17 Worthwhile Tips for ClickUp Time Management Strategies

by Hamna Ayaz
ClickUp Time Management

In today’s dynamic world, time management isn’t a piece of cake for the workforce around the world. Everyone gets 24 hours a day. Increasing the number of work hours to get things done is not a wise solution. Research shows that successful people count on effective time management skills rather than overworking to get better results.

Time management involves the processes of creating project timelines and monitoring progress on them. If you want an all-in-one lightweight solution to manage your projects, Remoty is the best solution. In this article, we will discuss tips and steps to ClickUp Time Management.

How do Time Management Tools Help?

Time management tools also help you:

  • Organize important tasks and meetings
  • Smooth communication and collaboration with your team
  • Monitor productivity by getting insights on areas of improvement
  • Automate work administration and management

What To Look For In Time Management Tools?

Time management tools are probably the easiest time management strategy you can employ. Here’s what you should look for in time management tools:

  • Attendance, leave, absence, and work hour management.
  • Time and task tracking.
  • Payroll and invoice generation.
  • Real-time analytics and reports.
  • User-friendly inbuilt features (interface, comprehensiveness, customizability).
  • Remote/on-field management of employees.
  • Extensions and integration with powerful apps for productivity, project management, accounting, etc.

Top 6 Time Management Applications

1. Remoty

Remoty is a time and attendance tracking tool that helps teams foster a productive working environment for on-premise teams, distributed, hybrid, and especially remote teams. The time and attendance management system enable users to enjoy full work flexibility. It reinforces employee empowerment, and aims to build a culture of responsibility and self-accountability among team members. The tool enhances coordination and collaboration among onboard team members by offering better visibility into their availability and work statuses.

Remoty for Remote Workers

Remoty tracks time, manages attendance smartly, generates meaningful reports, and with the touch of a button allows the admins to know their team members’ current and past statuses. It’s a must-have for freelancers and remote teams. Remoty offers:

  • Shared workspace feels
  • Ideal for Slack users, developers, HRs, and Clients
  • Quick adoption for new teams
  • A format with transparency and visibility
  • Third-party integrations to minimize context switching

Remoty- a Slack built-in solution

Though Slack has some great apps, none of them offers time tracking with a focus on intra-team collaboration. Remoty nourishes connectivity, reliability, and a sense of inclusion, and streamlines work. Remoty is a handy tool that makes stand-ups easy for members that work from different time zones.

Slack Commands for Remoty

  Command Function
1. /in [comment] Checks you in
2. /out [comment] Checks you out
3. /break [comment] Go for a break
4. /back [comment] Back from your break
5. /task Create a new task
6. /leave-request Request for a leave
7. /switch-task Switch to a new task
8. /now [#channel] See what your team is up to right now!
9. /dashboard Launch your remoty dashboard
10. /report analysis/logs @username/#channel/all [today/week] [date/date-range] See what your team has been upto!
11. /export @username/#channel/all [today/week] [date/date-range] Export CSV logs of your team
12.

/stand-up @username

/#channel/all [today/week] [date/date-range]

Get scrum report of your team
13. /remoty-help Get a walkthrough of Remoty
14. /upgrade Upgrade your subscription plan
15. /access grant/revoke @username Manage Access Controls
16. /reminders on/off [@username/#channel/all] Turn daily reminders on/off
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Attendance

The admins can track employee time, availability, the number of check-ins/outs, and breaks efficiently in real-time.

PTO Tracking:

Managers can track absences, late arrivals, and PTOs of members with complete status of availed and available leaves. Admins receive timely reminders to approve or deny leave requests from employees.

Overtime Calculation:

Remoty provides complete breakdown of overtime against tasks within projects. This way team leaders can ensure work-life balance.

Reporting/Analytics:

The timesheets reports displays an overview of the average check-in/out time, hours worked, and break time for a specific time frame. These insights enable management to analyze the overall performance of an employee.

Payroll Processing:

Each employee’s check-in/out is categorized as billable/non-billable hours. The payrolls for the customizable periods(week, months) can be downloaded and shared for seamless payroll processing.

Meeting Management:

Async stand-ups let you stay up-to-date with the current work status of employees and communicate achievable goals with your team on daily basis with flexibility.

Audio/video Conferencing:

You can converse with colleagues quickly and directly or request assistance in case of blockers. Also Slack huddles can be a great way of instant 1-1 meeting.

Task Management

Remoty’s task management system streamlines your work processes and boosts productivity by fostering a culture of visibility and transparency in the workforce.

Employee Activity Monitoring:

Project members can view tasks by completion status, due dates, and other assigned members. While assigning, admins include clear task descriptions, set up due dates, and allocate group tasks.

Automatic Timer and Switch Tasks Option:

With Remoty, you can track time against tasks with a single click in each check-in. You can prioritize projects at any time in case something more important comes up. 

