Time Management Hacks From Clockify's Software Developers

This blog post could have started with an ad-like opening sentence that would’ve caught your attention and reminded you of that particular groan you make every time your alarm goes off in the morning.  

Maybe something like:

How’s your to-do list going? Does bolting down your cereal while responding to last week’s emails make you want to tear your hair out? 

But we wouldn’t do that. The struggle with time management is real, and you don’t need a vivid reminder of your pulse racing whenever you look at the clock. 

What you probably need is a solution, and that’s why we turned to professionals — software developers behind the time tracker Clockify. 

They must know something about time that the rest of the planet (regular mortals not in charge of a time tracker) do not, right?

That’s exactly why we took a sneak peek at Clockify developers’ behind-the-scenes, decided to bore them with questions, and compiled 7 pro time management hacks we can all benefit from. 

Why did we bother Clockify developers with questions

First of all, we wanted to get to the bottom of such an elusive concept as time management, lift the curse of not having enough hours in a day, and restore to humanity all the hours they lost to procrastinating.

Ambitious, we know. 

Anyhow, we figured there was no better place online to accomplish all that than our business messaging app. So, we DMed five software developers working on Clockify: 

• Aleksandra Mitrovic (Software Engineer), 
• Jelena Nikolic (Software Developer), 
• Milana Todorovic (Junior Java Developer), 
• Ivana Blagojevic (Software Developer), and 
• Milena Savatovic (Junior Javascript Developer).

(We did hope that the ping of the team chat app wouldn’t mess up their focus to the point where Clockify’s loading time increased all of a sudden.)

Luckily, none of that happened.

But you might be thinking: Couldn’t you have asked anyone else at Clockify who isn’t responsible for keeping the app up and running?

However, that was our point — we were genuinely curious about the time management tips of people responsible for the development and maintenance of an app meant to improve time management. 

They really do seem to be able to do it all — from writing test cases to hopping to daily catch-up meetings, all while handling their busy personal lives. 

All in all, a perfect crowd to talk to about all things time management.

7 Time management pro hacks — Clockify edition

Despite the complexity of their day-to-day tasks, Clockify developers were more than happy to help. 

(We may have understood this as yet another sign that they must know what they’re doing with their time.) 

So, we immediately went into the ‘all ears’ mode, put everything they disclosed in writing, and now we present you with 7 time management pro hacks that might just transform how you go about your day. 

Pro hack #1: Plan to deviate from the plan

There’s a fine line between a doable plan and one that leaves you feeling like there should have been an adult next to you supervising your workday. 

But, why does this happen?

Well, there’s something about the human tendency to overestimate our abilities to the point where we wholeheartedly believe in a delusional version of ourselves.

That’s the version that manages to tick off 32 tasks on their to-do list and still has time to eat healthy, go to the gym, and read 30 pages per day. 

But, however wonderful that person might seem, you probably still haven’t been able to catch up with them in this timeline. So, it’s time to let them go. 

Knowing how hard it can be to admit defeat, we asked Aleksandra Mitrovic, Software Engineer at Clockify, for help:

The original plan needs to leave enough room for the bolt from the blue. It should definitely not fall through as soon as something unexpected happens.

Okay, so devising a plan and hoping for the best isn’t going to cut it. But, what might do the trick is planning as if you’ll most certainly not be able to do your best. 

Perhaps you’ll wake up to the shrill sound of your neighbor’s drill, so you’ll need to go to work with an unbearable headache. Count that one in your final estimation too.

Here’s what Jelena Nikolic had to say on the issue:

Write down all your tasks in detail, including an expected time frame to finish them. Then, add 20% more time for each task on your list.

Although this habit might seem like doubting your abilities to meet deadlines, it’s a perfect antidote to the planning fallacy we all fall prey to whenever we optimistically draft our to-do lists. 

