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Virtual Assistant: Time Track or Not To Time Track?

In this article, we'll explore the benefits of deciding if to time track to time track, and how it impacts your productivity

Working hours, hourly wages, deadline concept. Alarm clock and wooden dolls on purple background.

A Virtual Assistant, often abbreviated as VA, is a professional who provides a range of administrative, creative, technical, or specialized services to individuals, entrepreneurs, or businesses remotely. Unlike traditional in-house assistants, VAs work from a remote location and use various communication tools and technologies to collaborate with their clients.


The role of a Virtual Assistant has gained popularity because of the increasing trend of remote work and the need for efficient outsourcing solutions. By maximizing the services of a VA, individuals and businesses can reduce time-consuming tasks, focus on core activities, and achieve higher productivity. The versatility and adaptability of Virtual Assistants make them a valuable asset for streamlining operations and achieving goals in today's fast-paced digital landscape.

Is It Necessary to Have a Time Tracker for VAs?

What is a Time Tracker?

A time tracker is a digital tool designed to monitor and record the work hours, tasks, and activities of team members who are working remotely. This software provides a way to track the time spent on various projects and tasks, helping both employees and employers manage productivity, track progress, and ensure accurate billing and payroll. Time trackers typically offer features, such as task categorization, project allocation, real-time tracking, and reporting. By using a time tracker, remote teams can maintain transparency, accountability, and effective communication, even when working from different locations. This tool aids in optimizing workflow, identifying bottlenecks, and ensuring that remote team members are efficiently allocating their time to tasks that align with their roles and responsibilities.

In My Perspective

I used to oppose time tracking, advocating a results-over-activity approach. I used to say focus on results, not activity, and if they don't get the results, then that's what you measure. This level of surveillance may affect the flexibility that remote work aims to provide, potentially leading to burnout and reduced job satisfaction.

But this view has evolved. Now, I firmly believe in the necessity of time tracking, especially for remote teams. It allows for a clear assessment of work efficiency, provides valuable insights into productivity trends, aids in the effective onboarding of new team members, and ensures that tasks are aligned with both market demands and organizational goals.

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How Can We Know if this is a Market Problem or an Effort Problem?

Here's how you can differentiate between the two:

Market Problem

  • Look for patterns. If multiple VAs encounter similar challenges, it could be because of a broader market-related issue. Consistency across VAs.

  • Research Market Trends. See for changes in market trends, demand, or customer behavior that might impact the VA's tasks.

  • Engage with clients to understand if their needs, expectations, or preferences have changed, impacting the VAs' tasks. It is important to have customer feedback.

  • Assess if changes in the market, technology, or consumer behavior are affecting the VAs' ability to deliver.

Effort Problem

  • Analyze the VA's individual performance and quality to determine if their effort aligns with previous performance.

  • Task Allocation to ensure that tasks assigned to the VA are within their skill set and align with their expertise.

  • Open communication with the VA about challenges they're facing can reveal whether the issue is related to their efforts.

  • An overloaded VA might struggle to manage tasks efficiently, leading to effort-related problems.

  • Lack of training and support can contribute to effort-related challenges.

Benefits of Time Tracking

Provides The Clarity Needed to Differentiate Genuine Concerns From Lack of Trying

Time tracking serves as a valuable tool that brings clarity to situations where it might be challenging to differentiate between legitimate concerns and instances where efforts might not be at their fullest. By accurately recording the time dedicated to various tasks and projects, employers and managers can gain insight into how much effort is being invested by VAs.


Let me help you understand, if a VA is consistently spending a substantial amount of time on a task and still encountering difficulties, it could suggest a genuine challenge related to the skills or external factors. If the time spent on a task is significantly less than expected, it might prompt a closer look to determine if the VA is genuinely putting in the effort.

Bridging Gaps, Identifying Patterns, and Spotting Overwork

Now with this time tracking when we look at screenshots we can actually see activity levels and if they are actually working to the standard that we expect them to most of the time especially when they start what we're looking for is to support those team members to identify areas whereby we can do Improvement and Through Time tracking and screenshots we can actually do this.


Time tracking aids in recognizing signs of overwork. We can also spot things whereby certain team members are working too much for example I used to have one purchasing manager who would work over 60 hours every single week I didn't know this until I asked him and it took quite a lot of work to get the answer out of him he didn't want to tell me.

Nurturing Guide

We don’t punish based on time tracking. Rather, we ask the right questions. Again, finding a compromise that addresses concerns and respects needs is crucial for a harmonious working relationship. This approach ensures we're supporting our team adequately, recognizing excellence, and addressing issues.


By addressing the compromise, VAs and employers can maintain a positive and productive working relationship while utilizing the benefits of time tracking in a balanced manner.

My Thoughts?

Combining the capabilities of a Virtual Assistant (VA) with the precision of a time tracker can lead to a powerful synergy that maximizes work efficiency and productivity.


VAs can focus on their areas of strength being accurately captured while employers gain transparency into task progress and can allocate resources more strategically. The time tracker helps gauge the time required for specific tasks, aiding in workload management. For new VAs, the time tracker can serve as a training aid, helping them understand task and time allocation expectations.


VAs and a time tracker enhance communication, accountability, and efficiency. It facilitates a harmonious working relationship, where tasks and time are managed completely, resulting in business growth and success.

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