Time management challenges can feel overwhelming, especially when there’s just not enough time to complete everything. With so many tasks to juggle, it’s easy to lose track of time or forget about certain responsibilities altogether. For example, if you’re juggling multiple projects, you might be so focused on meeting deadlines that you forget to log hours worked on each task, so you don’t have an accurate time record. This can create chaos for your team, especially if you work with others and they rely on your time log. Automated timesheets can help avoid this scenario. But before we get into the benefits of these tools, let’s talk about the top time management challenges and how to overcome each.
TimeTackle offers an easy solution for tracking time automatically so you can focus on your work and get organized instead of worrying about managing your time. Automatic time-tracking software will help you get organized, reduce stress, and avoid the pitfalls of time management challenges.
What is Time Management?
Time management is the coordination of tasks and activities to maximize the effectiveness of an individual’s efforts. Time management aims to enable people to get more and better work done in less time.
Elements of time management include organization, planning, and scheduling to take advantage of the best available time. Time management techniques also consider an individual’s particular situation and their relevant capabilities and characteristics.
Time Management: Why Does It Matter?
The importance of time management is in its ability to assign meaning to time, letting people make the most of their time. It sets goals and expectations for companies and their employees in a business context. Good time management skills help employees deliver quality work and meet their goals effectively. Time management also helps managers to understand what employees are capable of and to set realistic goals.
The Impact of Poor Time Management on Productivity and Well-Being
Poor time management skills cause employees to miss goals and deliver poor work, become overly stressed out and anxious, and run short of time. When time is used inefficiently, it has deleterious effects on employees, management, and the company. Time poverty is a result of poor or nonexistent time management.
People find themselves in this state when they have too much to do and too little time to do it. Their personal lives suffer, and they feel increasingly overwhelmed with responsibilities and activities despite working hard. Time management requires active decisions about what a person wants to do. Without time management, individuals continually react to external stimuli and lose a sense of control over their work and lives.
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Top 23 Time Management Challenges
1. Not Utilizing Technology
Not using available technology to manage your time is a huge missed opportunity. While technological advancements have undoubtedly made multitasking more challenging, they offer new opportunities to sharpen concentration. To-do list apps like Todoist and Google Tasks can be very helpful in keeping track of everything that needs to be done.
Most of these apps are also accessible on desktop computers, which might help reduce the frequency at which you are tempted to check your smartphone. Although making a to-do list may seem simple, it is not productive if not used correctly. Before you begin making your list of things to accomplish, consider the following:
- Don’t make your list too long because that can negatively impact you and overwhelm you.
- As a reward to yourself, Todoist and similar apps reward users with badges as they progress through the app’s various features.
- Don’t list any aspirations or goals, just tasks. Goals or aims are larger aspirations that can’t be achieved in a single day.
You can use productivity tracking tools like Tackle to know where your time is spent. Tracking and collecting workday data equips you with the information needed to make strategic improvements. Tackle tracks all workday activities, giving you real-time, actionable insights to improve your time management.
What you can see with Tackle:
- Total hours worked per user.
- Productivity breakdowns by day, week, or month.
- Start and end times.
- Most used websites and applications.
- Top projects and tasks by hours worked.
- Daily timeline overview.
2. Being Frequently Distracted
According to research published in the Harvard Business Review, the typical person is interrupted 50 to 60 times daily, with 80 percent of those disruptions being insignificant. Every once in a while, a good diversion can help you concentrate better. Psychologists talk about how we can use distractions to break bad habits and reduce stress and anxiety.
Listening to music or reading briefly are two examples of productive diversions. The number of times you are interrupted may be what slows you down the most. You must have a strategy for dealing with interruptions, whether through:
- Emails
- Social media
- Texts
- Phone calls from clients
You can tell folks not to bother you by changing your Slack status or putting on a pair of noise-canceling headphones. Aim to devote at least an hour per day to working on a single project. Once you’ve gotten into a routine, it’s best to increase the time you spend practicing or the number of times you do it. This will help the habit stick.
3. Multitasking
Only about 2% of the population can multitask effectively. For the rest, multitasking can reduce productivity by as much as 40%. Sometimes, it seems harmless. You have multiple tasks that you want to complete, and you want to show your effectiveness. Unfortunately, each time you swap between tasks, you lose time. Some of the most productive people learn how to focus effectively on a single task, seeing it through from start to finish before moving on to the next task.
