Timeular, Author at Timeular

13 Best AI Tools For Marketing To Add To Your Stack In 2024

AI marketing tools can buy marketers time back to do what they do best: more content and more ideas.

This statement is demonstrated in a BCG&Harvard study, which states that Chatgpt, in its current form, has already improved marketers’ right-brain performance by 40%.

So, we’re navigating a new productivity revolution that should be steered actively by marketers, too, in order to access more of our right brains.

Now, how are you steering the productivity revolution?

Start tracking your time to understand where your time goes

“I would highly recommend Timeular for small teams like ours. Timeular has been a game-changer for us, and we couldn’t be happier with our choice.” – Keith Reynolds, CEO of spokemedia.io

To help you steer this revolution, I’ve curated a list of the best AI marketing tools serving all marketing functions, and you’ll uncover their features and limitations.

Top 13 best AI marketing tools uncovered

The best productivity AI tool for time tracking: Timeular
The best AI tools for research and writing: ChatGPT, Jasper.ai, Copy.ai, GrammarlyGO
The best AI marketing tools for search engine optimization: Surfer SEO
The best AI tool for social media marketing: Brand24
The best AI tools for image and video creation: Canva AI, Lumen5
The best AI tool for marketing deck creation: Storydoc
The best AI tool for social media marketing: FeedHive
The best AI email marketing tools: Seventh Sense
AI tools for automation: Zapier

Timeular

Timeular is one of the most widely adopted AI time-tracking tools and one of the best timesheet software for marketing agencies.

Among its clients are over 100,000 businesses, including Google, Harmon Brothers, Toyota, McKinsey, and Bang & Olufsen.

Timeular’s AI capabilities were upleveled in 2023, the year in which Capterra awarded this AI tool the “Best Ease of Use in 2023” award.

Timeular promises to remove unnecessary noise in time tracking and add ease to every operation:

Easy to track, easy to generate reports and insights, and easy to navigate the app quickly.

“Since we started using Timeular and tracking our time, we’ve never made another mistake in planning, creating accurate proposals, or budgeting for clients. It’s so easy to use. Everyone uses it, and it shows.” – AC Coppens, Founder of THE CATALYSTS

Timeular features

Automatic time tracking to filter out the noise: Swap between apps without worrying about filling in the timesheet for a client, too. Timeular will automatically complete your timesheet with time entries based on app usage or visited websites.
AI time entry suggestions: Carry on with your client meetings and work on your marketing campaigns for an entire day without focusing on tracking time. You’ll get time entry suggestions based on your calendar and past entries. Just click on the suggestion to accept it.
AI smart productivity dashboard: Recognize productivity patterns and tools that consume too much time but don’t yield the expected outcomes or identify time wasters.
100% privacy and GDPR compliance: Timeular stores your data on your personal computer, not in the cloud, as other time tracking tools do. So you can rest assured that no one else has access to your data.
You can’t even access it if you use another computer. It’s that safe.
Anti-surveillance: Because Timeular wants to help teams feel safe when tracking their work and not feel spied on, managers are allowed to check employees’ tracked data only at midnight.

Other ways Timeular stands out:

The unique time-tracking gadget that makes tracking enjoyable and tactile. Allowing users to track up to 1,000 activities with a simple flip of the cube. The tracker works just like a physical remote, and the activities tracked with it are immediately reflected in the app – it can be customized based on your workflow.

Budget notifications or alerts and seamless non-billable and billable time tracking.
Allows tracking overtime hours and leave tracking, for which other time-tracking apps require additional costs or don’t have these features at all.
3000+ integrations with tools of your choice, from project management to accounting software, design tools, or payroll apps.

ChatGPT

The almighty ChatGPT can do an excellent job for marketing professionals: generate ideas.

After testing it for quite a while, I have to admit that its output is often scripted and unoriginal, and I’m identifying some outliers that seem not to belong in the text.

But it always generates more content faster than I can think and write. And then, here’s where human judgment comes into play.

However, the chatbot can be your tireless assistant in brainstorming, formatting your content, and helping develop your content marketing strategy. It generates valuable insights into your customer persona and market research.

ChatGPT can also help generate compelling blog post ideas and best practices for engagement for your social media strategy and branding concepts.

Benefits

Simple, intuitive chat-based interface that you can type into whenever you hit a creative block.
Accessible voice mode: On the mobile app, you can rapidly talk and feed GPT with data about your brand voice.
Generates content in 50 different languages.
Recently opened a GPTs store with specialized versions of GPTS (i.e., assisting you in academic and research-related tasks or writing for you).

Limitations

Users report a slowdown in the reply speed and quality of outcomes towards the end of 2023 and the start of 2024
Its AI-generated content can be verbose or generic, impeding you from creating unique content.

Jasper.ai

Specializing in long-form content, Jasper.ai is one of the most sought-after content creation tools and one of the best AI tools for productivity.

Its particularities are capturing your tone of voice and brand voice to generate brand-aligned content, reducing up to 80% of the time needed to write.

It’s versatile and can help with all your marketing efforts to enhance search engine rankings ultimately, from social media posts, landing pages, email campaigns, video sales letter scripts, or blog posts.

Jasper features

Fast content creation while letting you choose a target audience, brand voice, tone of voice, and customer information.
Access to more than 50 templates to get you started in writing copy for Google ads to blogs that rank high in search engines (it doesn’t provide SEO-optimized content).
Generates high-quality imagery with artificial intelligence.
You can prompt it with your own voice, too, through its chat function.
Multiple integrations, including GrammarlyGO or Surfer SEO.

Jasper drawbacks

Its plagiarism detection feature requires an additional fee besides the Jasper pricing;
No free plan;
Similar to all AI marketing tools, its machine learning capabilities are far from perfection, and you need to factually check some data, edit and add up any missing content;

GrammarlyGO

Grammarly has been considered the ultimate editing app for years, and it has implemented AI features, too.

So, besides correcting all those typos you mistakenly slipped through while rushing to deliver your article on time, it now acts as a content-generation AI assistant. Hence, it seems like writer’s block pain is now solved with its machine learning capabilities.

GrammarlyGO features

AI writing assistance and contextual understanding: Effective at correcting any grammar mistakes and indicating improvements to the text.
AI-powered outline generation: It generates an outline based on your prompt and continues writing your draft.
Built-in plagiarism checker: This AI tool flags specific sentences and references the source.
Tone customization and writing style to adjust to your communication guidelines.
Browser extension: Whether you’re writing in Google Docs or WordPress or a message on Slack, Grammarly flags all your mistakes and suggests improvements.
GrammarlyGO limitations
Too formal: Its suggestions sometimes seem too professional, which can be a drawback if your tone of voice is more friendly.
The only language supported is English;
GrammarlyGO is still in the beta version, which requires diligent checks on your text prompt.

Copy.ai

Copy.ai is one of the pioneers of AI marketing tools used by 6 million teams and professionals.

Its AI algorithms are versatile in creating content for landing pages and other long-form types of content. It is, however, suitable for shorter forms of copy, such as product descriptions, social media posts, Google ads copy, or emails. Inside Copy.ai, you can access 45 templates to get your marketing content to shine in search engine results pages.

Let’s see how this tool employs content creation differently:

Copy.ai features

Access to AI writing suggestions whenever you’re out of ideas.
Easy-to-navigate interface.
Its machine-learning capabilities aid in content creation without errors.

Copy.ai limitations:

Its Chrome extension allows access only to the most straightforward templates on the browser.
As it’s powered by ChatGPT, its output quality can sometimes be similar to it.

Read also: Examples of artificial intelligence in business

Surfer SEO

While most AI writing tools leave SEO to external, specialized tools, Surfer SEO does not – and it’s among our favorites.

It allows you to manage both content strategy and your content creation process with its AI feature while obtaining SEO-optimized content, too.

The workflow offered by SEO can boost organic traffic, increase visibility, and improve your search engine rankings.

It includes everything from keyword research to a content editor, full SEO audits, data-driven SEO insights, and an AI outline generator.

Surfer SEO features

Content editor: Aids in better structuring your articles by having a comprehensive list of keywords to include and a detailed article outline generated in real-time.
Keyword research: Get keyword suggestions for topic clusters based on based on the main keyword inserted.
SEO audits: Identify SEO errors across your website, NLP sentiments of any piece of content, meta tags structure, or missing backlinks.
AI outline generator: Allows adding an entire content outline generated in under two minutes of typing a few words.
AI writer feature: Powered by artificial intelligence, though in the beta phase, this feature can do wonders in content creation.

Surfer SEO limitations

No free plan: Surfer no longer offers a free trial.
Expensive AI writer: their new AI writing assistant is quite expensive compared to other opinions on the market ( it’s an add-on, though).
Its “insert terms” beta feature still gives inaccurate suggestions ( which is expected to improve over time).

Brand24

Brand24 is an AI social listening tool – definitely one of the best marketing AI tools on the market!

It tracks and analyzes mentions of everything you desire (brands, hashtags, keywords, product names) across all public sources (Instagram, X, Facebook, Reddit, LinkedIn, Quora, YouTube, TikTok, Telegram, Twitch, news, blogs, videos, podcasts, forums, and more) in real-time.

Brand24 is a must for every marketer’s stack! You can discover what people say about your brand, measure the success of your marketing campaigns, watch the competitors, compare with them, conduct market research, or identify potential leads.

In addition, you get all the data and insights in neat and personalized reports!

Brand24 features:

Brand Monitoring: Brand24 tracks mentions of your brand and its reach. Everything appears in the Mention Tab, where you can quickly filter them based on period, source, geolocation, and much more.
Sentiment Analysis: It uses machine learning (ML) algorithms and natural language processing (NLP) to determine the emotional tone of mentions. They can be positive, negative, or neutral.
Influencer Score: It helps identify key influencers and opinion leaders in your industry, which makes finding potential collaboration much more effortless.
Competitor Analysis: You can gather information about your competitors and compare them to your brand.
AI Insights: Brand24 provides valuable insights and analyses like charts, metrics, trend analysis, and recommendations. It will help you to make the right data-driven decisions.
Topic Analysis: It checks the most popular conversations and provides you with trend-based insights, such as the distribution of mentions or word cloud.
Anomaly Detector: This AI-driven feature quickly analyzes and explains the reason for the spike in mentions. So you don’t have to search the web to find the cause!

Brand24 limitations:

In the cheapest plan, you can track only three keywords.
Brand24 mobile app has a lot of limitations and is not as good as its desktop version

Lumen5

Lumen5 is a video creation tool that uses artificial intelligence to produce and repurpose videos. Its main users are marketers creating videos for social media presence, but not only.

Due to its generative AI features and ease of use, anyone can create video content in minutes, you won’t need technical video editing skills.

Lumen5 features

Comprehensive library of video clips, stock images, and audio files.
Quick and easy video creation, regardless of skill level.
A wide range of templates, colors, and fonts allows for brand consistency and for your video assets to shine on major social media platforms.
Transforms written assets into video: from blog posts, articles, or text into video.
Automatically creates captions and adds comments on videos;
Generates automated voiceovers with its AI technology for more engaging marketing campaigns.

Lumen5 limitations

Dependency on templates: This can limit the uniqueness of video assets in your content strategy.
Lumen5’s free plan comes with limitations, such as the video resolution being 720p (while the paid plan is 1080p), and your videos have a watermark on them.

Canva

The AI marketing tools list would not be complete without Canva – a great powered AI app for designers and anyone who wants an easy way to create visuals that add that “je ne sais quoi” to your social media posts without investing massively in design.

If you haven’t tried it, know that it doesn’t require any graphic design skills or knowledge.

Canva features

Countless templates library: Suitable for any marketing team’s needs, including logo creation, Instagram stories, LinkedIn carousels, Facebook ads, and virtually any template for your marketing campaigns.
AI-powered Magic Design feature: This feature uses artificial intelligence to suggest relevant design templates based on an image or input prompt. The pain of ideating and starting a design from scratch is now removed.
AI powerpoint generator: Whether you have a board meeting or need to present a concept to a client, this feature is revolutionary and offers trendy templates and the integration of AI-generated images.

Canva limitations

Limited features in the free version: While it offers a free version, most of the features mentioned above are behind a price tag.
Common and repetitive designs: Given the extensive use of Canva (over 30 million users), designs might feel repetitive or easily recognizable – this can be a concern for marketers seeking to stand out with unique and innovative designs.

Seventh Sense

Seventh Sense is one of the AI email marketing tools you need to add to your toolset. Its artificial intelligence capabilities determine, based on customer data, where the customer is in the funnel, when to contact them, and the frequency.

Matching the timing of your customer’s behavior, based on when they are ready to give your brand their attention, is the sweet spot you’ve been waiting for in all your marketing campaigns, right?

All these factors will increase your conversions and open rates and make your emails better overall.

Seventh Sense features

Integration with HubSpot and Marketo: This integration enhances existing campaigns with AI-driven insights and optimizations.
Audits for decision-making: You’ll find comprehensive analytics and actionable insights, including open rates, click-through rates, and engagement patterns.
Personalized engagement: Sending emails based on time zones is a thing of the past with Seventh Sense – this AI marketing tool sends personalized content at a time preferred for each recipient.

Seventh Sense limitations

Integrates only with Hubspot and Marketo: While these are the most common email marketing platforms, it is a limitation, too, for marketing teams to use others.
UI and UX Challenges: Its user interface is overwhelming for some users, even though supporting documentation is available.

Storydoc

These web presentations are extremely appealing because they have a scroll-based interactive design. You can save time making your content by making use of their +500 templates and by enlisting the aid of their integrated AI design and content assistant.

This marketing collateral management and creation platform is great for making engaging interactive content. With Storydoc you can create any business document you need, such as a marketing proposal, marketing deck, marketing one-pager, marketing plan, and much more.

Storydoc features

Reader behavior analytics: You can see who opened and read your deck in real-time, even what slides they skipped.
Widget embeds: You can embed any type of content into your presentations and even embed forms or calendars.
CRM and sales tools integrations: With Storydoc, you can personalize your presentations and automate them with CRM of choice.
UX design for mobile: Storydoc presentations are adapted to any device, even mobile ones.

Storydoc limitations

No free plan: 14-day trial.
Pricey single accounts: The Starter and Pro accounts are more expensive than those of other presentation makers.

FeedHive

Social media marketing requires multiple tools and countless tasks for a strong social media strategy. FeedHive is a social media management app with AI-powered content recycling and posting features. It’s a top-rated AI tool for small businesses because it helps improve productivity.

It also incorporates functionalities that other marketing tools have not yet. It combines automation features for creation, recycling content, monitoring, and posting.

FeedHive features

AI-powered analytics and insights: Provides analytics to track post engagement, follower growth, or hashtag performance. The AI also suggests improvements in content and audience reach.
Inbuilt AI writing assistant: Has an inbuilt AI chat with a trained AI for writing ready to come up with ideas and improve social media posts
AI-generated suggestions: Generates automatically suggestions for your posts to become more engaging and even viral.

FeedHive limitations

Confusing user interface: According to TrustRadius, some users found the interface confiding and difficult to navigate.
Limited Integrations: On the same reviewing platform, users complain about a lack of integrations with Google My Business, TikTok, and Canva

Zapier

Built on the simplest coding logic, if-then, Zapier lets you automatically design any automation in your customer journey and merge your marketing tools.

It’s not an AI marketing tool per se, but it’s one of the best task automation software that allows automation without any coding knowledge. All you have to do is hop into the Zap builder and explain the automation you need, and you’ll get a custom workflow built for your use case.

An example of Zapier automation to increase your response time is by having any sales messages received through your chat on the site directly sent to Slack so that you can reply right away.

Zapier features

Instant automation: Generated with the simple if-then coding logic to streamline all the steps in your customer journey and get good customer feedback.
Filtering feature: to run filters only when specific conditions are met.
6871 Platform integrations: You can create virtually any automation between multiple platforms.

Zapier limitations

Limited free plan: This has considerable limitations on creating automation ( for example, the free plan allows only single-step automation).
Not all integrations work smoothly: For that reason, some users prefer native integrations with certain platforms.

What to look for when choosing AI marketing tools?

As a marketer wearing different hats, you need to understand how artificial intelligence marketing tools can improve efficiency, drive better customer engagement, or simply create SEO-optimized content.

There are many uses for AI in digital marketing, but here are the key aspects to check before you utilize AI marketing tools:

Intuitive interface: marketers often change so many hats during the day that the last task on their priority list should be figuring out how a clunky tool works. The best AI marketing tools should have a clean, simple interface to be navigated seamlessly. Remember, marketers have an eye for design, too; their experience could be better with an appealing interface.
Efficiency and automation: by definition, an AI tool should remove the manual or tedious tasks from a user’s workflow. So your next AI-powered marketing tool should make it easy to track productivity, schedule social media posts, personalize email campaigns at scale, or optimize ad spend in real-time. Without any coding skills involved.
Match with current features: as there’s an endless plethora of AI tools available, check whether or not you already have some features in your current stack. If you’re overlapping features, you’re at risk of duplicating work, not streamlining your workflow, and wasting resources.
Integrations: Keep in mind the current tool setup; I bet there are not that few apps. The time cost of switching between apps causes frustration and inefficiency. Choose a tool that integrates with your tools to avoid these costs.