Pro hack #2: Keep your pen and paper close

Okay, we might be figuratively speaking here when we talk about the old-school pen and paper. Maybe you went digital a while ago, so you rely exclusively on your smartphone notes to get you through the day.

What matters is that you put everything you plan on doing in writing. Or typing. 

You might, however, strongly object to this one due to the tendency to overestimate your capacities. Perhaps you’ll even be thinking that it would be highly unlikely to forget to do something, especially if your day consists of routine tasks. 

(We may or may not be speaking from experience.)

But science has already shown that we go around our days thinking around 6,000 thoughts within 24 hours. Imagine how backbreaking it is for our brains to keep our entire human system under control, let alone memorize every little to-do with thousands of thoughts flying around. 

So, making a note of every task could nudge your mind into a well-deserved rest, but also let you assess your plans realistically. 

Milana Todorovic, Junior Java Developer at Clockify, confirmed this:

I like having a detailed plan, and I tend to write everything down. That’s a habit that helps me notice unrealistic plans on the spot so I know what exactly can be pushed back.

On the same note (pun intended), Ivana Blagojevic, Software Developer at Clockify, continued:

I am all about priorities. I set daily and weekly goals and organize them based on their urgency and importance. However, I almost always rely on my weekly desk planner to make sure I go through my plan.

So, storing your daily schedule anywhere but your brain helps you give all your focus to actually getting down to work on your tasks instead of mentally rehearsing the day ahead. That’s the paper’s job.

Pro hack #3: When things get tough, ping your team

We have all (possibly more than once) felt the pain of not being able to meet the deadline. Perhaps the very thought of having to elaborate on being late and potentially being in your boss’ bad books has already made you sweat. 

Maybe you didn’t even flinch. But you probably don’t want to be labeled as over-scheduler or, heaven forbid, a procrastinator. 

That’s why, we consulted the experts to see if there was anything that we could all do to avoid wreaking havoc on everybody’s schedule.

According to Milena Savatovic, Junior Javascript Developer at Clockify, the team is the answer:

Even though I’m usually never late with my tasks, if I notice an out-of-the-ordinary issue that might take me longer than usual, I instantly get in touch with my team.

Chances are, at least one person from your team has already dealt with a similar roadblock, so they’ll know exactly what to do. Milena continues:

If someone from the team is well-versed in certain types of tasks, they can jump in, and we can complete the task even more quickly than expected.

On top of meeting the deadline, reaching out to your team for a hand helps you master new skills much quicker and even strengthens your bond with your teammates. 

Three birds with one stone.

Pro hack #4: Find your system for distractions

No one’s immune to distractions, regardless of the attention we give to crafting our perfect little schedules. 

You could be well-rested, motivated to the core, armed with an elaborate to-do list, yet still yield to your co-workers’ chatter. 

So, what could work as a lifeboat in situations like these is having a system for distractions. Think about whether you’re more likely to give in to visual, auditory, digital, or all types of distractions, and start from there.

This is what works for Ivana Blagojevic:

I always rely on music to keep me focused. Classical music is my go-to whenever I’m about to dive into a challenging task. Radio is my second best option.

Jelena Nikolic, on the other hand, moves away from the source of distraction:

Sometimes I’m very good at ignoring distractions, but in case my focus is not sharp enough to keep me going, I simply get up and get away.

Milana Todorovic goes a step further and has a dedicated place for different type of tasks that could work as a perfect antidote to all kinds of distractions: 

I usually don’t pay attention to noise around me, but I do tend to struggle with switching between tasks. I can get pretty distracted by whatever I was doing previously or just figuring out what I need to do next. What helps is having a separate space dedicated to different tasks.

Your options for warding off distractions depend on the biggest contender for your attention. Sometimes noise-canceling headphones would do the work, other times there will be no better cure than physically removing yourself from the place.

What matters is that you’re aware of your peeves and ready to take them on (figuratively speaking).