People try to multitask without even realizing it.
- Do you check your email while writing a report or putting together an estimate?
- Do you answer your phone multiple times throughout the workday, regardless of what tasks you’re currently tackling?
- Do people come into your office demanding your immediate attention?
All those tasks can pull your attention away from the one you were initially focusing on, which can lead to substantial challenges in focus and prevent you from maximizing your productivity.
4. Procrastinating
One of the main reasons we don’t finish our everyday activities is because we procrastinate. According to research, procrastination is a psychological response to difficult emotions. One big element contributing to procrastination is the feeling that we didn’t choose to perform the work. Another is the fear of potentially damaging our sense of self-worth. We’ll probably avoid taking on a project if we’re worried about how it may affect how we see ourselves in the future.
Procrastination, on the other hand, might have negative consequences for your health. One study found that putting things off leads to lower wages, shorter jobs, and a greater unemployment chance. To lessen your propensity to delay, try the following strategies:
- Forgive your past procrastination: Acknowledging previous procrastination and forgiving yourself can help you avoid procrastinating in the future.
- Alter your internal dialog: Avoid using phrases like “need to” or “have to,” which implies you don’t have a choice. Instead, use words like “I choose to” to empower yourself.
- Use the harder-first technique: As the name implies, begin your day by doing the least pleasant jobs. The sooner you get them out of the way, the sooner you can work on the more fun projects.
5. Using Your Cell Phone to Respond to Communications
It is more practical to have work-related apps on your mobile device. After all, you can answer emails and Slack messages from customers while on the go. Doing so may be bad for your time management and productivity. On your phone, there are just too many distractions. Once you react to that email, you might get an Instagram notification; before you know it, half an hour has passed.
Avoiding using your cell phone whenever feasible is an easy way to avoid this. Strive to get into the habit of always having your email open on my computer, especially when you need to get things done. You can then put my phone aside in this manner. It’s unnecessary to reply to every email immediately unless I’m required for a crucial duty.
6. Not Having Enough Energy
Whether it’s a result of lack of sleep or a poor diet, you can’t hope to achieve your goals for the day without energy. If you have a set time to clock in at work, try going to bed a little earlier and starting your day with a healthy breakfast. Have a light lunch midway through the day and take some time for regular exercise.
Doing so will improve your health and your productivity. It’s important to remember that not everybody functions the same; experiment with assigning the more challenging tasks to different times of the day. You might find your productivity spikes later while others prefer to work in the morning.
7. Being Busy Rather Than Effective
Even though equating activity with success is common, this isn’t always the case. We often get caught up in many low-priority tasks that drain our energy and make the workplace a mess. The issue is that this may cause unneeded stress.
Asking yourself if the project you’re working on is beneficial and how it helps accomplish the end objective will help you avoid wasting time on pointless activities. If you have several small jobs to do, tackling them all at once may be helpful rather than spreading them out over several days. The priority matrix is a powerful tool for this.
8. Precrastination
This is the phenomenon of rushing to accomplish a task as soon as possible before the deadline so it can be checked off the to-do list. That sounds great; however, there is a downside. Precrastinators are so focused on getting something done that they may not give a task the attention, planning, and organization it requires. They may get a high volume of items without always submitting the highest quality work.
Or they may focus on smaller, simpler tasks while delaying the higher-priority work. To avoid precrastination, encourage employees to take the time to plan and evaluate their work. Recommend prioritizing the tasks so they understand which are of the highest urgency and importance level and do those first. Stress is important when considering tasks that involve other team members.
- What tasks are contingent on other tasks?
- What work can be done concurrently?
9. Distractions
The dependence on smartphones created an environment where interruptions are expected and tolerated. These distractions create more time management struggles. Ask employees to keep track of the times they’ve checked their email or phone during a town hall meeting. Distractions can be simply dings each time a text message comes through. Or team members spend too much time chatting near an employee trying to work. Listening to a podcast while working can also be a distraction. Encourage employees to do their best to eliminate or minimize avoidable distractions.
