Running a Time Analysis with "Toggl"

Running a Time Analysis with "Toggl"

Understanding how you allocate and utilize time in your daily operations, both in business and in your personal life, is critical for effectively reaching your business and personal goals. By systematically tracking how you spend your time, you can identify patterns and areas of need, and spot opportunities to improve efficiency. This guide introduces you to the process of conducting a time study using the Toggl app, designed to provide a clear analysis of your time allocation over a two-week period. The insights gained from this exercise can help you adjust your time investments to better serve your personal and professional goals, leading to more informed decisions, a more balanced approach to managing your days, and greater business and personal growth.

Step 1: 
Download the Toggl app on your smartphone AND desktop
    1. Toggl Desktop App Signup: https://toggl.com/track/signup/
    2. Toggle iPhone App

Step 2: 
Create a user account to access your 1 month free trial
Note: once you’ve created your login, you can use the app interchangeably between desktop and mobile

Step 3: 
In Toggl, set up your “projects'' to reflect the 11 categories below:
  1. Administration Payments, payroll, invoicing, bookkeeping, etc.
  2. Community Marketing (leads and tutors) Signs, events, networking (including any drive time), chamber meetings, etc.
  3. Online Marketing (leads and tutors) Facebook, PPC management, job boards, Indeed ads, etc.
  4. Client Care Client touch points (email/calls), re-enrollments, escalations, asking clients for reviews, etc. 
  5. Lead Calls/Consultation Booking Related Lead calls, booking consultations, rescheduling consultations, canceling consultations, etc.
  6. Sales Consultations & Sales Follow Ups Consultations, consultation prep, follow up calls/texts, email follow ups, etc.
  7. Leadership/Development Business coach meetings, attending Global Team Calls and/or Boot Camps, leading internal team meetings, personal/professional development activities/courses, etc.
  8. Session Report Review Reviewing, approving, following up with family/tutor re: session reports, etc.
  9. Tutor Interviewing/Onboarding Tutor phone screenings, tutor interviews, tutor onboarding tasks/meetings, etc.
  10. Tutor Retention Tutor check-ins, tutor care tasks, etc.
  11. Tutor Matching Any/all tasks related to tutor matching
Include additional personal categories as you see fit. Here are some examples:

  • Health Exercise/workouts, medical appointments

  • Family Dropping off/picking up kids from school, homework, watching family in sports/activities

  • Sleep Actual not anticipated (the Toggl app is easy to quickly switch the timer to the next activity), naps

  • Nutrition Meals (personal, family, business), meal prep



This "how to" video will walk you through the process of setting up your "project" categories, tracking your time, and accessing your time report. 


Step 4:
Track your time! 
  1. ​Open your Toggl app (on desktop or phone)
  2. Choose the “project” that reflects the task you are about to start, and your time will start tracking 
  3. Hit the Stop button once you’ve completed the task
  4. Repeat this tracking process throughout your day for every task
Step 5: 
Review your results
  1. Open your Toggl app (on desktop or phone)
  2. Click on Reports or the Reports icon in the bottom right corner of the app
  3. Adjust the time period to reflect the two weeks of your study, if needed
  4. Review the "project" breakdown to see how much time you have spent on each category over the last two weeks
  5. Look for any patterns and areas that are taking a high percentage of your time and review to identify opportunities to improve your processes and efficiency 

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