Other AI marketing tools worth checking

While I introduced you to a few tools, there are so many others available that can help with operations, such as gathering competitive intelligence, deep predictive analysis on future buying behaviors, or sentiment analysis. Here are, however, other AI tools:

Undetectable AI – it essentially bypasses AI detectors of AI-generated content and makes your text indistinguishable from human-written text.
Captions app – allows you to seamlessly upload captions without paying thousands of dollars to editors or spending hours trying to edit content.
Descript – simplifies the editing process, allowing you to edit video and audio as easily as you would edit a text document.
Byword.ai – programmatic SEO, creates SEO content at scale using a list of keywords or titles. Feed it with your website’s URL, and it will generate your marketing content strategy.
GetMunch – AI video editing – automatically creates clips using AI out of long-form content based on the trends that are happening on different social media platforms.
Other tools are Autopod, Autoresponder, Ubersuggest, and Rewriter.

The most effortless AI time tracker

Say goodbye to disjointed time and leave tracking AI tools. Timeular’s AI time entry suggestions, automated tracking, and smart productivity insights are linked within the same app.

Conclusion

Implementing AI marketing tools is not a matter of if but when. Whether you’re trying to bill clients accurately, enhance productivity, or create a digital marketing strategy, AI technology will impact your marketing strategies and results in no time.

You can use them to inform your productivity, speed up your writing process, or generate imagery for your social media presence.

It will free up time for your team to use their right brain, which is so necessary to marketers.

Timeular is built for teams to ease billable hours tracking – so your team can accurately attribute billable hours to clients, projects, or tasks.

It allows you to focus on rapidly changing your strategy to rank higher in the search engines while you record billable hours with one click. So you can invoice your clients 100% of your work hours.

You might be interested in:

RescueTime Alternatives: The 10 Best Time Tracking Apps Available

If you’re a RescueTime user, you have probably found yourself deep in some of their specific issues, like compatibility and flexibility. The very limited integration choice and the lack of the activities’ customization give them a hard time for users.

RescueTime is primarily focused on personal productivity and not project tracking, and you might need a time tracking solution that you can use to track projects and the team’s progress. Also, RescueTime relies only on automated time tracking, while you might also need other time tracking methods.

With that in mind, you’ll thoroughly list the best RescueTime alternatives. For each one, there will be advantages and cons of usage so that you see which is the greatest alternative to improve your time management.

Tired of RescueTime?

Try Timeular to truly benefit from the ease of use in a time-tracking tool. With AI by your side, but secure. In the way you prefer, but seamless.

The 10 Top alternatives to RescueTime

1. Timeular

Timeular is the most versatile, secure, and smart time-tracking solution designed for teams powered by AI.

One of the main benefits of Timeular is that you can choose how you want to track time based on your preferences and needs, whereas RescueTime locks you into only one way of tracking.

Timeular has its fair share of positive reviews since Capterra ranked this software with a 4.6 overall, with an 80% chance of recommendation, being declared a great tool to keep track of time.

Apple has also ranked Timeular with the same 4.6 points, with special attention to the balance between ease of use and its powerful features and reports.

“I love how robust Timeular is. It’s increased our ability to see what’s going on in the business and helped us understand what changes are needed to maintain profitability.”

Kaitlin Snow Seamons, Executive Creative Director at Harmon Brothers

Top Timeular’s features

Automatic time tracking: Timeular turns your calendar events and app usage into suggestions with AI, and your timesheet will be automatically filled at the end of the day.
100% Data security: Unlike RescueTime, Timeular stores your data on your computer, not in the cloud, and it is accessible only to you.
Intuitive calendar view: Team members can easily add activities by dragging and dropping them on the calendar.
Physical time tracking cube: By leveraging muscle memory, Timeular helps users build a habit of time tracking through a physical device.
Leave tracking: Easily manage and track all types of employee time off in one place: paid time off, sick days, time off in lieu, and many more.
Automated reports: This feature automatically fills timesheets for contributors, saving them time and effort.
Productivity tracker: Measure and maximize your and your team’s performance with accurate data and actionable insights.
AI time tracking software: Track time using AI time entry suggestions based on your calendar and past entries.
It provides both Mac time tracking and Windows time tracking.
Add notes and tags to time entries, and add more granularity to the time entries.
Custom reminders to track time or take a break.

Time tracking with a physical device

Timeular is widely known for its physical Timeular time tracker that connects to the app via Bluetooth. The Tracker works offline and can track up to 1000 activities with just 8 sides. Simply leave one or more sides of your Tracker empty. Every empty side will act like a joker side. It will open a pop-up and let you choose what you want to track.

Please note: You don’t need the Tracker to use Timeular software.

I am not one that finds joy in tracking my time. Thankfully, I can now simply flip the Timeular Tracker.
Melissa, Senior Analyst in Health

Uplift your time tracking with Timeular

The most accurate and effortless time tracking solution for your productivity!

Why Timeular is the best RescueTime alternative:

Track time in your preferred ways- track time automatically, like RescueTime, or manually, with keyboard shortcuts, or with the Timeular Tracker.
Timeular allows leave tracking, while RescueTime doesn’t.
Super easy and intuitive interface: see what you’ve tracked at a glance.
Productivity insights: check when you are the most productive or unproductive in your dashboard and what apps consume too much time.
Mobile and desktop compatible: use this time tracking tool on your desktop and mobile to make your time tracking easier.
Accurate reporting: thorough reporting that shares real-time data with insights that you need to make your decisions.
Data privacy and GDPR compliance: Timeular stores your data on your computer, not in the cloud,
Anti-surveillance: track time without feeling spied on, as managers are allowed to check tracked data only at midnight.
Integration with tools: Integrate Timeular with your calendar and tools such as Trello, Asana, JIRA, and other 3,000 apps via Zapier.
Budgets: Establish a time budget for each project that you’re involved in.
Export and customize your data – you can export reports in CSV, XLSX, or PDF, and customize your report with multiple filters.
Versatility: Timeular also works as a work hours tracker to record time spent on tasks, a timer app to apply to time blocks or the Pomodoro technique, and also as a time entry system to simplify payroll processes and management.
Add notes and tags to get more granularity on your task and categorize activities even better.
Track billable and non-billable hours with extra flexibility: the same activity can be tracked as billable or not simply by switching a toggle on.

Key advantages	Cons of usage
Effortless time tracking for individuals and teams	30-day free trial but no free plans
Integration with 3,000 apps
Track billable vs non-billable hours
Physical Tracker to reinforce time tracking habit
Automatic tracking
Add notes and tags to time entries
Accurate insights

2. Toggl

This is a popular and one of the greatest time-tracking software that aims to take care of your team’s time and productivity through an intuitive dashboard.

Toggl is a valid RescueTime alternative because you can use it both for individual and team purposes. Toggl offers basic features such as time tracking, project tracking, and reporting. Also, Toggl offers more integrations than RescueTime.

Key advantages	Cons of usage
Billing and invoicing	Complex to understand
Integration with apps	Limited features in the free plan
Easy to setup	Integration issues
	Limited reporting features
	No automatic tracking

Read also: Clockify vs Toggl

3. Clockify

clockify time tracking apps for accountants

Although Clockify is most effective when utilized in team settings, it has encountered criticism due to its alleged disregard for employee privacy rights. The way the software manages user data has sparked concerns among both users and privacy advocates, creating a contentious and controversial topic surrounding the platform.

Read also: The best replacement app for Harvest

The more advanced paid plans in Clockify allow you to register paid time off and vacation requests, including GPS tracking, expense tracking, progress alerts, and invoicing.

Key advantages	Cons of usage
Free version	Intrude employees’ privacy
Integration with apps	Manual time tracking
Time off tracking	No personalized notification
GPS	Limited integrations
	Clunky mobile app

4. Timely

A reliable alternative to HoursTracker, Timely offers automatic time tracking, and that’s why it’s considered a valid alternative to RescueTIme

Timely’s most unique feature is the Memory Tracker, which allows users to switch between tasks, apps, and meetings while it quietly operates in the background, eliminating the need for manual entry.

The Memory Tracker automatically records employees’ activities across different apps and devices and then creates comprehensive timelines, and provides detailed insights into time allocation.

Key advantages	Cons of usage
Privacy	Accuracy
Memory tracker	Limited features
	Hard to use
	Only online
	Limited support

5. QuickBooks Time

QuickBooks Time is a reliable RescueTime alternative for those looking for a basic time tracking, invoice and employee scheduling tool. Those features allow the creation of employee work schedules, tracking and managing employee time for payroll purposes, and invoice clients based on billable hours. It also features GPS time tracking to manage mobile teams.

Real-time reports provide live-time monitoring of employees currently on the job while including overtime alerts to help you avoid exceeding your budgeted hours.

Despite some limitations, the mobile app enables users to track time while on the go.

TIP: Read our blog and discover the best QuickBooks time tracking integration.

Key advantages	Cons of usage
Integration with apps	GPS tracking may lead to privacy concerns
GPS tracking	The mobile app is limited
Easy invoicing	Limited features
	Only online
	Subscription cost

6. ManicTime

Like RescueTime, ManicTime automatically records your activities and gives you a full report on the time spent on each task or project. ManicTime is suitable for both teams and individuals and is a valid alternative to RescureTime if you’re looking for a very basic time tracking app with reporting capabilities.

Key advantages	Cons of usage
Informative reports	Steep learning curve
Free trial	Lack of mobile app
Automated time tracking	Limites search function
	Not intuitive interface
	Buggy app

Read also: Find the best tool for small businesses to increase productivity and revenue.

7. Everhour

The tool is a basic time tracking app for teams that facilitates billing and invoicing, and that’s why you might prefer it to RescueTime. Everhour offers a budget feature that helps you monitor the progress of each project.

What stands out in Everhour is the large integration stack, but users lament the steep learning curve.

Key advantages	Cons of usage
Billing features	Clunky mobile app
Integration with apps	Limited support
Invocing	Pricing
Detail reports	Short trial period
	Steep learning curve

8. DeskTime

A reliable alternative to TimeDoctor, DeskTime is a real-time automatic time tracking software, a reasonable alternative to RescueTime because of its key feature of automatic time tracking. In DeskTime, user access productivity reports and project tracking. Also, the tool offers attendance management. You can use DeskTiem both as an individual or with your team.

Some users lament the steep learning curve and some compatibility issues with OS.

Read also: Alternatives to DeskTime

Key advantages	Cons of usage
Automatic time tracking	Privacy concerns
Reports	Steep learning curve
	Integration issues
	Expensive

9. Harvest

Harvest is a valid RescueTime option if you need to track billable hours, manage projects and create professional invoices.

Nevertheless, Harvest does not offer automatic time tracking.

Harvest’s key features are easy time entry and tracking, project and task management, and flexible invoicing options.

The tool stands out for its large integration stack.

Key advantages	Cons of usage
Billing features	Manual time tracking
Integration with apps	Reporting is not that robust
Easy set up	More expensive than other tools

10. ClickTime

ClickTime offers a basic and straightforward time-tracking experience.

Its reporting and project budgeting features allow for better insights into project performance. However, some users might miss having advanced invoicing capabilities within the platform.

Pros	Cons
Project management features	Invoicing capabilities
Custom integrations	User interface
Reporting	Pricing
	Steep learning curve

Conclusion

In conclusion, RescueTime is a popular time tracking tool, but it has some specific issues related to compatibility, flexibility, and limited integration choices. Users seeking alternatives can explore a range of options with various features and advantages, and we’ve provided a digestible summary of 10 of the best alternatives to RescueTime.

Among those tools, Timeular stands out as the best alternative to RescueTime because of its user-friendly and accurate interface, the multiple time tracking methods (including automatic time tracking), and the physical device. Moreover, RescueTime is solely focused on individual productivity, while Timeular goes beyond that, offering features for teams.

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Trello Time Tracking Integration in 1 Minute

Trello is a Kanban-based collaboration and project management tool that helps teams manage their to-do list effectively. Due to its intuitive design, it’s one of the easiest-to-use tools of its kind.

Trello has a wide array of advanced features. However, it’s a collaboration app rather than comprehensive project management software, and this platform does not cover a few features.

For instance, Trello lacks a time-tracking feature. There is a way out, though!

In this article, we’ll expand on the critical business reasons to track time in Trello and how to do it with Timeular, a standalone time-tracking tool, by simply integrating the two.

TLDR: How to automatically track time in Trello

You can easily integrate Timeular with Trello through Zapier by following three simple steps:

Create a free Timeular account.
Log into Zapier (you don’t have to pay for a subscription, as you can use it for free for up to 100 integrations.)
Set up a new Zap.

Looking for the smoothest timer tracker for Trello?

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Key business reasons to track time of Trello tasks

When moving tasks from one Trello board to another, it’s important to capture total hours spent on each activity. Why? Let’s explore the main business reasons behind the need for Trello time tracking.

1. Increased team performance

Project time tracking allows you to understand better how much time you and your team spend on different client tasks and projects.

By monitoring the time spent on specific activities, teams can identify tasks slowing them down, eliminate time-wasting activities, and optimize their workflows, leading to increased productivity and higher revenue.

2. Accurate project estimations

Accurate time estimates are crucial in meeting deadlines and keeping the budget in check.

By tracking the time of your Trello projects, you will inform your future estimations, keeping your clients satisfied.

3. Client transparency

Ensuring accurate time tracking not only fosters transparent client billing but also proves invaluable for teams handling client projects.

By incorporating time tracking into their Trello work, teams effortlessly log billable hours, offering clients detailed insights into the completion of their work.

4. Data-informed forecasts

Time tracking is not just about monitoring the past – it’s also a tool for continuous future improvement.

Teams can use the aggregated data to analyze time-related trends, identify areas for improvement, and manage projects more efficiently.

5. Automatic time reports

Tracking time of Trello projects supports the process of billing and invoicing clients.

With the right time tracker that integrates with Trello, you can automatically track time spent on different tasks and create reports afterward.

6. Maximizing the efficiency of remote work

When you use time tracking in Trello, it makes things smoother for remote workers, too. They can stay on top of their work, share reports on their progress, and make sure everyone knows how much effort they put in.

Does Trello have native time-tracking features?

No, Trello does not have time tracking features. The simplest and most effective way to fill that gap is through a Trello time-tracking integration with a third-party tool like Timeular.

Read also: Trello is one of the best planners for Android.

How to track time in Trello? Automatically!

Let me ask you a few questions:

How many hours a week do you spend on a specific project?
How much time does it take each team member to start timer in an external tracking software?
How long do you need to create custom reports on time dedicated to each Trello project?

Tracking time in the Trello card needs to be automated so that you can swiftly juggle multiple Trello cards and have the time being tracked in the background.

Automatic time tracking lets you create automatic time entries, keep set budgets under control, and export reports in just a few clicks!

Why Timeular is the best option for tracking time in Trello

Trello interface is simple. And so is Timeular. Let’s take a quick look at how to track Trello projects with this effortless time tracker, which more than 100,000 happy users have already embraced.

Timeular is the ultimate project time tracker, offering more advanced features than a standard time tracker.

Automated time tracking

Imagine that the time you and your team dedicate to different tasks in Trello boards is automatically transformed into time entries.

With Timeular’s automated time tracker, that’s possible!

The aggregated data is available in real-time for invoicing or custom reports.

Tracking billable and non-billable hours

Label each Trello task as billable or non-billable. This way, you will make sure that all “invisible” activities, such as emails, phone calls, or meetings, will be tracked and invoiced accurately.

As billable team’s time is tracked automatically, the data is always accessible for billing and invoicing clients.

Set your budget and stick to it

Do you have a certain time budget to consider when working on your Trello cards?

Timeular will make sure you stick to it! All you need to do is set a budget per client or project. You will be notified with an alert when you approach a specific time entry limit.

With Timeular’s project hours tracker in place, you no longer need to worry about under-servicing or over-charging.

Detailed reports and insights

If you use Trello, you probably appreciate the organization and the importance of data in decision-making. If this is true, then Timeular is, for sure, the right timekeeping tool for you.

As a manager, you can review timesheets of individual team members and the work logs of the entire project team.

With all the data and insights collected from time tracking, you can identify areas for optimization, refine workflows, and implement changes that lead to increased efficiency over time.

Track your time with a physical tracker

Time tracking is not a tedious task – at least not with Timeular! You can track time directly on the software or through a keyboard shortcut, or you can use the time management cube as a time tracker.

This object allows you to have a visual reminder to start tracking time, and it’s connected to Timeular’s software. With just a flip, you can start tracking your time on Trello – yes, it is that simple!

Note: Timeular’s physical tracker is not mandatory, but it adds some fun to the process!

Track extra working hours

Timeular also includes an overtime tracker, which can be handy for paid overtime employees, freelancers, companies, or consultants who track their billable hours.

The extra hours spent on projects are recorded automatically, making calculating overtime and deficit hours easier.

Conclusion

Since Trello lacks a time-tracking feature that would let you capture time within Trello boards, you can seamlessly integrate it with Timeular. This will ensure better team performance, more accurate client billing, and in turn – increased revenue.

FAQ

Does Trello have time-tracking features?

No, Trello does not have native time-tracking features. However, with the right Trello time tracking integration, you can keep records of your work logs over time.

Does Trello have a timeline?

Yes, Trello has a timeline where you can have an overview of all the tasks that are happening at each moment in time. However, it’s only available for Premium or Enterprise accounts.

What is a Trello board and Trello cards?

A Trello board is a collaborative online space that serves as a visual project management tool, while Trello cards are individual task or content containers within the board, allowing users to organize and track progress seamlessly.

Can I use Timeular time tracking integration with multiple team members?

Absolutely! You can invite people from your team to join your workspace and monitor time spent on tasks together to make sure that you are all on the same page. You can export reports for each team member individually.

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How to Track Time Spent on Tasks: Practical Tips

Before learning how to track time spent on your daily tasks at work, it’s probably beneficial to understand what time tracking is and how it can make a dramatic change in your work and life. So, before getting into it, let’s start with the basics.