Pro hack #5: Step aside, but seriously

We could have linked here the study that almost everyone on the whole wide web refers to when they want to emphasize the importance of taking frequent breaks. It’s the one that proved that we come up with our best ideas when we’re doing something else instead of working, like taking a shower or watering our plants. 

(On second thought, we decided to leave the link to the study here, just in case you want to read more about what happens when we let our minds wander.) 

However, we’re well aware there are days when you feel like spinning on a hamster wheel. That’s when the sole thought of grabbing a cup of coffee and sitting in silence seems unthinkable, let alone taking a shower to recharge your thoughts.

So, instead of taking an hour-long break where you're still going to refresh your inbox or grabbing your lunch just to eat it at your desk, try dumping everything that's on your mind out of your head and step away from your chair. 

Here’s what works for Milena Savatovic:

Whenever I notice that my mind keeps wandering and I find it difficult to focus, I make a list of everything that goes through my mind and simply step away. Then, only after I see that my peace of mind has been restored, I go back to work.

Even though there's nothing you would prefer less than moving away from a task when times are busy, stretching your legs for a couple of minutes could actually bring you closer to the finish line. It’ll impact your energy levels and even improve your focus to help you keep going a bit longer.

Pro hack #6: Keep track of your finish time and schedule accordingly

If we could sum up time management in one sentence, it would most definitely be: 

Hope for the best, prepare for the worst.

As the saying demonstrates, relying on hope usually leads nowhere, so let’s shift our attention to the preparation part. 

Knowing exactly how much time certain tasks take you is what preparation is all about. When you’re equipped with enough real-life data about your workday, a whole new world opens up, and you’re actually able to put into action a schedule that won’t zig-zag from its intended version. 

But you might be thinking: What do you know, you just sit there in silence writing some words. What could you possibly know about time management?

And you wouldn’t be that wrong. But you don’t have to listen to us. Milena Savatovic, for example, has a clear overview of her day-to-day tasks, so she knows that scheduling her priorities around meetings is what will ultimately get her to the last stop:

As soon as I notice there’s a busy day ahead, I start writing test cases early on and schedule my tasks around meetings. Time slots in-between meetings are my deep focus time.

None of that would be possible if Milena didn’t have an overview of both the duration of her daily calls and at least an approximate estimate of her task complexity. And that’s where time tracking comes in as a sidekick.

Seeing your workday all color-coded and broken down by tasks is an eye-opening experience. But it’s the one that resembles stumbling across a map while being lost in the middle of nowhere — you’ll finally find the way back.

Pro hack #7: Use prioritization to your advantage

It’s not our intention to reinvent the wheel here by telling you that you need to prioritize your tasks. However, arranging your to-dos based on their importance and/or urgency will rule out the possibility of wasting your time working on the wrong stuff. 

Ivana Blagojevic shared her sentiments about prioritizing:

My all-time favorite time management hack is prioritizing. As soon as our daily meeting’s over and I leave the call, I sort my daily tasks based on their urgency. Then, as I tick them off one by one, I give my attention to my weekly tasks.

For starters, think about what actually requires your immediate attention as soon as you log in and which task is a handy procrastination excuse.

(Emails, we’re looking at you.)

Then, focus on your top three priorities for the day and arrange them by importance, not just urgency, and put them in writing. Or type them, we don’t judge.

What matters is that by sorting your daily tasks by importance, you’ll bring clarity and order into your workday instead of feverishly trying to do it all at once.

TL;DR: Time management is more than aiming high 

In fact, it also has something to do with preparing for the worst. 

But, on top of arming yourself with all the tools and strategies that’ll help you keep the worst-case scenario within the confines of your mind, time management is also about taking the best of tips and making them work for you. 

There are not enough software developers in charge of a time tracker in the world to help you crush your tasks if you’re about to close your browser and move on to frantically rushing through your day. 

So, stop and reflect, take what’s useful, discard what sounds impractical, and go and get things done. 

We’ll cheer for you.