has become an absolute necessity.

With great power comes great responsibility: time management edition by XayLi

As a business owner, XayLi has to deal not only with the tasks she finds interesting, but also with boring but necessary administrative work. 

She also has to manage her team. 

XayLi admits — it was a struggle to reach the point where she is truly in charge of both her day and her business.

“We live our whole lives with other people telling us exactly what to do and when to report to someplace — and all of those things. And, when you become a business owner or you become an entrepreneur and you’re working for yourself, full-time, or even part-time — you have to manage those hours by yourself.”

XayLi never shied away from asking for help or advice. And, when it comes to her business, she had just the right person for this. XayLi’s father is also an entrepreneur — so, whenever she felt unproductive, she’d turn to him for advice. 

That’s how she learned the true importance of time management in the first place:

“Your success depends on your time management — because if you’re not managing that time correctly, that’s a problem.”

There are many reasons why people procrastinate and why they aren’t motivated enough to do something. 

But, guess what? You can learn to deal with procrastination and find a way to give your motivation a boost — as XayLi did.

The issue with being your own boss

Being in charge of your day and tasks can be especially tricky for business owners and freelancers. There’s that issue of not having a “supervisor” — and, as XayLi explains, that’s the main reason why we need to develop a healthy routine and stick to it. 

So she shared a couple of tips her father gave her.

“Act as if you’re not your own boss and you do have to show up and be on time. And, the other thing is to get ready. You can’t just roll over and get started — you need to prep yourself and put yourself in this space to get actual work.”

What XayLi took from these tips was that she needed to develop a steady routine — just like her role model in both business and life. 

“And so, I started taking those things into perspective and realizing — oh, I need a routine of sorts that I need to follow. And, as much as we hate routines and we think about school and work, we have such routines even when we don’t have a routine. [Not having a proper routine] is harmful — and I had to really learn that lesson.”

Developing a steady routine (with a little help)

We asked her what helped her develop a steady routine, and she answered the following:

“I started making use of my calendar and tracking my time.”

It’s all about the work ethic and self-discipline, which operates like a muscle — the more we work on it, the stronger it will become. 

XayLi adds that she understands she was really lucky, and that not everyone has such a role model — like she has her father — in their close environment. 

However, there’s always another option — the World Wide Web. Because:

“We have so many people online sharing their journey as well.”

Not only can we learn from good practices, but also find inspiration and motivation whenever we’re struggling. Sometimes, not even our closest friends won’t be able to understand us, which happened to XayLi as well.

“I remember going through a time in business where I felt like my immediate friends and my friends from college didn’t understand how serious I was — and how much I wanted it.”

So, what she suggests, not only to new entrepreneurs, but rather to anyone who wants to acquire a new skill, or needs a boost to develop a steady routine, is — to tap into podcasts and find other resources and like-minded people online.

The thing is, there’s a lot of inspiration all around us, we just need to know what to look for. XayLi adds that she’s actually become friends in real life with some of those people she used to look up to.

Tracking time to avoid burnout (and establish a work-life balance)

The way you manage your time is directly reflected on your work-life balance — and XayLi admits there were times when she worked for 16+ hours per day. 

We believe that many CEOs, freelancers, and entrepreneurs relate to the issue — and XayLi adds that such behavior inevitably leads to burnout and negative effects on your health. 

So we asked her to give us her 2 cents on achieving that work-life balance.

“When I say “balance” you should know you always have to reevaluate what that balance is for you. Because, things are changing — things are always changing — and change is the only constant that we have. So you always have to think about that — what may have worked two or three years ago, might not be working now.”

She also mentioned how she relies on the Pareto principle — one of the most effective time management techniques — to establish a balance in her life and work.

“20% of what we do brings 80% of the results. Think about it. But, most of us are operating as if it’s the other way around. So really — be mindful of what you’re doing and what’s taking your time away.”

Now that she’s gained control of her time, XayLi understands the power of rest — and always keeps track of her work hours.

“You need to limit your hours and say — I am working from this time to this time, and that’s it. And I’m going to cut off and that’s hard to do, I’ll be honest. But, it’s so essential — because rest is so important.”

Introducing Theme Days

XayLi has an interesting approach to managing her business, and she introduced the concept of Theme Days in her company. She came to this practice because she wanted better structure in her week. 

For example, she always does her CEO-related activities on Mondays — such as handling paperwork and the things she dislikes the most. This technique of dealing with the unpleasant tasks first is also known as Eat that frog. 

“So I have those days kind of mapped out in my calendar, and that allows us to then input the tasks into the calendar — because if it’s not in my calendar, it’s not happening.”

Time blocking the day

As we’ve already mentioned, it is crucial to be consistent in life, especially when it comes to business — and XayLi can’t emphasize that enough.

“Consistency is key, right? A lot of times, as business owners, we get caught up in the little things that are not doing anything for our bottom line. So, I think it’s really important for us to create those buckets or those days where we do specific things.”

Another time management technique that XayLi uses is time blocking:

“I’ll create blocks of time to get things done. So, if I need to get something done, I am going to set a 15-minute timer — and I bet you, by 7 or 8 minutes, it’s done.”

How XayLi found and decided to stick to Clockify

As we’ve mentioned in the introduction, XayLi created 2 videos showing her audience how to use Clockify. 

So, if you’re not familiar with our tool, we suggest you check them out, as XayLi is an amazing presenter.

Video no. 1: How XayLi Use Clockify Time Tracker to Make More Money $$$ By Managing My Time

Video no. 2: How I Use Clockify Time Tracker For My Online Business $$$$ | How To Use Clockify Tutorial (2021)

So, XayLi is not a new user of our time tracker — and here’s how she commented on the fact.

“There are so many things about the app that I love. And, it’s funny, because, if an app is not doing what I want it to do, I’ll ditch it — but I’ve been using Clockify for years.”

Clockify was not the first time tracking tool XayLi used — so we asked her how she found it.

“I wanted to pre-plan my day, so I started using a tool. I can’t remember what it was at the time right now. I really can’t. But obviously, there was something about it that I didn’t like — so I searched and I found Clockify. And what I loved was just how easy the interface is.”

And, after finding it, here’s what made XayLi stick with Clockify:

“I think that it’s such a flexible tool. And, the free plan is too good to be true — so your investment is very low.”

XayLi’s opinion on the personal advantages of using Clockify

Here’s how Clockify helps XayLi boost her motivation and stay true to herself.

“Honoring time is something that I will continuously work on. If you say you’re going to do something, then do it. And, putting it into Clockify, for me, makes sure I’m not going to go through changing anything. So I might as well do it. ”

So, it turns out, even if you don’t have a supervisor, a time tracker can act as one, as XayLi explains.

“For me, a lot of times, if there are things that I’m slacking on doing, if I set a timer, they will get done. I don’t know what it is about my brain and a timer. It will get done. But, seeing that layout for me was really, really important — so that I can plan what’s going on in my calendar, but also add that time.”

Being mindful about how she spends her time has had a major impact on XayLi’s personal growth, and she explains how her understanding of self has improved as well.

“There’s so much that we can learn about our patterns and habits — and that can allow us to grow as well.”

Additionally, time tracking reminds her why it’s important to stick to her schedule.

“Be consistent with your schedule — because, if you’re working for someone else, there are things that you’re going to have to do, right? And, you’re going to have to do them most of the time. So, why aren’t you doing it for yourself? This is why using a tool is really, really important.”

XayLi’s opinion on the business advantages of using Clockify

Once XayLi started seeing positive results of time tracking in her behavior, she introduced Clockify to her team and started using it for business growth. 

“It helps me in so many ways. We use it on the team as well, so we’re able to track and see everyone’s overall hours. My assistant is able to see what work I’m doing, so she can also see what she needs to build for the external needs — such as what invoices she needs to draft up.”

XayLi and her team are always dealing with many different types of activities and projects, and she adds how Clockify insights and reports benefit her business in this respect.

“We have so much going on. So, I need to know what’s taking up the most time and what’s taking up the least time. And, I like to be very mindful of those things. I also love being able to pre-schedule and see what we have going on. And, if there’s a change in my calendar, I love that it reflects on Clockify.”

We asked her about the single biggest advantage of Clockify for her business, and here’s what she had to say:

“It keeps you on track, especially if you’re working for yourself. But, there are so many other advantages you can really see, such as helping you understand what’s making sense for you in business.”

How specific Clockify features help XayLi’s business

As XayLi mentioned, tracking time spent on different activities can help you pinpoint many issues and time wasters. 

Once you have those insights, you can eliminate such activities from your schedule.

Here’s what Clockify features help her with that.

Feature #1 — Timer

The first feature XayLi singles out is the timer — here is why:

“You need to see where you’re spending your time. [This way, you’ll understand] if you should continue pursuing something or if you should just double down on something else that’s doing really well for you. So, think about the things that are really driving your business, that really make sense for what you’re doing — and pour more time into those areas.”

Feature #2 — Projects

Another Clockify feature allows users to get insights for separate projects, which XayLi finds extremely useful as well.

“Sometimes, we’re working on a project, and we just want to know how much time we are actually spending on that specific project. So, I love that I’m able to separate it out.”

Feature #3 — Team management features

Moreover, even though micromanaging is not XayLi’s cup of tea, she couldn’t agree more with the following — in order to adequately manage and nurture your team, you do need to perform occasional checkups.

“Specifically, I love being able to see other people’s time or what they’ve been working on or doing — because you do need to check on that sometimes.”

Feature #4 — Apps (Chrome browser extension)

Another feature XayLi finds really useful is the availability of the Chrome browser extension.

“I love the Chrome extension, so I usually keep it open in my browser — I love it for ease of use. And, I love that you are still able to choose your project and choose what you’re working on in there too.”

Feature #5 — Separating billable and nonbillable activities

Being in a creative business often requires having non-billable activities as well, and XayLi points out another Clockify feature she finds useful — separating your billable and non-billable hours.

“I’m a creative at heart, so I had to learn how to be a business owner. And, lots of times with creatives, we spend so much time on activities that are not generating enough. So, if we’re not tracking it like that, we don’t realize how much of what we do is billable and how much is not billable, or what percentage of time you should be spending on billable versus nonbillable activities.”

Let’s wrap it up: ‘I’m in charge of my full 24 hours’

XayLi is a perfect example of a person who understands that time is the most valuable resource of all. She’s also aware that getting it “right” doesn’t come with a set of instructions — and there is no one-size-fits-all approach to it.

You can follow XayLi’s example and find a combination of time management techniques that work for you specifically. 

In the end, being in charge of your time starts with understanding how you allocate it to different activities:

“And then you wake up on Monday and you realize, oh my gosh, I’m in charge of my full 24 hours. That’s the problem if it’s not planned out.”

What are your 2 cents on the article content? Are you a CEO as well and have an additional piece of advice to share with us about using Clockify to boost your growth? Let us know by writing at blogfeedback@clockify.me and we will consider featuring it in one of our future articles.

However, the very concept of the Dream has been rapidly changing over the last few decades, mostly impacted by technological advances. Life seems to be so fast-paced that it can be hard to keep up, let alone stay ahead of the curve.

Well, let me introduce you to one person who is always one step ahead of all that, and who does live his own version of the Dream — Konstantinos Synodinos, who managed to merge the 2 of his biggest passions — business and sport.

Recently, we noticed that Konstantinos included Clockify in one of his educational posts, as he often creates content related to useful software and different types of tools. To provide some context, the topic of this video was “Tools I wish I knew about when I started my business” so we simply had to reach out and ask for an interview — in which we talked about time management, time savers, digital marketing, mental health, social media, and much more. 

Konstantinos — the story of a jack of all trades

Konstantinos is a lot of things — so let’s name a few. 

He is a digital entrepreneur who is the CEO of 2 successful businesses (Champions ID, the first social platform for athletes, and Simply Digital, a full-service digital marketing company).

He is a martial arts enthusiast who is a black belt in Kenpo karate.  

And, he is the leader of a movement of millions of people on social media. 

Konstantinos is constantly exploring the world of digital — especially of available tools — and sharing his knowledge with everyone eager to learn and work on themselves: 

“Right now, my TikTok account counts 2 million followers, my Instagram account is at 250k or something. It’s a tribe that’s constantly growing because of this exact thing, of how exciting this new digital, entrepreneurial universe can be with all the tools — like Clockify — and other stuff that we discover daily. And, I have always had a genuine interest and love for that stuff, ever since I was a kid.”

Just some of his impressive achievements include being:

• A 2-time world champion in Kenpo karate, 
• An MBA graduate in the Department of Organization and Management, 
• 1 of 32 businessmen selected by the US Department of State to participate in the 2016 Global Entrepreneurship Summit in Silicon Valley, and 
• The winner of the Greek Entrepreneurship Award of the year 2 times so far.

Since his day also consists of 24 hours, you’re probably wondering how he finds the time to succeed in that many diverse fields and get things done. That was one of the areas we tackled in this interview. But, first, we focused on marketing.

Then vs. now: the evolution of marketing (and the role of digital)

Before going into detail about Konstantinos’ digital marketing success and the importance of taking proper care of our mental health, we went back to the very beginning of his career.

Because, before the transition to digital channels, Konstantinos was a traditional marketer and a brand manager.

“Back in ‘99, when my entrepreneurial effort started, there was no such thing as social media, or digital marketing, or Facebook advertising.”

Konstantinos agrees that his experience in traditional marketing is more than relevant to his current success, as all marketing revolves around learning what consumers want and then acting accordingly. 

So first, we wanted to get his 2 cents on what is the main difference between traditional and digital marketing, considering his vast experience in both. Here’s how Konstantons explains it: 

“Marketing hasn’t changed. What has changed is the medium where we’re doing marketing. Instead of billboards, and print and TV, marketing is moving towards mobile apps, Google display — you name it — all of these choices are available every day. That is where the game changes from traditional to digital marketing.”

The answer is quite to the point, and of course, it’s only natural, as technology continually evolves. You’ve probably heard of the expression “Change is the only constant” — and, in this case, it couldn’t be more true. So, the trends are changing by the day, and the abundance of new platforms and tools is also emerging by the day, creating new marketing opportunities. 

The concept of digital marketing explained

With all the change and the complexity of digital marketing, Konstantinos still likes to focus on simplicity. That’s what made us wonder how he would explain the very concept of digital marketing to someone completely unfamiliar with it. 

The answer is simple, it turns out.

“Well, digital marketing is your attempt to grab people’s attention on any screen available. That’s the definition for me. The essence of digital marketing is trying to become as native as possible within the platforms that grab the attention of people, become interesting enough to grab their attention, even for a couple of seconds, or 5, or 10.”

What also matters in digital marketing, as Konstantinos points out, is understanding which platforms and devices are people spending the most time with, and focusing your attention on those. 

“About 75% of traffic on any platform happens on mobile right now. So, you know where the attention goes, and that’s where your marketing efforts need to go as well.”

How does Konstantinos manage to stay on top of all marketing trends?

The thing is, it’s exactly those trends and platforms that shape the minds of consumers — shaping their habits and expectations at the same time. 

It is quite challenging to keep up with all that, so we wanted to hear about Konstantinos’ work process and how he manages to stay on top of it all. 

Turns out, there’s no secret to it — it’s just hard work and consistency:

“I constantly research stuff — that’s what people don’t understand. They believe I have a secret source where I find websites, or secret hints, or hacks, for the new stuff that’s coming in. But, I’m actually just constantly researching and looking up what’s new.”

It’s evident that, throughout his 20-year-long career, Konstantinos has fully embraced the power of tools, apps, automation, and other productivity boosters — especially since he shifted his efforts to digital channels. 

But, these digital channels come with their fair share of challenges.

Adapting to the challenges of digital marketing

Not only does Konstantinos understand the impact and the importance of leveraging the powers of relevant tools — but he also regularly shares content, thereby helping others learn from his knowledge and experience. 

But, what we all need to understand is that it took a lot of time and effort for Konstantinos to achieve this level of expertise. 

He had to learn by trial and error, as we all do.

“I had to force myself into this and try to accelerate my learning curve when I realized digital marketing was a totally new space, with new rules and new principles. Digital consumers react differently, and every single year we see them evolve, become different, become more demanding, change habits — and, as a business, you need to adapt.”

How did Konstantinos decide to start his own business?

Konstantinos’ first digital entrepreneurial effort was Champions ID, a sports startup that he explained as a project “which was aiming to become pretty much the LinkedIn of sports — a place where people would be discovered and scouts would find new talent.”

Considering Konstantinos has been an athlete since his childhood and that he was on the national team of Greece for 12 years, he knew exactly what were the issues he wanted to tackle.

So, after many years of working in a corporate universe, working for others, in 2015, Konstantinos made a brave decision to quit his job and turn to his passion. 