Turn time tracking into a task so easy that your team will even enjoy it

Track your time in under 1 minute per day with Timeular

What is time tracking? Time tracking consists of recording time on various tasks or activities throughout the day, whether professionally or personally.

Depending on your preference, it can be done manually using a notebook or manual spreadsheets or automatically using software tools designed for this purpose.

In this article, we will go more in-depth on all the available methods for time-tracking, how much time-tracking can help you with your daily tasks, and why it is essential to incorporate it into your daily routine.

Therefore, if you’re interested in learning more about how to track time spent at work, keep scrolling!

How a software house tracks time against estimations to improve accuracy

“The CodeFlügel team is now in the habit of tracking all of their time. Thanks to Timeular it’s much easier, much more fun and much more convenient.” – Claus Degendorfer, CEO of CodeFlügel

How to track time spent on tasks in 4 methods

The ultimate way to track time spent on tasks is by using time tracking apps. These applications offer a convenient and efficient way to monitor your work activities, helping you allocate time accurately and manage tasks more effectively.

However, time tracking apps are one of multiple ways to monitor and measure time. Let’s dive into 4 key methods, ranging from traditional manual approaches involving manually entering the start and end times to utilizing complete time tracking tools and project management software.

Regarding time tracking, it’s crucial to record the hours dedicated to work and monitor the specific tasks you and your team work on each day, which clients were served, and the projects you concluded successfully.

Make time tracking easy for your team

Increase profitability and bill accurately with the effortless time tracking app. Never chase a timesheet again!

Here are a few ways to track the time spent on tasks with your team:

Time tracking apps: There are a lot of specialized time tracking apps or software that offer features specifically designed for tracking time, such as Timeular. In Timeular, for example, you and your team can track unlimited activities, add notes, reuse past time entries for faster documentation, set reminders, create, customize, export reports, and more.
Manual time tracking: This type of time tracking involves manually recording tasks’ start and end times. You can use a project task tracker template, a notebook, or email. For this, you must start a timer when you begin a task and stop it when you finish.
Project management tools: There are fantastic project management tools that help you better manage and organize your team’s work, such as JIRA, Trello, Notion, and many more. Most project management tools may often have built-in time-tracking features. Nevertheless, most teams we speak with don’t find those time trackers user-friendly. Hence, they usually integrate Timeular into those project management tools via Timeular’s API or Zapier. This way, they can assign time estimates to tasks and track the time spent on each task within the project management platform.
Calendar integration: Even though it’s less common, you can easily incorporate time tracking into your calendar by creating dedicated events for each task or project. Set the start and end times for the events, and review your calendar at the end of the day to calculate the time spent on each task. Easy!

TIP: Learn how to automatically track time in Google Calendar.

The most important is that you choose the method that works best for you based on your preferences and needs.

The key to effective time management is consistency and accuracy, no matter the type of technique you decide to go with.

Want to deliver your work on time? Try the timeboxing technique!

Check this out:

How a communications agency tracks collective time to maintain the right level of client servicing

“We all love using Timeular. It’s really easy to use and straightforward, especially if you haven’t done time tracking before. We actually enjoy using it and it’s so helpful.” – Eva Lightfoot, Senior Account Executive, Harpswood

How time tracking tools make task time tracking easier

We already know that time tracking is beneficial for several reasons, such as improved productivity, better time management, accurate billing, progress monitoring, and much more. But how exactly do time-tracking tools make tracking time on tasks easier?

Teams like yours save countless hours with Timeular

“We are much better at accurately tracking our time, which improves client billing” – Michele C. Founder @ Clementine Health

The truth is, time tracking tools make tracking time on tasks more accessible by providing several features and benefits, such as:

Built-in timers: the great thing about time tracking tools is that they often have built-in timers or start/stop buttons that automatically track the duration of your tasks. This simplifies your life by eliminating manual calculations and making tracking more accurate.
Automatic context tracking: many time tracking tools offer real-time monitoring, showing you exactly how much time you spend on a task, program, or website at a specific moment. This feature helps you to record exactly how you spend your time with little effort. Timeular offers automatic time tracking for each team member by respecting everyone’s privacy: anyone else (e.g., manager or other team members) can see the private automated tracked data. Note that this feature is still in beta at the moment.
Task categorization: with time tracking tools, you assign tasks to specific projects, clients, or categories. This categorization helps you organize and analyze your time spent on different types of work.
Integrations: most time tracking tools integrate with project management software, calendar apps, or collaboration platforms. This integration simplifies the workflow by automatically syncing task details, time entries, and project information. For example, the Timeular app integrates with the most popular tools, such as Jira, Toggl or Harvest, Slack, and many more.
Time reporting: with time tracking tools, you can generate detailed reports and analytics based on the tracked data. These reports provide accurate insights into your productivity, project progress, and time allocation, allowing you to identify areas for improvement and make intelligent decisions. See how Timeular helps you with detailed and valuable reports.
Invoicing and billing: many time tracking tools offer automatic invoicing and billing features, allowing you to generate invoices based on the tracked time for clients or projects. This simplifies the billing process, primarily if you work with multiple clients, ensures accurate invoicing, and reinforces trust between you and the customer.
Mobile convenience: using time tracking apps on your phone enables you to track your time on the go, wherever, whenever. You can start, pause, or stop timers from your smartphone or tablet, ensuring you capture accurate time data even when away from your computer. This can be an asset if you usually work out of the office. If you don’t work behind a desk and your job requires you to travel regularly or move around during the day, having the app on your phone can be a great help.
Team management: time tracking tools are also great for facilitating team collaboration by enabling team members to track their time and contribute to shared projects. This way, managers can monitor team members’ progress, allocate resources more efficiently, and generate extensive team-wide reports.

Track time with a physical Tracker

Build a habit using muscle memory and a powerful physical reminder. All new users get 2 months free subscription when connecting a new Tracker.

If you’re searching for the best time tracking app for teams, we highly suggest you look at Timeular, as it redefines the concept of time tracking and makes it effortless, smart, and secure.

Timeular is one of the most accessible time tracking software for teams, agencies, consultants, and lawyers.

The tool provides detailed reports, smooth team time management, and billable tracking. With the Timeular app, time tracking becomes much more straightforward and more intuitive so that your team will keep their focus intact while working and tracking different activities.

Thanks to its simplicity, Timeular allows teams to input super-accurate time entries and maximizes productivity, profitability, and effective time management.

How 22GRAD increased the ROI of their projects and meetings

See how Timeular helped a marketing agency

Why is it important to track time spent on tasks?

It is no longer news that time tracking can benefit your business and general management of work and teams. The most significant benefits of tracking time spent on tasks can be:

Enhance productivity and efficiency: time tracking helps you understand how you spend your time and identify all the areas where you can improve your productivity and efficiency. Tracking time allows you to pinpoint tasks that exceed their expected duration or don’t align with your goals, enabling you to make necessary adjustments and prioritize your work as effectively as possible.
Accurate planning: when you start tracking time on tasks, you can gather data that can help you make more accurate plans and create goals in the future. Analyzing historical time data allows you to make more accurate predictions about the duration of similar tasks or projects, enabling you to establish realistic deadlines and effectively manage client expectations.
Progress monitoring: tracking your time gives you a better sense of accountability. Tracking time enables you to continuously monitor your progress about deadlines, ensuring that you remain on course and achieve your ultimate goals. It also helps you improve reporting and communication regarding project status and progress.
Identifying time wasters: even though we wish to be as productive as possible, so many things can take away our focus from essential matters. By tracking your time, it becomes much easier to identify activities or tasks that consume excessive time without adding much value and distractions or inefficiencies that can be addressed to optimize your workflow.
Resource allocation: time tracking offers valuable insights into the allocation of resources, including how employees spend their time. It assists in optimizing resource allocation by balancing workloads and making informed decisions regarding your team and project assignments.
Billing and invoicing: accurate time tracking is crucial for fair client billing and invoicing based on your worked hours. It provides transparency, accountability, and professionalism. At the same time, in most cases, is a way to increase billable hours.
Work-life balance: finally, tracking time can also help you maintain a healthy work-life balance. By being aware of how you spend your time, you can identify areas where you may be overworking or neglecting personal time. Creating a harmonious work-life balance can allow you to be in a better physical position and a better emotional and mental place, making you a better professional and a better person.

Identify time-wasting activities and work on what matters the most

Start tracking time with Timeular today

Conclusion

As we’ve seen, several ways to track time spent on tasks exist.

Tracking time spent on tasks is valuable for improving productivity and achieving a better work-life balance.

Whether you use manual methods, spreadsheet tools, or specialized time tracking apps, tracking time allows you to identify inefficiencies, set realistic goals, and allocate resources effectively.

By gaining insights into how you use your time daily, you can optimize your workflow, prioritize tasks, and make informed personal and professional growth decisions. Embracing time tracking as a habit empowers you to stay organized and focused and accomplish your ambitions more efficiently.

FAQ

How do I track time spent on tasks in Excel?

We do not recommend tracking time in Excel; instead, use an automatic time-tracking tool like Timeular to minimize human error. Nevertheless, the easier way to track time in Excel is to create a table with columns for task name, start time, end time, and duration.
In the “Start Time” column, enter when you begin a task. You can use the 24-hour format (9:00 AM as 09:00).
In the “End Time” column, enter when you finish the task.
In the “Duration” column, use a simple formula to calculate the duration. Subtract the start time from the end time, giving you the time difference between the two. Format the “Duration” column in time format to display the calculated time correctly.

How do I track time spent on tasks at work?

The first thing to do is to find the right time tracking method that better works for you, then identify all your tasks, set precise start and end times, categorize your tasks, and start tracking continuously!
For more accuracy and simplicity, we highly recommend your use a time tracking software, such as Timeular.

How do I track time spent on projects?

First, break down your project, estimate deadlines and task duration, track your time using time tracking software, track task progress, and analyze and evaluate your performance.

How can I track time spent on apps?

Timeular enables teams to track time spent on apps automatically. With context tracking, you and your team can automatically capture which apps and websites you visit during the day.
The report of the context tracking data is accessible just by the user who’s using it. Neither managers nor other team members can see it.
You can also use mobile apps with time tracking features, such as RescueTime, Moment, and App Usage Tracker, or built-in phone features that track app usage and screen time.
You can also get a productivity and time management app, track your time manually or even get screen time monitoring tools, such as browser extensions.

What are the best time tracking tools?

Timeular is the preferred tool for tracking team time and billable hours due to its user-friendly interface, enabling users to track time offline and online without distraction or needing to open the application.
Several ways to track time include a calendar view, keyboard shortcuts, and a physical device.
Using Timeular facilitates the development of a time-tracking routine and provides an array of reporting insights that can be exported in PDF, XLSX, and CSV.
Timeular helps teams to identify time-wasting activities and maximize billable hours. Also, if you want to know more, read our guide about the best time tracking apps.

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The Time Monkey Effect: How It Leads to Inaccurate Estimations and Project Failures

Do you remember sitting in class, your eyes fixated on the clock, not moving forward, no matter how long you stared? E.t.e.r.n.i.t.y. On the contrary, during an exciting class, the bell rang after what felt like a few minutes, not an hour.

In both scenarios, our emotions dilate our perception of time.

While it’s known and confirmed by science, this time-dragging and time-flying feeling didn’t have a name. So we called it the Time Monkey Effect.

Free eBook: Top techniques for how to best manage your time

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What is the Time Monkey Effect?

The concept drives inspiration from what most of us know as the inner brain monkey, which Tim Urban visualised well in his TED talk with more than 60 million views.

When our inner monkey is having fun, time seems to fly. Conversely, when it’s disinterested or unhappy, time appears to drag and we tend to procrastinate. This subjective dilation and contraction of time is what we’ve coined as the Time Monkey Effect.

In reality, it’s not the monkey. It’s our emotions that control our perception. Researchers have documented this phenomenon extensively but have never given it a name. So we did it because we believe the Time Monkey Effect is the #1 thing messing up our daily plans.

It is the root cause for misjudging how long things take and therefore setting us up for failure on a daily basis. Luckily, it can be fixed.

The Advantages of the Time Monkey Effect

The Time Monkey Effect manifests its advantages when we are in the “flow state”, a mental state of complete absorption in a task coined by psychologist Mihaly Csikszentmihalyi. In this state, you can accomplish complex tasks with high efficiency and quality.

You can stay laser focused without realizing how time is passing, which leads to further advantages. Individuals are up to five times more productive, can learn up to 230% faster, and are more happy. If you’ve experienced it, you certainly can remember, that you were almost more energized after doing the work than before, right? Everything just flows. Time. Energy. Progress. That’s why we tend to be very optimistic about estimations of similar tasks.

The Disadvantages of the Time Monkey Effect

On the flip side, when things are uninteresting, the disadvantage of the Time Monkey Effect kicks in. Time drags by in slow motion and it feels like you’re going uphill. In some way, it’s a good thing as your monkey is telling you that time would be better spent on something else.

However, sometimes, less pleasant work needs to be done too. We all know that, but it doesn’t help. You have certainly once felt the pain and friction of every minute spent on such tasks. They consume a lot of energy, hence making you almost allergic to them, and make you overestimate how long similar tasks take if you’d have to do them again.

Projects fail because of the Time Monkey Effect

As the Time Monkey Effect causes interesting and uninteresting tasks to have different time weights, we tend to estimate things incorrectly. Inaccurate time estimation at the planning stage is one of the main reasons projects often exceed their budget and lead to cost overruns.

For instance, a survey by KPMG showed that 60% of firms reported one or more underperforming projects in the previous year, with inaccurate time and cost estimates being a significant factor. The Time Monkey Effect is the main cause of wrong estimates along with scope creep and changing priorities.

However, these significant challenges in time estimation and project planning can be overcome. You can train your perception of time by tracking how long things take for real.

Train the time monkey by tracking your time

To mitigate the risk of wrong estimations, it’s important to train your time monkey. You should develop an accurate understanding and estimation of time, by tracking time. This way, you’ll build awareness of how long things take for real.

You’ll realize activities like answering emails aren’t taking that much time, but on the other hand, this one “quick” todo that sneaked into your afternoon, took 1 hour.

You’ll realize that all those small things in between at the end of the month added up to 10 hours.

You’ll realize that one type of task takes X hours and the other Y.

You’ll realize that you’re spending 30% of your time on unplanned work.

You’ll get confirmation that it’s impossible to get your job done without hiring another person, but now you have numbers to make your manager realize.

All those realizations and insights, train your perception of how long things take for real and as a result, will make your estimations, budgets, and plans more accurate and reliable.

Suddenly, all your daily plans will not be that chaotic anymore and your ToDo list will get shorter, not longer.

There is just one caveat – time tracking isn’t easy unless you pick an easy solution. Luckily, that’s where Timeular comes in.

Track time with the most effortless and accurate solution

Tracking time is not the most exciting thing on earth. However, the massive benefits make it worth it. But the most important thing is to track time immediately. This is crucial to learn how long things take for real. If we end up tracking on Friday what we did on Monday, the Time Monkey Effect will make us lie to ourselves as with every other estimation. The Time Monkey needs a short feedback loop. Only this way it can be trained.

To track time immediately, it’s important to pick a solution that is easy. That’s why Timeular combines the simplest time tracking methods into one solution: You either just hit one shortcut on your computer, flip our 8-sided dice, or activate automatic tracking. If you don’t believe it’s simple then look at our reviews.

After a few days of tracking you’ll already experience the first Aha moments. After a few weeks, you’ll have a much better idea of where your time is going, allowing you to set much more accurate estimations and reliable plans. And while doing so, you might even be able to bill more of your time.

But that’s another story. First, let’s tame your Time Monkey! Ready to get started?

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Tame your Time Monkey Effect with a powerful time tracking solution

“If you’re not tracking then you could be giving your time away for free. Using Timeular allows us to be intentional about how we plan and spend our time” – Richard Wingfield, Head Geek at Envision Design

10 Best Alternatives to Hubstaff in 2024

The Best Alternatives to Hubstaff in 2023

Are you looking for the best alternatives to Hubstaff? We’ve got your back!

We know that Hubstaff is recognized as a significant player in the productivity and time-tracking software game, but one of its downsides is that people lament that it is used for micromanaging and intruding on employees’ privacy.

Tired of Hubstaff? Track time effortlessly with Timeular!

Employees will only track honestly if they don’t feel monitored in realtime. Therefore Timeular has a 24h delay for time entries to appear on the managers side.

The time-tracking software game has changed and evolved in the sense that more competitors are developing brand-new platforms that are great alternatives to Hubstaff.

In this article, you’ll find a list of the best alternatives to Hubstaff, along with the unique features that stand out.

The 10 best alternatives to Hubstaff

1. Timeular

Timeular is an effortless, secure, and smart time-tracking app powered by AI capabilities.

It’s loved by 100,000 users due to its ease of use, and among others, it brings together unique features unlikely to be paired in a time-tracking solution:

It’s suitable for both individual and team time tracking and can be used across all functions, from time tracking for marketing agencies to consulting, software houses, and even lawyers.

The AI powered time tracking app allows multiple tracking methods based on your preference and prioritizes data security. It stores your data locally on your computer so that you can feel confident to track your time and enjoy it.

Note: you can track time with Timeular even if you don’t have the physical tracker.

Here’s what you can achieve with Timeular:

Track up to 1,000 tasks with the physical time-tracking cube;
Automatically track your time spent on tasks: capture app, website, and document usage ( note: you choose if some apps will be added to your final report or not);
Track on any device you need: Timeular works as a Mac time tracker and a Windows time tracking app; additionally, it offers a web app, desktop app, and mobile apps for iOS and Android.

