{"id":1679,"date":"2016-06-02T16:07:53","date_gmt":"2016-06-02T20:07:53","guid":{"rendered":"http:\/\/www.yourvamentor.com\/blog\/?p=1679"},"modified":"2023-03-07T14:31:36","modified_gmt":"2023-03-07T19:31:36","slug":"to-track-time-or-not","status":"publish","type":"post","link":"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/","title":{"rendered":"Virtual Assistants: To Track Time or Not?"},"content":{"rendered":"

Virtual Assistants need to have an effective and accurate time tracking system in place. It\u2019s easy, but it can get out of control if you let it.<\/p>\n

\u2018Losing time\u2019 can not only set your schedule behind, lead to disorganization and late night catch-up, but it can also impact your revenue if you forget to bill for work done.<\/p>\n

Here are a few answers to those questions you have about time tracking:<\/p>\n

Why should I track my time? <\/strong><\/p>\n

First of all, because you need to know how you are spending your day. How much of your time is being spent on billable work? Non billable work? Wasted time? Things you dislike doing?<\/p>\n

If you write it all down, it will be easier to assess where you can make adjustments to make your business more profitable .. and more fun too!<\/p>\n

Also, as you start to get busier, the day can disappear right before your eyes. You want to be sure you are not losing out on billable time simply because you didn\u2019t write it down.<\/p>\n

When should I track my time?<\/strong><\/p>\n

Every day, every minute.<\/p>\n

There are resources (see a few below) that can help you do this by using stopwatch to stop and start a timeclock, or you can do it the old fashioned way by writing it down.<\/p>\n

I use a spiral notebook and record every task I do every day (even breaks, lunch, and my own business stuff). By using a spiral notebook, I have a record for every day. I transfer my written notes into my time tracking program for billing.<\/p>\n

How should I record tasks?<\/strong><\/p>\n

In\u00a0whatever way makes the most sense to you \u2026 whatever is easiest for you.<\/p>\n

If you choose a\u00a0complicated system or one that confuses you, you will run into trouble more than once.<\/p>\n

My system is simple\u00a0\u2026 I write\u00a0my clients\u2019 initials at the beginning of each line, and I record the task item I took care of for them beside it. I indicate the time I worked during the day. I record one task per line in my book for easy reference, and for easy transition to my time tracking program.<\/p>\n

In my time tracking program, I have each client set up with their rate and I also\u00a0have individual tasks set up for all of the things I do. I enter each client\u2019s name and their task and the length of time I worked on it.<\/p>\n

At the end of the month, I run my reports and can provide the detail if the client wants it.<\/p>\n

I charge my clients on retainer (or by project rate) \u2013 I don\u2019t need to track my time, do I?<\/strong><\/p>\n

Of course you do! What if your client goes over your budgeted time\u2026 or is way under? Even if you are working with someone on a project rate, it\u2019s important to keep track of the hours you are putting in.<\/p>\n

When you decide to revisit your rate package (which you should do often!) you will have an exact measure of how long projects are taking you to do.<\/p>\n

If you are working with someone on retainer, it\u2019s good to be able to keep a detailed list of what you worked on for them at the end of their retainer term.<\/p>\n

Recording your time is helpful in both of these situations.<\/p>\n

Any of these questions are easily answered just by developing a great system to keep track of how you are spending your time.<\/p>\n

There are all kinds of resources out there (some free, some paid) that can help you manage this part of your business.<\/p>\n

Myhours.com<\/a>\u00a0has a free level …\u00a0it\u2019s what I have used for years. Paymo.biz<\/a>\u00a0and Toggl.com<\/a> are\u00a0very reasonable and popular with VAs.<\/p>\n

Freshbooks.com<\/a> is a paid solution but also allows you to invoice your clients and track expenses. I use it in my business!<\/p>\n

There are many other services and systems that you can use to track your time (just Google \u2018time tracking software\u2019 and you\u2019ll see!). No matter which system you decide to go with, be sure that it works for you, and above all \u2026 use it! Your business, your client and your bank account will thank you!<\/p>\n

If you need help to get your procedures in place,\u00a0<\/strong>contact me to schedule a laser session<\/a> and we can get you set up in no time<\/strong>! (see what I did there?) LOL<\/p>\n

And of course check out my free Time Tracking training session<\/a> here!<\/p>\n","protected":false},"excerpt":{"rendered":"

Virtual Assistants need to have an effective and accurate time tracking system in place. It\u2019s easy, but it can get out of control if you let it. \u2018Losing time\u2019 can not only set your schedule behind, lead to disorganization and late night catch-up, but it can also impact your revenue if you forget to bill… Read More »Virtual Assistants: To Track Time or Not?<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"neve_meta_sidebar":"","neve_meta_container":"","neve_meta_enable_content_width":"off","neve_meta_content_width":0,"neve_meta_title_alignment":"","neve_meta_author_avatar":"","neve_post_elements_order":"","neve_meta_disable_header":"","neve_meta_disable_footer":"","neve_meta_disable_title":"","footnotes":"","_links_to":"","_links_to_target":""},"categories":[58],"tags":[150,89,5],"class_list":["post-1679","post","type-post","status-publish","format-standard","hentry","category-business-strategy-tips","tag-virtual-assistant","tag-strategy-within-your-business","tag-tips"],"yoast_head":"\nTo Track Time or Not?<\/title>\n<meta name=\"description\" content=\"Virtual Assistants need to have an effective and accurate time tracking system in place. 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It\u2019s easy, but it can get out of control if you let it.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/\" \/>\n<meta property=\"og:site_name\" content=\"Learn to Be a Ridiculously Good Virtual Assistant\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/www.facebook.com\/yourvamentor\" \/>\n<meta property=\"article:published_time\" content=\"2016-06-02T20:07:53+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-03-07T19:31:36+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.yourvamentor.com\/blog\/wp-content\/uploads\/2018\/04\/yourvamentor-headshot.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"328\" \/>\n\t<meta property=\"og:image:height\" content=\"289\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Tracey D'Aviero\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@tracey_d\" \/>\n<meta name=\"twitter:site\" content=\"@tracey_d\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Tracey D'Aviero\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/\"},\"author\":{\"name\":\"Tracey D'Aviero\",\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/#\/schema\/person\/abe20fc729af3323a907d3e58f3aacf5\"},\"headline\":\"Virtual Assistants: To Track Time or Not?\",\"datePublished\":\"2016-06-02T20:07:53+00:00\",\"dateModified\":\"2023-03-07T19:31:36+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/\"},\"wordCount\":763,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/#organization\"},\"keywords\":[\"virtual assistant\",\"virtual assistant business strategy\",\"virtual assistant tips\"],\"articleSection\":[\"business strategy tips for vas\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/\",\"url\":\"https:\/\/www.yourvamentor.com\/blog\/2016\/06\/to-track-time-or-not\/\",\"name\":\"To Track Time or Not?\",\"isPartOf\":{\"@id\":\"https:\/\/www.yourvamentor.com\/blog\/#website\"},\"datePublished\":\"2016-06-02T20:07:53+00:00\",\"dateModified\":\"2023-03-07T19:31:36+00:00\",\"description\":\"Virtual Assistants need to have an effective and accurate time tracking system in place. 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