This was the beginning of a new era for him, and when the Dream started:

“I realized that I want to explore the entrepreneurial universe and try to bring my business background to my athletic background. So I wanted to create some kind of tool for athletes, addressing pain points I’ve faced as an athlete myself.”

Simply Digital came after Champions ID, so we asked about how he came up with the idea to open a marketing agency. 

“I tried to find myself, my startup, and I said to myself — Okay, I need to create something. Simply Digital is a marketing agency — a global one right now — and it was my initial attempt to find my startup. It was not an attempt to do business and just have a digital marketing agency, I never had that kind of aspiration. It came up, it changed completely, shifted to social media and now we do several other things we weren’t doing in the beginning.”

Digital marketing — constant learning vs being a guru

But even now, with millions of followers and all the milestones pointing to his success, Konstantinos doesn’t like being called “an expert, a master, or a guru…” of digital marketing.

Here’s why.

 “I don’t think the words master or guru fit anybody. I believe that all digital marketers are permanent students, of digital marketing in general, of entrepreneurship… Nobody knows everything, so nobody can be entitled to those kinds of words, like guru or master… I prefer to be a digital entrepreneur — someone who constantly tries out new stuff. That’s where my content comes from — constant hunger to experience stuff, to try stuff, to discover things, to simplify my work and other people’s work.”

This is an amazing reminder for all of us, that we ought to stay humble and continually keep working on ourselves.

Because, in the context of evolution, perfection doesn’t exist. 

It’s all about lifelong learning and improvement.

The impact of software on digital marketing

Now, we’ve already scratched the surface of why leveraging the power of available technology, software, automation of repetitive tasks, etc. is crucial in digital marketing nowadays. As Konstantinos pointed out, the medium has changed and we ought to be flexible and adapt. That is something relevant and applicable not only to marketing, but rather the majority of industries. 

For example, the latest productivity statistics indicate that a whopping 92% of workers agree that usage of software boosts their overall performance and lowers the margin of error, making them more efficient and productive.

So what does Konstantinos recommend as a great approach to selecting the right software to work with?

Konstantinos’ opinion on how to choose a suitable software

We understand that it can be challenging to find the right tool, as being productive works on a personal level. So we asked Konstantinos how one can choose a set of tools that are both new and relevant, and will work for them. 

Here’s how he explained it.

“A tool should become a habit, build the engagement of returning users, who’ll use the tool again, and again, and again, realizing how it’s useful. There’s no other way to understand what is the best toolkit for you, if you don’t try many things, narrowing the list down.”

Konstantinos’ approach to recommending all these useful tools will not leave you hanging, because his content usually offers 3 to 5 interlinked tools.

“I try to bundle things that make sense together, because people need to track time, be more productive, and start learning how to work on themselves. As for teams, they need to track their progress on everything and have a collaboration tool.”

Konstantinos’ approach to work and measuring performance

The way we choose to allocate the limited resource of time is what shapes our lives. 

We will often hear the expression “Time is money” but in reality, time is much more than just money. 

Time is the only determiner of our academic and career development, as well as our personal well-being, both physical and mental health. 

That’s why we all need to understand the importance of time management, as Konstantinos nicely points out:

“Time is everything! In everything we do, time is the most valuable asset. It’s not about working hard, but about working smart — working efficiently and productively. For me, this is the only thing that matters.”

For Konstantinos, time management is an important indicator of someone’s work performance — but, it’s not about the hours you put in, but the results that come from the time spent working: 

“That’s why I say to my team — I don’t care if you work 2 hours, I don’t pay you to be working 8 hours, I pay you to finish the project. And if you can do it in 2 hours, great for you! I pay you for the project, I don’t pay you for sitting in the office for 8 hours.”

Konstantinos on the benefits of remote work 

Konstantinos recognizes the benefits of working remotely and is a supporter of this work model, which he believes to be a real time-saver:

“We don’t even have offices anymore, everything is online and virtual, and it’s my intention to stay like that. Before the pandemic, we were mostly focused on Greece, so I had to have some physical meetings from time to time. Now I’m not doing any more physical meetings, everything is digital. So yeah, things are changing and it can save you time.”

Konstantinos’ 2-step guide to having it all

As evident, Konstantinos is a perfect example of someone who is constantly striving to grow, and in every aspect of life.

So, let’s talk about the strategy to reach the “having it all” goal.

The roots of the term are in advertising so, considering Konstantinos’ passion and experience, we thought it would be an appropriate title for this section — in which we cover the 2 key components of the having-it-all strategy, according to our guest Konstantinos. 

Step #1: Develop habits

Even though it takes some time to develop a habit, it’ll surely be worth the time. Here’s something interesting and relevant from the very beginning of our interview, when we asked Konstantinos how he was feeling, adding the “…productive, as always, I suppose?” part in the question. 

He smiled and said that none of us can always be productive, that each day is different, and that he just always tries to do his best. But, having well-established habits can maybe “automate” some of the work.

“That’s why habits are important — when you’re not feeling very productive or efficient, if you have those habits established, they can do the work for you.”

Step #2: Understand there’s always room for improvement

Once you have a clear understanding of what your routine looks like, remind yourself that perfectionism doesn’t exist. Try to identify wasted time and start improving those habits. Like Konstantinos stated, all we can do is try our best, in order to become a better version of ourselves.

Embracing the concept of lifelong learning also means accepting there’s always room for improvement — or, to repeat what Konstantinos has said earlier: 

“I believe that everyone is a permanent student.”

Now, since Konstantinos is usually the one doing the teaching and consulting part, we were curious who he consults with if or when unsure about something. 

Konstantinos explained that he doesn’t have a mentor per se, but…

“I have a therapist — somebody who is like a mental mentor to me, rather than a therapist — who I am consulting in terms of communication and how to approach things mentally. I’ve had this person in my life for the last 2 years and I’m very grateful. I believe that she has a very big share of my success, because she helped me go through difficult times, save my mindset, and improve it.”

The role of intrinsic motivation for success

Mental health is an immense aspect of one’s determination to grow, overcome difficult times, and develop motivation — especially the intrinsic type of it.

This was a great moment in our conversation to mention a segment we found on his Simply Digital website — how entrepreneurship and personal development are absolutely connected.

Here’s how Konstantinos responded, again pointing out the importance of lifelong learning and continuous personal growth.

“For me, winning at entrepreneurship is 80% mindset. It’s not skills, it’s not your working abilities, it’s not intelligence — it’s your mindset.”

Understanding there will be certain days when we are feeling overwhelmed is the first step to finding a way to resolve that issue — or at least find a healthy way to cope with the feeling. 

There are many strategies to redirect that energy, such as the ones Konstantinos mentioned he’d tried before. We are talking about the Pomodoro technique, and doing the most difficult tasks first — also known as the Eat that frog technique.

Once again, it’s all about the one step at a time progress — so as long as you’re working on yourself, there’s no reason to feel any negative emotions or have your motivation dwindle.

The future of the digital universe

Before wrapping the interview up, we want to share some other challenges, tips, insights, and predictions about the future of the digital universe from our guest Konstantinos Synodinos.

The biggest challenge in digital marketing that needs to be tackled

First, we asked our guest about his opinion on the biggest challenges in digital marketing nowadays, and for his advice on solving these issues:

“I see so many people trying to teach things they don’t even know, or they haven’t experienced. They create content because they copy, for example, an article online, or they get one of my videos or someone else’s. Most people don’t share genuine content and that’s one of the things I see every single day. ”

So, the issue is — a lack of authenticity. And what’s the possible solution, according to Konstantinos?

“Stop trying to be somebody else. The only way to stand out and to be remembered is by being you. You can’t be remembered by trying to be Konstantinos, or whoever else. You need to be yourself. Your voice, your own style, your own clothes, your own background, your own way of talking — this is you, your own experience.”

The role of content in digital marketing

As a passionate and devoted content creator, Konstantinos couldn’t agree more that Content is king. 

While talking about his experience, he shared another piece of advice.

“The magic thing about content creation is that the more you’re trying to deliver every single day, the better it becomes an amazing, teaching, and evolving experience for you. Content creation made me a better entrepreneur, a better communicator, a better speaker, a better teacher, a better consultant… This is something that content marketing gave me, and that’s why I always say to people — if you’re not clear about what you want to do, what you’re trying to achieve, who you want to be — start creating content. It’s like a compass that will turn in the direction that you want, after a while. Give it time.”

How Konstantinos sees the future of digital marketing

Moreover, we inquired about the future of digital marketing and the digital universe in general. Here’s what Konstantinos concludes.

“I believe that the new reality — the Web 3.0 reality that’s about to happen — is going towards a more decentralized approach, where users are going to have much more control of their data. And, I believe this is a good change — because having monopolies is never a good thing. Having all the control on one side, that’s never a good thing for the economy.”

–

So, what can we expect from the future of the digital universe?

• Focus on personalization, branding, and transparency
• Decentralization of a few major players who have the monopoly on the market
• More authenticity in content creation 
• More organic conversion
• Users having more control over their data

The takeaway

As you can conclude from all the above, you too can have it all. 

Well, as long as you understand it’s not a single goal, but rather a journey filled with an abundance of goals and milestones.

Konstantinos’ perseverance, determination, and desire to grow are an integral part of his success. Following his example, we ought to understand that habits are more important than we can imagine, a foundation of our lifestyle, directly related to self-discipline.

We all have bad days, even the most successful people. What matters is understanding that’s just how life works, and powering through those days. If we take control of our own definitions of happiness and take care of our mental health, everything is achievable. 

As Konstantinos explained, we just need to stay true to ourselves and be flexible in life, as our needs and ambitions change over time:

“If you stay the same, you will be irrelevant and obsolete very soon.” 

What do you think about the interview and the ideas we shared? Do you agree about the future of digital as presented? If you’d like to share your 2 cents on the topic, or you have any comments, questions, or suggestions, let us know. Just write to us at blogfeedback@clockify.me and we’ll make sure to provide you with answers, or include your opinion in one of our future articles.

For small businesses, it can be especially stress-inducing, as it requires knowledge of a myriad of laws and regulations, which are commonly state or even area-specific.

To top it all off, you handle the livelihood of everyone under your employment, which is no small thing. So, payroll in itself requires meticulous work and data-keeping.

But no worries, we’re here to help with that. In this blog post, we guide you through the essentials of how to do payroll for your small business.

Read on, as we’ll cover the following topics:

• What payroll management is,
• Vital aspects of managing payroll, and
• Useful tips on managing payroll.

What is payroll management?

Payroll management is the process of calculating and distributing payroll, keeping up to date with compensatory laws and regulations, tax, etc. 

This process also includes overtime assessment and calculations, flex time, and other details related to wages.

This is all done to make sure your employees are compensated fairly and on time. 

If you’re new to all this and your main question is Can I do my own payroll for my small business? — simply put, the answer is yes. So, read on!

2 Aspects of managing payroll for a small business

To learn to do payroll in the first place, you need to understand how pay is calculated in the workplace. 

Moreover, you need to be aware of the differences between gross and net pay while making a compensation plan for your employees, as well as how to calculate pay raises for your employees.

However, not all wages are the same, as there are different types of employees, especially in the knowledge work industry. 

So, the 2 vital aspects of managing payroll are:

• Wage types, and
• Employment/contract types.

Aspect #1: Wage types

Depending on the specific industry, wage calculation and payout can include:

• Salary wage (full-time employees),
• Hourly wage (contractors and freelancers),
• Commission (contractors and freelancers),
• Tip wage (food and service industries),
• Overtime, and
• Paid time off (PTO).

So for starters, managing payroll will differ for salaried and hourly employees. Each carries both advantages and disadvantages for small business owners, but most importantly — each comes with different regulations for payment days.

But if your business mainly employs knowledge workers, the chances are — the payroll process will be less complicated. In this instance, there are 2 ways to pay your employees:

1. Weekly or monthly for full-time workers, and
2. As determined by the contracts of contingent workers (hired based on demand, usually consultants and freelancers, not tied to the company).

Aspect #2: Employment/contract types

There are also substantial differences between contractors, freelancers, and employees, so sorting out who is who might be the best first step for managing payroll. 

Then, get to know the following:

• Who needs which paperwork, 
• How they are paid for overtime, and 
• Whether they are eligible for time off (if so, when). 

Keep in mind that lapses in this department can lead to employee lawsuits.

7 Tips on how to manage payroll for a small business

Several key things are necessary for successful and effective payroll management. 

Here’s to name a few examples of what needs to be done prior to payday:

• Submit all the necessary tax forms on time, 
• Track your employees’ work hours and overtime, and
• Check all the contracts thoroughly.

Now let’s take a look at each aspect of the payroll process and how to go about it. 

Without further ado, here are 7 valuable tips on how to set up payroll for small businesses. 

Tip #1: Keep payroll documents in check

Although many of you reading this probably know which documents are needed for payroll, it’s always good to refresh your memory. 

Besides, it helps solidify the schedule, so the process is easier. There are 3 vital steps to keeping your payroll documentation up to date, so let’s check out what those steps are.

Step #1: Sort out onboarding paperwork for new employees ASAP

Contracts required for each new employee include:

1. W-4 for full-time employees and W-9 for freelancers and contractors,
2. Form I-9 (maximum 3 days after the hiring date), and
3. Direct Deposit authorization form.

Each of these tax and labor law documents has its own deadlines for submission on a yearly basis. Set up a custom schedule that will let you know weeks in advance when the deadline is approaching, so you can sort out your documents in time.

Step #2: Sort out paperwork relating to employee benefits

In addition, if you’re covering employee benefits and insurance, you’ll also have to think about:

• Paid time off, 
• Sick leave, 
• Overtime wages, 
• Life and/or health insurance, and
• Pension plan.

You can get most of this information (sick leave, time off, vacation, and overtime) by using time tracking software. 

You’ll be happy to hear that, nowadays, most quality time trackers are already equipped with basic payroll calculation options. The best part about using payroll software and digitizing this data is that no matter when you need it, you can generate a thorough report with all the necessary data in just a few clicks.

Good payroll tracker such as Clockify allows you to easily filter said data as well. For example, as you can see in the screenshot below, you can separate your billable and non-billable hours, and get a breakdown for a specific employee, or a project. 

Step #3: Stay up to date with labor laws and tax regulations

Needless to say, it’s in everyone’s best interest (especially a business owner’s) to stay up to date with any and all changes — whether it’s tax regulations or labor laws. 

To stay compliant and well-informed, here’s a tip from Nathan Claire, founder of Buying Jax Homes with the relevant experience on the topic:

“Regularly check the websites of relevant government agencies such as the Internal Revenue Service (IRS), the Department of Labor, and the Small Business Administration (SBA). The IRS provides extensive information on tax laws, regulations, and updates, including information on tax credits, deductions, and filing requirements. The Department of Labor provides information on wage and hour laws, employee benefits, and other labor-related issues. The SBA provides information on regulations and compliance requirements for small businesses.”

Expanding on the same idea, Haley Slade, the CEO and founder of the Slade Copy House, suggests that, aside from looking it up manually, you should:

• Subscribe to relevant newsletters,
• Attend seminars or webinars, and
• Regularly consult with a tax professional.

Seeking professional help is also a useful recommendation Nathan shared, while explaining how:

“Hiring an accountant or tax professional can provide you with valuable insights and advice on how to comply with regulations in the most effective way. A professional can help you understand the nuances of the law and how it applies to your specific business. They can also help you manage your finances, keep accurate records, and file your tax returns accurately and on time.”

Circling back to the idea of being the most effective you can be, Haley adds how leveraging the power of automation is simply a smart move:

“A reliable tax preparation software can help small business owners prepare and file their tax returns accurately and efficiently. It can also help identify potential deductions and compliance issues.”

Tip #2: Have a set payroll time

First and foremost, you probably have a specific payout day for all your employees. 

Whether it’s monthly, weekly, or every two weeks, having a set date makes it easier to schedule every other payroll task as you work around it.

It’s important to check the legally required minimum number of paydays for your country. If the law requires you to pay your employees twice a month, you have to be aware of this information. In case you don’t follow said regulations, you’re facing legal repercussions. For example, in New York, the law states that manual labor workers must be paid weekly, while for clerical workers, it’s twice a month.

Tip #3: Keep your records neat and safe by tracking time

The biggest issue with most payroll management processes is the lack of a proper record-keeping system, and this can come in many shapes and sizes, such as: 

• Attendance tracking via pen and paper,
• Tracking time with a simple Excel spreadsheet, or
• Time-tracking software with basic functions.

However, in the knowledge industry today, every business needs a reliable, robust payroll time tracker. Because aside from helping you follow hours worked, a payroll tracker makes processing payroll so much easier by letting you:

• Track expenses, project profitability, and progress,
• Separate billable and non-billable hours,
• Get insight into which areas cost you the most vs. the least,
• See how much time your team spends on projects and tasks, and
• Generate invoices and reports.