Use multiple ways of tracking – track on the calendar view, with keyboard shortcuts, or the physical tracker – just make your decision;

Billable hours tracker: Track billable and non-billable hours with a click;
Leave tracker and overtime tracker: Track leave and overtime hours, including paid and sick leave, which will be automatically reflected in the monthly timesheet – without any manual interference;
Time reporting system: Generate intuitive reports automatically to identify app usage and patterns that need to be changed;

Although both Hubstaff and Timeular are focused on being time-tracking powerhouses, their functionality and the way you generate outputs are different.

Ultimately, these traits will impact your results as a business.

Compared to Hubstaff, Timeular’s ease of use, automation, and hands-on approach empower users to make decisions fast, bill accurately, and boost productivity.

“People complain a lot less about time tracking now because of the easy interface of Timeular.”

Kaitlin Snow Seamons, Executive Creative Director at Harmon Brothers

While Hubstaff has only a digital solution, Timeular’s software is paired with a physical gadget that enhances your experience as a user and makes you enjoy the necessary evil: time tracking.

Timeular’s unique approach appeals to users invested in an interactive experience. Unfortunately, Hubstaff lacks such features, leaving you with a large yet standard set of functionalities.

Timeular vs Hubstaff: Why Timeular is the best alternative to Hubstaff

Key Features of Timeular	Key Features of Hubstaff
Team folders that makes it easier to work and collaborate for the common goal of a team	Time Tracking
Automatic tracking that respects the member’s privacy: the data are stored locally in their machines, and they are not accessible by anyone else.	Employee monitoring (this feature may lead to a toxic work culture and environment)
Detailed analytics and reports, easily shareable with team members and clients	Management tools
Leave tracking – track overtime and all types of employee leaves
The versatile app and its features are highly adaptable to business, team, and individual needs and processes
Accuracy the tracked data is more accurate than other solutions, minimizing discrepancies and ensuring correct billing
Physical time tracker: The Tracker’s physical nature makes it easy to establish a time-tracking habit through muscle memory, ensuring users never forget to track their time again. Track up to 1,000 activities with the tracker.

Turn time tracking into a task so easy that your team will even enjoy it

“Tracking in Timeular has increased the amount of hours worked that are reported” – Roman Haag, Partner at iAgentur

2. TimeCamp

TimeCamp is a time tracking and project management software.

You can track time on every activity, from individual to collaborative, among the available features. You’ll have a great sense of the level of productivity to help optimize the workload.

This is why TimeCamp is listed as one of the best apps for employee time tracking.

Key features:

Automatic time tracking;
Invoicing;
Reporting;
Integrations with management tools.

3. Replicon Polaris PSA

Replicon Polaris PSA (Professional Services Automation) aims to serve professional services organizations through a software solution. It helps to improve project management and increase the team’s efficiency.

You can track time, manage resource allocation, and monitor the budgets for the projects you’re involved in. This is a valuable tool for improving project delivery and subsequent success.

Key features:

Real-time visibility into project performance;
User-friendly interface;
Time and expense tracking;
Reporting.

4. Intuit QuickBooks

This is a trust accounting software that works best for small and medium-sized businesses. Intuit QuickBooks specializes in managing finances, where it simplifies income and expenses tracking, professional invoices, payroll, and financial reports.

You can also make the best out of features such as inventory management, budgeting, and tax preparation.

Overall it develops the financial journey by making informed decisions through the data available.

Key features:

Invoicing and bookkeeping;
User-friendly interface;
Integration with banking institutions;
Financial reports.

Read: Discover how and why QuickBooks time tracking is important for your business.

5. Harvest

This is one of the best Hubstaff alternatives, especially for freelancers, small businesses, and creative professionals.

Its goal is to create an easier path toward tracking billable hours, project management, and professional invoices.

In this app, you’re able to know which time was spent on which task and assign billable hours to present to the client.

With that, you’ll get a detailed report that gives you insights on your business and performance, so that you’re able to increase productivity and ultimate success.

Curiosity: Did you know that Harvest is also one of the best alternatives to HoursTracker?

Key features:

Detailed reports and analytics;
Intuitive interface;
Integration with management tools;
Invoicing.

The best alternatives to Harvest

6. Insightful

This app aims to stay truthful to its name due to the deep insights and analysis it offers for personal or professional development.

Powered by an intuitive interface, you’ll get a sense of understanding and self-awareness with the help of useful features.

You can analyze multiple elements that you’re dealing with in life, such as personal values, strengths, emotional intelligence, and well-being. There are also personalized recommendations that you could use on your journey so that you auto-reflect the generated insights and make some changes for the better.

Key features:

Productivity monitoring;
Intuitive interface;
Time tracking;
Spots employee burnout.

7. RescueTime

Also listed as a reliable alternative to Time Doctor, this productivity and time management app helps teams to understand how they spend their time on the digital devices available.

RescueTime can monitor and analyze the users’ activities which translates into detailed reporting.

That report shows how much time was spent, productivity patterns, and potential distractions that need to be eliminated.

Key features:

Productivity monitoring;
Intuitive interface;
Time tracking;
Spots employee burnout.

Read also: RescueTime alternatives

Track time of individual tasks with Timeular

“We are much better at accurately tracking our time, which improves client billing” – Michele C., Founder at Clementine Healthcare Marketing

8. Time Doctor

Time Doctor is the best Hubstaff alternative for those who want to track their time as a single individual.

This time tracking software has the ultimate goal of optimizing the work efficiency of every single individual in whatever context that they might be involved in.

You’re able to track time spent on every task and project and monitor every activity. Every piece of data will be available in reports in order to give you insightful notes that you could apply to your own development.

The goal is to increase productivity levels and optimize time management for an improved work-life balance.

Key features:

Project management and budgeting;
Detailed reporting;
Distraction alerts;
Integration with management tools.

Read the article: The Best Alternatives to Hubstaff.

9. Toggl

Toggl is a popular time tracking software in the industry today.

This is a tool that’s most used by freelancers who aim to track their time properly, improve productivity and increase billable hours.

Key features:

Employee time tracking;
Detailed reporting;
Billing and invoicing;
Integration with management tools.

Toggl vs Timeular

Find out which one is the best to increase business productivity and revenue.

10. DeskTime

This productivity monitoring software shares the ambition of optimizing workload efficiency and productivity.

DeskTime gives you features that allow you to track and analyze employee activities and measure productivity levels.

You can also generate accurate reporting, where you can identify the areas where you can improve individually and in your team.

You can also track every project and task and establish alerts for potential distractions.

The important goal to achieve is to make decisions for improvement according to the data that was given by this software.

Key features:

Automatic time tracking;
Project tracking;
Cost calculation;
Integration with management tools.

Conclusion

If you’re looking for the best Hubstaff alternatives, now you know there are great options.

In some cases, choosing one of these alternatives is the best option for your business and team because the tools fit better to your specific needs.

Businesses evolve, people evolve, and even time tracking software evolves quickly. One day you may have been more than content about using Hubstaff but the following day, you might have to look for different solutions because your milestones and needs change.

You have to know what you’re looking for and select the best alternative to Hubstaff. And the best is the one that will satisfy every single one of your requirements because the goal is to improve productivity and effectiveness.

You might be interested in the following:

The Best Planner Apps for Android in 2024

Let me guess. Managing your daily to-do list is a constant challenge, and you feel it’s time to look for the best daily planner apps for Android to plan your day, organize your life at work, and save time.

Perfect, you have landed on the right page.

Let’s make one thing clear: It’s not only you. More of us need a day planner to keep up with our to-dos for the day or week. And there is nothing wrong with that.

Start tracking your time today to boost your productivity

Track time on Android, web, and desktop. It’s simple, smart, and secure.

Fortunately, there are excellent digital planner apps that work as personal assistants, helping us handle daily tasks efficiently in both our personal lives and at work.

Explore the best Android planner apps listed below to plan your day, schedule tasks, set deadlines, create reminders, and much, much more.

Comparison table of Android planners tools

Android Planner App	Key Features	Platform	Collaboration	Offline Access	Price (Starting)
Google Calendar	Seamless integration with Android Multiple views Real-time syncing Collaboration Time zone support.	Android Web iOS	Yes	Yes	Free
Todoist	User-friendly interface Task prioritization Natural language input Collaboration Notification system	Android Web iOS	Yes	Yes	Free Pro: $4/month
Evernote	Versatile note-taking Rich media integration Hierarchical organization Collaboration Task management	Android Web iOS	Yes	Yes, with limitations	Free Premium: $8/month
Trello	Visual organization with boards and cards Checklists Labels Collaboration Task due dates	Android Web iOS	Yes	Yes	Free Standard: $5/user/month
Remember The Milk	Simplified to-do lists Location-based reminders Smart lists Collaboration	Android Web iOS	Yes	Yes	Free Pro: $50/year
Notion	Unified workspace Versatile app Note-taking To-do lists Databases Kanban boards Calendar views	Android Web iOS	Yes	Yes	Free Personal: $8/month
nTask	Comprehensive task and project management Gantt charts Risk management	Android Web iOS	Yes	Yes	Free Premium: $3/month
Any.do	User-friendly interface Smart planning assistant Time-based reminders Subtasks	Android Web iOS	Yes	Yes	Free Premium: $5/month
ZenDay	Time-fluid visualization 3D timeline Gesture-based interface Smart scheduling	Android	No (Individual-focused)	Yes	Free
TickTick	Simple interface Smart task creation Kanban board view Collaborative task sharing	Android Web iOS	Yes	Yes	Free Premium: $28/year

What are the best daily planner apps for Android?

1. Google Calendar

Google Calendar is the top daily planner app for Android users. It easily works with Android devices, syncs across platforms, and seamlessly integrates with other Google services. This creates a unified system for scheduling and organizing daily tasks and appointments.

It offers a very intuitive and clean interface and is super simple to use when creating and editing calendar events and tasks.

It syncs in real-time across multiple devices and allows for sharing events or full calendars with others.

Best functionalities

The multiple views are one of the best functionalities of Google Calendar, offering the possibility of viewing days, weeks, and months, allowing users to choose the format that best suits their preferences and planning needs.

You can customize the type of event or task, synch with other calendars, and customize reminders and notifications. Google Calendar’s robust time zone support ensures accurate scheduling and eliminates confusion for those frequently on the move or working with teams across different time zones.

Integrate Google Calendar with Timeular and automatically track time of scheduled tasks and events

“The data acts as a review of how productive the day has been, and helps validate why I’m feeling tired when I look back and see the amount of hours clocked that week. Then I know it’s time to book a trip!” – Kaitlin Snow Seamons

It is one of the greatest Android daily planner apps if you’re looking for a reliable service where collaboration is a priority. Also, if you heavily use Gmail, Google Drive, and other apps, the seamless integration of the Calendar may be a decisive factor.

Pricing:

Google Calendar is completely free to use, for businesses and individuals.

Use case

Scenario: Sarah is a marketing manager working with a global team. She needs a week planner that seamlessly integrates with her Android device, allows collaboration, and handles different time zones. Google Calendar’s real-time syncing, multiple views, and integration with other Google tools make it an ideal choice for her busy schedule.

2. Todoist

Todoist is one of the most used Android apps for task management, offering a user-friendly interface that makes creating, organizing, and prioritizing a seamless process.

It’s easy to use and allows for a consistent experience across various platforms, allowing users to access their tasks and projects seamlessly from Android devices and web browsers. It also integrates with other applications and add-ons.

With Todoist, you can organize tasks into projects, breaking down larger goals into manageable components. It is a good prioritization tool that helps prioritize tasks based on urgency and set due dates to stay productive and on top of deadlines.

Best functionalities

One of Todoist’s most interesting features is its natural language input feature. It allows users to add tasks using plain language. For example, typing “Meeting at 3 pm next Friday” will automatically schedule a recurring task for the specified day and time.

Todoist also facilitates collaboration by allowing users to share tasks and projects and it offers a complete notification system that sends timely alerts for upcoming tasks and deadlines.

Pricing:

The app is free for download on the Play Store and by default, the free Beginner plan is set. The Pro and Business plans start at 4€ per month when billed annually.

Use case

Scenario: James is a freelance graphic designer juggling multiple projects. He needs a planner that is easy to use, allows task prioritization, and offers a consistent experience across devices. Todoist’s user-friendly interface, natural language input, and project organization features help James manage his tasks efficiently.

3. Evernote

Evernote is known for its versatile note-taking capabilities, allowing users to capture ideas, create to-do lists, and organize information efficiently.

It supports synchronization across various platforms, providing a consistent experience for users on Android devices. Beyond simple text, Evernote supports rich media integration, allowing users to attach images, audio recordings, and documents to their notes.

Best functionalities

In terms of functionalities, Evernote offers a hierarchical organizational structure, enabling users to create notebooks and digitally stack them organizing them by categories.

It provides a web clipping feature, allowing users to save images, articles, and web pages and attach them to meeting notes or brainstorming notes, for example. It also supports task management with checkboxes, making it a versatile tool for creating to-do lists.

Pricing

Evernote offers a free Basic subscription with essential features with downloading the application onto your Android device. The paid plans, Premium and Business start at around 8€ a month.

Evernote has some storage limitations, so if storage is a problem, going for a paid plan might be best.

Use case

Scenario: Emily is a college student who wants a versatile digital planner for organizing class notes, to-do lists, and project details. Evernote’s rich media integration, hierarchical organization, and collaboration features make it perfect for Emily’s academic needs.

4. Trello

Trello is a popular project management tool that stands out for its visually intuitive and 100% customizable organization. It will help you plan your day, manage todos, and stay productive without sticky notes around the house.

As one of the best productivity apps for Android, Trello is built with boards, lists, and cards, allowing users to create a visual representation of their projects and plans easily.

Best functionalities

For planning and organization, Trello allows users to create checklists within cards and set due dates for tasks. This helps users break down larger tasks into manageable steps.

One of its most highlighted features is the labeling option. Trello provides labels that users can apply to cards for categorization. Filtering by labels makes things easier to find and manage.

Consider whether your planning process involves team members and how seamlessly Trello can integrate into your collaborative workflow. Trello has a very visual approach, so consider if that works for you and suits your needs.

Track time in Trello, using Timeular

“If you’re not tracking then you could be giving your time away for free. Using Timeular allows us to be intentional about how we plan and spend our time.” – Richard Wingfield, Head Geek at Envision Design

Pricing

The standard plan at Trello starts at 5$ per user per month, the app download is free and comes with the basic services.

Use case

Scenario: Alex is a project manager overseeing a team of developers. He needs a visual planner that facilitates collaboration and task organization. Trello’s boards, lists, and cards, along with labels and due dates, help Alex create a dynamic visual representation of his projects for efficient team management.

Read also: Time tracking in Trello

5. Remember The Milk

Remember the Milk is an app designed to simplify planning, ensuring users can manage their to-do lists efficiently. Its name reflects what the app’s creators were aiming for, helping the user remember things.

Remember The Milk seamlessly syncs across multiple platforms, offering users consistent access to their tasks and plans on Android devices. The app provides smart lists and filters that allow users to organize recurring tasks based on criteria such as due dates, priority levels, and tags.

Best functionalities

The app offers location-based reminders, allowing users to receive alerts when they are in a specific geographic area.

Remember The Milk is also suitable for collaborative planning as users can share and delegate tasks with ease.

If you appreciate a straightforward and intuitive approach to organizing tasks, Remember The Milk is the way to go.

Pricing

Remember, The Milk is for free, with some more advanced features being available in the Pro version, and costs around 50$ per year.

Use case

Scenario: Mark is a frequent traveler who often forgets important tasks. He needs a simple and location-aware planner. Remember The Milk’s location-based reminders ensure Mark receives alerts for tasks when he’s in specific geographic areas, helping him stay organized on the go.

6. Notion

Notion provides a unified workspace where users can manage projects, create notes and track progress all within a single app. This versatility makes it a top-free digital planner and an excellent choice for users looking for an all-in-one planning and organization tool.

Notion’s flexible structure allows users to organize information using pages, databases, boards, and more. It demonstrates great adaptability to different planning styles.

Best functionalities

Notion combines note-taking with database and spreadsheet functionalities and supports Kanban-style boards and calendar views, providing users with visual representations of their tasks and plans.

A good approach for those who prefer a more visual way of planning. Notion allows users to access and edit their content even when offline.

Pricing

Notion offers a free subscription, with paid ones starting at 8$ per user per month, when paid annually.

Use case

Scenario: Jessica is a content creator managing various projects, from blog posts to video production. She needs an all-in-one planner that supports note-taking, task management, and collaboration. Notion’s versatility with notes, databases, and boards allows Jessica to streamline her content creation workflow.

Read also: Notion time tracking integration

7. nTask

As a planner and a good project management tool, nTask offers a comprehensive task management system, allowing users to create, organize, and prioritize tasks.

It goes beyond individual task management by providing robust project management features, so that users can create projects, assign tasks, set milestones, and collaborate with team members, making it suitable for personal, team member, and professional planning.

Best functionalities

nTask includes Gantt charts, giving the users a visual representation of project timelines and task dependencies. Its most unique and standout feature, is the risk and issue management feature it has, which helps users identify potential risks, track issues, and implement strategies to mitigate them.

Pricing

nTask offers both free and paid versions. The free plan includes essential features, with the premium plans offering more advanced features, starting at 3$ per month.

Use case

Scenario: David is a project manager handling complex tasks with multiple dependencies. He needs a planner that offers project management features like Gantt charts and risk management. nTask’s comprehensive task and project management capabilities help David efficiently plan, track, and mitigate risks in his projects.