These distractions include anything that may prevent them from focusing on their work. Examples include silencing phones, remote workers turning off their TVs, and using the full computer screen mode to help prevent being distracted. Some may have challenges dealing with family members interrupting their daily tasks and work schedule. Employees working from home can face these distractions daily. Be sure to address personal life distractions like caring for aging parents. A mutual solution, such as flexible work hours, can be agreed upon.
10. Organization
If employees lack a system to manage their files, tasks, and projects, they’ll quickly lose time trying to keep up with the workload. It’s a delicate balancing act between attending meetings, checking emails and chat tools, and doing work. Collaboration tools and file-sharing apps can make things easier, but employees must organize their file hierarchy to find what they need.
Challenges of Information Organization in the Digital Workplace
Employees must remember where documents are saved, especially with many available filing options. It’s just as important for employees to find their system of organization to manage random requests that come through chat tools like Teams or Slack or via email. After a team meeting, employees have several new projects and action items.
Strategies for Effective Task and Information Management
A project management software program like monday.com may be helpful. The “one touch rule” method can also help. When receiving an email, immediately decide where it will live. That might simply be a file folder labeled “To Do.” This method encourages employees to create a natural organizational system that works for them. Some take this process a step further and complete the task immediately. This solution won’t work for everyone, especially for those with tight schedules, but it’s an option that can help with focus and productivity.
11. Mental Health
Mental wellness and resilience are common themes in the news and HR discussions. Employees are experiencing post-pandemic fatigue and may be adjusting to a new career or remote work. Other stressors in their personal lives are finances, relationships, and physical health. All of these can affect the ability to be productive at work. It becomes more challenging to complete tasks, stay focused, and persevere when employees experience burnout.
Share mental wellness tips on the company’s social media platform. Encourage employees to take vacation days to reset. Offer a day of wellness to relax, take a break from social media, and get some relief from information overload. If employees are dealing with depression, anxiety, or other mental health challenges, let them know about the company’s EAP program.
12. Overcommitting
Overcommitting, a prevalent time-management issue, occurs when individuals take on more tasks or commitments than they can feasibly handle within available time frames. This tendency leads to overwhelming workloads, insufficient time for completion, and increased stress. Prioritizing and setting realistic boundaries become essential to avoid overcommitting and maintain a balanced workload.
13. Lack of Prioritization
Lack of prioritization, a common time-management challenge, involves difficulties in distinguishing between urgent and important tasks, leading to confusion in task execution. Failing to discern what needs immediate attention versus what holds higher significance often results in misplaced efforts and time allocation. Prioritizing tasks based on importance and urgency is pivotal to effective time management, ensuring essential activities receive adequate focus and timely completion.
14. Perfectionism
Perfectionism, a time-management hurdle, involves striving for flawlessness and excessively refining tasks. This inclination towards perfection often leads to spending disproportionate time on homework, impacting productivity and delaying completion. Embracing the concept of ‘good enough’ and avoiding excessive fine-tuning of tasks is vital to prevent time wastage and ensure timely accomplishment of goals.
15. Lack of Delegation
Lack of delegation, a common time-management obstacle, refers to the reluctance or failure to distribute tasks to others. This habit can overload an individual’s schedule, causing inefficiencies and delays in completing essential activities. Learning to entrust certain responsibilities to others effectively helps lighten the workload and enhances overall productivity.
16. Failure to Set Boundaries
Failure to set boundaries, a prevalent time-management issue, occurs when individuals struggle to delineate work from personal time or commitments. Blurred boundaries often lead to overworking and inadequate relaxation, impacting overall productivity and well-being. Establishing clear time frames for work-related tasks and personal activities is crucial to maintaining a balanced schedule, preventing burnout, and ensuring effective time utilization.
17. Unclear Goals
Unclear goals, a significant time-management challenge, arise when individuals need more specific, achievable objectives. With clear direction, time and effort might be correctly allocated across tasks, leading to inefficiencies and complete or satisfactory outcomes. Defining precise and attainable goals aids in better time allocation and focused efforts toward desired achievements, enhancing overall productivity.
18. Not Evaluating and Adapting
Not evaluating and adapting is a critical time-management issue, and it refers to failing to review and adjust time-management strategies. Neglecting this practice prevents individuals from identifying inefficiencies or outdated methods, hindering progress and potential improvements in managing time effectively.
Regularly assessing strategies and adapting them to suit changing needs or circumstances is essential for sustained productivity and continuous improvement in time management.