Long-standing time trackers like Clockify can help your business by offloading all the difficult and tedious tasks.

All you have to do is motivate your employees to track their time, and — voila! Every possible information you’ll need for easy and hassle-free payroll.

Tip #4: Assign a payroll manager

Payroll managers are people with expertise in business finance and human resources. They deal exclusively with payroll, additionally overseeing any related staff (if you have them).

If you don’t wish to hire separate counselors and accountants, you can always get a person on board to do all of that for you. 

A payroll manager will:

• Keep all the documents in check, 
• Update you on changes to taxes and labor laws, 
• Calculate wages, insurance, and benefits, 
• Track team’s time off, and 
• Communicate any contract and payroll changes.

With their expertise, you can also work on expanding your benefits responsibly. 

For example — you can focus on improving your PTO policy to make your business more tempting to potential employees.

Tip #5: Have HR and payroll managers work together

If you have an HR manager, it would benefit your business to connect them and the payroll manager.

Since HR is the bridge between the company and the employees, they are equipped with all the necessary expertise to relay information between the two. 

The HR team should learn the details about the payroll process in case an employee wants to find out more about their salary or benefits, or forward their questions and concerns to the payroll manager.

Tip #6: Consider hiring an external agency

This advice goes out to business owners who hire contractors aside from full-time employees. Since contractors and freelancers require a whole slew of different documentation, it can become difficult to keep up with it all.

Payroll managers can still help you in this regard, but if you don’t wish to hire another person, you can outsource the work regarding payroll. 

Here are some benefits of outsourcing payroll management to a specialized agency:

• You won’t worry about payroll processing software,
• You won’t have to go through a hiring process, 
• You’ll have a pool of skilled people focused on your company,
• You’ll spend less to maintain payroll, and
• You’ll be updated on any tax laws and regulation changes.

In the end, whether you should do in-house payroll management or outsource depends on your:

• Business size, 
• Scalability, and 
• Finances.

Tip #7: Be transparent about the payroll process

Last but not least, you want to be transparent about the entire payroll process and thus create transparent and accountable teams.

There’s no harm in employees knowing all the details, such as: 

• Which taxes are being paid,
• What the overtime regulations are,
• How the labor laws affect their pay and contracts, and
• How the payroll schedule goes (from the moment you start filing and processing documents, to when wages are distributed).

For example, here’s what you can do to be more transparent:

• Schedule occasional office-wide meetings with the payroll manager, 
• Take any questions and concerns at any given moment, and 
• Offer 1:1 consultations on a regular basis. 

After all, wages should never be a taboo topic. 

The more involved employees are in how their pay is processed and distributed, the more trust they will have in you and the business overall.

How to set up payroll in Clockify

Now, if calculating payroll and your employees’ salaries in less than a minute sounds like a dream come true, Clockify might be just the perfect solution.

Let’s see what are the steps to do payroll for your small business in Clockify.

Step #1: Create an account and set up projects

First things first, create an account and your company’s personalized workspace. Once you’ve signed up and entered basic information, it’s time to set up your custom projects.

As you can see in the screenshot above, your projects will comprise tasks, which you’ll be able to assign to specific employees.

Step #2: Invite your team to join the workspace

Once your workspace is active, you can send an e-mail invitation to all your employees. As soon as they join, you can assign them roles and add them to projects and tasks.

Step #3: Set hourly rates

Not all your employees earn the same wage, so it’s vital to define accurate hourly rates for each. 

No worries, if a specific project has a different rate, you’ll be able to apply the change.

Step #4: Have employees log their hours

Now that the rates are determined, your employees can start tracking their work hours. They can choose to use a timer, an automated time tracker, or enter their time manually. 

Bonus tip — you can set automatic reminders in Clockify, in case someone forgets to log their work hours.

Step #5: Use the reports to fairly compensate your employees 

Once the payroll is due, simply access your employees’ time cards and see what they’re due.

Employees themselves will have access to their time cards, so the whole process is fully transparent. 

Last but not least, you can export your payroll reports as PDF, CSV, Excel, and API files, for keeping track of your business expenses and finding room for improvement.

Let’s wrap it up: Small business owners can learn to do payroll

As you can conclude from the article, the best payroll practice is often the simplest — or at least as simple as it can allow. 

To revise, the biggest concerns for small business owners managing payroll are:

• Keeping track of the laws and regulations that mandate how and when they’re supposed to pay wages and benefits, and
• Making sure all of their contracts, work time, and additional data are in one place and up to date.

However, if you are a small business owner, you’ll be thrilled to find out that good time-tracking software and a payroll consultant can help you manage both. So the main conclusion is — all business owners can learn to do payroll and manage the payroll process themselves. 

However, admittedly, managing the payroll process is not everyone’s cup of tea. 

If you’re still not sure you can follow the steps we’ve explained above, then hiring a payroll manager or an agency is the solution. That way, you will offload most of the work (and resulting stress) to someone who is an expert.

Did you find this overview helpful? We aim to be as informative as possible, so if you know of any additional tips or comments, let us know! Contact us at blogfeedback@clockify.me and we might feature you in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

With the rise of remote and hybrid work models, establishing real connections in the modern workplace is even more challenging for both managers and employees. 

It requires a lot of understanding of how coworkers connect with each other, and what that means for the company. Moreover, managers should lead by example and help their employees form connections that last.

This article will cover: 

• What team connectivity is, 
• What the main benefits of connected teams are, 
• How human and social capital play into connectivity, and 
• Practical advice, tips, and tricks on how to foster team connectivity.

Let’s dive right in.

What is team connectivity?

In business, the term team connectivity stands for team members:

• Being in sync, 
• Having the appropriate communication channels and knowledge bases,
• Being open-minded and open to feedback, including constructive criticism, and
• Having the capacity to communicate openly and honestly.

Well-connected teams can be the key to success, but fostering team connectivity can mean different things. 

First, supporting employee connections should be an ongoing and never-ending process that must be highly personalized. 

Even though a bulletproof way to improve connection in the workplace doesn’t exist, good practice examples do — i.e.:

• Establishing an inclusive company culture,
• Encouraging informal meetings,
• Giving employees a voice,
• Responding to employees’ feedback,
• Organizing informal gatherings, team-building activities, etc.

With the rise of remote work and distributed teams, many focused purely on the choice of an adequate communication tool, hoping the tool itself would bridge the gap. 

Of course, establishing the right communication channels is essential — but providing proper tools and then letting employees “naturally” seek each other out may not be enough.

Well, as it turns out, most will need a little help from their managers and team leads when it comes to maintaining a connection with the team.

Now, HR departments and agencies have long been scrambling for answers on how to help employees feel connected. 

After all, a cohesive network of connected employees with different knowledge and skills will push a company forward. 

How the modern workplace is a network of teams

The impact of all things digital has been immense on the global market. Innovative solutions and rapid changes to hierarchical business models are completely deconstructing the traditional way of work.

In an article for Forbes magazine, Josh Bersin wrote about the “networks of teams”, a relatively recent phenomenon born from the digital workplace. 

He discussed how businesses nowadays operate in teams, rather than through a hierarchy of departments.

Here is one such famous example.

The networks of teams example: Uber

Bersin gives the example of Uber, so let’s check out how this business conglomerate leverages the power of teams. 

The company’s higher-ups don’t get involved with each state and city down to the most minute detail. In each city, they have managers who form networks of marketing agencies, operation leaders, local business partners, etc. 

Each management network works independently — but communicates and shares information with others.

IT companies work in much the same way. Each department is equally important, and none of them is above the other.

This is what Bersin believes brought on the disruption in the way work is organized. 

Without imposed hierarchy, he asks, how do we streamline people and have them listen to each other, talk, and share the collective resources?

The secret lies in forming these networks of teams — teams connected in a way that makes them productive and efficient, while also helping their personal career development.

To achieve this goal, it’s vital to build a work environment tailored to encourage honesty — not only with peers but with superiors as well.

The benefits of team connectivity in the workplace

We’d like to argue that good connections elevate both those connected and the company they work for. 

Here’s how.

Benefits of team connectivity for the company

When a team enjoys good connectedness, the company reaps benefits in:

• More streamlined communication,
• Innovation,
• Faster, more creative problem-solving,
• Improved team coordination,
• Less wasted time,
• Increased overall job satisfaction, and
• Fewer turnovers.

Benefits of team connectivity for employees

With improved team connection, employees:

• Gain new skills,
• Improve communication skills,
• Achieve greater job satisfaction,
• Have a better chance at a career advancement,
• Are less likely to burn out, and
• Are more likely to develop new friendships outside of work.

What makes a good team connection? 

What does “good” connectivity even mean?

Is it when people within teams and between teams have good chemistry, so they get more work done? 

Is it enhanced efficiency, better office communication, or something entirely different?

Well, the connection between two employees or teams has potential if it checks off these 3 boxes:

• It benefits the parties involved,
• It helps the managers streamline and coordinate, and
• It brings value to the company.

Leave out any of the three, and the connection can’t be seen as “good”.

But, before you start connecting teams, you want to make sure that the teams themselves function properly. 

Otherwise, they fall apart before you even begin connecting them. 

Now, let’s see what you can do to make team connections that matter.

What makes connected teams work? And what makes them fail?

In this section, we’ll dive into the key aspects of good team connectivity and how you can use that knowledge in practice.

First, to know how to connect your teams in a valuable, beneficial way, you need to understand the importance of human capital and social capital.

Human capital is the economic value an employee brings to the table with their skills, knowledge, and education. We hire and promote people based on their human capital. We assign them projects, tasks, and clients with this value in mind. 

Managers invest in human capital by providing books and resources, sending employees to conferences, courses, and so on.

But, as a value, human capital is just one part of the equation. 

By knowing the skill sets, strengths, and weaknesses of your employees, you can make a more informed decision on who will be the other part of the equation.

Social capital is the value brought on by connected employees — their joint effectiveness, pooling of resources, skills, and knowledge. 

Within a company, positive social capital makes for effective teams when members: 

• Communicate better and clearer, 
• Share the same values, methods, goals, 
• Are more effective and productive,
• Are more motivated to work, etc.

So, to get good social capital, you need to have experienced, skilled individuals connected in the most compatible way.

The benefits of when social and human capital work together

A clear case can be made for our argument on human and social capital as the two pillars of team connectivity.

In his paper titled Managing the Connected Organization, organizational network expert Valdis E. Krebs listed a few simple examples of the role human and social capital play in helping teams connect:

• For project managers, social capital is integral in improving their effectiveness on a project. With a better network inside and outside the company, they are able to gather enough knowledge to get the job done quicker or solve problems more easily. 
• For teams, being directly or indirectly connected with different project teams can get them the information or skills they need. Good connections within a team form a knowledge base that works in one specific area. But connections with other teams (directly or indirectly) will give teams the opportunity to transfer that knowledge, adopt new skills, and reach information faster.

Why interdepartmental connections are usually weak

However, Krebs adds that in most cases, organizations have very poor networks. 

As people begin to work on projects, they do form strong connections and add to the social capital — but to their own team as well. 

Connections to other project teams are significantly weaker, if existing at all. 

He concludes this becomes a sad reality of teams being unaware of just how much help and resources are at their fingertips.

An employee usually has one or two direct connections. The more connections beyond that, the more they fade away. 

For example, John from customer service will have heard about Anna from the design team, but he won’t exactly know or care about her project or skills.

But, should every team member be familiar with every other member of a different team and know what their projects are about?

Simply put — no. The next segment will explain why.

Why the quality of team connections is more important than the quantity

In the same paper, Krebs argues that, even if connections between teams can grow weak, there is no reason to force strong connections between everyone. 

A fewer number of direct connections and some indirect connections are much better and easier to handle.

The image below illustrates Krebs’ point.

The graph shows a network of connections between teams on a project.

We may think that team F or team Q have the best connections and the most social capital, as they have access to 5 other teams’ resources. 

However, these 5 direct connections make them overburdened with resources. 

How?

Team F has direct links to teams A, B, C, D, E, F, and N. They have 1 indirect connection to team O. If they want to reach information from team T…. Well, you see where it gets messy.

In fact, team O is in the best position, with only 3 direct connections. That’s because these 3 connections lead them to resources of the majority of other teams in just 2 steps, where team F needs 4, 5, or more. 

You can try it for yourself: which teams need to be connected, for them to need fewer steps to the resource pool?

What does the network of connections teach us?

Again, we conclude that fewer, quality direct connections and several indirect ones lead to more efficient networks. 

That means endorsing collaboration and matchmaking employees whose skill sets aren’t the same but complement one another.

And, if you’re wondering how the farthest indirect connections reach one another’s resources, it’s usually through emailing presentations, reports, or previous client/customer experiences.

Even something as simple as a water cooler conversation might work — an employee will potentially share a successful team strategy, which their conversational partner (the indirect connection) will be able to recall and implement in their team’s time of need.

How to make employees feel connected?

To form meaningful connections that will make your company and employees flourish, you’ll need to introduce changes. 

No step is too small when it comes to creating functional networks.

We’ll also share a list of dos and don’ts that will come in handy, despite the company’s size or the industry you’re in.

The DOs of fostering team member connections

There are many dimensions and layers of interpersonal connections, especially in the workplace. 

And, of course, trust must be earned, but that doesn’t mean the company culture should revolve around micromanagement, to provide an example.

Now, let’s share some good practice examples, more precisely 13 DOs in the form of useful tips.

DO work off of existing connections

Find out who works with whom already, or which social groups they belong to. 

Krebs and his associates formulated an excellent survey that explores precisely the types of connections employees have with others.

A survey like this will reveal pre-existing connections, and give you an idea of how the teams work at the moment.

DO analyze your current organization for weak spots or missing links

From the employee survey, you can identify pockets of knowledge that are unused or gaps in communication. 

This leads to the process of forming a complex picture of your teams’ interconnectedness and how it can be improved. 

Depending on the size of the company, as well as the industry itself, the results can be vastly different.

DO revise, reanalyze, and readapt the network

Follow the connections closely as time goes by. If possible, conduct peer reviews like the one above. 

Chances are that despite all the effort, your first network of team connections will be far from ideal. 

But practice makes it perfect, so quality leaders should know they ought to embrace change.

DO emphasize the importance of transparency

Naturally, when employees share information about one another’s projects, they will be aware of what is happening company-wide. 

However, it’s always good to set up a system where people can freely check what other teams are working on, without the need to contact their coworkers directly. 

Project team timesheets are one simple and easy way of establishing a straightforward system.

Not only will team members see how far off the project has progressed, but other teams can find out what their coworkers are working on.

Here’s an example of a Clockify office team timesheet.

Every team member can clearly see who worked on which project and for how long, so there’s no confusion. Once you select a person, all relevant data about their tasks is shown in detail. 

Bear in mind, transparency among team members serves another important purpose — employees feel they can freely speak up their minds. 

DO streamline the communication channels

Speaking of communication — provide your employees with all the possible channels they may need. 

We’ve mentioned that indirect connections communicate mainly through emails, project management platforms, and other tools rather than directly.

Similarly, brainstorming sessions and meetings should follow a schedule and a timeframe. It will help different teams align their internal schedules.

DO try to eliminate, or at least reduce insecurity

This brings us back to human capital: When individuals know how their skills contribute to the team and company, they will feel more secure and confident and form good connections more easily. 

Furthermore, teams should know about the company’s goals, values, mission, and where it’s headed in the next five years. 

Vagueness often leads to employees experiencing the imposter syndrome phenomenon, which can negatively impact their self-esteem. 

If you’re unaware of the phenomenon, it refers to feeling like a fraud at work, i.e. like your success is a result of luck, instead of knowledge, skills, and talents.

DO reward efforts to share skills and knowledge

There is hardly a better way to support employees connecting with each other than by recognizing and rewarding good practices. 

Commend them individually and publicly when they share skills and transfer knowledge. 

Properly motivating the employees and reminding them that their growth is the company’s growth is essential and directly linked to employee satisfaction.

DO be mindful when you’re switching employees between teams 

Your carefully assembled teams may not remain the same for long. 

Certain projects may demand employee transfers, or there might be promotions. 

When you decide to transfer someone from one team to another, look at how it could affect the entire network. 

There could be overlaps that could increase connectivity, but new gaps can form as well.

DO promote healthy ways to manage emotions at work

Even the best-connected teams consist of individuals — and we must all allow ourselves to feel off our game at times. 

Sometimes, our personal lives will get in the way of being the most collaborative and productive version of ourselves. 

Other times, our crises will be work-related — but whatever the reason behind our feeling emotionally unstable, we must learn to manage our emotions at work. 

For example, promote a company culture that encourages expressing emotions. However, to give you a pro tip — be mindful of the goal of sharing, as well as who you are sharing the emotions with. 