Views and Dashboards

You can draw your data in Spreadsheet View. Moreover, the Kanban View will help you maintain workflow, avoid blockers, and visualize tasks in an organized clear format of to-do, in-progress, and done status tasks. The Remoty dashboard allows you to manage tasks, view task details, and generate invoices in just a few clicks without having to leave your Slack workspace.

Task Tracking

With Remoty, you get to set information about each task including its priority, total time logged, progress, comments, and notifications. Teams leads can monitor time for each member’s tasks & view their workload capacity to avoid burnout.

The team leads can view who is ahead, behind, or stuck in real-time. Letting team members know about individual contributions to the projects and sharing the total time spent on a task, along with the hours worked by each member/project encourages a healthy competitive atmosphere.

Client Billing:

Remoty automatically tracks your billable hours on tasks and shares invoices that can be downloaded if needed. Also, you can make cost estimations of projects based on hours spent.

ClickUp Remoty Sync

Remoty’s integrations with ClickUp lets you create new tasks from either of the two platforms and facilitate the easy flow of information between apps. The integration is a 2-way sync. You can include a new task from any Slack channel in Remoty or turn ClickUp messages into Remoty time tracking tasks, and comments.

You can improve visibility into your business by bringing all databases into a single system and save energy by tracking time within a single interface instead of toggling between different apps. It reduces the chances of errors made when manually recording data into separate systems. Whenever you share ClickUp tasks in Remoty, you’ll see additional details like due dates, tags, priority, assignees, and statuses. If enabled, Remoty can also send you ClickUp notifications about relevant updates from your tasks and projects.

Efficiently Manage Time In Slack

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2. ClickUp Time Management Tips

1.   Observe Activities for a Week

Before planning your time management resolution, just track how you normally spend your day. Tracking time allocated and spent on daily tasks might let you discover hours of better used time. Also, you may notice how much of your precious time goes to waste either procrastinating or on social media platforms.

As everyone has different rhythms to be receptive, focused, and productive, it is better to plan the most demanding work for your peak times. For this theory, some feel that it’s the best time to eat the frog (any important and challenging task that one doesn’t want to prioritize or do urgently), while others believe that working on the most important thing first makes you lethargic from that point forward. So it is best to figure out what working style suits you.

2.   Devise your Goals

SMART goals stand for:

  • Specific: clear understanding of the results/outcome you want to achieve
  • Measurable: the ability to track the status of goals
  • Attainable: proper allocation and usage of available resources
  • Relevant: achievement of the short term goals leads to the accomplishment of long term goals
  • Time-bound: deadline for accomplishment of the goal

With Remoty, communicate the goals and tasks as part of a daily standup and inform your team members of what you had worked on the day prior and what you plan to do next.

3.   Plan and Prioritize

You have to balance the micro with the macro priorities to achieve long-term as well as short-term goals. The Eisenhower is a popular matrix approach having 4 D’s that can help you assess what’s urgent and what’s important. The Pareto principle, states that 80% of your results come from 20% of your efforts.

The easiest way to prioritize tasks is to use the Remoty switch task option.

4.   Getting Things Done

David Allen, the founder of the popular Get Things Done methodology, quotes that to move your work forward ‘action’ is as much important as effective planning as it creates momentum. This time management technique involves five steps.

  • Capture schemes and projects that come to mind
  • Clarify and process if your captured items are feasible
  • Organize both actionable and non-actionable items. Group and categorize similar tasks.
  • Review to ensure everything on your list is up to date
  • Utilize the to-do list way to plan things out

Using Notepad in ClickUp, you can convert any of your notes into a task along with the opportunity to:

  • Create tasks with tags for organization
  • Access lists and other views to reflect on tasks and their statuses
  • Make task statuses and priorities

5.   Use a Calendar

A simple calendar is pretty much a must-have time management tool today. It enables you to:

  • Plan projects
  • Schedule tasks
  • Manage resources
  • Preview future recurring tasks

With ClickUp’s Calendar view, you can schedule tasks and view important events on your calendar.

  • Recurring Reminders lets you make reminders repeat on a schedule or at specific times
  • Comment Reminders allows you to turn any comment into a reminder and delegate it to others
  • Personal Reminders enables you to view task dates, times, and requirements

6.   Apply the Kanban Approach

The Kanban Board or Board View helps you create Custom Task Statuses like ‘open,’ ‘work-in-progress,’ ‘in-approval,’ ‘done,’ etc. depending on your particular field or type of work. It helps you visualize and move your tasks from one station to the next with a drag and drop functionality.

7.    Set a Time Limit for Every Task

Good time management is knowing how long a particular task will take and planning accordingly. Identify the smaller and larger tasks and estimate how long will it take you to complete them. Leave a margin for general work flexibility, emergencies, and shortcomings.

