Toggl

Toggl is our time tracking tool. We won’t scold you for not making the hours you estimated for the week, we just want to keep updated about what you’re working on.

Maybe one task is taking longer than expected, this would prompt us to send someone to help you. Or maybe we should even pause the task so you can focus on something with a higher priority.

Here's another small message from Linsey:

"Now that you are totally on board with the value in writing your to do's in the daily slack channel, let me tell you all about that nifty toggl thing. Yes, toggl is tedious. Yes, toggl seems like you are subjecting yourself to micromanagement without a manager. Self-inflicted discomfort, I tell you! But time tracking is helpful to keep yourself on track with projects, quickly check whether your hours are spent across projects, or the last few weeks have been dominated by this singular bottleneck.

Better still, at the end of the day, you can just copy your toggl entries and post them in the daily;)"

- Linsey Groot

tutorial

Logging in to the website for the first time might be a bit overwhelming. But the system is actually quite simple. You have been added to one or several teams (vetting framework 1, 2 ,3 or 4; Kinder World 1 or 2; Kinderdonations.org; Social media; App 1 or 2), depending on what you’re working on. Here comes a step by step explanation of how to track your time:

1. Log in (use the link in your email for logging in the first time) and go to the ‘Timer’ page

2. Press the green play button. (Your time now starts running)

3. Click on the folder icon

How do you know which task fits with each of your workspaces? (if you’re not sure, ask Laura)

  • Vetting framework: If you’re working on vetting charities or creating the framework, you track your time here.

  • Kinder World: When you’re writing articles, or edit texts for the Kinder World platform, this is the place to be.

  • App: Not only the development and design, but also updating the information for all  nonprofits in the app, writing texts for the categories and updating tags that are used for example to categorise target groups.

  • Operations: Tasks that have to do with office management, HR, planning parties, administration and business strategy.

  • Kinder foundation: If you’re working on applying for funds, finding curators and everything else to do with setting up the Kinder foundation you track your time here.

It doesn’t matter whether you’re in Kinder Foundation 1 or 2, or vetting framework 3. The numbers are there because only a maximum of 4 people fit in one Workspace.

You might not be able to find the correct workspace for the task you’re working on. If the little bell in the top left corner is red, it means you still have to accept one or more workspaces. Click on it and you’ll find the workspaces you’ve been missing.

5. Choose the project you’re working on.

For example: when you’re going to write an article for the Kinder World platform, you would choose Content writing. But if you’re going into a brainstorm meeting, you would pick Content strategy. For the people working on vetting the naming is similar. Going into a meeting with Linsey or Jasmine would be Strategy, the actual vetting itself goes under Vetting.

If the set project names are not sufficient for what you’re working on, let Laura know so we can add or update names.

6. Use the description field to write down more specifically what you’re working on.  

You are for example writing an article about sugar. During your work on this article you would be tracking your time in the workspace Kinder World, you picked the project Content writing and your description is Article about sugar.


Another example. You’re working on the the vetting frameworks preliminaries. You would be tracking your time in the workspace Vetting framework, you pick the project Vetting and your description is preliminaries.

7. When you’re switching projects during the day, you just hit the stop button and press play again to start a new timer where you choose a (new) workspace, project, and description.

If you want to change the workspace, project or description after you’ve entered it, you just scroll down and click on the part you want to change.

This also works for changing start and end times. You click on the time and a window pops up with times and dates.

If you want to keep track of time in a notebook or in a different way, or you just forgot to press start, you can always enter the time you’ve worked at a later time.

Hit start - enter your details - press stop - and then change the start and end times.

You could even enter something days later.

If you want to continue with a task you’ve been working on earlier, you find a play button on the right side of the tracked time of that specific task. Click on it and time starts rolling again.

In the dashboard and reports you can find the hours you’ve worked in each workspace.

Unfortunately you can only get an overview of multiple workspaces at the same time when you’re on the ‘Timer’ tab. (as far as I know). Click on your name at the bottom of the page to switch between workspaces.

This is all you need to know about Toggl for now.

Again, we don’t want to micromanage you, this is just a tool to get a better overview of how time is spent within Kinder and to make sure we use our time effectively ;) It’s also a way for you to see how much time it takes for example to write a blogpost or vet one charity, with this information you can plan your days more efficiently.


Of course you can make a Workspace for private use as well. If you tag it as private, no one else gets to see it. (And they have an app!)