As a virtual assistant, I spend my days helping clients reclaim their time, streamline their processes, and focus on what truly matters. But in 2024, I made a point of tracking my own time more intentionally—and what a game-changer it has been!
Thanks to Toggl, I logged 1,077 hours this year, giving me valuable insights into how I work best and how I can continue refining my approach to supporting my clients. Here’s what I learned, how it’s shaped my productivity, and how I plan to use this knowledge to make 2025 even more efficient—for myself and the incredible clients I support.
What I Learned About Myself in 2024
I’m Most Productive in the Early Morning
I’m at my best in the early mornings. My productivity window runs from 5 AM to noon—those quiet hours when the rest of the world is still hitting snooze. This little discovery has been an eye-opener for how I structure my day. I tackle the big tasks first: prepping client schedules, fine-tuning workflows, or mapping out strategies while my mind is clear and focused.
By the time my clients login for their first meetings, I’ve already set things in motion—clearing out inboxes, organizing materials, and making sure their day kicks off without a hitch. It’s like giving them a head start before they even pour their first cup of coffee.
Mondays Are My Power Days
Toggl showed me that Mondays are my most productive day. I use this time to set the tone for the week—organizing tasks, establishing priorities, and creating a clear plan for both myself and my clients. With this in mind, I dedicate Mondays to focused work, ensuring I’m fully prepared to provide my clients with the attention they need throughout the rest of the week.
Consistency Pays Off
Identifying my peak productivity, I realized that certain periods naturally lend themselves to bursts of focus and output. This helps me anticipate when I’ll be most motivated and schedule more complex projects accordingly. For my clients, it means I can help them identify their own peaks and valleys in productivity to better align their tasks with their energy levels.
Using Data to Help My Clients Work Smarter
Time tracking isn’t just about optimizing my productivity—it’s about empowering my clients to do the same. When we strategize together, I often use my Toggl insights as a framework to guide them toward more efficient workflows. Here’s how:
Identifying Their Peak Productivity Times
Just as I’ve learned that mornings are my most productive hours, I help my clients analyze when they’re at their best. Everyone has their own peak productivity times—some thrive with creative bursts in the afternoon, while others find clarity in evening brainstorming sessions. For one client, we discovered that shifting project prep to the afternoons and reducing morning meetings created a more sustainable balance. This small change made a noticeable difference, helping them feel more in control and less overwhelmed.
Simplifying and Prioritizing Tasks
Looking at my Toggl data has helped me pinpoint the tasks that consume the most time and those that bring the greatest impact. This insight allows me to prioritize my work more effectively and focus where it matters most. I apply this same strategy to my clients, helping them prioritize the work that moves the needle and delegating or automating the rest.
Designing Smarter Weekly Plans
My Mondays are a great example of how a structured start can set the tone for the week. I work with clients to create their own “power days” for planning and preparation so they always feel in control of their workload.
Tracking Progress for Continuous Improvement
Toggl has helped me better understand how I spend my time each day. I noticed that a large portion of my time was spent on preparation rather than direct client work. After reviewing this, I adjusted my schedule to set aside focused time for client tasks time blocking them in my calendar. This change allowed me to work more effectively and make room for more strategic activities for my business like planning for business growth.
Looking Ahead to 2025
With these insights, I’m excited to take on the new year with a renewed focus on efficiency. My plan includes:
- Continuing to track my time so I can refine my workflows and ensure I’m operating at peak performance.
- Leveraging Toggl’s Goals feature to set benchmarks for myself and my clients, whether it’s streamlining onboarding processes or shaving time off administrative tasks.
- Helping clients implement time tracking so they can see the same benefits I’ve experienced, from better work-life balance to increased profitability.
Why Time Tracking Matters
If there’s one thing I’ve learned this year, it’s that time is your most valuable resource. Tracking time isn’t just about accountability—it’s about gaining the clarity to make intentional choices about how you spend it.
For my clients, this means less stress, more focus, and ultimately, more time to grow their businesses and enjoy their lives. For me, it means continuing to lead by example, using data to back every decision, and showing that with the right tools, we can all get more done with less effort.
Here’s to a more productive and intentional 2025—for all of us!