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Old clock time management tools

The old saying “Time is money” has never been more true about today’s hectic reality of leading our busy schedules. Therefore, time management tools come in very handy these days, especially if you want to succeed in your work and further develop your professional career.

There are many applications and tools that can help you organize your work and personal life, in general and, of course, boost your productivity at the same time.

We’ve come up with a list of top 10 ten time management tools that are easy to use and that can take your your work efficiency to a whole new level of organizing yourselves.

1. Mind 42


Mind 42 is a collaborative browser-based online mind mapping tool that you can use to create mind maps in structured diagrams on your computer. This tool will help you visualize your thinking in a meaningful way. With it, you can organize your events, manage your ideas, create to-do lists, which result in better time management and higher productivity.

Mind 42 is a classical desktop application which you can launch in your browser. It is private, but you can share your method of thinking publically.

Its main features include:

  • exporting projects to Mind Manager, FreeMind, Mind 42 XML and PDF
  • managing time with its organizational tools
  • having productive and unique output
  • automatically saving your work in Google Drive

Mind 42 is a free tool.

2. Toggl


Toggl is a cloud-based time tracking application which helps you with your project management. It is an excellent tool for freelancers and small business holders alike. It has very simple functionalities. It can track time from anywhere on the Web via its browser extension. Users can export timesheets and email reports to customers or superiors.

With Toggl, you can have a complete overview of your team’s work. You can see who works on what tasks, how long a certain task takes, how many hours are spent, etc. You can monitor whether your project is within or over the budget. Basically, this application contains everything you need to plan your time and resources. Mobile applications are available for Android and iOS.

It has four levels of service. The first level is free and you get all basic features such as: time-tracking, idle detection, the ability to edit time tracked, the ability to work offline, to create as many projects and clients as you need, and more. It integrates with other tools such as Asana, Trello, Basecamp, etc.

3. Hubstaff


Hubstaff is another time tracking application for Windows, Mac, Linux, Chromebook, iOS, and Android. This time management tool helps companies effectively manage the productivity and workflow of their teams. Hubstaff has numerous features and it is excellent for the employers as well as the employees.

Its features include:

  • Time Tracking
  • Screenshots
  • Activity Levels
  • Automatic Payroll
  • Advanced Reporting
  • Hourly Employee Tracking
  • Mobile Apps

With Hubstaff, you can put all your projects and all the teams that you manage in one account and organize them on a project basis.

Hubstaff also takes random images of the screen during working hours and measures mouse and keyboard activities. It can support online invoicing models like the one we offer at Envoice so you can invoice your clients for the time tracked or the job done.

 4. Trello


When we talk about time management tools, Trello is one of the highest ranking tools available on the market that will help you organize your time and substantially boost your and your team’s productivity.

Trello is an online, collaborative workspace that is very simple to use. It operates on the principle of boards and cards. Boards correspond to the projects and card to various tasks.

Some Trello features include:

  • drag and drop functionality
  • in-line editing
  • checklists, with progress meter
  • easy uploading of files and attachments
  • data filtering
  • deadline reminders
  • easy organization with tags, labels and categories.

In terms of technical details, Trello is supported on Windows, Android, iPhone/iPad, Mac as well as it is web-based. They also have an amazing blog which is a must for everyone interested in getting useful tips on productivity.  

5. Wrike


Wrike is the winner of Finances online best project management software award for 2017.

Wrike will provide you with flexibility which will improve your speed and efficiency. As a time management tool, it provides collaboration of various groups and completion of tasks from a single location.

It has user friendly navigation and high level of security which means that no one without an authorization can access your databases.

Some of Wrike features include:

  • interactive timeline (Gantt chart)
  • document collaboration
  • task prioritization
  • discussions in tasks
  • workload management
  • time-tracking

Wrike as time management tool also offers integration with other tools such as Google Docs, Dropbox, SalesForce, Slack, and Adobe Creative Cloud and offers open API.

6. Asana



Asana is a cloud-based solution that is rated very highly among time and project management tools. If you have a team or a company, this tool will help you organize and manage tasks and projects in a seamless manner.

Asana can be accessed on Android and iOS smartphones, laptops and tablets. Your team’s communication and collaboration will be significantly simplified with Asana and you can use it to create projects and tasks within the existing projects. The important thing is after the initial set-up, there is no need to use e-mail or other apps for corporate communication.