19. Being Overwhelmed
There is too much work for one person to handle. Consider a manager responsible for hiring, scheduling, and time-tracking–and all of those tasks landing squarely on one set of shoulders quickly can lead to bottlenecks, an overwhelmed manager, and a stress cycle that didn’t seem possible to break effectively. Often, it starts innocently.
Employees’ productivity is up, and they’re comfortable taking on a few additional tasks or handling extra responsibilities. Unfortunately, when things start to go wrong, that employee may struggle much harder to keep up–and the longer things fail to fall into place, the harder it can be to break out of the stress cycle and restore normal productivity.
20. Too Many Emails
Email overload is a common problem in both personal and professional settings. Inboxes can quickly fill with messages ranging from critical updates to irrelevant newsletters. The challenge lies in distinguishing between urgent matters and distractions.
Constant email notifications interrupt focus and create a sense of urgency, leading to frequent context-switching. For many, the volume of emails feels unmanageable, turning email management into a task that wastes valuable time.
21. Too Many Meetings
Meetings can easily dominate your calendar, leaving little time for focused, productive work. The issue often stems from poorly planned or unnecessary meetings. Repeated discussions on the:
- Same topics
- Unclear objectives
- Overlapping schedules
Exacerbate the problem. People frequently leave meetings feeling like they’ve accomplished little, and the cumulative effect can result in hours of lost time each week.
22. People Pleasing
The desire to say “yes” to everyone can be a significant barrier to effective time management. People-pleasing leads to overcommitting, prioritizing others’ tasks over your own, and taking on responsibilities that don’t align with personal or professional goals.
This challenge often results in overwork, stress, and missed deadlines for your priorities. It creates a cycle where pleasing others comes at the cost of your productivity and well-being.
23. Not Taking Breaks
It’s easy to feel like you’re wasting time when you’re not working, but allowing your mind to rest and rejuvenate can help you get more done in the time allotted to you. Whether working on a critical assignment or doing errands, one of the most crucial things you can do is give your mind a break.
According to research, the human brain isn’t designed for eight hours of nonstop concentration. Use apps like Google Calendar to keep track of your schedule and include frequent breaks in your workday.
Overcoming Time Management Challenges With These 14 Tactics
Start your day with a plan to get a grip on time management challenges. The more organized you are, the easier it will be to navigate your day and to handle curveballs when they come your way. To effectively use your time, create an achievable plan for everything you want to accomplish that day. The easiest way to start planning your workday is by making a to-do list of your daily tasks. A to-do list isn’t a groundbreaking technique, but it can make an incredible difference in how well you use time throughout the day.
Each time you complete tasks on your to-do list, make sure to physically cross it off so you have a sense of accomplishment and can go back and review all of the things you finished that day. Keeping track of your work will help you set priorities for the next day.
Prioritize the Most Important Tasks: How to Overcome Time Management Challenges for Better Productivity
Once you have created a to-do list, it is time to organize it in order of priority. Prioritization lets you use your time productively and focus on the day’s most important tasks. There are many different approaches to prioritizing tasks on your to-do list.
Pick out your most important three items to accomplish and get started. Sort your tasks into three tiers of importance:
- High
- Medium
- Low
Rank every item on your task list on a scale of 1-10, then order them accordingly. Later in this article, we’ll discuss the Eisenhower Matrix, an advanced technique for determining an urgent task and priorities.
Divide Larger Projects Into Smaller Tasks: How to Manage Your Time Better When Overwhelmed
One of the most common reasons people don’t manage their time well on large projects is that they feel overwhelmed. When you feel overwhelmed, you may want to procrastinate and work on other things instead.
Break large projects into smaller, more manageable tasks to overcome this feeling. By looking at smaller pieces of the puzzle rather than the whole picture, it’s easier to get things done. As you chip away at the project in bite-sized chunks, you’ll make progress and improve your overall task management.
Limit Distractions: How to Reclaim Control Over Your Time
Everyone gets distracted. Whether emails from:
- Team members
- Social media
- Co-workers
- Kids
- Family members
- Phone calls
- Random thoughts
- Countless things
Can derail your progress. While you can’t control all of them, it is vital to make a dedicated effort to limit the number of things that can distract you.
Time management self-reflection:
- Identify the things that distract you and devise a solution to minimize that distraction.
