Running a small business means wearing a lot of hats — service provider, admin, customer support, tech lead… the list goes on. But your tools shouldn’t make things more complicated. In this series, I’m showing you how to set up basic systems that just work — even if you’re not a tech wizard.
Today we’re tackling a big one: how to track your time and organize client work using Zoho Projects.
Whether you're a consultant, coach, or creative, this setup is simple, effective, and easy to maintain. Let’s dive in.
Watch to Learn how to Track Time and Tasks in Zoho Projects
Why Use Zoho Projects?
I love Zoho Projects because:
- It’s included in Zoho One (if you're already a subscriber, you’ve got access)
- It integrates easily with other Zoho apps like CRM, Books, and People
- It's user-friendly — you don’t need to be a PM pro to get value out of it
Step 1: Create One Project Per Client
Start by creating a separate project for each of your clients. This keeps your work organized and ensures you’re not sifting through a huge list of unrelated tasks.
It also makes it easier to track time and report on what you’ve done for each customer — which is especially helpful if you invoice based on hours or deliverables.
Step 2: Set Up Simple Task Lists
This is where the organization magic happens. I use three basic task lists in every project:
1. Client Support
This covers your admin tasks — things like:
- Weekly update emails
- Invoicing reminders
- Sending project recaps
These tasks aren’t directly tied to service delivery, but they’re still essential.
2. Active Tasks
This is where the bulk of your work goes:
- Current deliverables
- Ongoing service items
- One-off requests
Keeping these in their own list helps you focus on what’s due now — and it makes time tracking way easier.
3. Backlog Tasks
These are ideas for the future — the “someday” list:
- Things your client casually mentions but hasn’t approved
- Improvements you want to suggest down the line
- Notes to bring up in your next strategy call
This list ensures nothing falls through the cracks.
Step 3: Track Your Time
One of the best parts of Zoho Projects is built-in time tracking. You can log time on each task and even run reports to see how much time you're spending per client, per project, or per task list.
No extra tools needed — just start and stop the timer or enter hours manually.
Why This Works for Small and Medium Business Owners
This setup gives you just enough structure to stay organized without being overwhelming. You don’t need to manage complex project timelines or Gantt charts — just track what needs doing, log your time, and keep everything in one place.
If you’ve ever felt like you’re dropping balls or underbilling for your time, this simple tool setup can help you tighten things up fast.
Want more tips like this?
This whole series is about giving small business owners easy ways to set up their tech tools so they work for you — not the other way around. Follow along for more! Reach out to us and schedule a call if you'd like help setting this up.