There are many ways in which you can benefit from Asana. For instance, it enables you to prioritize daily tasks, create, categorize, and schedule projects, track the status of your tasks and projects.

A very interesting detail about this tool is the smart inbox. The users will receive only important messages and updates.

Some of Asana features include the following:

  • automatic updates to email/inbox
  • email bridge
  • multiple workspaces
  • activity feed
  • real-time updates
  • track tasks and add followers

Asana integrates perfectly with systems such as: Harvest, WordPress, Wufoo, Usernap, Google Drive, Dropbox, Slack, and many more.

7. TimeCamp


TimeCamp combines features like time tracking, invoicing and billing.This app will assist you in tracking attendance, calculating billable tasks, creating invoices, time management etc.

What distinguishes TimeCamp from other time tracking apps is the reporting. You can choose from 5 types of reports which you can share, filter, or export. As a time management tool, TimeCamp provides automated tracking of computer usage and generates productivity analyses for each employee.

You can send emails about completed work, productive hours and lists of time-consuming websites. In a nutshell, TimeCamp helps you improve project budgeting, has automatic time tracking for employees and sends detailed reports on particular projects.

We must also mention that TimeCamp has an amazing customer support service. You can contact the experienced professionals who are ready to answer your questions any time, from every device.

8. Replicon


Replicon is a cloud based time tracking and expense management platform that is very easy to set up and requires no training. There is no need of installing additional hardware and with its flexible client management and billing features, you will be able to manage your employees more effectively.

In terms of the benefits, features and strengths of the product, Replicon has timesheets that capture billable hours accurately and your billing process will be easier with the time approval system.

Another useful feature coming from this time management tool is the professional service automation that will give you many time tracking options. Replicon helps you easily manage your customer and project portfolios. With the Payroll Management feature you can easily manage employee statistics in terms of absences, leaves etc.

Replicon makes it very easy to monitor different project levels and the real time access to all the details makes the process much easier and clearer. One of the best advantages of this tool is its transparency.

9. Gqueues


At first glance, Gqueues looks very basic and resembles the classic pen and paper task organizer. It is very popular among users of time management tools.

Gqueues is available as a desktop website program and as a mobile app. In this app you can create tasks and assign due dates; create task categories. You can also share your task lists with other.

The modus operandi of this time management tool is simple. You create a task and after that task is completed it is checked off the list and moved to an archived list. With Gqueues, your tasks will be better organized through a system of categories, queues, and tagging.

Gqueues integrates perfectly with Google apps including Google Calendar, Google Drive and Gmail.

10. RescueTime


Do you want to improve your productivity and efficiency? Do you want to get your work done without being distracted? RescueTime is a tool that enables all these things and even more. It is a time management and productivity app that works mostly behind the scenes and it tracks, measures and automatically categorizes your activity.

RescueTime monitors the websites and applications you use and how much time you spend on them. This tool helps you work smarter and you can improve your productivity by setting goals which will help you stay focused and keep on track of work. You can monitor your progress via the dashboard with detailed reports that show you the amount of time spent on various websites, applications and documents.

RescueTime has additional features that will block distracting websites for certain periods of time and track offline activity such as meetings, calls, or commuting.


None of us can afford to waste time. In business, as well as in everyday life, getting things done on time is very important. Deadlines can put a lot of pressure on us which can affect our work to a great extent.

If you have problems organizing your time or tasks, do not hesitate to use one or more of the time management tools mentioned in this post. That way you will greatly facilitate your work, improve your functionality and most importantly your productivity.


Time management is one great topic that people keep forgetting about. As human beings it is in our nature to be different. We love different things, we have different passion about different subjects, we want to live a life full of emotions, with high expectations, fulfillment and personal satisfaction.

Yet, most of the people struggle to figure out their personal and professional lives by sticking to the well known “I don’t have enough time” excuse for a certain activity.


Fig 1: Stop the glorification of busy


This is the result of the lack of knowledge in time management. If you have wondered, how the people who you admire manage to “have time” to do everything — you will find the answer in educating yourself in time management.

Time management — redefined

The ability to use one’s energy effectively or productively, to achieve a certain goal.