So, whenever you’re feeling frustration, worry, disappointment, or even anger, here’s what you can try:

• The 10-second rule (a.k.a. recompose yourself and buy some time before starting to react),
• Focus on how to improve your situation,
• Engage in deep-breathing exercises (like a Navy SEAL), and
• Know your triggers to be able to control them.

DO work with HR on improving connectivity and networking

Aside from looking for the best candidates knowledge-wise, investigate how they connect with others, and ask about previous experiences working on a team. 

As for the currently employed, the HR department and managers should work side by side at all times to help everyone integrate.

Moreover, regular checkups with HR are a necessity even after the adaptation period. 

It’s the best way to prevent employee burnout and its negative effects — by recognizing the first signs of a team member being overworked.

DO implement a buddy system

Having a dedicated “work buddy” can do wonders, especially during the adaptation period. 

It creates an amazing onboarding experience, as well as a support system for new employees. Additionally, after the initial period, the status between buddies can be changed to “an accountability buddy” — so your employees can further deepen their professional relationship.

DO organize regular social events

A well-connected workplace should function as a community. Even if your team is fully remote, regular social interactions are always a good idea. 

Not only will team members be more relaxed with each other, but social gatherings are also a perfect opportunity for:

• Enabling employees to meet people from different teams,
• Praising teams’ and individuals’ success in front of everyone,
• Strengthening the existing positive relationships, etc.

So, try to organize celebratory meet-ups or breaks for casual hangouts whenever there’s a job well done.

DO embrace a growth mindset as a leader

For team members to be connected and feel comfortable sharing relevant information, team leaders must lead by example. 

The golden rule is — leaders must have a growth mindset. 

What does that mean?

A growth mindset will be reflected in every aspect of their management, such as:

• Being goal-oriented, instead of focusing on micromanagement,
• Continuously finding ways to reduce drama, miscommunication, and stress,
• Abolishing the culture of fear, and
• Welcoming new opportunities and change.

The DON’Ts of fostering team connections

Now that we’ve covered the DOs that will definitely help you improve team connectivity, let’s check out what are some bad practices.

The following 6 practices are proven to be unwise — and you should avoid them at all costs. 

Not only can they result in stagnation, but can actually worsen the existing conditions.

DON’T connect too many teams

Multiple indirect connections with a few direct ones work better because direct connections can provide solid information and point to other indirect ones. 

Too many direct connections cause an overflow of information.

DON’T force people to work together

While connectivity is important — especially today with remote work flourishing — don’t “force feed” it. 

These connections need to come as naturally as possible, and they also depend on the chemistry between employees — i.e. on who they are as people, not just based on their skill set.

DON’T lose focus of the individual benefits

The whole idea of social capital brought on by good connections between teams is that individuals within them benefit as well. 

If you lose sight of that, you risk seeing your employees as assets and not people. 

Connect them to each other in such a way that the collaboration benefits their personal growth as well.

DON’T rely solely on knowledge bases 

Since knowledge transfer happens mostly between direct connections, two distant indirect connections usually rely on knowledge bases to get their information. 

This is a modern, digital-age solution, especially for large companies. 

However, knowledge bases can go out of date, be poorly edited, and even be neglected or forgotten.

Investing in interconnectivity and fluidity of information-sharing will benefit more than storing said information in a fixed archive.

DON’T focus only on top performers

When you see that a specific connection cluster (or network) isn’t working out, work on finding a solution, rather than “nipping it in the bud”. 

Some people will adapt more quickly, and form connections more easily. 

And, while it is praiseworthy, it can cause insecurities with others. Keep your focus on the entirety of the network and stay vigilant.

DON’T gatekeep any information

Good connectivity is based on building trust among team members, which can be additionally challenging to promote and maintain in virtual teams. 

When all information is accessible, and there is no impression of “things going on behind closed doors”, there’s less doubt, less office gossip, and no buildup of mistrust.

To summarize: Team connectivity makes everyone thrive

Team connectivity comes from more than just providing appropriate communication channels and knowledge bases. 

It is more than setting up two teams on a project, giving them enough resources, and rolling the dice to see if they give good results. Team connectivity starts with managers understanding how human and social capital work, especially in the modern workplace. 

We operate in a digital world that rewards innovation, resourcefulness, and creativity, which can no longer be achieved through the hierarchical distribution of power. 

CEOs, managers, and HR departments need to form complex networks of teams that complement, support, and learn from one another. If the individual thrives in the work environment, so does the company.

What are your thoughts on the importance of team connectivity? Do you have any suggestions, ideas, tips, or tricks to share? Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

But, what exactly is workforce management? 

What is its importance in the workplace? 

The article will provide answers to those questions, as well as guide you through the processes and steps needed to successfully implement the system. 

We’ll also discuss the role of automation in workforce management and point you to the best software solutions on the market.

So, here’s everything you need to know about the topic.

How does workforce management work? 

According to the definition, Workforce Management (WFM) is a set of processes meant to maximize the performance levels and competency for an organization.

Workforce refers to the total number of people who are employed in a specific company, or are working on a specific task — i.e. human resources. 

And, as the very definition suggests, the concept of workforce management is closely related to the optimization of workers’ productivity. 

This set of processes (WFM) involves all activities meant to build and maintain a productive workforce, and further improve their efficiency and productivity levels. 

There are many aspects to managing employees — and a typical WFM strategy includes the following:

• Real-time data collection — i.e. collecting workforce stats about performance management.
• Field service management (FSM) — i.e. managing the company resources currently located at the client’s property (e.g. vehicles, dispatchers, inventory…).
• Human resources management (HRM) — i.e. managing the people employed or involved in an organization or company.
• Training management (TM) — i.e. carrying out employee training within an organization or company.
• Performance management (PM) — i.e. making sure employee activities and their outputs meet the company or organization goals.
• Recruiting efforts — i.e. reaching out, shortlisting, and then selecting candidates suitable for job positions in a company or organization.
• Budgeting efforts — i.e. planning and using the company’s monetary resources for external or internal projects.
• Forecasting — i.e. predicting the future outcomes of current work.
• Scheduling — i.e. planning, controlling, and optimizing work in a company or organization.
• Carrying out the analytics — i.e. analyzing the current situation in a business or company and then providing recommendations on how to make improvements in the future.

Workforce management is a method that’s applicable to a wide range of businesses, companies, and organizations.

That being said, examples from real-life indicate that the system is still commonly tied to work in a contact/call center. 

We’ll examine that purpose, as well as provide examples — just a bit later in the article.

First, let’s explain the system and the set of processes involved in workforce management, in greater detail.

What is a workforce management system?

The definition of a workforce management system is — an employee management method that helps businesses get a thorough insight into their operation and relevant business metrics. 

What this means is that, in order to implement workforce management within a business, a systematic approach needs to be applied. That’s the main point of a WFM system — to streamline the processes and steps, for the highest quality implementation of workforce management. 

A successful implementation of the system ensures that companies stay on track with the required processes we’ve listed above — from real-time data collection to carrying out the analytics.  

Moreover, it can help leaders get a better understanding of the individual team member’s capabilities. And, by doing so, improve one of the key aspects of a thriving and profitable business — appointing the right people for each task.

To make a workforce management system as efficient as possible, you can follow a couple of carefully laid-out steps that bind some of the more crucial workforce management processes.

Before we go into detail about the specific steps, we ought to explain what is considered to be a process in this context.

What are workforce management processes? 

A process, within the workforce management system, refers to an activity or a procedure that serves one of the 2 purposes — monitoring the employees’ activity and, in accordance with the data, improving the performance of the whole company.

Human resources are (arguably) the most valuable asset of a company. Therefore, a strategic business plan must ensure that the selection of your employees for each task is appropriate, as well as compatible with the selected employee’s schedule and competency level.

Now, let’s explain which processes within the WFM system exist, and further elaborate on each process. 

To get optimal results, you should follow a specific order of workforce management processes. It’s because some of the processes create dependencies, meaning — their completion is required for the following process to start.

Below are the 5 vital processes that you should always include. 

What you can do, however, depending on the type of your business operation, is — add other processes that you consider being relevant.

Process #1— Gather the data

Gathering the data is an obvious starting point in any kind of measurement. This is crystal clear — you can’t analyze your company’s performance, nor compare your workers’ productivity levels before obtaining the relevant data.

 So, for example, you can track the time spent working to make sure you’re able to:

• make accurate forecasts for your future workload
• make new hires where necessary
• delegate and schedule tasks better

Process #2 — Forecast the workload

Once you have the relevant information about your projects and employees, you are able to make estimates. Estimates are crucial for long-term planning and accomplishing your company’s goals — on a monthly or yearly basis. 

There’s another relevant aspect of making predictions about the future workload, which is — the potential need for expanding your current workforce. This will prove crucial for the following step.

 So, for example, you can:

• analyze the information from your time tracking app
• use it to make predictions about the workload awaiting you in the future.

Process #3 — Calculate the staff requirements

Staff requirements refer to two relevant aspects of their performance:

• Competency
• Time spent on a task

For example, your time tracking results may show that your current staff is spending too much time on their tasks, and perhaps even missing deadlines as a result. This is a clear indication that you may need to hire more people to help up with your workload in the future, in accordance with the prediction from the previous step.

Process #4 — Build staff schedules 

Properly scheduling your employees’ shifts can make or break a business, especially if your company works for 2 or more lengths of an 8-hour shift. 

Depending on their energy levels and lifestyle in general, all people can be broadly categorized into — morning larks and night owls. That means there is no fixed period when everyone will feel most productive, and the fact should be reflected in the schedule. 

Here are a couple of examples of how your time tracking results can help you effectively plan a schedule and assign tasks:

• If Sheila gives faster results of higher quality for a certain type of task during the morning shift, then you should primarily assign her to work in the morning. It’s because Sheila is a morning lark — her energy and productivity levels are higher in this part of the day.
• On the other hand, if Mark is shown to be the most productive worker in a night shift, then you should call him up to work this shift in urgent situations. By the analogy we’ve used, the explanation is Mark being a night owl, someone who is more productive during the night. 

As we’ve mentioned earlier, it’s a broad categorization, and, it turns out, some people can fit in between — it’s a group called the intermediate type. The distribution of our energy levels throughout the day dictates our productivity levels as well.

Therefore, it’s important to pay attention to this factor when you’re creating a schedule for your employees.

Process #5 — Assess everyone’s daily performance

Higher-level employees are usually dedicated to the big picture stuff, and they can find it difficult to keep track of day-to-day activities, especially in regard to each employee. To be better informed about their workers, higher-level employees should use a workforce management system to assess employees’ performance. 

For this step of assessment, it’s best to use the hours your team spends working (from the report) to answer the following questions:

• Are the selected assignees really doing that well with their assigned tasks?
• Is your staff achieving high results on a whole?
• Are the new hires really helping you achieve more?

What are the advantages of efficient workforce management?

Implementation of workforce management offers an abundance of advantages for a company and its individual employees. In gist, each of the advantages will help you deal with the important details your business needs, as workforce management: 

• Makes sure you get the right people to do the right tasks, at the right time, and in the right place. As a result, you’ll likely see an increase in profits and productivity within your company or organization.
• Helps you analyze the current situation in your company. As a result, you’ll be able to maximize resources, and lower labor costs, all without lowering the quality of the work.
• Helps you stay compliant with national, local, and union laws. As a result, you’ll keep your business fully operational and legal.
• Helps people provide services with the knowledge of how they can perform their work faster. As a result, you’ll increase your customer satisfaction.

What is the importance of workforce management?

Now that you are familiar with the advantages companies gain by successfully implementing the WFM system, we can discuss the importance of workforce management, in general terms. 

While many businesses still think of workforce management and planning as a simple staff requirement tool, the system is much more, as indicated by the advantages above. The set of performance-based tools and software can significantly boost said advantages, as automation by default reduces the margin of human error.

A strategic approach to maximizing your teams’ and team members’ productivity levels will result in a higher ROI, happier employees, and more satisfied clients.

To sum up, the importance revolves around the ultimate result of workforce management implementation — you’ll help your company grow in terms of productivity, therefore in profit. 

On top of all that, one of the consequences is that you’ll also increase your professional reputation.

Responsibilities of a Workforce Manager

People in charge of workforce management in the workplace carry a wide array of responsibilities. 

There are 7 broad categories that a Workforce Manager is usually in charge of, as listed below.

• Managing processes — i.e. establishing and carrying out the relevant goals, policies, and procedures in a company or organization.
• Managing finances — i.e. directing and overseeing all financial activities, including everything related to project budgets.
• Overseeing production — i.e. managing activities related to making products.
• Overseeing service provision  — i.e. managing activities related to providing services.
• Carrying out the necessary consultations — i.e. making arrangements with teams, executives, and department heads about company operations and goals.
• Carrying out client and partnership negotiations — i.e. negotiating, but also approving all client and partner contracts.
• Handling appointing — i.e. picking and appointing department heads and team managers.

Sometimes, the owner of the company carries out most of these duties.

Other times, however, an official Workforce Manager takes on these responsibilities — on average, they earn a $75,900 salary per year.

Responsibilities of a Workforce Management Analyst

A Workforce Management Analyst carries out a more specific role in the process of workforce management. They’re usually in charge of:

• Problem-solving — i.e. gathering and organizing information around a particular problem that needs to be solved.
• Information processing — i.e. gathering and organizing information around a particular procedure or policy that needs improving.
• Personnel assessment — i.e. assessing the current personnel to determine the type of personnel that will be needed in the future.
• Equipment assessment — i.e. making onsite observations to determine the equipment that will be needed in the future.
• Finance analysis — i.e. scrutinizing expenses related to equipment and personnel in relation to the revenue, to find room for improvement.
• Finding alternatives to outdated practices — i.e. suggesting new apps, practices, and workflows the company can adopt in order to make improvements.
• Overseeing the implementation of changes — i.e. making sure the accepted changes are carried out according to plan and that they bring the promised results.

Some Workforce Management Analysts work for one specific organization or company.

However, most of them work on a contractual basis — their specific duties vary from contract to contract.

In any case, Workforce Management Analysts make a salary of $46,287 per year. The estimate is based on the average hourly rate of $16.24 you’ll need to pay for their services per hour.

What is workforce management software?

If you’re looking for an efficient way to handle your workforce management, you can try out a workforce management software. Automation is always the right choice when it comes to boosting productivity, eliminating redundancies of repetitive tasks, and lowering the margin of human error.

There are various types of workforce management software, in line with the fact that workforce management includes a large number of different activities. So let’s check out some of the relevant categories of software in order to provide an answer to the following question — do you need workforce management software?

Why should you use workforce management software?

You can benefit from using time tracking software, scheduling software, a communications platform, a human capital management system, or an HR solution for talent acquisition and employee engagement.

Regardless of the category in question, usage of software will increase your organizational performance by automating various repetitive and non-repetitive tasks. In addition, workforce management software will simplify the daily operations, all while providing you valuable analytics and insights about your current workforce. 

Here’s an example of how you can use a workforce management software, such as Clockify, to manage your workforce.

This tool is meant to help you carry out workforce management processes in a quick and easy way — all based on the time everyone tracks on their tasks and projects.

You assign tasks and create related projects where your team can track their progress with said tasks.

Then, the employees track the time they spend on their assigned tasks and automatically store this data into one system.

You can then analyze this data to forecast future workload, calculate staff requirements, make decisions about staff schedules, as well as assess everyone’s daily performance.

In addition to tracking work, you can also track time off, sick leave, and vacations — all as separate projects you can then easily generate reports of.

Clockify also works great if you want to improve your workflows and scheduling by tracking attendance.

An example of successful workforce management

We previously mentioned that call centers are traditionally the types of organizations that rely on workforce management.

Here’s how it looks like when a call center successfully implements the practice of workforce management — and what efficient workforce management looks like in general.

The purpose of workforce management within a call center is to:

• Ensure the right number of agents for the expected workflow
• Ensure the agents have the right set of skills to handle the expected workflow
• Make sure the agents are staffed at the right time
• Make sure the agents are staffed at the right place

Once the 4 steps have been completed, there are still some criteria that need to be met — in order to say a call center is managed successfully:

More calls made in less time

There is a decrease in the number of working hours, without negatively affecting revenue

There is a decrease in the number of working hours, without causing conflicts

There is a decrease in the number of working hours, without causing client discontent

In order to achieve this, call centers need to:

• create an efficient workflow
• be accurate with your forecasting
• methodical when assigning tasks
• systematized with your scheduling

What follows is a quick step-by-step guide to creating a successful workflow, so let’s dive in.

Steps to creating a successful workflow

The main purpose of creating a successful workflow is — to speed up the processes, originally created in call centers. So, we’ll stick with that operation in our examples below, to help you visualize what we’re talking about. There are 6 vital steps you’ll have to take if you want to optimize your workflow.

Bear in mind, a combination of these steps has to be done systematically, by each of the employees, in a way that brings no negative impact on the quality of service.