8. Any.Do

Any.do provides a user-friendly interface, making it easy for users to manage tasks and plans seamlessly. It syncs across various platforms, guaranteeing accessibility for users on the go.

Any.do include a smart planning assistant that suggests tasks and helps users plan their day, while also supporting voice entry for adding tasks.

Best functionalities

The best functionalities provided by Any.do involve time-based reminders for tasks, providing timely notifications for upcoming activities.

Any.do offers a daily planner view, providing users with a complete overview of their day’s tasks and events. This visual representation helps users prioritize and organize their activities for improved productivity.

It’s also possible to add subtasks and checklists, a level of granularity that isn’t offered by a lot of planning apps.

Pricing

Any.do offers both a free version and premium version. The premium plan, of the same name, starts at 5 dollars monthly, billed annually. Family and Team plans go for 8$ monthly.

Use case

Scenario: Lisa is a busy professional who values simplicity in her daily planning. She needs a straightforward app with smart planning assistance. Any.do’s user-friendly interface, time-based reminders, and daily planner view provide Lisa with a clear overview of her tasks, enhancing her daily productivity.

9. ZenDay

ZenDay offers a unique time-fluid visualization of tasks and events. Rather than using the traditional list or calendar view, ZenDay uses a 3D timeline that dynamically adjusts based on your priorities and deadlines. It integrates easily with external calendars, providing a consolidated view of tasks and events, prepared to be used in one or more Android devices.

Best functionalities

The app features a gesture-based interface that allows users to drag and drop tasks onto the timeline. This interactive design feature makes it easy to modify and organize schedules with a simple swipe or tap.

ZenDay also incorporates smart scheduling algorithms that adapt to the user’s planning habits. By learning from your habits and patterns, it suggests optimal times for task completion, helping you allocate time efficiently and optimize your productivity.

Pricing

Free

User case

Scenario: Michael is a visual thinker who prefers a unique approach to planning. He needs a planner with a visual timeline and smart scheduling. ZenDay’s 3D timeline and gesture-based interface allow Michael to dynamically adjust his schedule, making it easy for him to visualize and manage his tasks.

10. TickTick

TickTick is a good choice when selecting a planning app for Android for its simplicity. Like many others, it seamlessly syncs across various platforms, ensuring that your tasks and plans are always accessible.

TickTick helps with smart task creation, allowing users to input tasks using natural language. This means you can quickly add tasks with details like due dates, reminders, and priorities without having to navigate through complex menus.

Best functionalities

TickTick uses a Kanban board view, providing users with a visual representation of their studies in different stages and supporting collaborative task sharing, allowing users to share tasks and lists with others. It integrates with several calendars, allowing for a unified view of their tasks and events.

This app is a good choice for those who value a straightforward interface. TickTick is a great app known for its collaborative features, including task sharing.

Pricing

TickTick offers a free plan, with the paid option costing around 28$ per year.

Use case

Scenario: Laura is a team leader coordinating tasks among her team members. She needs a planner that supports collaborative task sharing. TickTick’s Kanban board view and collaborative features allow Laura to efficiently share tasks and manage workflows with her team.

Features to look for when choosing a good planner app for Android

Intuitive interface: A user-friendly interface is crucial for a planner app. Make sure to look for an app that is easy to navigate and allows you to quickly add and edit your plans.
Notification system: Customizable reminders, recurring alarms, and push notifications are features that contribute to effective time management.
Offline mode: Choose an app that offers offline access to your schedule. This feature allows you to view and edit tasks and plans even when you don’t have an internet connection.
Calendar integration: An integration with your calendar is a must-have. A good daily planner app should sync with your Android calendar, providing a wide view of all your events, appointments, and tasks in one place.
Security and privacy: Your Android planner app should prioritize the security of your data. Look for apps that offer secure login options, data encryption, and privacy settings to protect your personal and professional information.
Integration with other apps: Make sure your planner app integrates with other tools and services you use, like email, cloud storage, maps, and others. This streamlines your workflow and helps enhance overall productivity.

Read also: How to prioritize tasks

Conclusion

The right planner app for Android can be a game-changer if you want to stay organized, and manage your calendar events and a never-ending to-do list.

When choosing the best daily planner app, consider your specific requirements and your daily needs. Whether it’s an intuitive interface, notifications on the go, simpler visuals, robust collaboration features, or seamless integration with other tools, the perfect planner app awaits you.

You might be interested in:

Why Is Time Management Important And How To Master It

Is it tiring to be overbooked, missing deadlines, or asking for an extension?

Then, you need to understand the importance of time management and where to start.

The great news is that both you and your team can change your ways if you simply alter your time management skills.

Follow along to clarify the importance of time management and learn actionable time management techniques. All these without sacrificing your work-life balance.

Busy but not productive?

Learn how Bang & Olufsen retrieved 10 hours of work and changed the IT structure to work more efficiently. By tracking time.

Understanding time management

Time management is the intentional practice of organizing, managing, and prioritizing your tasks to achieve your goals efficiently.

It involves knowing what to prioritize on your to-do list and when to be mindful of resources, such as energy and productivity levels, to avoid wasting time.

In essence, it helps you stay focused, limit unnecessary distractions, and achieve goals both in your personal and professional life.

However, the significance of time management extends beyond mere task completion, as it can have negative repercussions, too.

Poor time management leads to multiple psychological impacts, such as increased stress, feelings of being overwhelmed, and a sense of never catching up. This creates a negative work environment, where managers and their teams constantly feel pressured and unable to focus on tasks that truly matter.

Learn how a consulting firm uses time tracking to avoid employee burnout

On the other hand, it’s important to distinguish between being busy and being productive so that you can work smarter:

Busy work often involves tackling tasks without a clear sense of priority or purpose, while productive time use is goal-oriented and results-focused.

Before diving into other topics, here’s a time management glossary to get familiar with terms related to managing time:

A time budget is a plan for effectively allocating and managing time, similar to a budget plan for money. It aids in enhancing productive work and producing high-quality work.
Time estimation is forecasting how long a task or project will take. It’s crucial in any job as it helps plan and effectively manage resources.
The Time monkey effect is a subjective feeling that time goes faster or slower based on whether we like or dislike the work performed.
Time wasters can be non-essential tasks that waste too much time without producing valuable outputs or nice-to-haves in a project. Time wasters can be individuals, too – they can steer others toward unproductive actions.

Why is time management important?

The key benefits of time management are:

Increased productivity and efficiency: when you practice time management effectively, you can simply accomplish more in a shorter period. Good time management enables you not just to work faster but to work smarter.

Revenue growth: once you manage time properly, resource allocation can be optimized, and the team can deliver high-quality work, leading to high cost savings.

Find out how a small business owner used data to halve his work and double his revenue.

Enhanced decision-making: with effectively managed time, there’s more opportunity to reflect on decisions rather than make hasty choices. This leads to better, more thought-out decisions that can positively impact various aspects of your business.

Better work-life balance: a phrase mentioned much more often than ever, and for good reasons, as the burnout rates have skyrocketed. Good time management skills come with better boundaries between work and personal life, free time to enjoy life outside of work and personal development.
Stress reduction: good time management skills can significantly reduce stress levels. Knowing what needs to be done and when it should be completed provides a sense of control and predictability, easing the anxiety of last-minute rushes and missed deadlines.

You might be interested in How to allocate resources, too.

Start mastering time management

1. Start tracking your time to learn how to manage it better

To improve your time management skills, you can add time-tracking to your routine or for your team.

If you and your employees have a hunch that you need to improve productivity but don’t know what to start with, tracking time spent on all your tasks can be the first practical step.

A time-tracking app such as Timeular can make this process effortless for you, as it automatically records your work in the background while you focus on the most important tasks.

Time tracking insights help you identify:

how long projects and tasks take for real;
time wasters that yield minimal impact;
company’s profitability ( including project profitability);
your most productive hours;
if you should assign tasks differently;
administrative work that takes too much time and needs automation.

Start a 30-day free trial and track time with NO effort

“Since we started using Timeular and tracking our time, we’ve never made another mistake in planning, creating accurate proposals or budgeting for clients. It’s so easy to use. Everyone uses it and it shows.” – AC Coppens, Founder of THE CATALYSTS

Here’s what Timeular, as an AI-powered tool, does for you:

Tracks automatically your time on tasks: captures app, website, and document usage, ensuring 100% control and GDPR compliance ( note: your data is stored only locally );
Gives you automated suggestions and reminders to fill your calendar with a click based on your calendar events;
It works as a time reporting system showing your productivity trends and app usage so that you can identify patterns of efficiency;
Tracks billable and non-billable hours – allows you to track non-billable and billable hours with a click;
It provides a PTO tracking system that lets you track all types of leaves, including paid and sick leave. These are automatically calculated and reflected in your reports.
allows you to track up to 1,000 tasks with a physical time-tracking cube by simply switching the side of the cube;

2. Track time spent on each project and task

Time management is effective because it relies on intentional and accurate time tracking.

By diligently logging in real-time the time spent on projects, you can proactively control outcomes and prevent roadblocks.

You’ll also be able to address questions such as:

Do you and your team have the bandwidth to handle other tasks?
Is there a recurring task that needs intervention, as it’s consistently put aside?
Are deadlines looming up on the team, and do you need to reshuffle priorities?
Are there urgent tasks consuming more time than anticipated?

TIP: the importance of time management needs to be grasped by the entire team, so a team time tracker is a good solution. Both you and the team need self-discipline to track time regularly.

3. Carry a time audit regularly

If you’re worried when hearing “audit” and think this might be a tedious and lengthy process, it’s not.

Doing a time audit is a rapid assessment of the duration of your tasks. Ideally, a time audit should be run once a week so that you can objectify your time and make better estimates.

Objectify time? Let me explain that – it’s related to the Time Monkey Effect. This Monkey Effect misleads us into miscalculating how much time we spend on some tasks based on how much we like or dislike them.

This skewed perspective makes us prioritize tasks inefficiently, make wrong estimations, and not allocate enough time for challenging tasks.

Dive into time auditing for a thorough understanding of its steps. Time management templates might help you along the way.

3. Remember to take regular breaks

Being productive differs from being busy, and if you’re looking to work smarter rather than staying busy, free time between tasks is vital.

To manage your time better, you need to find a good balance between knowing when to stay focused and when to have a break to eliminate stress levels. This is a strategic way to improve proper time management skills, as it:

Prevents burnout and keeps energy levels balanced;
Helps build positive habits to protect your mental health;
Ensures consistent productivity while you’ll be perceiving less effort compared to constant work;
Gives your brain the much-needed rest and less stress;
Helps achieve greater focus and increased energy upon returning to work;

These periodic rests will lead you to achieve optimal efficiency. Techniques such as Timeboxing or the Pomodoro Technique (Use a free Pomodoro timer) integrate these breaks seamlessly into your workflow instead of seeing them as disruptions.

Time tracking is a key element of effective time management

Start tracking time today, effortlessly, and securely, with Timeular.

4. Implement time management techniques

A time management technique will help you control your time, limit distractions, and use it efficiently throughout the day so that you can be fulfilled with your outcomes.

When your essential time management skills are falling short, you can resort to using time tracking tools to monitor and inform you of your performance, as well as time management techniques.

The following techniques:

Timeboxing: Primarily used in Scrum and Agile project management, with this method, tasks are set within fixed time limits ranging from minutes to weeks, and it promotes meeting the deadline within the pre-defined timebox.
The 4 Ds of time management: The 4 Ds of time management technique offers a basis for categorizing and prioritizing tasks into four categories: Delete, Delegate, Defer, and Do. Once you’ve clustered your tasks, you can start working smarter and with less overwhelm.
Time blocking: Time blocking allows you to break your to-do list into timed slots. It involves scheduling focused blocks of work for one task at a time. It prevents overload, consumes energy on multitasking, and limits distractions so you can progress on your work tasks, and not only.
(Download: Free daily time blocking template)
Time management matrix: Also known as the Eisenhower Matrix, this method allows effective prioritization of tasks based on their importance and urgency. You’ll add your urgent and important tasks in four quadrants, and based on that, decide which are the most important tasks to start with.
Time mapping: This method involves breaking the day into dedicated time blocks, either personal or work duties, contributing to a better work-life balance and efficient planning.
The Pomodoro technique: Originating from the Italian word for “tomato,” this method involves deep work in bursts of 25 minutes, followed by a 5-minute break. It enhances focus and contributes to your energy levels, too.

TIP: Discover other techniques with our top-rated time management books.

Common time management pitfalls

Understanding the importance of time management and implementing effective time management strategies are indeed the first essential steps.

But it’s equally important to be aware of the common pitfalls hindering your productivity. These mistakes include:

Taking on too many tasks without delegating;
Underestimating the time needed for a task;
Endlessly procrastinating ( if that’s your case, check our guide that explains how to overcome procrastination);
Multitasking on your daily tasks while overwhelming yourself.

Let’s explore multitasking. While being able to perform all the tasks with maximum efficiency at work is praised, studies demonstrate the opposite. Research shows that multitasking affects the brain’s efficiency, as its capacity to shift between tasks is not as good as we’d imagine.

For your mental gears not to get rustier and rustier the more you multitask – when faced with multiple requirements competing for attention – it’s recommended to simply stop, reassess priorities, and find an approach that works best.

The other obstacle, procrastination, or delaying or avoiding tasks, is a behavior that can stem from complex underlying causes or patterns. In this case, tackling the root cause as a long-term goal is a step you should consider.

Key Takeaways

Time management is essential for productivity, reducing stress, and building a professional reputation. It also improves personal life satisfaction and work-life balance.
Effective time management skills involve setting realistic goals, prioritizing tasks with time management techniques, and carrying out time audits regularly.
By using time-tracking software and being aware of the common pitfalls almost everyone falls prey to, you’re already one step closer to enhanced productivity and work optimization.

Start tracking your time in the most effortless and productive way

Join 100,000 happy users worldwide. Try Timeular 30 days for free.

Conclusion

Effective time management is not just a skill but a strategic asset in today’s business world. It will enable you and your team to work smarter, not harder, leading to increased productivity, reduced stress, and a better work-life balance. By understanding its importance, engaging in practical strategies, and considering tools like time tracking, you can transform your approach to time and tasks.

You might be interested in:

FAQS

Why is time management so important?

Effective time management is crucial as it can alleviate stress, effectively organize tasks based on importance, and ultimately result in improved outcomes. By efficiently managing our time, we are able to prioritize important responsibilities, which leads to enhanced performance.

What are the key components of time management?

Effective time management requires several essential elements, including establishing goals, determining priorities, planning effectively, and creating a schedule. It also involves consistently monitoring progress and maintaining control over one’s use of time to maximize efficiency. These components are crucial in helping individuals make the most out of their limited amount of time.

How can technology aid in time management?

By systematically recording time spent on various tasks, individuals and teams can identify areas of inefficiency and adjust accordingly. This practice not only aids in better time management but also in understanding work patterns, preferences, and potential areas for improvement.

For small business owners and managers, implementing time tracking can be a significant step towards mastering time management. It encourages accountability, provides clear data for decision-making, and can even highlight the need for additional resources or changes in processes.

The Best Productivity Apps in 2024

Ever wondered how you can seamlessly meet deadlines and automate repetitive tasks? The answer lies in the best productivity apps.

From calendar apps to project management platforms, these tools provide robust features to streamline workflows and enhance efficiency.

Whether you find yourself part of a remote team or actively engaged in managing projects, these online apps are vital for helping you organize your thoughts, meet deadlines, and effectively manage your time in both your professional and personal life.

Want to boost your productivity levels? Start with tracking your time

“My time spent on revenue-generating projects has increased by ~10% each week and time in meetings decreased by about 1-2 meeting per week.” – Angela Morisette, SVP Business Operations at Scratch Financial

This article explores the best productivity apps, showcasing their distinctive strengths and illustrating how they empower you to achieve your goals.

TLDR

The best productivity app for time tracking: Timeular
The best productivity app for taking notes: Todoist
The best productivity app for project management: Asana

The best productivity apps for personal organization: Google Calendar
The best focus apps: Freedom

How did we choose the top productivity apps?

Although productivity is personal and every individual or team knows what kind of improvements are needed on their daily tasks, there are a few factors and specific requirements we can all consider when choosing the best productivity apps.

The main factors we considered to create this list were usability, pricing, integrations, main features and functionalities, free trial possibilities, and user reviews.

We do hours of research on the best productivity tools, consider the ones we have used and tested, and read reviews and the best recommendations online.

We are not paid to mention any of these apps or links on the website.

That said, let’s delve into some of the top-rated productivity tools.

What are the best productivity apps?