- Do you need to put your phone in the other room?
- Should you turn off notifications for texts or emails?
- Do you need to block social media from my work computer?
Leave the Emails for Later: Why Checking Emails Can Wait
Email can be an unexpected time sink. Every time you stop what you’re doing to check your email, you’re derailing your productivity. It takes time and mental energy to switch between different tasks. Schedule a specific time to check your email or wait until you finish your current job before checking your email.
Batch Your Time: How to Use Time Management Strategies to Boost Productivity
You can also utilize the efficiency of not switching tasks by batching your time or time-blocking. If you have similar projects, try to do them simultaneously. By grouping these tasks, you can knock them out quickly without devoting the brainpower and energy to adjusting to a new job. This will also help increase productivity as you’re not juggling too many tasks simultaneously.
Reduce Multitasking Tasks: Why Tackling Too Many Time Management Challenges at Once Can Backfire
While it may feel like you are tackling more things on your to-do list by multitasking, many studies show that multitasking makes you less productive. The mental energy required to switch between tasks creates a lag that could be avoided by focusing on one project at a time. If you want to use your time more effectively, wait and complete the task you’re working on before moving on to the next item on your list.
Block Time Off on Your Calendar: How Scheduling Tasks Can Improve Your Time Management Skills
Keeping your events, meetings, deadlines, and tasks on your calendar can save you time. Having a single place to check these things saves time. Online calendar apps such as Google Calendar and Calendly are an even more efficient way to schedule time.
The ability to check your calendar across different devices and set reminders adds to this time management strategy’s effectiveness. Blocking out specific time limits for tasks can also help you stay focused and increase productivity throughout the day.
Know When to Say No to Meetings: How to Use Time Management Strategies to Take Control of Your Schedule
Meetings aren’t always the most effective use of time. If your number of meetings continues to climb, it may be wise to say no. Expressing your busy schedule and asking if the meeting could be replaced with an email might be helpful.
In your discussion, explain my other tasks on your schedule and how taking time for the meeting will impact my workload and deadlines. This will give you more control over your task management and help you focus on your long-term goals.
Summarize and Review Your Day: How Reflection Can Help You Overcome Time Management Challenges
It’s time to reflect on what you accomplished and set yourself up for success the following day. This is the perfect time to review your to-do list from that day to see all the items you checked off and what is still left to be tackled tomorrow.
The end-of-day review is also a chance for honest self-reflection about how well you managed your time that day. This reflection will help you keep track of urgent tasks and prepare for the next day more efficiently. Through self-reflection, you can identify what’s working and where to continue improving.
Eisenhower’s Urgent-Important Matrix: A Strategy for Prioritizing Tasks on Your To-Do List
We discussed the Eisenhower Matrix in time management strategy #2; now it’s time to dig deeper. This approach, called the urgent-important matrix, allows you to prioritize and sort the tasks on your to-do list.
Here’s how to create the Eisenhower Matrix:
- Draw a grid with four quadrants to create four boxes.
- Across the top, write Urgent above quadrant box one and Not Urgent above quadrant box two.
- Going down the left side of the grid, write Important to the left of the quadrant one box and Not Important next to the quadrant three box.
- Now for each task, you ask two questions, “Is this important?” and “Is this urgent?”.
- Place each task into the box that matches your yes or no for each question.
- Now that you know what’s important and urgent, do these tasks first. For the things in quadrant two that are important but not urgent, schedule them to do later.
- The urgent but not important tasks in quadrant three can be delegated.
- The remaining tasks in quadrant four can be removed from your list until they become urgent or important.
Pareto Analysis: How the 80/20 Rule Can Help You Manage Your Time Better
The 80/20 rule is a technique created by the Italian economist Vilfredo Pareto. It’s the idea that 20% of actions are responsible for 80% of outcomes. Pareto analysis aims to help you prioritize tasks that are most effective at solving problems.
How it works:
List some of the problems you are facing. For example, your grades are slipping. Identify the root cause of each issue. Your grades are slipping because you spend too much time on social media or any other sort of distraction.
- Assign a score to each problem: Assign higher numbers to more important problems.
- Group problems together by cause: Group together all the problems caused by spending too much time on social media.
- Add up the score of each group: The group with the highest score is the issue you should work on first. Take action.