Step #1 — Figure out what you’re looking to achieve

Do you want to encourage repeat behavior? Or are you more focused on hitting certain targets? Act accordingly.

Step #2 — Record and monitor your calls

Find the calls that “work”, i.e. help you achieve your goals.

Step #3 — Hold group sessions 

Have everyone listen to the successful calls.

Step #4 — Pick apart why the said calls work so well

What are the elements that helped close the deal? Write down the answers so that you’ll know what makes successful calls so effective.

Step #5 — Take notes and replicate the success

Aim to replicate the elements of the said successful calls in future calls.

Step #6 — Rinse and repeat

Reuse successful elements for every call appropriate.

Steps to successful forecasting

The main purpose of forecasting in a call center is to reach targeted service levels. Apart from that, forecasting is also used to keep staffing costs under control and within budget limits. Here are the steps to follow.

Step #1 — Analyze the current data

Figure out what are the handle times for each type of call, what is the number of successful calls, what is the number of short calls, etc.

Step #2 — Find a balance between supply and demand

Make sure your number of agents fits the number of clients that will need to be covered.

Step #3 — Strive for forecast accuracy

In order to be able to make precise estimates, make sure you’re measuring the forecast accuracy at hourly, rather than daily intervals.

Step #4 — Factor in all the unexpected factors

If we’ve learned anything from the unprecedented events of the global pandemic, it’s that we all have to be prepared to swiftly adapt as the surrounding circumstances change. We know, it’s quite an extreme parallel to make, but the point is — anything could happen, so you better be up for it.

So, for example, calls may be more frequent during popular conventions or sporting events.

Step #5 — Factor in all the possible changes

This step is again all about your ability to predict as much as you can, as well as to adapt if your prediction turns out to be incorrect.

For example, you may find an increase in volume during certain days or months or a decrease during the holidays.

Steps to successful scheduling

An efficient schedule helps you carry out a maximum of calls with minimum effort from your staff members. Now that you’ve established a successful workflow and are able to forecast the future workload, an adequate schedule is of essence. 

The following steps are crucial to create a schedule that will maintain, and, if possible, further boost the success of your operation.

It seems that with the help of a quality workforce management system, you can have your cake and eat it too. What you need to do to achieve the said goal is follow these 8 steps. We’ll stick with our example of a call center, to help you visualize the whole method better, including all the steps and all the processes.

Step #1 — Be smart about scheduling

Ensure your top agents are available during peak hours.

Step #2 — Make schedules worth the effort for agents

Provide extra incentives to top agents to always work during peak hours.

Step #3 — Factor in non-work activities

 Adjust the time or breaks, lunches, meetings, and actual calls in accordance with each other.

Step #4 — Take advantage of the extra time 

Provide agents with other secondary work when they’re not working on calls.

Step #5 — Be flexible

Provide agents with the option to choose to work a condensed work week if they need to.

Step #6 — Be prepared

Keep back-up agents for an unexpected situation when the scheduled agent cannot work the expected shift.

Step #7 — Have the staff match the workload

If necessary based on demand levels, hire more agents. But, bear in mind that overworking can have a seriously damaging effect on both the physical and mental health of your employees, so try to recognize whether they’re being overworked to prevent more damaging consequences.

Step #8 — Be methodical and fast when addressing problems

Monitor the calendar and aim to address issues as soon as possible.

Steps to successful assigning

The next set of steps is tied to your schedule. Once the right people are in the shift they feel most productive, there’s still one more choice to make. 

It’s because different employees’ strategies vary — from basic things such as their tone, level of formality, etc. Matching the right agent with the right client will greatly improve customer satisfaction, and you can use the following steps to maximize the satisfaction rates.

Step #1 — Assign calls according to the department

— i.e. depending on whether the agents working in sales, marketing, or support can best answer.

Step #2 — Assign calls according to the skill sets

— i.e. depending on the agent’s area of expertise and the tasks they’ve proven the most skilled during training sessions.

Here’s an example of how the Clockify report looks like. You can instantly compare the team members’ performance in a selected period of time, or while working on a specific project. That way, it’s much easier to determine who will be your choice for the next task.

Moreover, managers who monitor the skills and competencies of their employees are more likely to appoint the most skilled ones to the most important tasks.

Step #3 — Assign calls according to knowledge

 — i.e. depending on the agent’s proficiency with a type of software or knowledge about a particular product feature.

Step #4 — Assign calls according to language

 — i.e. depending on the agent’s proficiency in the language spoken by the client.

Step #5 — Assign calls according to demographics

 — i.e. depending on the agent’s understanding of the needs of a particular age group.

Step #6 — Assign calls according to a geographic location

 — i.e. depending on the agent’s understanding of the needs of a particular nation.

In conclusion…

Workforce management is a set of processes focused on helping you maximize the performance of your employees in order to reach your company’s predefined goals.

It’s a wide-reaching system that cautions you to keep an eye on all important details in your business.

As such, it should be a staple in any company or organization looking to streamline work processes, increase productivity, stay compliant, as well as have satisfied customers and clients.

Does your company leverage the power of workforce management? Are there any important benefits that we haven’t included in the article? Let us know by writing to blogfeedback@clockify.me and we will consider adding your suggestions in our next update of this topic. 

“There are a great many people in the country today, who through no fault of their own, are sane.” Now we can’t say much about the sanity part, but the statement still holds if we replace “sane” with “remote workers.” 

Currently, 45% of the global workforce reports permanently working remotely. 

While business owners reap the benefits of employing remotely (such as lower to non-existent overhead costs and a wider talent pool), many remote workers still struggle to be their most productive selves. 

Especially while working from home. 

That’s why we’ve compiled the ultimate list of working from home tips. 

We choose to cover the following categories:

• General work from home tips,
• Managing remote teams,
• Improving team connectivity,
• Improving team communication,
• Boosting productivity,
• Setting boundaries,
• Working from home pro tips, and
• Food for thought: work from home edition.

So, let’s dive right in!

8 General work from home tips

It’s no wonder that almost half of the global workforce chooses to work remotely, as both employers and employees reap the benefits of this work model.

Regardless of your industry or a specific profession, some pieces of advice are proven to work for everyone, so let’s cover those first.

The 8 tips for working from home below won’t let you down.

Tip #1: Embrace the advantages of remote work

The fact is — working remotely is nothing like working in the office. 

So, instead of trying to imitate the office environment, adapt your workflow to working from home. 

Admittedly, some disadvantages exist, such as fewer social interactions, but you shouldn’t try to “fix” those. Instead, embrace the abundance of advantages of working from home, such as cutting down on:

• Time spent commuting,
• Distractions, and
• Time spent in meetings.

With more time to spend on the activities you love, there’s a greater chance to achieve a perfect work-life balance. So, working from home may turn out to be just your cup of tea.

Tip #2: Have a separate space for work only

When your home needs to be your office as well, having a dedicated workspace is a must. 

It will help you separate your work mindset from everything else you do at home.

Although working from your bed may sound like a dream come true, you can’t be most productive in the area where you sleep. The explanation for this lack of productivity lies in the following 2 psychological phenomenons: 

• Conditioning, and 
• Priming. 

They explain how exposure to one stimulus (e.g., bed) subconsciously influences a response to a subsequent stimulus (e.g., work). 

In other words, if you see your bed while working, you’ll be reminded of sleep-related activities. What’s even worse, when you want to sleep, you’ll think of work.

Not only does your brain associate your bed with “a place of rest,” but you’ll probably end up with severe back, neck, and arms pain. 

Our coworker, Ilija Stevanović, an iOS developer for Pumble, understands that issue, and claims the most important aspect of working from home is to:

“Separate your working space from your relaxing space.”

Another reason why having a dedicated space is vital if you don’t live alone — you’ll deal with fewer distractions from your cohabitants. Bonus points if that space has a door you can close while your office is located in your home since this can help you set work-life boundaries easier.

Tip #3: Declutter your physical and digital workspace

A messy and cluttered workspace provides opportunities for distraction, it’s as simple as that. No matter if we’re speaking about your physical or digital workspace, it ought to be properly organized if you’re taking work from home seriously.

Here’s what Lauren Schneider, senior PR and Communications Manager at Compt, has to say on the topic:

“If your desk is filled with magazines, business cards, and just tons of mess, science says that you’re unlikely to get your job done. The best solution here is to get a system in place to organize your home office. It’s just as important to keep your space tidy as it is your email inbox.” 

This is what Lauren suggests:

“You can purchase a storage cabinet where you can file important documents, and you can create a system for organizing essential messages to avoid emails piling up. Some people practice the “inbox zero” method to help them remove virtual clutter.”

Tip #4: Identify common distractions (and eliminate them)

To eliminate distractions, you must be aware of their source first. 

For example, the latest productivity statistics reveal that a stunning 71% of people are more productive while listening to music. The rest 29% see music as a source of distraction while working. 

And with no coworkers around, no compromise is ever needed, so in this case, if music distracts you, introduce a no-music-allowed policy in the workspace area.

While working from home, people often have to deal with issues such as:

• A neighbor renovating their home, 
• Loud traffic noises nearby, and
• Chatter from different rooms and other people in their home.

Pay attention to what decreases your focus, and try to reduce and eventually eliminate the source, so you can be your most productive self.

Here’s what works best for another coworker, a Clockify Content Writer, Stefan Veljković:

“Install a distraction-blocking app like Freedom. I use recurring sessions every day (including weekends) — on all my devices — to eliminate distractions like social media, news websites, too much email, etc.”

If virtual distractions are something you often struggle with, following Stefan’s advice may be the perfect solution.

Tip #5: Find the daily routine that works for you

You’ve probably heard that all successful people share some daily routines, habits, and schedules. Our routines shape our personalities, so establishing healthy habits will help you plan and organize your day, get things done, and stay productive. 

However, bear in mind that you don’t have to follow someone else’s routine. You’re free to try to find the one that works for you specifically. 

For example, if you’re not a morning person, there’s no reason to tackle your top-priority tasks as soon as you start working. Your routine can start with a cup of coffee and low-priority tasks, such as answering emails.

Tip #6: Have an accountability partner

It’s easy to slip into a habit of wearing the same PJs for 4 days in a row while working from home. Sometimes, you might even start seriously questioning whether you really need to shower each day. 

We’ve all been there, so don’t beat yourself up too much about it. 

However, the best cure is to have someone who’ll call you out for it. Find yourself an accountability partner and have daily checkups on each other.

Your partner and you can even come up with different “prizes” so that you’ll be driven by extrinsic motivators to keep going. The prizes can be your favorite piece of candy for smaller daily tasks, and planning a fun weekend getaway for more complex projects, for example. Also, if your partner is your cohabitant, you can use the reward system to determine who’s doing which chores.

Tip #7: Schedule your breaks (and use them wisely)

When you work from home, it’s easy to forget to take a break, especially if you’re engaged in deep work. 

At the office, on the other hand, you know exactly when it’s time to have lunch because you see when everyone is away from their desks. Without this image, you’ll probably need a reminder. Luckily, the solution is simple, just schedule your breaks in advance — e.g., put them in your daily calendar.

Also, while working from home, you can use breaks in a better way than at the office. 

To name a few examples, you can:

• Have a power nap,
• Enjoy an episode of your favorite TV show,
• Play with your kids,
• Have a quick yoga session,
• Take a walk, or
• Simply lie down and relax.

After all, it’s only natural that we feel more focused and in a better mood after taking a break — it’s like hitting a reset button and giving ourselves a performance boost.

Tip #8: Have an end-of-the-day reminder

While working from home, there are no visual cues or official work hours, so you can forget it’s time to call it a day. 

Technology and “always-on” expectations don’t help either. 

Workers with teammates across time zones are especially vulnerable because, no matter the time or day, there’s always someone who’s working, discussing work, or needs information. 

If you don’t disconnect after your shift is done, your mind will be wired 24/7, which is a direct path to career burnout and all its negative effects.

To avoid this from happening, you can manually set a reminder or leverage the power of time-tracking solutions and have an overtime alert — it’s up to your preference.

We’ve already mentioned the importance of a routine, which can benefit from including an end-of-the-day ritual. Let’s see what Amanda Jones-McNay, the owner of AJM Design Studio who’s been a remote worker for almost a decade, has to say on the topic:

“It’s really helpful to have some sort of ritual that separates your workday from your relaxation time. For example, when you log out of work, do a quick 5 minute meditation, have a snack, take your dog on a walk, etc. Anything that helps your brain recognize work is over!”

13 Tips for managing remote teams

Managing a team of people is challenging — all leaders are aware of this fact. Add your employees working from home to it, and a new set of challenges arises. 

Let’s see what some good practices for managing remote teams are.

Tip #9: Adapt your management style to remote work and be available to your employees

To thrive in a remote work setting, you’ll need to tweak your management style.

Even though many principles and strategies are the same as managing in-office teams, some aspects are intrinsically different due to the lack of regular in-person interactions.

You just need to tweak the traditional workforce management style a bit. Luckily, the availability of tools that can help you do just that has never been higher.

For example, you can (and should) still offer regular consultation hours or have an open-door policy — just virtually. 

So, if your employees work from home, you can use Google Meet, Pumble, or Zoom instead of in-person meetings.

Here’s a good practice example of an available and supportive leader — Alana Armstrong. She is a co-founder of a company that’s been fully remote from day one and this is what she shares with us:

“As a leader, I schedule daily check-ins with each remote employee, including my business partner, to recreate the type of socialization, accountability, and support I miss from the in-office experience. It could be focused on tasks at hand, or it could just be a friendly coffee. The format fits the flow of the day. In the end, it allows me to hear and see how my colleagues are doing, which helps me and the whole business.”

Tip #10: Leaders, lead by example 

All great leaders are good practice examples themselves, that’s how they got where they are. And that’s also a vital aspect of any thriving company with satisfied and inspired employees.

On the flip side, when leaders have unrealistic expectations and don’t lead by example, poor communication and morale are inevitable.

For example, if a manager doesn’t respect the company policy, employees will be more likely to ignore it as well. 

That only makes sense, as observational learning plays a major role in our behavioral patterns — we learn from what we see. In other words, employees mirror the behavior of their leaders.

So, for a company to thrive, leadership needs to be explicit and in sync with what’s promoted as company values. 

Managing remote teams comes with its own set of challenges when it comes to this, but great leaders should adapt their role model behavior to the virtual environment. 

Tip #11: Build a result-oriented work environment

When evaluating someone’s work, you should focus on output (what was done) and not input (when and how much time was spent doing it). 

In other words, try to focus on the quality of the result instead of individual employees’ processes and schedules. 

Bear in mind that you’ll still need to know how many hours something takes, but for a different reason — so you can better plan future tasks and budget.

Tip #12: Leverage the power of team tracking solutions

The most common concern for managers is: “How do I know people are actually working?” 

The thing is, even at the office, you can’t assume someone is working simply because they’re sitting at their desk or have some document open.

For all you know, they might be writing a novel. Remote work just makes this more obvious.

The answer to the question mentioned above is actually quite simple — you’ll know everyone’s working if you track your team’s work. Many solutions are available on the market, and they will provide you with all the data you need.

Managers can then: 

• Check their employees’ work in real time, 
• Set up tasks and projects, and 
• Further assign those to specific employees.

Tip #13: Find the right combination of tools for your company

Every company needs a system where people can track who works on what and what needs to be done. 

For remote companies, it’s best to use a cloud-based solution. That way, managers can have a clear overview of the progress at all times on different devices. 

Also, such solutions help the team coordinate tasks between themselves and collaborate more efficiently on their own.

There are 3 categories of essential tools every company should use for stellar results:

• Collaboration tools,
• Communication tools, and
• Project and time management tools.

Having the right combination of tools will also result in higher employee productivity levels, while the management will be able to keep track of everything hassle-free.

Those tools will help you maintain human interaction, virtually, as Edward Johnson, CEO and co-founder of PushFar, states:

“Many people find it difficult to work at home because they miss the human interaction element of an office. Being around others who you can ask questions of, offer suggestions to and collaborate with is often associated with improved working.”

Edward adds that when human interaction with colleagues is not possible, it’s time to turn to virtual connectivity.

“Using technology like Slack, PushFar, Trello, Skype, Zoom and Microsoft Teams are essential to staying connected, organising what each team is doing and setting deadlines. Create a strategy to keep internal communication easy and fluid between each organisation and team during working hours, so even if you don’t have physical contact, there will be a comfortable and healthy work environment and your team will work better.”

Tip #14: Limit the number of tech tools 

Although you’ll need a set of tech tools to thrive in a remote setting, keep the number as low as possible. It’s difficult for people to learn how the new software works and what’s expected of them while using it. 

If your employees have to use a dozen different apps on a daily basis, most will just end up confused and overwhelmed. Even worse, they will struggle to find something important or use outdated information. That can hurt both the employee’s motivation and the company.