In most of the books and coaching materials you will find as recommended, time management is defined as effectively utilizing your personal time to achieve a certain goal. There is a small gotcha it the definition…

… We have 24 hours available per day, but every day we don’t have equal amount of energy. As such, we are not able to be evenly effective every day. This brings us to the point that we should focus on managing our energy rather than our time.

Let’s learn how we can get the best of ourselves.

Fig 2: Energy flows where attention goes


We can reach our desired goals, we need to first plan our work and then work our plan.

Planning starts with discovering and forecasting of a certain group of actions that we need to do in order for the desired goal to be reached.


Fig 3: Planning


As an example let’s simulate with a proper use-case — House renovation.

You have decided that it is time to make your place more pleasant for living. Time is right, budget is good— overall great conditions for house renovation.

As part of the planning phase, first we need to get enough information in order to get prepared for the planning phase.

  • What is our vision?
  • What is our purpose?
  • What do we want to achieve as an end result?
  • Which rooms do you want renovated?
  • How much can you afford to spend?
  • How will you use the rooms once they are renovated?
  • How do you want the house to look like?
  • What are the requirements for color, floor, storage, materials?

Always ask questions which will lead you to valuable answers

The answers to the questions should enable you to get the whole picture. Until you get there, you need to continue asking.

Back to the project…

Coming back to the house renovation we’ve researched that we want to do the following changes to our home:

  • Modify the lobby;
  • Modify the living room;
  • Modify the kitchen
  • Modify the balconies;
  • Our goal is set: We need to renovate our house. — How we are going to get there?

Focus on small victories to win the final battle.

This brings us to the point that we can break the tasks into a smaller group of sub-tasks.


Fig 4: Work Breakdown Structure


Click here to download the sample template.

Once the group of actions has been discovered, defined and written down , next step is to estimate the total amount of time and money we are going to need to accomplish our goal.



Fig 5: Estimation


Estimation is a forecasting process of rough quantification of the quantity of resources we are going to need in order to accomplish a certain activity.

A resource can be: time, money, energy…

Why do I need an estimate?

Resources like personal time, energy and budget aren’t infinite. Knowing what’s it gonna to take is a must if we do plan to make a certain goal reached.

Knowing how to estimate is a skill like everything else. You start as a beginner and improve upon it based on your previous experience and reflection.

This skill will help you to get a better sense of your personal time and energy.

How can I estimate my goal?

Creating an estimate is consisted of two parts:

  • Action items(tasks) that we need to do for a goal to be reached (Check the WBS above);
  • Definition of the working process;

We’ve already defined our list of actions, now lets write down our working process.

In our example for the purpose of renovating our house the process is consisted of:

  • Analysis;
  • Design;
  • Logistics and ordering;
  • Execution;
  • Test;
  • Feedback;
  • Polishing and Cleaning;

We have to understand our working process in order to forecast how much resources a certain action item is going to utilize in each phase.

For example:
Let’s estimate how much time we are going to need to renovate our lovely home.


Fig 6: Estimation template


Click here to download the sample template.

We will forecast how much time we are going to need in every phase of the process:

  • Analyses —116 hours;
  • Design — 15 hours;
  • Logistics and ordering— 43.5 hours;
  • Execution— 72 hours;
  • Test — 21.6 hours;
  • Feedback — 4 hours;
  • Polishing and Cleaning— 8 hours;
  • Total: 280 hours;

The total amount of resources we are going to need will be the sum of the totals of each of the action items

Now, let’s calculate, based on the start date, when we are going to finish our home renovation.

Assuming that one business day is consisted of 8 hours. If we decide to start today — 2016–07–16, when we are going to finish our home renovation?

280 hours / 8 = 35 days? — We should be done by 2016–08–20, right?


Fig 7: Being wrong is ok


This is were energy and effectiveness comes into consideration. We need to be fully aware on how much work in average we can do per day. If the business day is 8 hours, for the actual work we are using 5–6 hours. Rest of the time we are using it to learn something new, to read some content on the internet, social media, discussing with our colleagues…

Now back to the calculation:

280 hours / 6= 47 days? — We should be done by 2016–09–01.

As we can see, the mistake we’ve made in our assumption is equal to 12 days.

If we try to think how often we underestimate, we will see why most of the plans are failing. Underestimation as a mistake often leads us to different kind of resource issues (budget, time…), and normally this results in plan’s failure.