8.   Time Blocking

Schedule time in your day for all your tasks by planning out every moment of your day in advance and dedicating specific time slots for certain tasks and duties.

9.    Stick to Schedule

Keep the schedule, but minimize the scope of a task if it’s not urgent. For instance, instead of finishing reviewing all 100 timesheets, do 60 instead and move to the other task in the list.

10.  Track Your Task Time

There are various manual ways (paper timesheets, spreadsheets) to calculate work hours. The availability of dedicated time tracking software helps you log time to note how long a particular task is taking to reduce errors and save time.

As breaks help rejuvenate work spirit, avoid mental fatigue, and strengthen motivation, the Pomodoro technique is quite effective.  You work in smaller 25-minute continuously, take a short break, and then do another 25-minute chunk (one Pomodoro) and when you’ve done this four times (four Pomodori), you take a more extended break of 15-30 minutes. Good breaks–like walks or healthy chats with your colleagues can be a source of energy renewal.

11.   Learn to Say ‘No’

Every human has limits; your capacity for work and energy level isn’t an unlimited resource. Overworking and exhausting yourself can hamper your health, cause stress, and drastically reduce efficiency. So master the art to say no if you can’t fit a task in your schedule.  With Remoty, you can assign tasks to individual members and even an entire team.

12.   Ask for Help or Delegate

It’s good to be independent, but if you have legitimately tried and you’ve exhausted your immediate resources, then ask for direction.

13.   Avoid Multitasking

Divide tasks into smaller chunks so it gets easy to get the work done. Instead of getting overwhelmed by the enormity of the task at hand, specify the exact next step you intend to take on it. Find and fit tasks into your schedule even if you get 10 or 20 minutes spare. The small amounts of time add value to overall productivity.

14.   Desk Organization

Desk organization contributes to the level of productivity in the workspace as it brings more clarity and creativity to the mind for the current work projects.

15.   Prefer Deep Work

Deep work is allocating time in your schedule for brainstorming or creative thinking. This time is for strategic planning like devising a marketing schedule, developing a new business plan, or planning for release projects in the pipeline. Eliminating half-work like checking email, text messages, and social media from your routine helps you save a substantial amount of time.

16.   Self Analysis

When you create a to-do list, focus on the tasks at hand and use time tracking, you get an idea of how well you manage your time. This way you can review your performance against your predefined goals.

17.    Build Team

When you surround yourself with people having goals similar to yours, you step out of your comfort zone to contribute value, live up to the expectations of your teammates, and reach your utmost potential; ultimately, all of these benefits you and your team.

5 Essential Steps of ClickUp Time Management System

Project time management involves planning, scheduling, monitoring, and controlling all project activities. You can implement project management on ClickUp using the following steps.

Step 1: Define activities

Access the data in the project documentation (project scope, work breakdown structure, work package, etc.) you created at the start of your project. This data is then classified into a clearly defined list of activities required to achieve an objective.   For example, if the project objective is to write a full-fledge article, one of the first project activities will be setting the heading structure. ClickUp allows you to enlist activity attributes like resources required and project stakeholders involved until you’ve recorded everything that needs to be done.

Prepare for success with Goals

Utilize the following target types to make your Goals Measurable;

  • Currency: budget spending, revenue, etc.
  • Numbers: Ups and downs between ranges of numbers
  • True or false: project status; whether it’s done or not
  • Percentage: completion rates of tasks
Systemize your processes with Tasks, Subtasks, and Checklists

On ClickUp Workspace, create:

  • Tasks and Subtasks in each project and assign them to members individually
  • Checklists to check off according to your progress in each project.

You can streamline your ClickUp checklists further with these features:

  • Nesting: add sub-items in your Checklist as per your needs
  • Drag and Drop functionality: smoothly reorder task items
  • Assign items: assign tasks/projects from the Checklist to a team member
  • Templates: create Checklist templates to speed up recurrent processes

Step 2: Sequence activities

Activity sequencing enables you to establish a connection between various project activities. It involves structuring your project activities in the right order of dependencies. This project task flow lets you:

  • Approach the activities in the right order
  • Formulate a plan and prepare for each activity

Regulate the chain of events with Task Dependencies

You can connect each task to another based on the above-mentioned relationships: waiting, blocking, linking, and unblocking.

Step 3: Estimate activity duration

Factors to note while calculating the activity duration estimate comprise:

  • Resource requirement
  • Availability of each resource and the resource calendar
  • Productivity of each activity resource
  • Work duration or the total number of working hours
Revolutionize your work processes with Time Estimates

You can add the estimated number of hours each Task and Subtask will take, and ClickUp will calculate the total expected hours per project.