Use the Famous Pomodoro Technique: A Time Management Strategy for Overcoming Time Management Challenges
The Pomodoro Technique was developed in the early 1990s by Francesco Cirillo. It is a popular time management method that helps individuals break down their work into (usually) 25-minute sprints.
Here’s how it works:
- Choose a task you want to complete.
- Set your timer for 25 minutes and focus solely on that task until the timer goes off.
- Take a short 5-minute break.
- Start another 25-minute session.
This technique helps to increase productivity as it allows you to focus entirely on one specific task at hand rather than multitasking. Breaking up tasks into smaller increments makes them feel less daunting and more achievable.
Try the Flowtime Technique: A Time Management Strategy for Overcoming Time Management Challenges
The Flowtime Technique is a time management strategy that focuses on working in short, uninterrupted blocks of time. It’s a variation of the Pomodoro technique that involves focusing solely on one task and taking a break from work when feeling like it. It doesn’t have specific time limits for how long you should work or how long your breaks should be. This method helps prevent distractions by allowing you to fully concentrate on one specific task without interruption from emails or notifications. For example, let’s say you have three blog articles to write for the day.
Following the Flowtime technique, you set a timer for an hour. During those 60 minutes, you eliminate all distractions and write without interruption. Once the timer goes off, you take a short break. You repeat this focused time block-break cycle until you complete the first article before jumping on to the next one.
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Addressing Time Management Challenges With The Right Tools
Time management challenges can be overwhelming. Just imagine trying to keep track of tasks, deadlines, and progress without structure. It would quickly become chaos. Tools like employee clock-in systems, task management software, and project collaboration platforms simplify this chaos. For businesses, an employee clock-in system ensures everyone is accountable for their time, reducing the likelihood of missed deadlines or unproductive hours.
Task and project management tools help teams coordinate efforts, prioritize tasks, and maintain clear communication. Automation software can take things a step further by eliminating repetitive manual processes, freeing time for more meaningful work.
Time Management Tips Using Tools: How to Leverage Tech to Tackle Time Management Challenges
Time management challenges don’t stand a chance against the right tools. Here are a few creative ways to help you address your time management struggles:
Plan Your Day with Technology
Online calendars and scheduling apps are invaluable for organizing your day. Tools like Google Calendar or Microsoft Outlook allow you to break your day into manageable activity blocks and include time buffers to handle unexpected tasks. By following a structured schedule, you’ll navigate your day more intentionally.
Experiment with Time Trackers
Where is your time going? Time-tracking tools like Tackle can give you insights. These apps help you identify time-wasting activities and ensure you spend time on what matters most. The tool should fit seamlessly into your workflow; the benefits should always outweigh the cost and effort.
Leverage Project Management Tools
For teams and project managers, platforms like:
- Asana
- Trello
- Monday.com
Offer integrated features for tracking progress, assigning tasks, and automating repetitive management routines. These tools make evaluating employee performance easier, building insightful reports, and uncover opportunities for improved team efficiency all in one place.
With the right mix of tools, you can address common time management pitfalls like:
- Disorganization
- Missed deadlines
- Inefficiencies
Whether you’re managing a team or your schedule, technology empowers you to take control and work smarter, not harder.
Start Using Our Automatic Time Tracking Software for Free with One-click Today
Time management challenges can bog down any organization. When teams struggle to track their time, they miss valuable insights that can help them work more efficiently.
Tackle revolutionizes time tracking through seamless calendar integration, eliminating the need for manual logging. Our platform automatically captures and categorizes your time, providing actionable insights through intuitive dashboards and reports.
We’ve built everything you need into one seamless package:
- An intelligent tagging system that works your way
- AI-powered automation to handle the tedious stuff
- Flexible reporting tools to track what matters
- Intelligent time capture right in your browser
Trusted by Roblox, Deel, and Lightspeed Ventures teams, Tackle helps executives, team leaders, and customer-facing professionals understand and optimize their time allocation.
Simply connect your Google or Outlook calendar, set up custom tags and automations, and gain valuable insights into how your team spends their time. Whether you’re tracking strategic initiatives, measuring team efficiency, or ensuring resource optimization, Tackle transforms time tracking from a chore into a powerful decision-making tool.
Start using our automatic time-tracking software for free with one click today!
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