Tip #15: Avoid micromanagement at all costs

Micromanagement kills motivation — it’s as simple as that.  

On top of that, if you treat employees like children and constantly check up on them, they’ll learn to become helpless and start running every little thing by you because they’ll be scared of making a mistake. 

At that point, you’ll be buried in messages and other people’s tasks, and everyday work will grind to a halt just because you tend to micromanage everyone.So, instead of hovering over their heads, you should focus on the big-picture stuff and let your employees do their thing. Unless the results are unsatisfactory, your employees will appreciate the autonomy you gave them and be more likely to think outside the box.

Tip #16: Avoid intrusive solutions for tracking employees’ work

Screen monitoring software can make people more careful with how they spend time, sure. 

The thing is, surveillance makes people anxious and violates privacy, thus making them leave the first chance they get.

Your work from home employees shouldn’t feel like anyone is spying on them. Try to avoid any solutions that may feel intrusive, as it shows a lack of trust.

Tip #17: Pay attention to your hiring and selection processes

When hiring for remote work, you ought to pay special attention to the recruitment and selection processes.

So, in addition to the regular determining factors, when you advertise a job opening, clarify that the role is fully remote.

During the interview, it’s best to directly ask the candidates if they have experience with working from home and how they feel about the setting. Your recruitment process can also include a trial period of several weeks, to check if the candidates will properly integrate and be the right fit for the remote position. 

Tip #18: Provide enough time for onboarding 

Understand that people need time to adapt to new technologies, processes, and coworkers. 

So, when you have a new employee, give them enough space to “settle” and cut back on expectations a little.

The onboarding process should last at least a month, and here are some good practice examples you can introduce and integrate into the existing one:

• Setting up weekly check-ins with HR,
• Assigning a “work buddy” to each new employee, and
• Gradually providing relevant tools and information about the company values, structure, and mission.

Tip #19: Define and track only the relevant metrics of your employees’ work

Goals, quotes, and metrics can help people focus more on work, but they can also produce unwanted side effects. 

For example, if you measure work by the number of typed characters, you’ll get pages and pages of poorly written documents. Additionally, people might even be discouraged from helping others as they have their own quota to worry about.Find the metrics that are in sync with the result-oriented approach and focus only on those. Also, you should make sure your employees are aware of which metrics matter in your company so they don’t lose any valuable time focusing on the wrong aspects of work.

Tip #20: Encourage regular breaks

Some professions thrive when working in isolation (such as developers and writers) and often don’t know when to take a step back and unplug. This can be especially tricky when your employees work from their homes, so you can’t check on them. 

As we’ve mentioned above, taking regular breaks is vital to maintain productivity, so the company values should promote the fact and encourage their employees to do so. 

Employers should often discuss the benefits of taking breaks, as well as promote the usage of break-friendly apps and solutions.

Tip #21: Educate your employees on security and data breach threats

When people’s computers and data are not on company premises, you need to take special care about cybersecurity. 

Here are some tips you may find useful:

• Educate your remote employees about security measures and precautions, 
• Start using Multi-Factor Authentication (MFA) and Single Sign-On (SSO), 
• Encourage employees to log out when not working, 
• Instruct your team to never use public WiFi, 
• Mandate using a VPN when connecting to a company network, and
• Instruct your employees to fully encrypt their disks.

7 Tips for improving team connectivity

Everything we said about the new set of challenges for managers can also be applied to connectivity among remote employees. 

Working from home means less social interaction with coworkers, no water cooler chats, and no group lunches. 

As a modern workplace is a network of teams, managers should do everything they can to improve their team connectivity.

Let’s check out what can be done to achieve the best results possible.

Tip #22: Build and encourage trust among employees

The first thing to mention, and arguably the most important one is — remote work requires an unprecedented level of trust. As a manager, you might worry that your employees are unproductive, slack, or spend work hours on social media.

However, if you can’t trust every single person on your team to do the right thing, you have much bigger worries than whether someone is on Instagram. Additionally, if that’s the case, you should re-examine your hiring process and how you track success.

Tip #23: Promote and encourage honesty among employees 

Honesty in the workplace generates trust among team members, and strengthens their relationships. 

Moreover, progress and improvement can happen only if everyone is open to sharing their opinion and suggestions and taking constructive criticism.

But sometimes, managing a remote team means having almost no idea how your employees really feel. You won’t be able to pick up on subtle cues in their tone of voice, facial expressions, or body language.

Plus, because most of the communication is written, people will most likely hold back from expressing negative thoughts and feelings. The reason is — a written word sticks, so we’re all more conscious about how the message will be perceived. 

For this reason, your leadership style should be honest and direct — and your employees will be motivated to communicate in that manner as well.

To provide a few examples of honest communication, managers should: 

• Address the issues as soon as they happen, 
• Praise the good work of individuals or teams, and
• Regularly discuss expectations and goals.

Tip #24: Limit your daily meetings to up to 15 minutes

There’s no doubt — daily online meetings (especially the morning ones) are a great way to: 

• Get everyone aligned and on the same page, 
• Straighten the priorities, 
• Get over what needs to be done that day, and 
• Get in the work mood. 

Moreover, having a daily check-up is a perfect opportunity for people to hear each other and feel like a team. The crucial part that matters the most is keeping the daily meetings sweet and short — the limit should be around 15 minutes. That way, you’ll all be in sync, and smaller groups can branch off into their own discussions.

Tip #25: Transparency is the key, so document everything 

Once again, we’re emphasizing the importance of transparency. 

When communication is transparent, people are more accountable for their actions. Additionally, transparency removes a lot of ifs and increases employee happiness. 

So, the best practice is to encourage your employees to document everything, such as: 

• Write notes after meetings, 
• Leave updates in task comments, 
• Document workflows, and
• Post on joint channels.

Remote workers don’t have a coworker sitting beside them to check a piece of information, so there’s a bigger chance for them to have information gaps or, even worse, use outdated or false information. A co-author of Remote Works: Managing for Freedom, Flexibility, and Focus, Tamara Sanderson, is an avid advocate for documenting everything while working remotely:

“Documentation is key to remote work and asynchronous communication, unlocking freedom and flexibility. However, we all know it’s a hassle to keep up with documentation. Instead, make documentation a part of your workflow. For example, my co-founder, Ali Green, and I do most of our project planning in Asana, using “tasks” to document meeting notes and “projects” to contain our projects (obviously). We write and plan workshops in Google Docs, using comments and version history to track changes.” 

Tip #26: Post all the updates online

If you have a mix of remote and office workers, try to treat everyone the same way. 

If you run a remote-first business, you probably know that some people never come to the office, so try to post all announcements online. That way, everyone gets the same message and, if needed, can ask for further clarifications. 

People who work remotely shouldn’t miss out on important information only because, for example, that question popped up in the office, and managers just assumed everyone got it.

Tip #27: Encourage brainstorming and creativity meetings, but schedule them in advance

It’s true, remote work lacks spontaneous meetings and random discussions that bring out creativity and innovative thinking. 

In the office, that happens naturally — you run into someone, you ask what they’re doing, you say ‘Wow,’ and soon you’re cooking up all sorts of ideas. 

But when working remotely, you need to actively facilitate creativity and ask for ideas. Remote work can be beneficial for brainstorming meetings — as you can schedule them in advance. People get a chance to generate ideas alone in advance and then discuss them with the group. 

Quality improves because there’s enough time for everyone to think the ideas through, and you’ll certainly avoid the awkward silence as people try to come up with something on the spot.

Tip #28: Organize regular informal social gatherings

Working from home can be isolating. 

In an office, people have plenty of opportunities for natural, informal communication because they share the same space. But for employees who work from home, it’s not as “organic” to ask a coworker, “how are things going” just out of the blue. 

That’s why it’s up to the leadership to organize informal hangouts, thus creating a common space where team building and bonding activities can happen.Here’s a pro tip from Kathleen Burnett from Anywhere League, a platform for tournament-style trivia activities designed for remote teams:

“The number one thing I’d say for remote teams is that social team-building is a necessary regular activity, not a part of employee recognition or some kind of reward. Make sure your team has at least biweekly or ideally weekly opportunities to get to know one another.” 

8 Work from home tips for improving team communication

Effective communication is one of the most important aspects of successful collaboration among team members. 

As we’ve already mentioned, the lack of in-person communication calls for additional “rules” and “guidelines” for remote workers. Let’s check out some things to pay attention to while virtually communicating with your employer or a coworker.

Tip #29: Asynchronous communication should be primary

Not everything is urgent, nor does it need to happen instantly.

Develop a culture in which you always start with asynchronous communication, i.e., communication that doesn’t take place in real-time. 

For example, first, post a public message or send an email, so you don’t interrupt others if they’re in deep work mode at the moment. 

Give it a while, and if your issue is not resolved soon, send someone a direct message. 

Bonus tip — only if you have to type too much should you jump on a call so to resolve an issue more quickly.

Tamara Sanderson, the author we’ve mentioned above, is also a fan of asynchronous communication. She points out the connection with proper documentation:

“Our work is de facto documented — which means we’re not wasting time retyping notes — part of the beauty of asynchronous communication! I specifically like a rule of thumb that a fellow remote expert, Jason Morwick of Cactus Communications, mentioned during research for our book: ‘You know your documentation game is on point when you can answer a colleague’s question with a link where they can find the answer—already written.’”

Tip #30: Signal your availability (or the lack of it) at all times

When communicating online, it’s only natural to miss a lot of context. 

For example, in the office, you can see when someone is working and shouldn’t be disturbed. That’s unfortunately not the case if you’re working from home and your coworker is just an avatar on the screen. You don’t have the same cues and don’t know if and when it’s ok to interrupt. 

In order to reduce confusion (at least about your own status) try to signal your availability on the platform you use for communication.

That way, others will know when you’re available if they need to ask you something.

Tip #31: Learn to communicate your exact thoughts and ideas

Arguably, the most important skill in the 21st century is writing, especially when you’re working remotely. 

What we’re referring to is writing as in communicating using written words, not as in writing a great novel. So, we all need to learn as much as we can about how to write well. 

Here’s something you can do — when you’re sending a message to someone, don’t just send “Hi” or “I have a question.” The other person then has to sit and wait while you’re typing. Instead, formulate the full thought, add as much context as possible, and then hit send. Compare these two messages from the recipient’s side:

Who can update the website?

X page on our website has a typo, as seen in the attachment (typo-screenshot.png). Do you know who’s in charge and who can help?

As you can notice, the first message can mean several things and needs a lot of back and forth: what, when, why, where, and how. 

The other is more to the point, thus, can be resolved instantly.

Tip #32: Try to be mindful when reaching out to coworkers for help

You might be tempted to send a chat message whenever you have a quick question or an idea, but it’s highly recommended to think twice beforehand. People can’t ignore notifications and will potentially drop what they’re doing to see if it’s important or not. 

So, before you ping someone, consider if it’s better to leave it as a comment under the appropriate task. 

Similarly, when you want to post something on a group channel, keep in mind that most people will drop what they’re doing to see what random thought you decided to share.

Tip #33: Respect your coworkers’ schedule

The following is closely related to the tip above — respect your coworkers’ time, and don’t always expect an immediate response. As we’ve already mentioned, asynchronous communication should be prioritized.

Remote workers (including managers) need to understand that their coworkers work on different tasks according to their own, unique schedules.

Tip #34: Help everyone understand the purposes of email vs. chat

Chat can’t and shouldn’t replace email. 

Important discussions and decision-making processes shouldn’t take place in a team chat app, at least not in real time. Otherwise, people will have extreme difficulty focusing on complex tasks due to their constant checking for updates. 

Not everyone is watching all their channels and discussions as they happen, nor should they.

Tip #35: Do use emojis 

Overcommunicate and use emojis. It’s easy to misinterpret the tone in a written message, so compensate with””,  “” and casual words. 

On the flip side, if you get a message that sounds cold or mean, it’s probably not meant that way. Emojis can significantly help to avoid misunderstandings in business communication.

Tip #36: Have a dedicated channel for informal messages and memes

It’s highly advised to create and encourage using a channel where everyone can share what they’ve been working on, some random thoughts, or funny memes. Informal and off-the-record channels are good for team morale, motivation, and team bonding — as long as you keep those notifications muted, as you don’t want to be distracted by them.

10 Working from home tips for boosting productivity

We’ve already mentioned how working from home goes hand in hand with various distractions and productivity challenges. 

Not having a supervisor present, like in the in-office setting, is not helping either. So let’s see what remote workers can do to achieve and maintain maximum productivity levels during working hours.

Tip #37: Working from home means you’re in charge (so use the fact to your advantage)

One of the best things about remote work is being able to have large blocks of uninterrupted work each day. 

That happens because working from home means you’re in charge, so you have total control over your environment. 

So, for example, when you’re in deep work mode, you can:

• Mute channels, 
• Isolate yourself, and
• Work in accordance with your energy peaks and dips.

Tip #38: Track your own time to increase accountability

For many people, tracking how much time they spend on activities helps them focus on the task at hand. It’s an accountability issue related to restraining ourselves from knowingly switching activities when the clock is running.

Not only will you be less likely to scroll through social media feeds, but you’ll also have an overview of your day and see where your time really went.

Tip #39: Set a list of daily goals

Defining your goals for the day is another way to boost your productivity and increase your motivation. When you have clear expectations of what needs to be done for the day, you’ll be more likely to complete those tasks.

For example, you can create a to-do list, download an already existing to-do list template, or even create a to-don’t list, whatever works for you.

As the day goes on and you get new pieces of information, you can update your estimates and tasks in accordance.Here’s how Olga Milićević, a remote worker and a Content Writer for Pumble blog, benefits from having a to-do list:

“Before I start writing, I like to create a checklist of smaller tasks that will get me where I need to go. For example:

• Structure the article,
• Research the topics, and
• Write each of the subheadings.

Checking those tasks off provides a sense of accomplishment that keeps me going. It also keeps me on track when I forget what I’m supposed to be doing.”

Edward Johnson, whom we’ve mentioned above, also emphasizes the importance of planning ahead. He suggests:

“Plan each day, by setting your priorities. Make post-it notes and try to start the day by tackling the most complex tasks first. Sometimes it seems that things pile up and it can be more distressing working at home. If you have a list of priorities it will be easier to eliminate them one-by-one.” 

Tip #40: Don’t be shy to ask for help

When you’re not surrounded by your coworkers, it’s highly likely no one will notice when you spend hours wrestling with a problem. 

That’s why it’s important not to be shy and to ask for help. The thing is, perhaps your problem could be solved within five minutes with a little help from your manager or a more experienced coworker. After all, it’s much worse to waste valuable time than to steal a minute of someone else’s time.

Ultimately, you’re all working to achieve the same goal, so most of the time, people will gladly step in and help you solve the problem.

Tip #41: Implement a strategy to combat procrastination

Let’s be honest — your home is a minefield of distractions and opportunities to procrastinate. 

That’s why it’s vital to understand it’s up to you to design your environment around minimizing temptations. 

Here are some ideas you can include in your anti-procrastination strategy:

• Turn off your phone notifications, 
• Cover the TV, 
• Block all access to social media, and 
• Have a dedicated work computer.

You know what they say — out of sight, out of mind.And here’s a pro tip from Tamara Kalaba, a remote Content Writer for Plaky blog:

“Try out different anti-procrastination tools and methods. Even my favorite Pomodoro tracker sometimes doesn’t work for me. So when that happens, I switch to something else, like listening to brown noise. Other times, I create colorful to-do lists, and then go through each task in complete silence. The point is, I switch between methods and tools depending on my mood, task complexity, etc. Staying focused while WFH is hard enough, so I try not to pressure myself even more. Instead, I give myself freedom to do my job differently each day — which actually keeps it interesting as well!”

Tip #42: Try the Pomodoro technique

Another widely known solution to the procrastination issue is the Pomodoro technique.

The method entails working in short time bursts (25 minutes of focused work) followed by breaks (5 minutes). 

The flow introduces cadence to working, and it’s easier to focus when you know you’ll get a break as a reward. 

You can use the breaks to indulge in temptations (e.g., checking social media, cleaning, getting coffee, etc.) or to give yourself an energy boost (exercise or have a power nap). Using the Pomodoro timer helps you improve focus, and the breaks are planned, so you don’t have a reason to feel bad while taking the time.

Tip #43: Find your biological prime time 

The flexibility of working from your home will most likely allow you to organize your schedule in accordance with your energy, focus, and motivation levels.

This situation creates a perfect opportunity to learn everything there is about your internal clock — when you’re most productive during the day. We all go through different stages over the course of 24 hours, and finding your biological prime time can be a game changer. Above all, because understanding how the said 3 levels (energy, focus, and motivation) fluctuate enables you to create a schedule that reflects that.