App	Features	Expected Use Cases	Pricing
Timeular	– Intuitive time tracking interface – Productivity tracker – Leave management system – Physical time tracker	– Accurate time tracking for tasks and projects – Accurate time keeping for personal use – Tracking billable hours	€6.30/month (billed annually) or €8/month
Toggl	– Simple platform for monitoring work hours	– Basic time tracking for freelancers and teams	Free plan for up to 5 users Paid plans from €10/user/month
Clockify	– Cost-effective time tracking solution	– Practical time management with essential tools	Pricing starts at $4.99/month
Google Calendar	– Seamless integration with Google Workspace – Recurring events – Cross-platform compatibility	– Personal and work scheduling – Appointment and reminder management – Centralized hub for daily schedule	Free with a Google account Google Workspace: Starts at $6/user/month
Microsoft Outlook	– Comprehensive email management – Calendar function with reminders – Integration with Microsoft apps (Teams, OneDrive)	– Email communication and scheduling – To-do list management – Efficient task and project organization	Microsoft 365: $6.99/user/month (personal)
Calendly	– Streamlined scheduling features – Automatic availability coordination	– Meeting and appointment organization – Time management and coordination	Free version with basic features Paid options starting at $10/month
Todoist	– Task management tools with due dates and priorities	– To-do list organization	Free version and paid plans starting at $5/month
Things 3	– Focused Inbox concept for task management	– Prioritizing tasks and projects	$9.99 (iPhone), $49.99 (Mac)
OmniFocus	– Multiple project and task management features	– Extensive task management for Apple users	$4.99/month (Web), $9.99/month (Apple devices)
Asana	– Efficient organization and prioritization of work	– Project management for teams	Free basic plan, paid plans from $10.99/month
Trello	– Visual task management with customizable boards	– Task organization and collaboration	Free plan, paid plans starting at $5/month
JIRA	– Robust project management features	– Agile and Scrum project management	Free (up to 10 users), paid plans from $8.15/user/month
Evernote	– Cross-platform compatibility with multimedia support	– Organized information management	Free version with limitations, paid plans from €8.33/month
Google Docs	– Real-time collaboration for note-taking	– Group note-taking and document editing	Free with a Google account Google Workspace: Starts at $6/user/month
OneNote	– Comprehensive note-taking features with Microsoft Office integration	– Versatile note organization with rich media support	Part of Microsoft 365: $6.99/user/month (personal)
Freedom	– Focus and concentration tools with website/app blocking	– Digital detox and distraction-free work	$8.99/month with free trial period
Forest	– Gamified focus approach with virtual tree planting	– Encouraging focused work sessions	$3.99 (iOS), Free basic version (Android)
Notion	– Collaboration features with customizable workspaces	– Project collaboration, note-taking, and task management	Free plan with several features Paid plans from $15/user
LastPass	– Secure password management and online security features	– Simplifying password management	Free plan Paid plans starting at $3/month
IFTTT	– Automation through conditional statements	– Streamlining digital tasks and workflows	Free plan Paid plans start at $3/month

The best productivity apps for time tracking

Boost your productivity with time tracking apps. Gain insights into task allocation, prioritize effectively, and meet deadlines. Automated features streamline processes, giving you more time for meaningful endeavors.

Whether at work or in your personal life, these apps are essential tools for optimizing your workflow and enhancing overall productivity.

Timeular

Timeular is an effortless, smart, and secure time-tracking tool that aims to maximize your productivity by providing you with information about where your time goes.

It consolidates intelligent and effortless timekeeping methods into one platform, allowing you to track time under 1 minute a day.

“Timeular is easy to use. Manual tracking is significantly more effort”, says Simon Echle, Managing Director of avocado.

Here are key productivity features that make Timeular the best productivity booster:

It tracks the time you spend on different tasks and informs you about time wasters and most revenue-generating projects.
It’s simple, clear, and 100% effortless.
There is no need for manual timesheets, enjoy intuitive and smart time tracking methods.
An optional physical time-tracking gadget helps you build a strong tracking habit.
Collaborative functionalities improve team synergy.
It tracks your billable hours to provide information about the most profitable projects
Online and offline tracking with a desktop app or with mobile apps
3,000 integrations, including project management software, Google apps, and other apps

Productivity insights

What tasks do you spend most of your time on? What apps do you use the most often?

A dedicated productivity insights tab gives you personal insights about your productivity patterns based on automatically tracked data.

Timeular makes time tracking simple and fun

At the core of Timeular is the principle that time tracking should be a seamless part of your productive routine. In the end, top productivity apps should save your time, not steal it!

That’s why Timeular lets you choose the way how you want to track your time. There is an array of methods aligned to different needs: automatic time tracking, keyboard shortcuts, or a physical time tracker, to name a few.

Timeular streamlines your tracking process, ensuring that you remain focused on your tasks.

“People complain a lot less about time tracking now because of the easy interface of Timeular.”

Kaitlin Snow Seamons, Executive Creative Director at Harmon Brothers

Automated time tracking: Fully secure and GDPR-compliant

Bid farewell to manual data entry. Let Timeular automatically suggest you time entries based on app usage, visited websites, and scheduled calendar events.

Say goodbye to the hassle of filling in timesheets and welcome accurate time reports while maintaining 100% privacy and security.

You don’t need to spend hours on tracking your day. With Timeular, it’s just 1 minute daily.

Start tracking your time in the most effortless and productive way

Join 100,000 happy users worldwide. Try Timeular 30 days for free.

Perfect for individuals and teams

It is a top team time tracking tool since it provides features that facilitate team collaboration, even for remote teams.

Teams can customize their time entries with shared notes and automated tags to streamline their work. Collaboration is effortless, with shared folders that enable you to track time spent on tasks collectively and create individual and team reports.

At the same time, Timeular is very suitable for freelancers, consultants, and independent workers who need to track time spent on different tasks to provide accurate client billing.

Build your tracking habit with a personalized tracker

Timeular is widely known for its physical time tracker device that connects to the app via Bluetooth. As you can easily customize it through colorful stickers and pens, the 8-sided die serves as a physical reminder that sits on your desk.

Although the Tracker adds an engaging dimension, you can still leverage Timeular’s software without it.

“We have become 20% more profitable because everyone is in the habit of tracking time.”

Richard Wingfield, Head Geek at Envision Design

Work hours, overtime, and all types of leaves are tracked in one app

Beyond work hours, you can use Timeular as your overtime tracker and leave tracker, providing comprehensive control over your work schedule.

Improved time estimations

Instantly track your time to bridge the gap between project estimates and actual time spent on it. By gaining insights into the true time requirements of your tasks, you can refine your time estimations and enhance your planning for future projects.

Read: How a software house tracks time against estimations to improve accuracy

Effortless time reports

Timeular automates billable time tracking and helps you create insightful time reports within seconds. Every minute is accounted for and reported in a clear dashboard, promoting accurate billing and client satisfaction.

Project budgets under control

Keep a firm grip on project budgets with automatic notifications sent when you are approaching a predefined time limit. This prevents over-delivery and keeps your budgets in check.

Read: How an agency uses data to be accurate in the planning and budgeting of projects

Ratings:

App Store: 4.6/5
Capterra: 4.6/5

Pricing:

30-day free plan
Paid plans start at EUR 6.30 per month

Start tracking your time in the most effortless and productive way

Join 100,000 happy users worldwide. Try Timeular 30 days for free.

Toggl

Toggl provides users with a functional and straightforward platform for monitoring work hours. Its simplicity can be an advantage for those seeking a more basic approach to time tracking.

Toggl’s interface is designed for practicality, allowing users to start and stop timers with ease, making it suitable for individuals or teams with uncomplicated time management needs.

The app’s adaptability to various work scenarios is a notable feature, catering to freelancers or smaller teams with straightforward time-tracking requirements. Toggl’s compatibility with different mobile devices and operating systems allows for basic time tracking on the go.

Pricing: Toggle offers a free plan for up to five users and paid plans with premium features starting at €10 per user per month.

TIP: If this tool doesn’t suit your needs, read our post and discover the best Toggl alternative.

Clockify

Clockify, as one of the best time-keeping apps, positions itself as a cost-effective and practical solution for individuals and teams looking for basic time tracking needs.

The platform offers a straightforward interface for users to log their time against tasks or projects, catering to those who value simplicity in their time-tracking processes. Clockify’s focus on basic functionality can be appealing to those who prioritize a no-frills approach to time management.

One of Clockify’s notable features is its free tier, making it an attractive option for freelancers or small businesses with budget constraints. The platform’s compatibility with various devices and integrations with popular project management tools enhances its practicality, allowing users to incorporate time tracking into their existing workflows seamlessly.

While it may not boast the extensive capabilities of some competitors, its simplicity and affordability make it a viable option for those seeking a straightforward and budget-friendly time-tracking solution.

Pricing: Free plan and paid plans starting at $4.99 per month per user

The best productivity tools for personal organization

Google Calendar

Google offers a series of apps that can help you improve your overall productivity. One of them is Google Calendar.

A top scheduling app, Google Calendar stands out as a versatile tool designed to seamlessly integrate into your organization, providing a centralized hub for managing your daily schedule, appointments, and reminders.

Its user-friendly interface and intuitive design make it easy to navigate, add events, and set reminders, ensuring you stay on top of your commitments and never miss a beat.

Whether you’re juggling work tasks, personal commitments, or social engagements, Google Calendar offers a range of customizable features to cater to your specific needs. You can create recurring events, set up multiple calendars for different aspects of your life, and color-code events for quick identification.

With its seamless integration with other Google apps, you can easily share calendars with colleagues or family members, ensuring everyone is on the same page.

Additionally, Google Calendar’s cross-platform compatibility allows you to gain access to your schedule and manage events from any device, ensuring you’re never caught off guard.

Overall, Google Calendar is an invaluable resource for individuals looking to stay organized and make the most of their time.

Pricing: Google Calendar is free with a Google account, and the pricing for Google Workspace starts at $6 per user per month.

Microsoft Outlook

Microsoft Outlook is another versatile productivity app for personal organization. With its comprehensive features, Outlook helps individuals and teams stay on top of their daily tasks and responsibilities.

You can easily manage email communication, schedule appointments, and create to-do lists all in one place.

One of Outlook’s standout features is its robust email management system. Users can quickly sort and prioritize emails, apply filters, and create folders to keep their inboxes organized and clutter-free.

Outlook’s search feature also enables users to locate specific emails or conversations easily, saving them valuable time.

A top iOS productivity app, Outlook also offers a convenient calendar function, allowing users to schedule appointments and meetings with ease.

With features like reminders and alerts, individuals can stay informed and never miss an important event. Furthermore, Outlook’s integration with other Microsoft apps, such as Teams and OneDrive, enables seamless collaboration and file sharing for teams, enhancing productivity and efficiency.

Pricing: Microsoft Outlook is part of Microsoft 365. Prices start at $6.99 per user per month on the personal plan.

TIP: Learn everything about Microsoft Outlook time tracking

Calendly

Calendly is another alternative and a great productivity app for personal organization. It is a versatile scheduling tool that simplifies organizing meetings and appointments, promoting personal organization, and enhancing productivity.

Its user-friendly interface, streamlined scheduling features, and integration with productivity apps make it an invaluable tool for individuals seeking to streamline their daily tasks and improve time management. Calendly is also a great scheduling app for small businesses.

Key features that contribute to Calendly’s effectiveness for personal organization include a single scheduling platform, automatic availability coordination, flexible scheduling options, integration with productivity apps, customizable booking pages, and more.

By streamlining the scheduling process, eliminating wasted time, and enhancing overall organization, Calendly empowers individuals to maximize their productivity and achieve their personal and professional goals.

Pricing: Calendly offers a free version with basic features and paid options starting at $10 per month.

Top to-do list productivity apps

To-do list apps excel as productivity tools by offering a structured and efficient approach to managing tasks. They enable users to break down larger goals into actionable items, set priorities, and assign deadlines, providing a roadmap for daily activities.

The visual and simple interfaces of these apps enhance task comprehension, reducing mental overwhelm.

Todoist

To-do lists have always been considered one of the top to-do list apps. Recently they emerged as a powerful ally in increasing productivity as they become more practical and flexible to users’ needs.

Widely known as one of the best team productivity software, Todoist is an excellent illustration of this. It stands out as a great to-do list app that enables people to take on their daily tasks, enhance productivity, and achieve their goals by using, a well, personal to-do list.

When you create tasks in the to-do list app, you may assign due dates, organize them into distinct projects, and assign priority levels to each. Todoist offers a variety of tools for managing tasks and lists, including role assignments, timeframes, and budgeting, and integrates easily with many other apps.

Whether juggling work tasks, personal commitments, or household chores, Todoist empowers individuals to manage tasks and their time effectively, stay organized, and accomplish their objectives.

Pricing: Todoist offers a free version and paid plans starting at $5 per month.

Read also: Todoist time tracking

Things3

Things 3 is another to-do list app that blends task management simplicity, elegance, and efficacy.

Its user-friendly interface, intuitive design, and smart functionality, specially made for iOS, enable users to arrange their work, prioritize most urgent tasks, and achieve their goals.

At the heart of Things 3 lies its “Focused Inbox” concept, which serves as the central hub for all tasks. This minimalist approach eliminates clutter and distractions, allowing users to focus on the most critical items.

From the Focused Inbox, tasks can be categorized into projects, subtasks, or areas of focus, providing a structured approach to organizing, assigning tasks and managing responsibilities.

By combining visual cues, tags, and natural language processing, Things 3 allows users to quickly identify and prioritize tasks based on their importance and urgency. This intuitive system ensures that critical items receive the attention they deserve while less urgent tasks are not overlooked.

Setting due dates and reminders is another hallmark of Things 3’s efficiency. Users can assign deadlines and set reminders for specific tasks with a simple swipe, ensuring no important commitments are missed.

This streamlined approach to time management fosters a sense of organization and keeps users on track toward their goals.

Things 3’s integration with other productivity tools, such as Gmail, Evernote, and Apple Reminders, allows users to seamlessly manage their tasks across different applications, creating a cohesive ecosystem for productivity.

Pricing: Things3 app pricing starts at $9.99 for iPhone and $49.99 for Mac users.

OmniFocus

OmniFocus is one of the best tools to prioritize work. It is a robust to-do list tool for Apple devices aimed at users who need to manage many tasks.

It has several features, including the ability to create and manage multiple projects, break down tasks into smaller subtasks, use tags and custom fields to organize tasks, set due dates and reminders for tasks, and create custom perspectives to view your tasks in different ways, as well as sync with a variety of other productivity apps, including Gmail, Evernote, and Apple Reminders.

It is harder to navigate and not as user-friendly as the others mentioned above, but still a viable option, especially for users who prefer apps designed for Apple devices.

Pricing: OmniFocus plans start at $4.99 per month for the Web version of the app and $9.99 per month for Mac, iPhone, iPad, Apple Watch, and Web.

The best productivity tools for project management

Enhance your productivity with project management apps that streamline collaboration, organization, and task allocation within your team or project.

Project management apps provide centralized platforms for efficient planning, progress tracking, and resource management, fostering clear communication and coordination among team members.

Asana

Asana is one of the best productivity apps to increase productivity in project management, especially for project managers. It enables users to efficiently organize and prioritize work, collaborate with team members, and track progress.

The easy-to-use design of the project management tool, numerous features, and seamless collaboration capabilities make it a great asset for anybody looking to improve their workflow and achieve their objectives.

Asana’s ability to manage projects throughout numerous stages, from start to end, is important for people and teams managing multiple projects at the same time.

Users may keep a clear perspective of their activities, deadlines, and dependencies by creating distinct workspaces for each project, ensuring everything stays on track.

Asana also seamlessly integrates easily with multiple apps and platforms, facilitating overall workflow.

Pricing: Asana offers a free basic plan for individuals and small teams and paid versions starting at $10.99 per user per month.

Read also: How to track time in Asana

Trello

A top app for working from home, Trello is a very popular and well-known app for its project management effectiveness. It is a versatile task and project management app and platform that allows users to organize, prioritize, and track tasks, transforming complex projects into visually compelling boards.

Its intuitive interface, drag-and-drop functionality, and customizable boards make it an ideal choice for both individuals and teams seeking to streamline their workflows and achieve their goals.

With a very visual and intuitive interface, Trello’s customization capabilities extend beyond boards and lists, allowing users to personalize their cards with checklists, attachments, and comments. These features enhance task management by providing additional details, facilitating collaboration, and fostering transparency among team members.

Trello offers seamless integration with other productivity and collaboration tools too, including Google Drive, Dropbox, and Slack, for effective teamwork and communication. This integration eliminates the need to switch between multiple platforms, streamlining workflows and enabling seamless collaboration.

Pricing: Trello offers a free plan for individuals and teams and paid plans starting at $5 per month.

Read also: Trello time tracking

JIRA

JIRA is a productivity and top team management software tailored for effective project management. With its features, JIRA empowers teams to plan, track, and manage their projects efficiently.

The app excels at providing a centralized hub for collaboration, enabling teams to create and prioritize tasks, assign responsibilities, and set deadlines. Its intuitive interface makes it easy for team members to update the status of their work, fostering real-time communication and transparency within the project.

One of JIRA’s key strengths is its adaptability to various project methodologies, including Agile and Scrum. The software allows teams to customize workflows, making it suitable for a wide range of industries and project types.

Furthermore, the integrated reporting and analytics tools provide important insight into project progress, assisting teams in identifying bottlenecks and optimizing their procedures.

JIRA’s integration capabilities with other popular tools further enhance its functionality, allowing seamless collaboration and information sharing across different platforms.

Pricing: JIRA offers a free version for up to 10 users on the same account. Paid plans start at $8.15 per user per month.

TIP: Learn how to track time in Jira

The best productivity apps for taking notes

Note-taking apps are indispensable productivity tools due to their ability to efficiently capture, organize, and retrieve information. These apps enable users to quickly jot down thoughts, ideas, and important details, preventing the loss of valuable insights.

Evernote

A good macOS productivity app, Evernote is a versatile and powerful note-taking app for individuals and professionals seeking an organized approach to information management.

With its user-friendly interface and cross-platform compatibility, Evernote facilitates seamless note-taking across devices, allowing users to capture thoughts, ideas, and important information effortlessly.

Its intuitive organization features, such as notebooks, tags, and a powerful search function, enable users to retrieve and categorize notes efficiently, fostering a systematic and accessible repository of information.

