Best Ways to Keep Track of Hours Worked

In an increasingly flexible work environment, knowing how to keep track of hours worked has become essential for:

📊 increasing productivity

💰ensuring fair compensation.

A slice of the past: Timesheets, originally known as time books, were introduced in the 19th century, which was the best way to keep track of hours worked.

Finding how to effectively track regular work hours remains a cornerstone of project management across all industries.

The Ultimate Guide to Tracking Work Hours in 2024

To help you optimize your approach, we've compiled a comprehensive guide on the best methods to track regular work hours.

✍️We will focus on exploring what innovative tools and strategies can individuals and businesses adopt to improve accuracy and accountability in time management.

To start, we'll examine the benefits and tracking techniques for work hours.

Why Track Work Hours

Logging work hours brings benefits for workers and businesses.

Here are some key reasons.

• Boost Productivity and Efficiency: While employers track regular work hours and overtime, they can also identify areas where productivity can be improved.
• Improve time management: Tracking hours can help you understand how you spend your time and identify areas where you can be more efficient.  
• Better Work-Life Balance (WLB): Knowing when to start and stop work helps maintain a healthy work-life balance.
• Accurate Payroll and Billing: Understanding the best way to keep track of hours worked ensures employees are paid fairly and clients are billed correctly.
• Optimized resource allocation: Tracking employee hours can help businesses identify underutilized or overworked employees, allowing for better resource allocation and workload distribution.  
• Compliance with labor laws: Most labor laws require employers to record hours worked to ensure compliance with overtime regulations and minimum wage requirements.  

Smart Ways to Track Work Hours Automatically

To automate working hours tracking is the best way to:

• reduce errors
• save time.

Fortunately, there are lots of smart ways to track work hours automatically.

Time Tracking Software

Dedicated applications that track time spent on specific tasks or projects.

Time tracking app to count hours worked performs several important functions:

• It logs hours based on user activity without manual input
• It automatically categorizes activities for productivity analysis
• It generates detailed reports on time spent across tasks and projects.

Cons: Requires initial setup and ongoing maintenance.

Browser Extensions

Add-ons for your web browser that can track the time you spend on different websites or tasks.

They are directly embedded into your browser, making them:

• easily accessible
• convenient to use while working.

This eliminates the need to switch between applications or manually record time.

Cons: Limited features compared to dedicated software.

Mobile Apps

Time tracking applications designed for smartphones or tablets.

Mobile apps for time tracking offer several advantages over traditional methods, making them a popular choice for individuals and businesses.

• On-the-go tracking implies logging hours from mobile devices for increased flexibility.
• It allows activating geofencing, which means that users can start/stop tracking based on location for accurate timekeeping.

Cons: May have limitations compared to desktop software.

Project Management Software

Project management integrated with time tracker

Many project management tools have built-in time tracking features introducing the best way to keep track of employee time without context switching.

• It offers centralized logging directly within project management software
• It reduces the need for switching between applications and guarantees to streamline workflows.

Cons: May not be as specialized as dedicated time tracking tools.

Wearable Technology

Devices like smartwatches or fitness trackers that can automatically track your activity levels and time spent on different tasks

This method offers hands-free tracking, ideal for physical jobs, and can track other metrics like activity levels.

• It logs hours seamlessly, especially for remote or fieldwork.
• It records time without manual input.

Cons: May have limited battery life or require specific hardware.

Automated Time Capture

AI-powered systems that can automatically log your work hours based on your computer activity or other factors.

They offer:

• AI Assistance to automatically log hours based on user behavior.
• They capture activity at regular intervals for accurate tracking.

Cons: May have limited battery life or require specific hardware.

Spreadsheet Automation

Using spreadsheet software like Excel to create automated systems for tracking time.

This can involve using formulas and macros to calculate time spent on different tasks.

• It automates data entry and calculations for logged hours.
• It ensures data is always up-to-date.

Cons: Requires technical skills to set up and maintain.

Integration with Payroll Systems

Connecting your time tracking software with your payroll system to automatically transfer time data for payroll processing.

• It automatically syncs tracked hours for streamlined payroll processing.
• It minimizes manual entry errors during payroll.