In the opinion of Ali Greene, a co-author of Remote Works: Managing for Freedom, Flexibility, and Focus, finding your prime time and the environment that works for you is essential:

“Try experimenting with where, when, and how you work best. Learn how to manage your energy, not your time. One advantage of working remotely is that you are no longer restricted to an office or a 9-to-5 schedule. As a result, you can start learning more about what gives you energy and what saps it and tailor your environment and your schedule to be more productive. For example, consider if you are more of an early bird or a night owl. Do you need to be alone in your “cave,” or prefer a busy café or coworking space?”

Tip #44: Try to be more objective about your daily workload

Since people are not able to see your work at all times, you might feel bad if you don’t show results every day. You may also feel guilty whenever you take a break, even if the same break would be perfectly fine if you were in the office. To alleviate guilt and the need to overwork, it’s best to track work hours and time spent on breaks. That way, you can have an objective look at how you allocate your time.

Tip #45: Use the power of natural light to help you boost productivity

The best spot for work is the one that gets the most natural light. 

Here’s what sunlight does for us:

• Improves mood and alertness, 
• Decreases eyestrain, and 
• Makes you look good in video calls. 

If you don’t have a window, make sure you take regular breaks to get outside for natural light. Otherwise, you risk suffering from vitamin D deficiency.

Tip #46: Have frequent microbreaks (and get away from your desk)

When you feel stuck, it’s always advised to take microbreaks and frequently get some time away from the desk and the computer screen. 

Not only will you stretch your body, but your brain will continue working on the problem in the background. When you come back, chances are that you’ll have more clarity, a new idea to try out, and perhaps even a breakthrough. Here’s what Scott Lieberman, a publisher and the founder of Touchdown Money recommends:

“Stretch breaks! Folks working from home tend to skip the computer chair and sit on a couch or on the bed or at a kitchen table. This might seem comfortable but it can cause back ache, neck pain, and more. Be sure to stand up and stretch every 20 minutes. This can be as simple as touching your toes, rolling your neck, and performing leg stretches. This can also improve your blood flow and give you more energy throughout the workday.”

2 Working from home tips for setting boundaries

Another common set of issues for remote workers is — setting boundaries and making sure everyone around you is familiar with your rules. 

However, it’s a must, so let’s mention the 2 most important work from home tips that might help you establish healthy boundaries.

Tip #47: Make sure your cohabitants are aware of your work schedule

If you live with someone (kids, spouse, roommates, pets), it might be difficult for them to grasp that you’re not really “at home.” 

What works the best is isolation, preferably physical distance, which you can achieve with a little help of:

• A curtain, 
• Closed door, 
• Noise-canceling headphones,  
• “Do not disturb” sign, and
• Clothes you’d wear if you went to the office.

Tip #48: Create personalized rituals

It’s important to create rituals, as they improve the structure of your day. Moreover, rituals imply a certain level of predictability. 

In a traditional setting, when you leave the office and commute, the process acts as a ritual that tells your brain that all work-related thoughts are done for the day. 

These little practices are usually missing when you work from home, but you can still develop some other rituals to help you shift from work into relax mode. 

For example, you can start your workday by drinking coffee and catching up on emails, and then end the workday with a set of exercises. This way, you’ll condition your brain to associate “doing exercise” with “no more thinking about work.”

3 Work from home tips for staying healthy

When you’re working from the comfort of your home, there are fewer reasons to leave the house regularly. Apart from not having regular social interactions with your coworkers, you may find yourself in a situation where your overall well-being is in jeopardy.

Let’s take a look at what you can do to stay healthy while working remotely.

Tip #49: Stay hydrated and pay attention to proper nutrition

Did you know that adequate nutrition boosts your productivity by a whopping 25%, as reported in the productivity statistics we’ve mentioned earlier?

That’s a full quarter of your maximum productivity level, so you should pay close attention to:

• Having a healthy diet,
• Optimizing your vitamin intake, and 
• Staying hydrated. 

That’s why Edward Johnson emphasizes the importance of staying hydrated, apart from taking regular breaks. His advice is:

“It is important that you take your work period seriously so that you can take a good break when necessary. Avoid eating whilst working. Instead, take a proper break for lunch. It’s good to stay hydrated during the day too. Drinking more water has been linked with improved focus.”

Tip #50: Make sure you’re socializing enough

Working from home can be isolating, and days can pass without you seeing a living soul. 

Some people handle it better than others, but everyone needs social contact at some point. 

To save your sanity and interpersonal relationships, always be on the lookout for a reason to go out and interact with other people. 

Here are several ideas for your daily dose of socializing:

• Take a walk with a friend, 
• Go out for coffee, or
• Invite a friend over for lunch.

Tip #51: Make sure you’re still active during the day

When you work from home, you rarely have a reason to go outside. This can lead to zero exercise, which further causes various health issues due to inactivity.

To save your health and prevent such issues, try to schedule your daily walks, or at least make routines that will force you to leave your house each day, such as:

• Volunteering, 
• Dog walks, 
• Cooking classes, 
• Gardening, 
• Friday get-togethers, or
• Going to the gym.

We’ve already mentioned Lauren Schneider earlier, and she has another piece of advice for remote workers. Here’s what she suggests on the topic of well-being:

“Taking your wellness into your own hands is equally important. Dedicate time each day to do so. For instance, you can go outdoors and take a 30-minute stroll around your area. Walking to your local café in the morning instead of ordering delivery from your phone can also be a great activity. Productivity and wellness go hand-in-hand; if you want to increase your remote work efficiency and output, you have to actively make time for wellness.”

3 Pro tips for working from home

If you already have some experience with working from home, you might want to consider stepping up your game. 

The following tips will help you master the remote work setting, so read on.

Tip #52: Invest in a quality home office setup

First of all, understand you need to invest in a good home office setup that’ll include:

• Proper lighting, 
• Large monitor, 
• Quality chair with adequate lumbar support, and
• Some greenery.

When you’re feeling comfortable, it’s easier to focus on a task, and the chances are you’ll be more productive.

At the office, you’re provided with everything designed to help you work for extended periods of time. But at home, it’s easy to tell yourself, “I’ll just use the chair and the desk I already have.” 

Here’s a tip from Angela Simoes, founder of Red Roof Industries:

“Make sure you are comfortable and ergonomically set. If your neck, back or arms hurt after sitting at your desk, you won’t want to sit at your desk anymore and therefore not be as productive as you can.”

Tip #53: Try to make meetings more spontaneous

If everyone mutes their mics during a call (a common noise-avoidance tactic), your meetings will lose out on spontaneity. 

For example, if you say, “How’s everything going,” you can expect silence if everyone’s muted by default. Also, you won’t hear anyone laughing if you say something funny.

Thus, managers should: 

• Regularly use icebreakers, 
• Encourage people to speak up, and
• Regularly use chat, polls, and reactions. 

Small talk is an important part of human interaction, so managers should try to encourage it whenever possible.

Tip #54: Make a distinction between your planned and unplanned work hours

In a dynamic work environment, the chances are that you’ll constantly have new unplanned tasks. For example, you can get an impromptu customer call that will take you a few hours to resolve. 

And, the trouble is, because people don’t see this, you might feel bad when you don’t finish what you’ve planned, even though you did legitimate work. Once again, the solution is to track time so you can see how much time you actually lose on planned vs. unplanned work.

That way, you’ll gradually learn to overcome the planning fallacy issue and be more realistic in planning ahead.

Food for thoughts — Working from home edition

Now, before we wrap this article up, we wanted to share some additional thoughts and ideas that may be useful for remote workers.

Personalize your working space

Earlier, we discussed the importance of removing clutter from your working space, but that doesn’t mean you shouldn’t personalize the area. 

An organized working space doesn’t have to look sterile, and it’s important to establish a positive connection with our physical environment. Surround yourself with some greenery, hang a couple of posters and family pictures, or whatever it is that would make you feel comfortable.

Lauren Schneider we’ve mentioned earlier has another tip for you, and she adds:

“Just because you need to keep a tidy workspace doesn’t mean that you can’t add personal touches to it. If your work area stresses you out, add some items that have special meaning to you. For example, you can design the theme of the space according to your favorite color. You can also add inspiring artwork or photographs of your loved ones.”

Not all meetings must be video calls

Don’t feel obligated to turn on the video during every single meeting. It just eats bandwidth. While on video, most people can’t focus as they worry about how they look or what’s happening in the background. 

So instead, you can turn the video off and use the time productively to check up on emails and ask people follow-up questions in chat.

Some meetings (really) should be emails 

How to best deal with 20 people in a video meeting? Most likely, you can’t. 

For example, if you organize a meeting to come to a decision, there’s a possibility you’ll only create more indecisions (as you can’t really debate with 20 people.) And if you need to spread information, there are more cost-effective ways, like email. Remember, a quick 15-min meeting with 20 people is actually 5 billable hours. So before you call a quick meeting, ask yourself if that meeting’s really worth the money.

Working from home saves money 

If you’re working from home, it’s likely you’ll cut down on various costs, such as:

• Work clothes, 
• Commuting, and
• Regularly eating outside.

Additionally, as you don’t have to commute for work, you’ll also save some valuable time.

Daily writeups vs. daily meetings — Choose your weapon

Daily writeups are a great way to quickly review what was done yesterday and what the plans for the day are. 

On the other hand, daily group meetings are not as efficient, but they’re good for morale and alignment. 

It’s a tradeoff, and each style has its advantages, so you should choose the one that’ll work best for your team.

Wrapping it up: Working from home can be a game changer

The global workforce has been rapidly embracing the benefits of the model, due to the abundance of advantages for employers and employees.

However, if you want to reap all the benefits of not being tied to the office, you must adapt your working routine and style.

With a little help from the tips we’ve mentioned, you can create a perfect work-life balance, have a stellar performance, and advance in your career more quickly. It’s a journey, not a destination, so some things will be on a trial-and-error basis — and that’s perfectly fine!

Are you a remote worker who’s primarily working from home? If you have any other tips and tricks, or perhaps some additional thoughts on the topic, feel free to share your thoughts with us. Write to us at blogfeedback@clockify.me, and you’ll get a chance to be featured in this or one of our future articles. And, if you liked this post and found it useful, share it with someone you think would benefit from it.

If you also tend to procrastinate — don’t beat yourself up — it happens to the best of us.

So how do you stop procrastinating? Can delaying tasks become a huge problem for you? And more importantly, when is procrastination actually good for you?

These are just some of the questions we’ll answer in the text below. 

We’ll also cover:

• What procrastination is and why people procrastinate,
• The negative effects of procrastination,
• The steps to stop delaying tasks, 
• Expert tips and strategies to overcome procrastination, and
• Some procrastination examples and real-life experiences.

So let’s dive right in.

What is procrastination?

As Piers Steel, a leading expert on the science of motivation, defines it in his paper on the nature of procrastination, procrastination is the voluntary postponement of an unpleasant task, often against one’s better judgment.  

Moreover, Wadkins and Schraw (2007) further claim that procrastination happens when we work on trivial tasks instead of urgent ones or perform activities we enjoy rather than activities that we should or would like to complete.

As you might have guessed, procrastination is closely related to poor time management skills. Luckily, there are steps you can take and strategies you can use to deal with procrastination. 

But first, let’s see what types of procrastination exist before moving on to its main causes.

The 2 types of procrastination

While the essence of the concept is always the same, not all procrastinators procrastinate to the same degree. 

According to the frequency of occurrence, we can differentiate between:

• Chronic procrastination — people who have constant problems tackling or finishing tasks on time, and
• Situational procrastination — people who delay work only on specific tasks.

Now, one type of procrastinators seems to be more common than the other.

According to research on adult procrastination, 20-25% of adults procrastinate chronically. 

And the explanation for why there are so many chronic procrastinators could be that it’s only natural to want to enjoy the present moment instead of thinking about the future version of ourselves. As a result, people tend to deliberately postpone their tasks. 

Like any other type of behavior, after a while, postponing tasks becomes a habit, and if the period in question is prolonged, it becomes a routine, which adds the “chronic” part to it. 

As not all people procrastinate to the same degree, there are also different personality types who experience procrastination in different ways. 

Maybe you’ll recognize some of your own characteristics among these procrastination styles, so let’s see them.

The 6 procrastination styles

In their book It’s About Time!: The Six Styles of Procrastination and How to Overcome Them, psychologists Linda Sapadin and Jack Maguire talk about 6 different ways a person can procrastinate.

Dr. Sapadin also explains that one person can demonstrate multiple styles of procrastination depending on what drives them to it.

The 6 procrastination styles are:

1. Perfectionist — this person delays a task because they fear they won’t be able to do it perfectly. Perfectionists often set unrealistic standards for themselves and thus get overwhelmed.
2. Dreamer — this person likes fantasizing about completing tasks more than actually doing them. Dreamers end up having big plans but doing little about them because they get lost in their thoughts rather than taking specific steps.
3. Worrier — this person has a fear of the unknown, so the easiest way for them to “deal” with this fear is not do anything or delay doing something as much as they can. Worriers lack decisiveness, so they get anxious easily.
4. Defier — this person doesn’t like doing things that are expected of them to do. By delaying tasks, defiers silently express their rebellious side.
5. Crisis-maker — the crisis-maker has difficulty doing mundane tasks, so they deliberately finish the task at the last minute to make it more exciting. Consequently, working under pressure eventually makes them stressed and lowers their performance quality.
6. Overdoer — this person has a need to prove themselves to others, so they take on a lot more work than they can handle and end up being confused about their priorities. Overdoers can’t say “No” to people, so they neglect their own tasks.

Now that we’ve covered the meaning of procrastination and its various types and styles, let’s see the main reasons behind it.

Why do people procrastinate?

Low-self efficacy is the underlying cause behind procrastination. When we don’t believe in our ability to finish something, we develop low self-esteem, which prompts us to procrastinate on the said task.

Still, procrastination is not a problem related to the modern age — even though nowadays, technology and the Internet have enabled people to be more entertained while procrastinating. 

However, there’s evidence that this tendency to postpone our tasks dates back to the beginning of civilization. 

Here are some examples throughout distant history:

• The translation of hieroglyphs from Ancient Egypt, dating back to 1400 B.C. reads: “Friend, stop putting off work and allow us to go home in good time.”
• Fast forward to 800 B.C. when Greek poet Hesioid wrote a poem Works and Days, he said not to “…put your work off ‘till tomorrow and the day after, for a sluggish worker does not fill his barn, nor one who puts off his work.” 
• Cicero also spoke about procrastination in his famous orations against Marcus Aurelius, estimated around 44 B.C., claiming that “slowness and procrastination are hateful.” 

Based on these examples, we can conclude that procrastination is (and has always been) a common behavioral tendency among people — regardless of their heritage, culture, and nationality.

However, there are some distinctions on a more individual level — actually related to personality traits. 

How personality traits affect procrastination

On a scientific basis, the reason why people procrastinate can be found in an individual’s personality traits.

In a previously mentioned research paper on the nature of procrastination, Steel investigated some patterns relevant among procrastinators and connected to the OCEAN — or the Big 5 defining personality traits:

• Openness to experience,
• Conscientiousness, 
• Extroversion,
• Agreeableness, and 
• Neuroticism.

The results of the study show the personality traits connected to procrastination:

• Low conscientiousness — there’s a high correlation between the lack of conscientiousness and the tendency to procrastinate. It only makes sense, as conscientiousness implies diligence and the desire to do one’s work well and on time.
• Low agreeableness — there’s a high correlation between the lack of agreeableness and the tendency to procrastinate. Interestingly, disagreeableness is connected to traits associated with rebellion, so this group tends to procrastinate because it’s hard to agree with externally imposed schedules. Moreover, the delay makes them feel like they’ve reasserted autonomy.
• Low extroversion — there’s a certain correlation between the lack of extroversion and the tendency to procrastinate but to a much smaller extent. The reasoning is quite simple — introversion can indicate lower engagement and energy levels.
• High neuroticism — there’s a moderate correlation between neuroticism and the tendency to procrastinate, explained by the factor of impulsiveness.

In the end, no correlation was found between openness to experience and the tendency to procrastinate.

The 8 most common reasons why people procrastinate 

So, it turns out that many people procrastinate. But why does that happen in most cases?

Here are the most common reasons behind your desire to postpone or delay an activity:

• Prioritization of short-term mood — people put off an unpleasant activity because they prefer to feel good temporarily, even at the cost of feeling much worse later on.
• Fear of failure and criticism — thinking about being criticized makes people delay submitting their task or even getting started with it because they want to avoid potential negative results.
• Fear of success — it may sound strange, but some people feel like success will mainly bring them more pressure, so they procrastinate and self-sabotage.
• Lack of connection with the future self — being unable to connect emotionally with the future version of ourselves makes us prone to making bad decisions in the present, not thinking much about the consequences we’ll encounter.
• Low self-esteem and motivation — not having faith in our abilities to complete a task can be demotivating and thus cause procrastination.
• Depression and lack of energy — people who are depressed often feel exhausted and anxious, which makes them want to escape from any difficulties that dealing with tasks may bring.
• Undefined goals and lack of prioritization — being unable to prioritize your tasks and clearly define your goals quickly leads to procrastination. 
• Perfectionism — not being able to accept anything less than perfection also triggers procrastination. People delay submitting their work for fear of it not being good enough.

