A work log might sound formal or time-consuming, but it’s one of the easiest tools to help you stay focused and productive throughout the day.
Whether you’re freelancing, managing a team, or just trying to get through a long list of tasks, a simple work log in Google Sheets can clarify what you’ve done—and what still needs your attention.
What Is a Work Log and Why Do You Need One?
A work log is a simple table where you record what you did, when you did it, and any notes you want to keep track of. It’s not about micromanaging yourself—it’s about building awareness of how you’re spending your time.
Here’s why it’s worth using:
- Better time tracking: Know where your hours go each day.
- Clearer focus: See what’s complete and what’s still pending.
- Personal accountability: Feel good crossing tasks off and noting your progress.
- Workproof: Show your boss, clients, or teammates what you’ve accomplished.
Step 1: Start with a New Google Sheet
Open Google Sheets and create a blank sheet. Name it something like “Team Work Log 2025” so it’s easy to identify.
Step 2: Set Up Your Table for Team Use
On the first row, add these headers:
- Date
- Team Member
- Start Time
- End Time
- Task Description
- Project Name
- Total Hours
- Notes
This format lets you keep track of who did what, when, and for which project.
Step 3: Freeze the Top Row
To keep your headers visible as you scroll down, click View > Freeze > 1 row. This helps when your sheet starts filling up with lots of data.
Step 4: Add a Formula to Calculate Total Hours
To make time tracking easier for each team member, click the first cell under Total Hours and enter this formula:
=(F5-E5)*24
(Assuming E = Start Time and F = End Time)
Format the cell as a number with two decimal places. Click Format > Number > Number. Copy this formula down the whole column to apply it to future entries.
Step 5: Use Dropdowns for Consistency
Keep data clean by setting dropdowns. Click the column where you would like to put the dropdown, then click Insert > Dropdown, and type team members’ names. Do the same to list project names, if needed. This makes it easier to filter and prevents spelling mistakes.
Step 6: Use Conditional Formatting to Highlight Long Hours
Quickly spot who’s working overtime. Select the Total Hours column. Click Format > Conditional formatting. This visual cue makes it easy to notice workload issues.
Click Share in the top right corner. Set permissions:
- Editor, if you want the team to log their own hours
- Viewer, if only admins do the logging
You can even protect certain columns (like formulas) by going to Data > Protect sheets and ranges.
Get the Free Work Log Template
Get a copy of the free Work Log Template. I’ve populated some cells as examples, but you can customize them as needed.
Final Thoughts
Productivity doesn’t have to mean squeezing in more work. It’s about being intentional with your time.
A work log isn’t just for people who bill by the hour; it’s for anyone who wants to work smarter and feel good about what they’ve accomplished. Google Sheets keeps it flexible and low-maintenance, so you can build a routine that sticks.
Frequently Asked Questions
How do I automatically calculate total work hours in Google Sheets?
Use the formula =(End Time – Start Time) * 24, assuming your Start and End columns are formatted as time. This gives you the number of hours spent on a task.
Can I use dropdowns for tasks?
Yes. Click the task column > Data > Data validation > choose “List of items” and enter task types like “Email”, “Meeting”, “Coding”, etc. This helps keep things tidy and consistent.
Can I track hours across multiple days or weeks?
Yes. You can either keep one long sheet and filter by date, or create a new tab for each week or month by duplicating the sheet tab and renaming it.
The Bottom Line:
One keeps you awake. The other gets work done.
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A month of FileDrop: $9.99
Why not have both?