Cons: May require additional setup or configuration.

HR Software

HR systems often include time and attendance modules.

• It offers centralized data, integration with other HR functions, automation, and compliance benefits.
• It provides data for analyzing performance and identifying areas for efficiency gains.

Cons: May require additional setup or configuration.

10 Best Apps to Track Worked Hours for 2024

Here are some of the top-rated time tracking apps to keep track of hours worked in 2024.

TMetric: Accurate Time Tracking, Simplified

Snapshot analysis: TMetric is a time tracking app to count hours worked specifically designed for freelancers and teams. It offers a user-friendly interface, enables users to automate working hours tracking, and integrates seamlessly with various project management tools.

💡 One-Click Tracking
Easily start and stop timers with a single click, allowing for quick and efficient time logging that fits seamlessly into your workflow.

💡 Comprehensive Reporting
Access detailed reports that provide insights into productivity levels and billable hours, helping you make informed decisions about time management and project efficiency.

💡 Integrations
TMetric integrates smoothly with popular applications like JIRA, Asana, and Trello, enhancing your project management experience and ensuring a cohesive workflow.

💡 Automatic Team Timesheets with Approvals
Streamline timesheet management with automatic entries for team members, complete with an approval process to ensure accuracy and accountability.

💡 Tracking Billable and Non-Billable Hours
Effortlessly differentiate between billable and non-billable hours, enabling precise invoicing and better financial tracking for your projects.

💡 Productivity Reports
Generate in-depth productivity reports that help you evaluate team performance, identify areas for improvement, and optimize resource allocation.

💡 Attendance Management and Time Offs
Manage employee attendance and track time-off requests effectively, ensuring that your team’s availability is always accounted for.

💡 Invoices
Create and send professional invoices directly from TMetric, simplifying the billing process and ensuring timely payments for your services.

🪙 Free plan available; paid plans start at $5 per user/month.

Toggl Track: Time Tracked, Tasks Completed

Snapshot analysis: Toggl Track is known for its simplicity and effectiveness. It allows users to track time on different projects with just a click.

💡Simplicity: It's designed to be intuitive and straightforward, making it a great choice for users who don't want to spend a lot of time learning how to use a complex time tracking app.

💡Powerful Analytics: Offers insightful reports for tracking productivity trends.

🪙Free for basic features; paid plans start at $10 per user/month.

ClockShark: Eliminate Time Theft

Snapshot analysis: ClockShark offers the best way to keep track of employee time as it is tailored for field service and construction companies. Aside from the traditional tracking functionality, it has GPS tracking and time logging for mobile workers.

💡Mobile-Friendly: Designed specifically for on-the-go users.

💡Job Tracking: Easily manage time by project or job site.

🪙Free trial available; paid plans start at $8 per user/month.

RescueTime: The Ultimate Tool for Precise Time Management

Snapshot analysis: RescueTime focuses on productivity by tracking how you spend your time on applications and websites.

💡Automatic Tracking: Runs in the background to give insights without manual input.

💡Goal Setting: Allows users to set productivity goals and receive alerts.

🪙Free version available; premium version costs $12 per month.

Hubstaff: Time Tracking for Maximized Productivity

Snapshot analysis: Hubstaff is a time tracking app for all types of teams, featuring GPS tracking and productivity monitoring.

💡Time Tracking with GPS: Ideal for field teams and remote workers.

💡Employee Monitoring: Offers screenshots and activity levels for accountability.

🪙Free for basic features; paid plans begin at $7 per user/month.

Timely: Certainty of Calculations for Your Workday

Snapshot analysis: Timely uses AI to help users track time more intelligently by automatically logging activities.

💡Automatic Time Tracking: Reduces the need for manual input, providing a seamless experience.

💡Visual Planning: Offers a timeline view to help plan and allocate time effectively.

🪙Free trial available; paid plans start at $9 per user/month.

Paymo: Effortless Time Tracking & Billing

Snapshot analysis: Paymo is an all-in-one tool that combines time tracking, project management, and invoicing, making it a powerful choice for freelancers and agencies.

💡Project Management Features: Includes task management and budgeting tools.