One of Evernote’s key strengths lies in its multimedia capabilities, allowing users to incorporate text, images, audio, and even handwritten notes within a single platform. This versatility makes it an ideal choice for a wide range of users, from students organizing class materials to business professionals consolidating meeting notes and project ideas.

Evernote’s synchronization across devices ensures that users have access to their notes anytime, anywhere, promoting a seamless workflow.

In essence, Evernote is one of the best note-taking apps, providing a comprehensive solution for effective note-taking and information organization.

Pricing: Evernote offers a free trial with limited notes and uploads. Paid plans start at €8.33 per month.

Google Docs

As mentioned above, Google Workspace offers a wide range of apps that can help boost productivity, such as Google Calendar, Google Sheets and Google Docs.

While Google Docs is primarily recognized as a collaborative document editing tool, its capabilities extend seamlessly to serve as a versatile and efficient note-taking app.

It’s real-time collaboration features make it an ideal platform for group note-taking, enabling multiple users to contribute and edit notes simultaneously. The platform’s cloud-based nature ensures that notes are accessible from any device with an internet connection, promoting flexibility for users on the go.

GDocs, as well as Google Sheets, excels in its simplicity and accessibility, providing users with a straightforward interface for creating and organizing notes. The incorporation of formatting options, lists, and the ability to insert images and hyperlinks enhances the richness of notes, accommodating various styles of information capture.

The built-in sharing and commenting features facilitate collaboration, making it easy for users to receive feedback or input from peers.

The integration with other Google Workspace applications further enhances its utility, allowing seamless transitions between note-taking, document creation, and communication within a unified ecosystem. All your documents are stored on your Google Drive.

In essence, GDocs emerges as a robust and collaborative solution for writing notes, combining the benefits of real-time editing, accessibility, and integration within the widely used Google Workspace.

Pricing: Google Docs is free with a Google account, and the pricing for Google Workspace starts at $6 per user per month.

Read also: iOS productivity apps

OneNote

Microsoft One is a good Windows productivity tool and a reliable alternative for those who are not fans of Google Workspace is Microsoft OneNote.

OneNote is a comprehensive note-taking app that offers a rich set of features, making it a powerful tool for productivity. With its intuitive and user-friendly interface, it allows users to capture and organize information in a highly flexible manner. Users can create notebooks with sections and pages, providing a hierarchical structure for note organization.

The app supports various media types, including text, images, audio recordings, and even handwritten notes, offering a versatile platform for capturing diverse forms of information.

One of the standout features of OneNote is its seamless integration with the Microsoft Office ecosystem. Users can easily embed Excel spreadsheets, PowerPoint presentations, and Word documents directly into their notes.

This integration enhances productivity by consolidating various types of content in one centralized location.

Additionally, OneNote’s synchronization across devices ensures that notes are accessible from desktops, laptops, tablets, and smartphones, allowing users to stay organized and productive on the go.

Pricing: Microsoft OneNote is part of Microsoft 365. Prices start at $6.99 per user per month on the personal plan.

Top-rated productivity software to help you focus

Enhance your productivity with focus apps that are tailored to minimize distractions and optimize your concentration during work. These apps often include features like website blockers and task-specific timers, creating an environment conducive to deep, uninterrupted work.

Freedom

Freedom is a top-rated app for focus and concentration by empowering users to control and limit their digital distractions.

With a focus on combating the pervasive issue of information overload, Freedom allows individuals to block distracting websites, apps, and even social media platforms during designated work periods.

This deliberate approach to digital detoxification enables users to create a focused work environment, minimizing the temptation of mindless scrolling or time-wasting activities.

One of Freedom’s key features is its customizable scheduling options, allowing users to plan focused work sessions and allocate specific times for breaks. This flexibility caters to different work styles and preferences, ensuring that users can tailor their productivity strategy to suit their needs.

Freedom’s cross-platform functionality, supporting various devices and operating systems, ensures that users can maintain a distraction-free environment across their entire digital ecosystem.

Pricing: Freedom costs $8.99 per month and offers a free trial period.

Forest

With a very unique and engaging approach, Forest helps users to focus and concentrate by using a different and more sustainable approach.

The app turns a simple productivity app back into a game by allowing users to “plant” a virtual tree when they start a focused work session. The tree grows during the set time, but if the user navigates away to a distracting app or website, the tree withers.

This gamified concept encourages users to resist the urge to procrastinate, fostering a sense of accomplishment as they see their virtual forest flourish with completed work sessions. The visual representation of productivity in the form of a growing forest serves as a motivational tool to help users stay on track and maintain concentration.

Beyond its gamification aspect, Forest incorporates a charitable element. Users earn virtual coins with successful focused sessions, which can be used to plant real trees through Forest’s partnership with Trees for the Future. This not only adds a sense of purpose to the app but also contributes to environmental sustainability.

By combining a gamified approach with a charitable incentive, Forest stands out as an innovative tool that not only promotes focus and concentration but also allows users to make a positive impact in the real world.

Pricing: The app offers a free basic version on Android and costs $3.99 for iOS users.

Pomodoro timer

A Pomodoro timer is a productivity tool based on the Pomodoro Technique, developed by Francesco Cirillo in the late 1980s. The technique involves breaking work into intervals, traditionally 25 minutes in length, separated by short breaks. These intervals are known as “Pomodoros.”

The Pomodoro timer helps users adhere to this focused work-break cycle. After completing four Pomodoros, a more extended break is taken.

The Pomodoro timer is a valuable productivity app because it promotes a structured and systematic approach to work. By breaking tasks into manageable time blocks, users can maintain concentration, reduce burnout, and enhance overall efficiency.

The timer serves as a visual and auditory cue, creating a sense of urgency during work intervals and encouraging users to stay focused.

This technique has proven effective in managing time, combating procrastination, and improving work quality, making the Pomodoro timer a popular and beneficial productivity app.

Suggestion:
Daily and weekly time blocking templates
Use Timeular’s Pomodoro timer for free

Other productivity apps

Notion

Notion is one of the most popular productivity apps since it offers multiple features and templates suitable for all types of people and businesses and with many customization options. For example, Notion is widely used and considered a top time blocking software.

Users can create workspaces according to their current needs and tasks, create to-do lists, set deadlines, assign tasks, manage projects, and track their progress.

A top-rated AI productivity tool, Notion’s key strengths lie in its collaborative features, fostering teamwork and knowledge sharing. Users can collaborate in real time, making it an ideal tool for project collaboration, brainstorming sessions, and team documentation. Notion’s ability to seamlessly integrate various media types, including text, images, and files, enhances the richness of content creation.

Pricing: Notion offers a free plan option with several features. Paid plans start at $15 per user.

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LastPass

Last Pass is one of those time-saving password manager apps that can help you with multiple passwords from the many apps and platforms you use daily. The password manager app streamlines and enhances online security by simplifying password management and addresses this issue by providing a secure vault where users can store and organize their passwords.

The password management app generates strong, unique passwords for each account, eliminating the need for individuals to memorize multiple complex combinations.

LastPass also offers browser extensions and mobile apps, ensuring seamless integration with various platforms and devices. Its auto-fill feature accelerates login processes, saving valuable time while maintaining a high level of security.

Beyond password management, LastPass goes the extra mile by offering features like secure notes and the ability to store sensitive information such as credit card details and Wi-Fi passwords.

Pricing: Last Pass offers a free plan that does not include multiple device syncing. Paid plans start at $3 per month.

If This Then That (IFTTT)

IFTTT is a powerful productivity app that automates tasks and connects various apps and devices through simple conditional statements.

The platform operates on the principle of creating applets, where users define triggers (the “if this” part) and corresponding actions (the “then that” part). This allows users to set up automated workflows that respond to specific events.

IFTTT supports an extensive array of services, ranging from social media platforms and smart home devices to productivity apps and email services. The result is a seamless integration of different tools, enabling users to streamline their digital activities and enhance overall efficiency.

One of IFTTT’s strengths is its user-friendly interface that makes automation accessible to users with varying technical expertise. Whether automating social media posts, receiving weather updates, or syncing files across devices, IFTTT simplifies complex tasks by providing a straightforward platform for creating custom applets.

The app’s versatility extends to both personal and professional domains, making it an invaluable tool for anyone seeking to automate routine tasks and optimize their digital workflow.

Pricing: The app is free and also offers a pro-paid plan with more applets and tools. Pro plan prices start at $3.33 per month.

What to look for when choosing a productivity app

Choosing the right productivity tool can significantly impact your ability to get things done. With so many options available, it’s important to carefully consider your needs and preferences to find the tool that best suits you.

Here are a few factors to keep in mind when choosing a productivity app:

1. Understand your needs and goals

Take a moment to reflect on your specific productivity goals. What areas of your workflow need improvement? Are you seeking better time management, task organization, focus enhancement, or collaboration support? Clearly defining your needs will guide your app selection.

2. Assess your work style and habits

Consider your current work preferences and identify areas where you feel productivity could be boosted. Analyze your tasks, time management practices, and distractions that might hinder your focus. This self-evaluation will help you select apps that align with your working style and address your specific pain points.

3. Evaluate features and functionalities

As you explore different productivity apps, scrutinize the features and functionalities that align with your requirements. Consider aspects like task management tools, time-tracking capabilities, note-taking options, project management features, and communication tools. Prioritize apps that offer the essential features that will enhance your productivity.

4. Read user reviews and compare pricing

Before committing to a particular app, thoroughly read user reviews to gain insights into real-world experiences and potential drawbacks. Compare pricing plans to ensure you’re selecting an app that fits your budget and usage requirements.

5. Consider cross-platform compatibility

Choose best productivity apps compatible with your preferred devices—desktops, laptops, smartphones, and tablets—for seamless productivity on the go. This is crucial for staying productive without limitations.

6. Try out free trials or demos

Many productivity apps offer free trials or demos to allow you to experience their best features firsthand. Take advantage of these opportunities to evaluate the apps’ usability, interface, and effectiveness in addressing your productivity goals.

7. Experiment and adapt

Productivity apps are tools to enhance your workflow, not replace it. Experiment with different apps and find the ones that best complement your working style and preferences.

8. Evaluate and refine your app selection

Regularly evaluate all the apps that you use to ensure they continue to meet your needs and align with your productivity goals. Identify areas for improvement and explore new apps that may offer more advanced features or better cater to your evolving needs.

Conclusions

With so many options available in the market, you might feel like it is impossible to choose a good productivity app. The good news is that you can always try and see which one is more suitable for your needs.

Remember, the best productivity apps are those that seamlessly integrate into your workflow and genuinely enhance your productivity.

By carefully evaluating your needs, exploring app features, and experimenting with different options, you can find the tools that help you achieve your goals and achieve peak productivity.

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The Best Scheduling Apps For Small Business in 2024

As a small business owner, you constantly balancse efficiency with a personal touch.

But manual scheduling, last-minute meetings, and chasing clients prevent you from focusing on what matters the most. While the relationship between stress and entrepreneurship is well-documented, we won’t dive into that.

In this article, we’ll share a list of the seven best scheduling apps for small businesses, how to choose your scheduling app, and a practical way of upgrading your appointment scheduling app efficiency.

Track time automatically with zero effort

Timeular’s easy and smart experience, paired with its powerful reporting and leave-tracking functionalities, makes time tracking a delight.

If you’re looking for a solution to automate your schedule and support employees to have more focus and interrupted time, you’re in the right place.

Today we will talk about the best scheduling apps tailored for small businesses. You will learn about the pros, cons, and prices of the software we’ve selected for you.

By the end of the article, you’ll be able to choose the scheduling solution that best fits your needs. Stay with us until the future; we’ll reveal some precious tips about how to make our schedule even more efficient.

What are scheduling apps?

Scheduling apps are software programs that facilitate appointment booking processes and task management.

For some businesses, that means automatically scheduling meetings with leads. For others, it means managing employee shifts and client appointments.

Free eBook: How to plan your team’s time?

Get your free copy and discover how to leverage the power of time tracking in your team.

Scheduling apps help small business owners stay on top of all the moving parts of their operations. This is crucial for time management and maintaining an excellent work-life balance.

What are the best scheduling apps for small businesses?

Below, you’ll find our top choices for scheduling apps. If you, by any chance, decide to create schedules manually, use the free work schedule templates created by our team.

1. Calendly

Budget: $0 – $16 per month
Integrations: With the most popular calendars
Customer care G2 ratings: 9/10

Calendly is one of the most popular scheduling apps on the market, and it’s easy to see why. The app saves time and eliminates the back-and-forth of scheduling appointments. It integrates with Google Calendar, Outlook, and other major calendar platforms, making it easy to keep track of your schedule.

Integrate Calendly with Timeular to track time spent on meetings

One of the best things about Calendly is its flexibility. You can use it to schedule appointments with clients, customers, or colleagues, along with team meetings, webinars, or events. Plus, if you have a busy schedule, Calendly has a great feature that allows you to block out time for specific tasks through whatever calendar app you use.

Calendly offers a free-forever plan that will give you access to some of the core features you need. However, if you’re looking to take advantage of Calendly’s scheduling features, you’ll probably want to upgrade to a professional account for $12 per user per month.

Learn how to integrate Timeular with Calendly.

2. OnceHub (former ScheduleOnce)

Budget: $0 – $950 per month
Integrations: Supports multiple integrations: Video conferencing, calendars, and CRMs
Customer care ratings: 9.1/10

Free eBook: How to plan your team’s time?

Get your free copy and discover how to leverage the power of time tracking in your team.

OnceHub is a top-rated scheduling app designed to streamline the lead nurturing process.

Like Calendly, ScheduleOnce integrates with major calendar platforms to match prospects with the right person for every meeting.

Within the app, small business owners have access to a suit of powerful features that will help them make the most of the time they have, including:

Panel Meetings: Leads can schedule meetings with a panel of team members. The panels can be set in advance or based on the team members available at the time.
Priority Assignment: Leads are automatically routed to team members based on their experience level.
Meeting Templates: Leads can choose from various meeting types when picking their time slot. These templates help your team prepare and give the meeting a sense of structure.

ScheduleOnce offers a high-value free-forever plan that grants access to many key features a small business needs.

3. Appointy

Budget: $0 – $79.99 per month
Integrations: Integrates with video conferencing apps and most calendars.
Customer care ratings: 9.4/10

If you’re looking for an app that’s specifically designed for small businesses, Appointy is a great option.

The app offers a variety of features to help you manage your appointments, including:

Customizable Appointment Forms: You can create custom forms for new and returning customers to fill out before their appointment. This helps you gather the information you need ahead of time.
Automatic Reminders: Appointy will automatically send confirmations and reminders to your customers, so you don’t have to worry about forgetting anything.
Client Management: Keep track of your appointments and history with Appointy’s client management features.
Reporting Tools: Get insights into your business’s appointment trends with Appointy’s reporting tools.

One of the best things about Appointy is that your customers (or team) can schedule meetings from wherever they are.

If you have a website, the Appointy widget can be easily integrated. If you don’t, you can use Facebook as a booking platform or the unique subdomain provided with every Appointy account.

In terms of downsides, it must be said that Appointy’s UI leaves a bit to desire, in our opinion. If you only care about features, Appointy might be perfect!

4. Acuity Scheduling

Budget: $14 – $45 per month
Integrations: Supports multiple integrations.
Customer care ratings: 9.3/10

Acuity Scheduling is perhaps the simplest scheduling app on this list in terms of features. Team members and clients can choose appointments based on their availability.

Integrate Acuity with Timeular to track time spent on meetings

These appointments are shown in your Acuity calendar (and whatever external calendars you connect). Nothing flashy.

That said, Acuity Scheduling is still one of our favorites because of how simple, clean, and effective.

Everything is minimal, so your clients (and employees) should have no trouble booking a time slot.

Learn how to integrate Timeular with Acuity.

5. Deputy

Budget: $3.50-$4.90
Integrations: Integrates with payroll, point of sale, and HR systems
Customer care ratings: 9.0/10

With Deputy, small business owners can manage shifts and payroll. To use the software, you need to be tech-savvy, as the setup and the onboarding may not be that intuitive.

Deputy supports many integrations with the most popular management software, such as Gusto, QuickBooks, BambooHR, and Revel.

Beyond scheduling, Deputy supports other features such as demand forecasting, taking pictures, and break compliance.

Connect Deputy with Timeular

Learn how to integrate Timeular with Deputy.

7. Doodle

Budget: $0-$8.95
Integrations: Supports multiple integrations
Customer care ratings: 8.7/10

Doodle is a powerful software for scheduling meetings with clients, colleagues, and teams. This is especially good for managing multiple schedules in conflict.

Key features of Doodle are:

Booking Page: Take bookings directly into your calendar by just sending a link. The feature will also help you prevent no-shows as it will send automatic reminders to future attendee group pools. It will also prevent juggling between people’s schedules. It helps you find the right moment to plan a meeting and ensure everyone is free to join.

Doodle is now fully equipped for full remote work with integrations with Zoom, Google Meet, or Webex. It offers robust security and works best for people in need to manage multiple groups of people.

Read more about the best Time Management Techniques.

Why do small businesses need scheduling apps?

There are crucial reasons why small businesses need scheduling apps.

Save time: A good scheduling app automates much of the manual work of managing a schedule. This improves business efficiency because it frees business owners and employees time to focus on more critical tasks.
Stay organized: Tracking everything in a central location helps avoid double-booking, overscheduling, and other common mistakes.
Keep employees updated: Everyone will be on the same page, knowing what’s happening inside the company.
Improve communication: With many stakeholders in a small business, it’s essential to have clear and consistent communication. Scheduling apps can help with that by providing a single platform for everyone.
To back up quickly from errors: With everything in one place, it’s easier to catch errors and make corrections on the schedule. This helps businesses avoid permanent mistakes that can impact their bottom line.

How to choose the best app for your business?

There are a lot of great scheduling apps on the market, but not all are suited for small businesses.

Some factors you may want to keep in mind when choosing a scheduling app include:

The size of your business: If you have a large team, you’ll need an app that can accommodate everyone. On the other hand, if you’re a solopreneur, you may not need all the bells and whistles that come with more robust apps.
The type of business you have: If you have a service-based business, you’ll need an app that allows online booking. On the other hand, you may not need that feature if you run a retail store.
Your budget: Scheduling apps can range in price from free to several hundred dollars per month. Be sure to choose an app that fits within your budget.
The integrations you need: Which tools are you currently using? You want to choose a scheduling software that integrates easily with your current tech stack.
Customer support: We don’t want to be stuck at 11 pm at night waiting for a customer support answer, right? Make sure to choose an app with excellent customer support reviews.

The bottom line is that there’s no one-size-fits-all solution for scheduling apps. But by considering your needs, you can narrow down your options and choose the best app for your small business.

Learn how to build a Time Management Plan.

The secret to upgrading your scheduling efficiency

If you want to capture accurate timesheets and facilitate complex schedule management, consider doing time tracking.

Time tracking is a time management technique that measures how much time you and your people use to accomplish a task. Far from being micromanaging, time tracking is a compelling strategy to perfect your planning abilities.

Those are some benefits of time tracking:

Employers benefit from:

Streamlined payroll: When employees are using a time tracking tool, they can seamlessly transfer data from the app to their payroll solution and minimize steps and human error.
More accurate project estimates: When employers know how long it takes for their employees to complete tasks, they can accurately predict how long a project will take and reduce scope creep.
Better team management: You can ensure that your team is working on tasks that align with their skill set and aren’t overworking themselves.

Read also: How to calculate payroll hours

Employees benefit from:

Task delegation: Some employees aren’t always doing the work that they’re good at, and they keep it to themselves because they don’t want to seem like they’re complaining. But when you’re tracking your time, your manager can see what tasks you excel at and which ones would be completed more efficiently by another team member.
Balanced workloads: Employees also don’t like to tell their managers they’re over or underworked. But you don’t have to with time tracking because it’ll tell them for you.

Increased productivity: With all these different eliminates potentially working in your favor, you’ll be able to increase your productivity.

Track time automatically with zero effort

Timeular’s easy and smart experience, paired with its powerful reporting and leave-tracking functionalities, makes time tracking a delight.

Conclusion

The progress of appointment scheduling apps like Calendly, OnceHub, Appointy, Acuity Scheduling or Deputy have revolutionized time management for small businesses.

These tools streamline the appointment process and integrate seamlessly with popular platforms like Google Calendar, enhancing overall efficiency.

The right online booking solution, tailored to a business’s needs, can significantly elevate operational effectiveness, allowing business owners to focus on growth and customer service.

How do appointment scheduling apps integrate with Google Calendar?

Most scheduling apps, including Acuity Scheduling and Square Appointments, offer seamless integration with Google Calendar. This means that any appointment booked via the online booking page is automatically updated in Google Calendar, ensuring real-time schedule synchronization.

Can I customize the booking page in these scheduling apps?

Yes, many scheduling apps allow for the customization of the booking page. This feature, available in apps like Acuity Scheduling, enables businesses to align the booking experience with their brand, offering a personalized touch to their online booking process.

Are these scheduling tools suitable for managing employee shifts as well as client appointments?

Absolutely. Tools like Deputy are specifically designed to handle both employee shift management and appointments efficiently. This dual functionality makes them versatile options for small businesses looking to streamline various scheduling needs.

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Time Budgets 101: How to Make Every Second Count

For many of us, there is no doubt that the 24 hours of the day aren’t enough for everything that needs to be done.

Considering that the average adult should be spending eight hours sleeping and the usual work shift also lasts eight hours, the time left for extra work, house chores, and personal things is little.

That is why designing a time budget is essential.

Following a time budget can be extremely helpful. The belief that there is not enough time in a day can be crippling and entirely untrue.

Let’s see why and how time budgeting can help.

Start tracking your time effortlessly to make the most out of your time budget

“I love how robust Timeular is. It’s increased our ability to see what’s going on in the business and helped us understand what changes are needed to maintain profitability.” – Kaitlin Snow Seamons

What is a time budget?

A time budget is similar to a financial budget, but instead of money, it involves planning and allocating our time intentionally to make the most out of our days.

It’s a vital time management technique that allows us to be aware of where our time is spent and work with greater focus and productivity.

5 reasons you and your team need time budgeting

Apply time budgeting techniques is advantageous in the workplace. It helps teams to set realistic goals and to stay true to what they’ll be able to accomplish.

It’s essential to follow a schedule that keeps you on track while performing tasks, mainly because time budgeting helps with discipline and productivity and is a great help in decision-making.

Whether you are a team member or a team leader, get to know the top benefits of budgeting your time.

Download:

Free Schedule Templates (Google Sheets, Excel, PDF)
Time management templates (Google Sheets, Excel, PDF)

1. Tasks get organized by priority

As for other time management techniques, organizing tasks by their importance is the first step towards planning successfully.

The dilemma over which task is more important is a very common one. Even more so when we confront time for work and time for family and personal things.

A balance between all areas of life and between work tasks can be achieved with a time budget.

It’ll give you a clear conception of which task is essential and which is not. While practicing this, you’ll always know how to organize your schedule and what to do first.

Read our blog about the best prioritization methods to organize your tasks.

2. Progress is measured and recorded

Analyzing your performance and keeping track of your progress is very important for career growth.

If you want to develop yourself and have goals towards this, self-performance analysis is a must.

Budgeting your time can bring a way to observe your performance based on your day-to-day activities.

Having this awareness helps you compare daily performances until you find your stride. Motivation can be found in having this kind of control.

3. Deadlines are easily met

Not being able to meet deadlines due to lack of time is one of the most common phrases in the corporate world.

A reason that justifies this, when there aren’t more severe problems, is the failure to estimate the amount of time needed for a task.

If you’re not considering blocks or obstacles down the road, likely, the project won’t be finished in time.

This can cause delays for the whole team. Creating a balanced time budget might help avoid these situations.

4. Work is done consistently, avoiding stress

Are you familiar with the story about the hare and the tortoise? “Slow and steady wins the race” is the lesson that the story gives us—a lesson in patience, consistency, steadiness, and perseverance.

Be thorough in your work, and read through documents twice or three times if necessary. Being this careful demands time, and not planning for this is a mistake many teams make.

Uncertainty and last-minute issues must be part of your time budget to avoid rushing and stressing out constantly. Work remains a pleasant experience, and everyone is happier and more fulfilled.

Free eBook: How to work smart, not hard

Get your copy of the eBook and learn top productivity tips for teams and their leaders

5. A better work-life balance is easily achieved

By correctly allocating time, you’re avoiding blending personal and professional time.

Your time will be better distributed, and you might even be surprised by how much free time you can gather at the end of the day.

achieve better work-life balance with time budgeting

How to create a time budget in 3 steps

How to start budgeting your time? What is the best way to start budgeting? Before moving further, it’s crucial to observe your day as it is and take note of how you spend your time.

Be a little more aware and use a time-tracking app to gather information on your current routine.

With this knowledge, you’re ready to start your budget process.

1. Identify key priorities

This is one of those techniques that allow you to start big. If you put tasks aside for a few minutes, please focus on the key priorities.

Big goals, areas of responsibility, and significant roles. In this step, you can brainstorm ideas for each one of these important areas, being as general or as specific as you need.

2. Allocate exclusive time for each area

Next up, you need to figure out how much time you’ll spend in each area. Of course, there’s no set rule for this; it all depends on many factors.

You’ll end up allocating the time that you consider necessary. Just don’t forget to save extra for unforeseen issues.

Don’t over-commit, meaning you shouldn’t dedicate all your available time to your budget. Leave time off this planning for simply living.

Evaluate your budget from time to time and make the adjustments you need. Time budgeting is, after all, a personal thing. If applied to a team, it also needs to be adjusted to its needs.

3. Go ahead and spend your time

With your time distributed as you see fit, now you need to go and spend it.

Track your spending time to make sure it gets as close as possible to what you originally planned.

There are many ways to track your and your team’s time, but the most effective is to use a tracking tool like Timeular. Timeboxing can also help stay on top of your priorities and stay organized.

Keep track of your time budget. Reviewing progress and adjusting the budget is a part of the process, as important as the planning itself.

Priorities change, things happen, and being able to review and adjust keeps your time budgeting dynamic. This is what’s going to help you in the long haul.

Time budgeting: a real-life example

Following, we’ll provide two examples of time budgeting. The first is for a single individual; the second is for a fictitious team. Feel free to adjust the example to our needs and use it as a baseline to learn the technique.

Time budgeting for Sonia, Marketing Manager at XYZ company

Key areas this week	Activities of the week	Time budget allocated (%)
Have a marketing strategy for next quarter	Brainstorm ideas, lead meeting budget with stakeholders, create the marketing strategy	30%
Reinforce team cohesion	Prepare team building on Tuesday, schedule and do 1:1s, coaching	10%
Personal care	Pilates, meditation, reading, doctor appointment	20%
Family	Play with kids, bring Helen to the doctor, be at school meeting	30%
Relationships	A night out with Peter, lunch with Stephany, Dinner at Sonia’s	10%

Time budgeting for Sonia’s marketing team

Key areas this week	Activities of the week	Time budget allocated (%)
Prepare marketing strategy	Prepare assets, create copy, allocate budget, and select audience	20%
Clients’ website live	Check copywriting, insert images, improve SEO, get final approval	30%
Fix bugs on the website	Launch the Black Friday campaign	30%
fix homepage bugs, resolve issues with the pricing form	fix homepage bugs, resolve issues with pricing form	20%

TIP: Include timesheet software for marketing agencies to improve time budgeting.

FAQs

Does time budgeting work?

Yes! Because time budgeting helps estimate and allocate time to high-priority tasks, establishing priority and better organization of time, we can say that it works.

It may take some time to do your time budget work, and you might need to cut some things off and deal with unexpected obstacles.

But time budgeting isn’t about perfection. It’s about being aware and using your time in the best way possible.

Why is budgeting so time-consuming?

Creating any budget can be very time-consuming. However, it is an essential technique, especially when organizing time.

You’re not only keeping track of everything you need to do but not wasting any time you can spend with family and friends or exploring a hobby later in the day.

Is budgeting a waste of time?

No, budgeting of any kind is not a waste of time. Especially is planned sustainably. Avoid falling into a desperate cycle of budgeting and following it to perfection.

Restrictions and lack of flexibility in setting goals, time tracking, or budgeting can backfire on your goals.

Did you know that time management is one of the most important soft skills?

Conclusion

Creating a new habit always takes some adjustment, but having some discipline and respect for the boundaries of your time budget is fundamental.

Please ensure that work hours are for that and save time for your personal life and some moments of self-care.

By budgeting your time, you’re creating a framework to assess and adjust your life balance accordingly.

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Complete Guide To Rapid Planning Method (RPM)

Nowadays, it becomes even more challenging to commit to a day-to-day routine. There’s a more visible struggle to complete the goals established for a great personal and professional life. The Rapid Planning Method was created to eliminate that frustration and transform your thinking.

Where does your time go? Start tracking your time to plan for maximum productivity

“I’ve doubled my revenue thanks to Timeular and managed to halve how much I work.” – Valdemar Alfred, Owner of Valdefar

This method allows you to stay proactive while juggling all the aspects of your personal and professional life. This article lets you know what RPM is, how it works, and its effectiveness.

What does Tony Robbins’ RPM stand for?

Tony Robbins created the RPM, universally known as the Rapid Planning Method. According to his Workbook – Time of your life:

“The first step toward taking back your focus and achieving the realization of your vision is to ask yourself three questions in a specific sequence on a consistent basis, the RPM system. Although RPM stands for the Rapid Planning Method, you can also think of it as a Results-oriented/Purpose-driven/Massive Action Plan.

The sequence is critical, because if you don’t know what you want, why you want it, and then create a plan for how to get to it, in that order, your actions will not be sustainable through life’s challenges, and you’ll have little possibility of experiencing what it is you truly desire.”

This evolved way of thinking grants you the pleasure of experiencing the goal fulfillment you’ve always envisioned for yourself. There are three distinct steps that you must take to step into the RPM’s management technique.

Through your daily, weekly, or even monthly tasks, this method guarantees that you accomplish its three pillars.

The achieved desired Result you want and/or need, for the Purpose you established. That concludes your power to get started on the Massive Action Plan.

What’s the Rapid Planning Method?

The Rapid Planning Method by Tony Robbins is a straightforward time management technique that helps you boost productivity and reach your goals by focusing on clear objectives, purposeful actions, and continuous progress toward success.

According to Tony Robbin’s Workbook – Time of your life: “RPM is a system of thinking, not a time management system. The goal in life is not to manage time, but creating a life that is absolutely fulfilling, a life that is always growing and contributing.”

This time management technique welcomes you to explore your potential to its fullest. Furthermore, it eliminates every negative aspect you may feel during your planning, such as frustration, fear, and stress. That effect leads your energy and focus to the desired result to get you started on your action plan.

Free eBook: Top techniques for how to best manage your time

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How does the RPM of Tony Robbins work?

The question that remains is – How does RPM work? Such as 3 pillars are standing on the method, and there are also 3 questions you must answer:

1. What do I want?

In this question, you must consider what result would be significant to you on a personal or professional level.

For example, let’s say you have your own business with incoming projects from various clients. For that effect, you must look for a measurable result such as “I want to deliver five projects per month”.

2. What’s my purpose?

For this question, you need to dig deeper, to understand what drives you to need this result and why.

It’s important to perceive this result’s general and objective impact and purpose in your life. For example, on the same topic of having your own business, it could be because you want to grow your company.

3. What do I need to do? What’s my massive action plan?

This final question is the most complex, and yet it’s the one that will give you that jumpstart you need to implement the Rapid Planning Method.

This is where you can combine multiple ideas and actions that better suit your result. For example, on the same topic of having your own business, you could promote your company via social media to gain more clients.

Take the first step towards organizing your work and start tracking your time

“We have become 20% more profitable because everyone is in the habit of time tracking.” – Richard Wingfield, Head Geek at Envision Design

How do you get the best from RPM?

There’s a rich learning experience you can take from Tony Robbins’ Rapid Planning Method. There’s a structured way where you can place all of your insights from your results, purpose, and action plans.

1. Capturing

Human beings are known for being great multitaskers. But the truth is that you’re inflicting stress on your brain accumulating all that information.

The best solution is simply to put it on paper, and then you’ll be able to see your goals more clearly.

Free eBook: Top techniques for how to best manage your time

Get your free copy now and gain expert insights on how to effectively manage your time

2. Start the chunking process

Once you’ve gathered all the information in your head, you can start the chunking process.

This process consists of the filtration of everything because some things are in the business category, and others in the personal category.

The goal is to assign what stands as a goal that you want to achieve or as something you need to do. For example:

1) Business: deliver five projects per month

2) Personal: organize a family dinner

3. Create your RPM chart

By creating your own RPM chart, you can really focus your energy on the important results you want to achieve.

Through these organized insights, you can put into perspective what you want to do to feel absolutely fulfilled. According to Tony Robbins’ Workbook, your chart could be like so:

Massive action plan	Result	Purpose
“Promote my company via social media to gain more clients”	“I want to deliver five projects per month”	“I want to grow my company”

4. Creating fun, empowering roles

It’s important to assign yourself to incredible and fun roles that you’d never imagined.

That alone will create a child-like mindset that will allow an amazing sense of enthusiasm that you haven’t felt since you were little.

TIP: Discover other methods of managing time with the best books for time management.

a whiteboard with tasks planning and status

Is RPM effective?

Yes! The truth is that Tony Robbins’ RPM is a perfect tool for reorganizing your priorities.

It’ll keep you on your toes to maintain you focused on the ultimate goal you want to achieve. With this new thinking method, you’ll:

Retrieve control in your personal and professional life;
Gain new energy focused only on the results you want to achieve;
Eliminate the psychological weight of a to-do list;
Evolve into a new way of thinking that gives you results, purpose, and action plans;
Get an incredible sense of fulfillment with the accomplished goals.

Conclusion

In light of Tony Robbins’ RPM, it’s important to remember that this method doesn’t need to work for your life balance and productivity.

It’s amazing the access we now have to explore new options that work differently. You must keep looking for the best time management tool to guide you to the results and sense of fulfillment you’ve always desired.

If this method isn’t the best for you, you can try the 5/25 rule of Warren Buffet, Eat the frog technique, MoSCoW method or the ABCDE method which allows you to prioritize your tasks and improve your time management.

FAQs about RPM

Who invented the “Rapid Planning Method”?

The Rapid Planning Method was created by the American author Tony Robbins. He’s recognized for being an excellent businessman, as well as a business coach and financial trainer. He has worked for more than 50 companies and hosts numerous events and seminars.

What planner does Tony Robbins use?

Tony Robbins has used RPM Life Planner since its creation.

Why did Tony Robbins create RPM?

Everything started when Tony had many dreams that he would like to accomplish, but he didn’t want just to think about them. With the RPM’s new thinking system, he could focus and fulfill his dreams. That was achieved due to the creation that gave him a clear view of his goals.

Do I only succeed if I go by the rules of Tony Robbins’ RPM?

No. There are several time management techniques that can help you improve your productivity. You have to try them and choose the best that works better for you.

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