Step 4: Develop a schedule

The project schedule is a detailed document that lays out the structure and timeframe to begin and end every activity, phase, and milestone. Project milestones contain the context for each project’s deadline, hence, are essential for running efficient teams and executing goals.

Some related documents for this stage are the project charter, project scope statement, or the requirement list. You can even refer to the network diagram (visual representation of the project’s complete workflow). The critical path method is also used for smooth scheduling. It applies the benchmark. It is the bare minimum task you must complete to finish the project.

Scheduling

For scheduling, the users can drag and drop tasks into their Workspace’s agenda.

How to Schedule Time for Your Workspace
  • Switch to week/day view in the Calendar
  • Locate unscheduled tasks from the Scheduling Sidebar (must be enabled)
  • Adjust start and due dates for tasks
  • Monitor all team members are assigned to tasks throughout their workday
Enhancements

  • If your tasks have Time Estimates, they’ll be scheduled automatically as the user drops them
  • Tasks can be colored by List, Status, or Custom Field
How to View Your Schedule
  • Day: a full day of scheduled tasks to see tasks side-by-side when times overlap
  • 4-Days: rolling four-day span for a more condensed view
  • Week: an entire week of scheduled tasks that allows scheduling tasks for your team down to the half-hour
  • Month: an overview of the entire month’s work for that high-level arrangement of long-term tasks
  • Work Week (in the mobile app): view Monday to Friday slot only
  • Schedule (in the mobile app): view a multi-day continuous layout

Showcase project journey with Gantt Chart

ClickUp’s Gantt Chart gives you an overall comprehensive view of your project. It automates processes like:

  • Realign Task Dependencies automatically after you reschedule any task
  • Evaluate the project completion percentage based on completed tasks vs. total tasks
  • Compare current vs. expected progress in your project plan
  • Estimate your project’s critical path and learn what needs to be completed to meet your deadline

Step 5: Maintain the schedule

The control schedule process involves monitoring project progress and updating the project schedule accordingly. Sometimes, this involves schedule compression or deliberately shortening a project cycle without compromising on its outputs. Other important aspects of your schedule management plan are:

  • Schedule baseline: the approved project schedule
  • Critical path: the sequence of essential activities for project completion
  • Schedule performance index: an assessment of how close a project is to completion
  • Schedule variance: the measure of status; whether a project is ahead or behind schedule
Get quick updates on Dashboards

ClickUp Dashboards give you quick visual summaries and enable you to generate detailed reports of the entire project. You can customize your Dashboard with sprint widgets such as:

  • Burndown Charts: work remaining in a project
  • Burnup Charts: work completed in a project
  • Velocity Charts: task completion rate
  • Cumulative Flow Charts: task progress over time
Maintain time logs with Native Time Tracking

In addition to ClickUp’s Native Time Tracking feature, the ClickUp Chrome extension will track the time spent on your tasks to generate reports. Moreover, ClickUp offers an extensive range of 3rd party integrations to minimize context switching for you.

Courtesy: ClickUp Docs

3. ProofHub

  • Custom time reports for users and projects
  • Multiple timesheets for recording time usage data
  • Proofing tool for quick feedback

Pros

  • Built-in chat for instant responses
  • Time-saving Project templates

Cons

  • Old-fashioned interface
  • Suitable for small teams only
  • Inability to create tasks from notes
  • Time estimates unavailable

4. Connecteam

  • One-click check-in and out
  • Advanced GPS tracking for field teams

Pros

  • Free-forever plan available
  • Super simple timesheet platform

Cons

  • Auto-scheduling unavailable

5. Evernote

  • Record meetings
  • Numerous note templates (quick notes to writing down daily tasks)
  • Web clipper to capture relevant information on websites
  • Tagging and notebooks for easy note categorization

Pros

  • Option to record meeting audios offline
  • Search functionality for texts in PDFs presentations, and scanned documents instantly
  • Mobile app (both Android and iOS)

Cons

  • The free plan offers limited features
  • Built-in time tracker absent

6. Toggl Track

  • Extensive time tracking modes including auto-tracker, one-click timers, and background tracks
  • Project estimates and alerts
  • Project dashboards for tracking the status of projects

Pros

  • Intuitive user interface
  • Pomodoro mode available
  • Mobile app (Android and iOS)

Cons

  • Limitation with reports
  • Expensive paid plans
  • The invoice feature is absent

Conclusion

Time management is using our time wisely to finish the tasks and activities that we need to get done. Effective time management strategies take work and dedication. It’s a skill. It might take some time but once adopted, time management strategies become a part of the lifestyle.

Checkout our blog on calculation of Billable time in ClickUp 

The speed and precision of excellent project management software will free up precious hours in your calendar and help you sprint towards project success, supports, and reduce the load of work on you. Project management apps like Remoty. It can be your time tracker, stand-up notes, and task management tool.

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