5 Best Time Tracking Practices for IT Professionals

Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

Hi, I’m Asim Qureshi, the CEO and co-founder of Jibble, a cloud-based time and attendance software. I have several years of experience in building and scaling software products and teams across various industries and markets. Before I founded Jibble, I worked as a VP at Morgan Stanley for six years. I’m passionate about helping people improve their productivity and performance through smart time management practices.

This Article Covers…

Overview: Why Time Tracking is Important for IT Professionals

Final Thoughts: Revolutionize Time Tracking for IT Professionals


Overview: Why Time Tracking is Important for IT Professionals

IT professionals deal with various challenges in their work. They handle multiple projects at the same time, switch between diverse tasks, and organize their own time. Time tracking allows IT professionals to track how they spend their time, improve effectiveness, and make smart choices to streamline their work.

When you track time, you can assess your work and performance which lets you boost your output and quality. It also helps you set clear goals and milestones for your projects, and create a time tracking system that suits you and your work style. Time tracking software makes it easier to track your time and shows you how you work, so you can improve how you manage your time and work quality.

Time tracking also helps you follow labor laws and regulations on how much you can work and pay, to ensure just and ethical practices. Finally, it helps you to use data to learn from your work and make decisions based on data, so you can improve your results and work-life balance.

Tip 1: Optimize Your Work Time

As an employee or a contractor, tracking your own time can help you manage your work effectively. Use time tracking software that streamlines the process and gives you useful information about your work. Follow these practices to track your own time better:

  • Use the Eisenhower Matrix to prioritize tasks: The Eisenhower Matrix is a helpful tool that can help you choose what to do first based on how important and urgent they are. You start by putting tasks into four sections – important and urgent, important but not urgent, urgent but not important, and not important and not urgent. This helps you quickly see which tasks need to be done right away and which can be given to someone else or done later.
  • Break tasks into smaller chunks: Making tasks smaller and easier can help make doing a big project seem more approachable. This is especially helpful when working on hard IT projects that have many parts, tools, and people. Chunk tasks into smaller steps, and focus on each part, one by one, to make it easier to use your time and resources well.


  • Use time-blocking methods: One of the best ways to manage your time as an IT professional is time-blocking methods like the Pomodoro Technique. Pick a certain amount of time for each task, such as 30 minutes or an hour, and use a timer to help you keep track. Choose specific times for each task to avoid getting distracted or interrupted while working on the task. Social media and messages can come in and make you forget what you were doing.  Remember to take short breaks between tasks to let your brain rest.
  • Limit multitasking: You may think that doing many things at once is a good way to use your time, but studies have shown that it can actually make you work slower. Instead, focus on finishing one thing at a time before starting the next. This will help you stay focused and make sure that each thing is done well and fast.

Tip 2: Improve Project Quality

Quality is never an accident; it is always the result of intelligent effort.” – John Ruskin, Victorian writer and polymath

IT professionals often work on different projects that need different kinds of quality and importance. Use project tags in your time tracking software to sort your time entries based on different projects or tasks. This allows you to see the time spent on each project or task, identify quality issues, and make improvements.

To use project tags effectively, you should follow these best practices:

  • Define clear and consistent project tags that reflect your quality expectations, goals, and priorities.
  • Assign project tags to each time entry as soon as you start working on it, or use a timer that automatically adds the tags for you.
  • Review your project tags regularly to ensure they match your quality standards, and update them if necessary.
  • Use reports and dashboards to visualize and analyze your project tags data.

Tip 3: Choose the Right Time Tracking Software

You should select time tracking software that caters specifically to the needs of IT professionals. Choosing the right software will improve your time tracking process and enhance your efficiency. You should consider factors such as:

  • Compliance with labor laws and regulations regarding working hours and pay.
  • Integration with other IT tools that you use.
  • Customizable reporting features that show time on your projects.
  • Ease of use and speed of the software.
  • Cost-effectiveness of the software.

Tip 4: Streamline IT Management

Compliance with labor laws and accurate record-keeping is essential for IT managers. Time tracking software integrated with payroll and other systems simplifies reduces mistakes, and administrative processes, ensures compliance, and reduces overhead costs.

Another benefit of using time tracking software is that it can help you measure the productivity of each team member working on a project or a task. This adds a layer of accountability for everyone involved and improves efficiency levels. For example, you can see what your employees or contractors achieved that day, which tasks they had difficulties with, etc. Detailed productivity reports can help you identify training needs and reward those employees or contractors that excel.

To use time tracking software effectively for management and productivity, you should follow these best practices:

  • Use time tracking software that meets your needs and preferences, and integrates with your other tools and systems.
  • Talk with your team members about why and how time tracking helps you, and ask them to agree and work with you.
  • Train your team members on how to use the time tracking software correctly and consistently.
  • Review your time tracking data regularly, and use it to make informed decisions and actions.

Time tracking analytics

Tip 5: Gain Insights through Data Analytics

Time tracking data provides valuable insights for IT professionals. By using data analytics tools, you can evaluate your performance, find areas for improvement, and make data-driven decisions. See how you use your time for different projects, tasks, clients, or categories, and find patterns or trends. Align your time use with your goals and priorities, and adjust it with your budget. Analyze your time tracking data to optimize your workflow, enhance productivity, and boost your impact.

To use data analytics tools effectively for time tracking, you should follow these best practices:

  • Define clear and measurable goals for your time tracking data analysis and check that your project tags reflect these metrics.
  • Collect your time tracking data in a secure way.
  • Use data visualization techniques to present your data in a clear and engaging way.
  • Use data analysis techniques to interpret your time tracking data and draw meaningful conclusions.
  • Use data storytelling methods to communicate your insights and recommendations to others.

Final Thoughts: Revolutionize Time Tracking for IT Professionals

Time tracking helps me use my time well, work better, and reach my goals as an IT professional. By following these best practices, you also can gain control over your schedules, optimize your work processes, and achieve success in your projects. Embracing time clock software, adhering to labor laws, and using data analytics will revolutionize your time tracking practices and lead to personal and professional growth.