💡Invoicing and Payments: Easily convert tracked time into invoices.

🪙Free version available; paid plans start at $9.56 per user/month.

ClickTime: Precise Time Tracking for Optimal Efficiency

Snapshot analysis: ClickTime is designed for teams and organizations, offering advanced features for project budgeting and resource allocation.

💡Resource Management: Helps manage team capacity and project budgets effectively.
💡Detailed Reporting: Provides comprehensive reports for better decision-making.
🪙Paid plans start at $12 per user/month.

Memtime: Streamline Your Work Hours

Snapshot analysis: Memtime combines project management and time tracking, allowing users to manage tasks while keeping track of time spent on them.

💡Project Time Entries: Offers detailed project tracker for more flexibility in reaching work goals

💡Memory Aid: Monitoring activity and creating uncluttered workspace with a timeline.

🪙Free plan available; paid plans start at €10 per user/month.

TimeSolv: Timekeeping for Lawyers and Consultants

Snapshot analysis: TimeSolv is designed for professionals in the legal and consulting fields, offering robust time tracking and billing features.

💡Legal-Specific Features: Tailored tools for law firms and consultants.

💡Client Portal: Allows clients to view and pay invoices directly.

🪙Free for public service organizations; paid plans start at $49.99 per user/month.

Tracking Employee Hours: Best Practices and Strategies

Accurate and reliable employee time tracking is a crucial aspect of modern workforce management, not only to ensure compliance with labor laws and regulations, but also to:

• optimize productivity
• streamline payroll processes
• boost employee engagement.

Yet, many organizations struggle to implement effective time tracking systems, highlighting the need for a comprehensive approach that balances employee needs with business objectives.

• Clear Communication: Clearly communicate the reasons for tracking time and the benefits to employees.
• Detailed policies: Develop comprehensive policies that cover everything from clocking in and out to overtime rules.
• Training: Educate employees on the timekeeping system and present policies in an easy-to-follow way to minimize errors.
• Employee Input: Involve employees in the selection of the tracking system to ensure it meets their needs.
• Flexibility: Allow for flexibility in tracking methods, especially for remote workers or those with irregular schedules.
• Data Privacy: Ensure employee data is handled securely and in compliance with privacy regulations.
• Regular reviews: Periodically review time records for accuracy and consistency.
• Compliance: Stay informed about labor laws and regulations to ensure compliance.
• Time Theft Prevention: Implement measures to prevent time theft, such as monitoring internet usage and restricting access to non-work-related activities.
• Overtime management: Proactively manage overtime to avoid excessive costs and employee burnout.

Alternative Methods to Track Work Hours

While digital methods are becoming increasingly popular, there are still alternative ways to track work hours.

Physical Time Clocks/Punch Cards

• Best for: On-site teams
• How it works: Employees punch in and out using a physical time clock or card.

Pros: Simple, reliable, and provides a clear record of work hours.

Cons: Less flexible for remote work, requires manual data collection and storage.

Pomodoro Technique

• Best for: Tasks requiring deep concentration
• How it works: Work in focused bursts (usually 25 minutes) followed by short breaks. Track the number of Pomodoros completed to estimate time spent.

Pros: Improves focus, productivity, and can help prevent burnout.

Cons: May not be suitable for all types of work, requires self-discipline and consistent breaks.

Manual Logs

• Best for: Flexible work arrangements, freelance work, or when digital tools are not available.
• How it works: Keep a daily journal with hours worked, tasks completed, and any relevant notes. Additionally, mark your work hours directly on your calendar to visualize your schedule and time allocation.

Pros: Customizable, can be used in any work environment, provides a personal record of work.

Cons: Requires manual data entry and analysis, and may be less accurate than digital methods.

Decentralized Time Management System (DTMS)

Polygon, a layer-2 scaling solution for Ethereum, belongs to Blockchain-Based Time Tracking and can be used to enhance time tracking applications in several ways.