How can I train myself to estimate better?

If you do not have any experience in the field, first do your research, discuss with others who have experience in the field and then try to compose your own estimation. Once you have your own estimation written down, consult with a professional to provide you with his estimate. Compare and consult with the professional to understand the difference.

On the other hand, If you plan to improve your estimation skills in your current profession, always track what you have estimated and what was the outcome in the end. This will give you a better picture on where your mistakes are and what you need to correct for the next estimation.

Prioritization, grouping and dependencies

As soon as you are feeling comfortable with your estimation, next important step is to focus on setting the right priorities, mapping the dependencies between the action items and group them to speed up the work.


Fig 8: Priorities…


Prioritization can be done based on urgency. If we are desperate about a new kitchen, we should start from there.

We will try to discover all of the action items that needs to be done so the professionals can do their job. (Choosing color, tails, creating a design).

Once we set the dependencies, we will group the action items to speed up the work. If we need one hour to buy a fridge and one hour to buy an oven, we can group those action items and once we are in the tech-market we can buy both of them in one hour. This will give us one additional hour to use it for another action item.

Fig 9: Execution process


Click here to download the sample template.

It is time for some action…


Prepared with a plan we are one step closer to reaching out goal — our renovated lovely home!

Plan is mandatory but execution is the key

Before starting to do the actual work we have to set up a certain system in place which will allow us to measure, track and overview the progress.


Having a system in place will help us to avoid a deviation of the plan and will help us to prevent and react about potential issues as the plan progresses.


Fig 10: Motivational


Having said that, a minimal requirement of such system should allow us to:

  • Create, plan and schedule the activities;
  • Get an overview of the action items phases and statuses;
  • Notify and remind us for action items due dates;
  • Record feedback and retrospective thoughts on the previous work;

There are plenty of tools out there, both professional and generic, to support you in your goal execution. To name a few: Trello, Asana, Basecamp…

For the purpose of simplicity and to get a sense running the execution, we will roll out with Trello.

Trello is a web-based project management application originally made by Fog Creek Software in 2011, that spun out to be its own company in 2014.
— Wikipedia

I wouldn’t go into details on how to start with Trello. There is a great getting started documentation which will guide you to the basic examples and usage of Trello.


Fig 11: Board with action items describing the progress


Remember the statement above related to the small victories? — Lets start!

We are going to define what action items we are going to focus on in the following week. Since we have 40 hours(read 30 hours productive time) available per week, we will map which action items we are going to focus on per week based on the action items priority and dependency.

Week 1:

  • Find an architect (1 hour);
  • Design how the kitchen will look like (32 hours);
  • Weekly reflection;

Week 2:

  • Order new tiles (2.5 hours);
  • Order furniture (5.5 hours);
  • Order a fridge and an oven (2.5 hours);
  • Find an electrician (1 hour);
  • Upgrade the electric installation (9.3 hours);
  • Change the lights (7.4 hours);
  • Weekly reflection;

Week 3:

  • Weekly reflection;

In other words, define your battles and define what do you want to achieve in the following week.


To get a sense of the progress, you will need to communicate. As good questions leads to valuable answers, here is a list of question which are going to be useful while trying to reach your goal:

  • What am I going to do today?
  • Are there any obstacles that prevent me/us from doing/finalizing an action item?
  • Am I achieving the goals that I have set?
  • What are the achievements from yesterday that made me proud of?
  • Am I happy of what I have achieved so far?
  • Is there something that I could have done better?
  • Am I missing a certain skill, knowledge or expertise?
  • How can I improve myself?
  • What should I learn next?

All of the answers should be written down so later on you can reflect and learn from your past mistakes. This is the process of transforming your mistakes into experience.

Click here to download the sample template.

Fig 12: Motivational


As we are coming to an end from this article journey, I would like to shortly sum up the know-how we are going away with from the article:

  • Define your goals;
  • Split the goals into smaller chunks of action groups;
  • Estimate the amount of resources it is going to take you to achieve the goal;
  • Execution is key. Use a system to measure and track your progress;
  • Reflect on your personal work, write it down and improve yourself;
  • Check if you are aligned with your goal regularly;


In case you’ve missed the download links for the document templates above, feel free to download them from the links bellow: