Time Tracking Reveals Actual Work Output and Inefficiencies
TL;DR
- Tracking billable hours, like lawyers and accountants, reveals actual work output, enabling more rational allocation of time to strategic activities versus perceived effort.
- Time tracking data provides objective reality, allowing individuals to make informed decisions about time allocation, moving beyond subjective impressions of workload.
- The practice of time tracking, even when disliked, yields significant insights into actual working hours versus estimated hours, correcting inflated self-perceptions.
- Identifying time spent in meetings through tracking can prompt a critical evaluation of their necessity, freeing up substantial hours for core job functions.
- Understanding precise time allocation allows for conscious decisions on prioritizing tasks like planning or business development, ensuring alignment with goals.
- Consistent time tracking, even for non-billable hours, cultivates a habit of valuing time as a resource, leading to more intentional spending.
Deep Dive
Acting as a lawyer or accountant for one work week by meticulously tracking time offers a powerful, data-driven method for understanding and optimizing work allocation. This practice, though often disliked for its granular detail, yields significant second-order benefits by revealing the reality of how hours are spent, enabling more rational decisions about time usage and ultimately leading to a more effective allocation of this valuable resource.
The core insight is that perceived work hours often diverge significantly from actual productive time. Lawyers and accountants, accustomed to billing in six-minute increments, possess a clear view of where their time goes. For individuals not bound by such strict tracking, the perception of working 40, 50, or even 80 hours a week can be inflated. For example, the speaker realized their own average work week was closer to 35 hours after diligent tracking, rather than the perceived 50. This discrepancy arises because daily work is often interrupted, and non-traditional work like checking emails on weekends or early mornings doesn't always translate into a linear increase in perceived output. The second-order implication is that without this data, individuals cannot accurately assess if their current time allocation aligns with their goals, such as spending more time on planning or strategic initiatives.
Furthermore, time tracking exposes inefficiencies in how work is conducted. Many people attempt to multitask, leading to reduced productivity, or find themselves constantly distracted, eroding the actual work content of their day. A common revelation is the disproportionate amount of time spent in meetings, some of which may not be essential. If 25 hours of a 40-hour work week are consumed by meetings, only 15 hours remain for other critical tasks. This stark realization can motivate individuals to re-evaluate meeting necessity and duration. The downstream effect is a more focused approach to work, enabling individuals to consciously shift time towards activities that offer higher value or strategic importance, rather than passively accepting current patterns.
Ultimately, the value of time tracking lies in its ability to provide objective data on reality. By treating work time as a billable asset, akin to a lawyer or accountant, individuals gain the clarity needed to make informed choices about resource allocation. This data empowers them to dedicate more time to what truly matters and less to what does not, fostering a more intentional and effective use of their working hours.
Action Items
- Track working hours: Log time in 6-minute increments for 1 week to identify actual work distribution.
- Analyze meeting time: For 1 week, quantify hours spent in meetings to assess necessity and impact.
- Measure actual work week: Calculate average weekly working hours over 1 month to compare against perceived workload.
- Identify time sinks: For 1 week, categorize activities consuming >1 hour to pinpoint inefficient task durations.
- Create personal time budget: Allocate target percentages for planning, client work, and direct reports based on tracked data.
Key Quotes
"Many have told me about having to bill their working hours to different clients that means tracking their time often in small increments like six minutes that is one tenth of an hour these tend to be highly paid folks and six minutes for a 500 an hour lawyer is 50 still worth noting"
Laura explains that lawyers and accountants often track their time in six-minute increments, which translates to significant earnings for high-paid professionals. This detail highlights the granular nature of time tracking in these professions and its direct financial implications.
"I know that often this distaste stems from billable hour requirements knowing that you have to clock a certain number of hours can lead to a loud ticking sound in your mind especially when you know that any time off is just borrowing time from the future"
Laura notes that the dislike for time tracking often arises from the pressure of billable hour requirements. She describes this pressure as a "loud ticking sound," suggesting that the constant awareness of owed time can create mental stress.
"The reason is that it is incredibly useful I suggest people try tracking all their time for a week that is all 168 hours of a week but even if you only track your working hours as lawyers or accountants do you will find some interesting things"
Laura argues that despite the dislike for time tracking, it is "incredibly useful." She recommends tracking all 168 hours of a week, but even tracking only working hours can yield valuable insights.
"One thing you will see how many hours you actually work now if you get paid by the hour you know this number if you don't you may just go by an impression we think 40 hours means normal 9 to 5 in the office but it's only sort of true"
Laura points out that time tracking reveals the actual number of hours worked, which may differ from one's impression. She uses the example of a 40-hour work week, suggesting that the reality of breaks, early departures, or late arrivals often makes the actual working time less than perceived.
"If you track what you are doing or working on during your working hours you will also find some interesting things many people try desperately to do multiple things at once and wind up getting very little done or they keep getting distracted and find that a 10 hour workday contains less than 7 hours of real work"
Laura explains that tracking specific tasks during working hours can uncover inefficiencies. She observes that many people attempt multitasking and become distracted, resulting in a significant portion of their workday being unproductive.
"When you know what your work week looks like you can make more rational choices about what proportion of time you should spend on different things you can decide to spend a certain proportion on planning or on drumming up new business or on meeting one on one with direct reports"
Laura emphasizes that understanding one's work week through tracking allows for more informed decisions about time allocation. She suggests this data enables individuals to rationally decide how much time to dedicate to various activities like planning, business development, or one-on-one meetings.
Resources
External Resources
Books
- "Before Breakfast" by Laura Vanderkam - Mentioned as the title of the podcast.
Articles & Papers
- "Second Cup: Bill your time for a week" (Podcast Episode) - The primary subject of the episode.
People
- Laura Vanderkam - Host of the "Before Breakfast" podcast and organizer of a yearly time tracking challenge.
Organizations & Institutions
- iHeart Radio - Production company for the "Before Breakfast" podcast.
Websites & Online Resources
- aquatrue.com - Website for a water purifier, mentioned with a promo code.
- lauravandercam.com - Website where listeners can learn more about the time tracking challenge.
Other Resources
- Time Tracking Challenge - An annual event organized by Laura Vanderkam where participants track their time.
- Billable Hour Requirements - A system where individuals must track and bill their working hours, often in small increments.
- Six-Minute Increments - A common unit for billing time, equivalent to one-tenth of an hour.
- Disney Cruise Line - Mentioned as a destination for a family vacation.
- Senses Spa - A location on a Disney Cruise Line ship.
- Star Wars Hyperspace Lounge - A themed lounge on a Disney Cruise Line ship.
- Infinity Pool - A type of swimming pool mentioned in the context of a cruise.
- Mickey - A character mentioned in relation to Disney's private island.