What are the negative effects of procrastination?

Missing opportunities due to procrastination is a common practice for people around the world. Apart from making you run behind your deadlines, procrastination can also bring physical and mental health problems, as well as a poorer overall performance at work.

However, note that procrastination in personal life is perhaps even a bigger problem than at work — as the only supervisor is the same person as the procrastinator, i.e., you.

Procrastination causes physical health problems

According to the research on the link between procrastination and heart problems by Dr. Fuschia Sirois from Bishop’s University, people who suffer from either hypertension or cardiovascular disease are more likely to procrastinate on their tasks (including going to the doctor on time and taking their health seriously).

For the purpose of research, Sirois surveyed a group of individuals with a medical diagnosis of either hypertension or cardiovascular disease and a group of healthy individuals. 

In a survey she conducted, she analyzed participants’ procrastination habits and traits, and how they cope with stress. It turned out that people with either hypertension or cardiovascular disease were more prone to behaviors that indicated procrastination, such as postponing tasks, self-blame, and similar, than healthy people. 

Dr. Sirois also explained that people who procrastinate are likely to ignore health-related behaviors like: 

• Going to a medical check-up, 
• Getting regular exercise, and 
• Having a good quality sleep.

Although procrastination may not directly cause hypertension or cardiovascular disease, it may indirectly affect one’s health as procrastinators usually stress more and put off going to a doctor until the consequences of poor health are harder to manage.

Procrastination causes mental health problems

Perfectionism leads to procrastination, and procrastination leads to time anxiety — i.e. the feeling that you’re always wasting your time. 

According to procrastination psychology, time anxiety and stress are some of the worst consequences of procrastination. When you have a close deadline looming over you, you’ll feel anxious and stressed because you may not be done on time. 

Perhaps in an effort to excuse your tardiness, you may work on making the assignment perfect and fall into a vicious circle, as perfectionism will likely hinder your ability to finish the assignment in the first place.

And, because nothing is ever perfect, you’ll feel anxious and stressed — which may ultimately lead you to depression.

What’s worse, you still won’t be satisfied with your assignments and likely won’t hand them in, anyway.

Procrastination causes poorer work performance

Apart from various health problems, procrastination at work may bring you poorer performance — at least according to scientific studies.

According to Tice and Baumeister, leaving your work for the last minute results in low-quality performance, as well as your diminished welfare.

On the topic of academic procrastination, Ariely and Wertenbroch add that students who are prone to bouts of procrastination tend to get lower grades than their peers who start working on their assignments on time.

Procrastination causes people to make poor decisions

Another terribly damaging effect of procrastination is — making poor decisions. 

Our decisions are connected to our emotions, and procrastination can boost only the negative ones.

Also, the very fact that you rush into decisions instead of taking your sweet time to properly think them through changes the criteria on which you base them. This is especially important for making financial decisions.

To sum up, if you tend to procrastinate often, it’s most likely that you aren’t making the right moves and are limiting your growth as a person.

Procrastination can have a bad impact on other people

Being a procrastinator doesn’t only affect your life and habits. Quite the contrary, procrastination has a direct impact on the people surrounding you — your family, friends, and coworkers.

We’ll give you an example of it. 

Let’s say you and your colleague are preparing a presentation for an important meeting. Your colleague completed their part of the task, but you delayed the completion of your part and ended up coming unprepared. As a result, your procrastination did not only affect your own performance but also your colleague’s reputation at work.

However, understanding the possibility of negative consequences on other people may additionally motivate you to deal with procrastination at work and in your personal life.

Procrastination can have a bad impact on your work

When a person procrastinates at work, their habit can negatively affect a whole team, and sometimes even the entire company. Missing your deadlines can create a delay in other people’s work, which is especially frustrating for those who complete their tasks on time. 

Procrastination at work can thus severely damage a person’s reputation, but that’s not the only negative consequence of postponing tasks. Procrastinators risk being perceived as slackers and untrustworthy, which may lead to other team members avoiding to work with them.

Moreover, rushing to finish the task because you overestimated your capabilities significantly increases the margin of error. An unintentional mistake can thus reduce the quality of the end result, damaging not only your own reputation but that of the company as a whole. 

An extreme example of this is a client leaving the company because an employee’s procrastination slowed down the entire team. The procrastinator submitted their part late, which made everyone else late as a consequence, and the client found the company unreliable and unprofessional to cooperate with.

Procrastination can have a bad impact on your personal life

Similarly as in the work environment, procrastination in personal life makes others perceive you as unreliable and untrustworthy. 

You don’t want to be THAT person — a procrastinator who is always late for family gatherings and important events. Tension can build up, and it can negatively affect your interpersonal relationships.

Another thing we’ve mentioned is that procrastination can lead to making poor decisions, which can also lead to damaging relationships with family members, friends, and a partner. 

Chronic procrastinators are also more likely to continually postpone important conversations, which can be a significant source of stress for their partner. Such a slow-burning crisis is extremely dangerous in the long run, as the issue can only grow over the years.

And it’s not only about serious talk — small issues such as constantly delaying your household chores can also lead to a huge problem.

Overall, procrastination will make other people think they can’t rely on you. 

Now that we’ve discussed some of the negative effects of procrastination let’s see the best ways to stop procrastination (+ additional tips).

How do I stop procrastinating?

Once you’re on the right track of understanding why you procrastinate, you can start getting over procrastination. But overcoming procrastination doesn’t happen overnight.

Think of it more as a journey or developing a habit. Therefore, your approach to it should focus on one step at a time. 

Here’s how you can overcome procrastination by following the 6 essential steps we’ve listed below.

Step #1: Develop a structure and work on your accountability

Micromanagement is often seen as detrimental, especially at the office — but its polar opposite in the form of a lack of structure, direction, and supervision leads people directly to procrastination.

This doesn’t mean that all people who stop working as soon as there is no supervisor at sight are slackers by definition. It’s just that a certain level of supervision and order goes a long way in encouraging people to be responsible and accountable with their work.

Otherwise, people might fall into the well-known temptations brought to them by intriguing Facebook posts, funny Twitter tweets, and endless YouTube videos of cute puppies falling asleep.

For this reason, understanding how you allocate your time to different tasks and activities is the first step in developing structure. There’s no doubt that time tracking software is the easiest way to gain that insight. 

A time tracker, such as Clockify can be your stepping stone in overcoming procrastination since it can help you:

• Streamline the order of your tasks,
• Limit your distractions,
• Reflect on your behavior and habits, and
• Work on improving your structure.

Additional tips for improving accountability

According to the Hawthorne effect, people who know they are being supervised are more accountable with their work — and, we can conclude, less likely to procrastinate at work.

But, in order to avoid supervision turning into micromanagement, the best practice is to find the golden mean between the two extremes. If you are a supervisor, settle for providing some light guidance and advice, as well as clear instructions.

People get the necessary context for their work when they are aware of:

• What is expected of them, 
• What their deadlines are, 
• What skills they need to tackle a task, 
• What rewards they’ll get for successful completion, and 
• The consequences of potential failure.

Eventually, this information helps them make schedules, push forward, and stop procrastinating at work.

Alternatively, if you are the procrastinator in question, find an accountability buddy. The very presence of another person will help you be more accountable and responsible and, naturally, less likely to procrastinate at work.

Step #2: Do not try avoiding unpleasant tasks

Sometimes, a problem or task can be difficult and with seemingly no optimal solution.

Other times, a task can be so lengthy and complicated that it threatens to take up most of our time. In any case, when we are faced with an unpleasant, lengthy or difficult task we don’t really want to do — we usually take our time before doing it.

Luckily, there are ways around this.

If a task is not only unpleasant but also unnecessary, feel free to eliminate it — you can do this for all tasks that aren’t urgent or important. Simply go over your to-do list every day, and find tasks you can eliminate, cut back on, or minimize. 

Additional tips for tackling unpleasant tasks

In case reducing your to-do list does not help, keep in mind the following solutions:

• If an unpleasant task is somewhat important and urgent, you’re advised to keep it on the agenda, but try to delegate it. This can be a string of personalized emails you can ask a colleague to go through and reply to, or a sink full of dishes you can ask a family member to wash as a favor you’ll return later.
• If you find a task unpleasant because it will take a lot of time to finish, call your friends or colleagues for help. For example, if you simply must clean up your basement (in order to avoid a rat or similar infestation in the future), ask for a favor from your friends. You’ll finish faster and likely find a number of fun artifacts hidden in corners you can all laugh over. In the end, to reward your friends for their help, order a couple of pizzas and set up a movie night with drinks.
• If a task is almost excruciatingly unpleasant but unavoidable, try finishing it within a short time period to get it over and done with as quickly as possible. For example, if you have to write a short but detailed report, select a day when you’ll tackle it, and simply power through it. You’ll finish faster and feel the weight from your shoulders lifted almost in an instant.

Step #3: Stop seeing a deadline as a distant future

It seems that the more time you have to finish an assignment, the more you’ll feel at ease procrastinating on it. 

The reason this type of procrastination happens is closely related to a phenomenon called present bias. This phenomenon stems from the hot-cold empathy gap, proposing that our future selves usually seem so distant that we feel detached from them. 

Or, as everyone’s favorite cartoon dad Homer Simpson would say: 

“That’s a problem for future Homer! Man, I don’t envy that guy!”

Let us provide an example of present bias — you have 2 months to finish a 15-page detailed research proposal, so you lay back, relax, and put off doing any real work on it. And sooner than you know it, it’s 3 days before the deadline and you’ve barely put together an outline. Ultimately, you understand what’s at stake.

Therefore, viewing a deadline as a distant future is sometimes a reason we procrastinate.

Moreover, we find it hard to understand just how stressed, tense, or under pressure we’ll feel when a future, distant deadline closes in.

But, the distant future tends to creep up on you as you realize that the future always turns into the present and that you haven’t really done anything you were supposed to do.

Additional tips for overcoming present bias

To make future goals seem more immediate and closer to your “present” self, start creating a step-by-step vision of how you plan to achieve your goals.

In other words, to overcome present bias and enjoy the future as well, you should think about your schedule in advance. 

You can start by practicing short-term planning and then move to creating long-term schedules.

The consequences of situational procrastination usually aren’t too damaging, but there’s another issue related to it — doing something (procrastinating) occasionally can lead to developing a habit. So you better watch out and try to avoid procrastinating at all costs.

Step #4: Prevent feeling overwhelmed by organizing your tasks

Sometimes you simply have too much to do — lengthy research proposals, filling out and sending a report to your supervisor, endless meetings, business lunch, 20 important emails to respond to, etc.

When you feel swamped, it sometimes seems much more convenient to duck for cover than to dive into all that work.

So, instead of answering 20 important emails, you may find yourself rearranging your archived documents and cleaning up old computer files — which weren’t on your to-do list, to begin with.

To avoid feeling overwhelmed, you can start taking time to plan your tasks — decide on the order in which you’ll organize the tasks, decide when you’ll tackle them, and how much time you’ll ideally spend on each.

Always make sure to define your bare minimum for the day — this is a task or two you’ll absolutely finish by tomorrow.

Aim only to finish these crucial tasks, and do the rest if you have the time.

Parsing your work into smaller chunks and more days will also help you feel less overwhelmed and more likely to stay focused — decide what you’ll do each day, and remember that less is always more. So, fewer tasks per day and a few dedicated hours each day will do.

Additional tips for organizing your tasks

A simple but effective way to organize your tasks but also to allocate your time for them is time blocking — a time management technique where you define a specific time frame for a task and reserve a time slot for that task in your calendar. 

When you complete one task, you move on to the next one, and you keep doing the same thing until you complete all the tasks you’ve scheduled.

Time blocking will help you do your work more efficiently because you’ll know exactly how much time you have for each task, so you’ll feel the urge to reach that prescribed time.

Also, by setting a certain amount of time for each task, you won’t have to guess how long it will take you to complete a certain task, so you’ll be able to organize your work more realistically.

Step #5: Do not give in to the fear of the unknown and the fear of failure

In order to have a task assessed, people have to finish it and hand it over for evaluation. Still, many choose to procrastinate because they fear what results and feedback they’ll get.

The longer you procrastinate, the more you’ll push back the moment you’ll get the results, whether they turn out to be satisfactory, excellent, average, or even poor. The problem here is not knowing what to expect.

One deeper fear that stems from our fear of the unknown is the fear of failure — after all, if you don’t do something, you can’t fail at it. According to the aforementioned study on procrastination and self-efficacy, this fear is caused by low self-esteem, which leads to stressing over some impending task because we don’t believe we are able to pull it off.

To beat the fear of the unknown and fear of failure, first, you need to redefine your goals — instead of making “reach success” your only goal, make “learn something new” your new goal. That way, even if you “fail,” you’ll have the positive benefits of having learned something from the mistakes that led you to results you’re not completely satisfied with.

Additional tips for beating the fear of failure

Another great way of beating fear in order to avoid procrastinating on a task is to visualize your potential obstacles. 

Compile a list of all the potential problems you may encounter down the road, and think up solutions for them. That way, you’ll know you’re covered for all potential pitfalls, so it will be less tempting to procrastinate.

Step #6: Let go of your perfectionism

The other side of being afraid that we’ll fail is wanting to pursue a task to perfection. So, we make changes, additions, tweak it, and polish it — and we postpone the moment when we’ll call it quits.

According to Hillary Rettig and her book The 7 Secrets of the Prolific: The Definitive Guide to Overcoming Procrastination, Perfectionism, and Writer’s Block, people who strive for perfectionism have a fixed mindset — they fear that their tasks will fall short of perfect, so they postpone tackling them.

To help get rid of a constant need to control everything and aim for perfection, the crucial step is to admit that you’re not perfect.

Once you admit that you are not perfect, and that, likely, no one really is, you’ll be on the best possible road to stop postponing tasks and get things done. It’s because you’ll know they don’t need to be perfect.

Additional tips for letting go of perfectionism

One way to reduce perfectionism is to practice positive reframing — that is, to try to overcome a challenging situation by stopping intrusive, negative thoughts that you have and replacing them with more positive ones.

To further explain it, reframing means changing your perception of the challenge at hand — instead of thinking “I can’t do this task perfectly so everyone will see me as a failure” try thinking “This task may not be perfect, but the feedback I’ll get will help me do it better, and I’ll actually learn from this experience.”

This way, you’ll start viewing challenges as learning opportunities and let go of your constant need for perfection.

Another way to reduce perfectionism is to use a task management tool such as the Eisenhower matrix. By prioritizing tasks based on their urgency and importance, it’ll be easier for you to choose which tasks to focus on first, and you’ll feel less overwhelmed.

The Eisenhower matrix separates tasks into several groups:

• Tasks that you’ll do first — important/urgent tasks,
• Tasks that you’ll do later — important/non-urgent tasks,
• Tasks that you can delegate — unimportant/urgent tasks, and
• Tasks that you can eliminate — unimportant/non-urgent tasks.

After you see what your top priorities are (tasks that are both important and urgent), you’ll be able to get on with your work more quickly.

Proven tips and strategies on how to stop procrastinating

Many experts and productivity coaches have weighed in on the subject of procrastination and tried to find a solution to it, or at least some ways to deal with such a common issue. 

Here are some expert tips on procrastination, including several methods that will help you stop procrastinating. Try them out, perhaps some of them may turn out to be a perfect solution. 

Moreover, there’s no doubt you’ll learn something about yourself during the process.

Tip #1: Follow the 2-minute rule

In his book Atomic Habits: An Easy & Proven Way to Build Good Habits & Break Bad Ones, James Clear proposes that we deal with habits we seem reluctant to embrace by tackling them only 2 minutes at a time.

So, instead of tasking yourself to “Read a book chapter each night before bed,” task yourself to “Read one page of a book before bed.” Also, instead of tasking yourself with “Folding the laundry,” task yourself with “Folding one pair of socks.”

The gist here is finding an easy pre-activity to start with before going head-on into a challenge. Subsequent activities can be more demanding, but it’s important to begin with something easy. This way, you’ll ease into a task and be on the best possible way to tackle it right.

Tip #2: Create an unschedule 

In his book, The Now Habit: A Strategic Program for Overcoming Procrastination and Enjoying Guilt-Free Play, Neil Fiore recommends procrastinators to create ‘unschedules’ and prioritize their rest over their tasks.