• Cost-effective transactions: Perfect for frequent time entry updates which might happen multiple times per day per user. Makes micro-transactions feasible for features like real-time tracking.
• Faster transaction speeds: Polygon's faster block times enable quicker confirmation of time tracking entries, improving user experience and reducing latency.
• Scalability: Polygon can handle a high volume of transactions, making it suitable for large-scale time tracking applications with many users and frequent updates.

The Bottom Line

By carefully considering additional factors and selecting the most appropriate time tracking method for your organization, you can ensure accurate record-keeping, improve productivity, and maintain compliance with labor regulations.

• Hybrid Approach: Consider combining multiple methods to track work hours, especially for teams with a mix of on-site and remote workers.
• Accuracy and Reliability: Ensure that your chosen method is accurate and reliable to avoid disputes or inconsistencies.
• Legal Compliance: Be aware of local labor laws and regulations regarding time tracking to ensure compliance.
• Employee Preference: Consult with employees to determine their preferred method of tracking work hours and address any concerns.

Communicating the Benefits of Time Tracking to Employees

Now, let's consider the ways to make your employees track their time. It is one of the challenges business owners may face when introducing time tracking.

People don't usually enjoy spending time filling in a lot of papers or calculating their work hours unless they are freelancers or get paid by the hour.

The effectiveness of time tracking hinges on clear and open communication with employees.

Here are some essential tips on how to make your employees control their work time efficiently.

Explain the Value of Time Management

⏳Clarify why keeping track of work hours is important for the company and employees.

⏳Provide some examples of how the company's interests overlap with the employees' interests.

⏳Highlight the importance of self-control in achieving goals and pinpoint the positive role of time tracking in exercising self-discipline.

Encourage your employees to track time

⏳Compensate your workers for accurate time tracking or overtime, which can be displayed in a time tracking system.

⭐Pro Tips: Building a Good Habit

• Start small: Begin with tracking time for a specific project or task.
• Set reminders: Use alarms or notifications to prompt employees to record their time.
• Track progress: Celebrate milestones and achievements to reinforce positive behavior.
• Make it a team effort: Encourage employees to support and motivate each other.

Help them with the system functionality

⏳Train people in your office on how to set up and use the selected time tracking system. Provide advice or technical support if it is needed.

✍️What are the key benefits of time tracking that you should emphasize to employees to alleviate any concerns or resistance?

• Increased Transparency: Emphasize how time tracking can improve transparency and fairness in the workplace.
• Improved Efficiency: Explain how tracking time can help identify and eliminate inefficiencies.
• Better Decision-Making: Show how accurate time data can inform better business decisions.
• Improved Work-Life Balance: Highlight how time tracking can help employees manage their workload and maintain a healthy balance.

Choosing an Appropriate Tracking System

The best way to track work hours depends on your team's needs and preferences. By considering factors like automation, accuracy, and ease of use, you can find a system that works for you.

When selecting a tracking system, consider the following factors:

• Team Size: Smaller teams might benefit from simpler systems, while larger teams might need more robust features.
• Industry: The specific requirements of your industry will influence the choice of tracking system.
• Budget: Consider the cost of the system and any ongoing fees.
• Features: Ensure the system has the features you need, such as automatic time tracking, project management integration, and reporting capabilities.

With the right method and tools, you can make time tracking a seamless and valuable part of your workflow including accurate billing/payroll.

Find the Best Way to Track Your Work Hours

In this guide, we've discussed the importance of keeping track of work hours.

It does not matter if you are an entrepreneur or an employee, the issue of keeping track of work hours should be a priority for you.

Implementing time tracking in businesses proves beneficial on many levels:

• It raises discipline in the organizations and individual practice
• It coordinates employees to increase their productivity, get reports about the completed tasks, obtain their real work hours, apply a flexible work schedule, and much more.
• It enables accurate and efficient management of employee hours
• It fosters accountability and transparency in the workplace
• It provides precise billing and payroll processing
• It ensures financial accuracy and compliance with labor regulations.

Additionally, by meticulously monitoring work time, we can identify productivity trends and inefficiencies, which helps make informed decisions for optimal resource allocation.

The choice of time tracking system will be influenced by factors such as:

• the company's size
• management style
• available budget.

TMetric time tracker could be your best choice to keep track of work hours without the need to control your employees' every single move.