Methods for Freelance Video Editors to Accurately Track Their Work Hours

Freelance video editors often find themselves juggling multiple projects and sidetracks, making it essential to track their work hours meticulously. Accurate time tracking not only helps in billing clients fairly but also ensures productivity and helps in planning future projects effectively. Here, we explore several methods and techniques that freelance video editors can use to keep an accurate record of their work hours.

1. Time Tracking Software

There are multiple time tracking software tools available in the market, such as Toggl, Harvest, and Clockify. These tools offer detailed reports and insights, allowing editors to see how much time is allocated to specific projects or clients. Editors can integrate these tools with their video editing software to automatically track time spent on each project.

2. Manual Time Logs

For those who prefer a simpler and more hands-on approach, manual time logs can be an effective way to track work hours. Editors can use a spreadsheet or a notebook to log the start and end times for each work session, along with a brief description of the tasks performed. This manual method requires discipline and regular updates to keep the records accurate.

3. Project Management Tools

Platforms like Trello, Asana, and Notion can help in tracking time spent on different tasks within a project. Many of these tools have built-in time tracking features or can be integrated with time tracking apps. Editors can use these tools to manage their tasks, deadlines, and time allocations effectively.

4. Video Editing Software

Some video editing software, such as Adobe Premiere Pro, offer built-in tools to track the duration of each session or the total time spent on a project. While this method is not as precise for tracking breaks or interruptions, it can provide a good estimate of overall working time.

5. Pomodoro Technique

The Pomodoro Technique is a time management method that involves working for a set period (usually 25 minutes) followed by a short break. Editors can use a timer or a dedicated app to track their work sessions and sum up the total work time effectively. This technique not only helps in maintaining productivity but also ensures that editors take regular breaks to avoid burnout.

6. Task Breakdown and Notation

Breaking down the project into specific tasks can help editors estimate the time spent on each task more accurately. Editors can note the time when they start and stop working on each task. For example, when working on the color grading, the editor can note the start and end times, along with a brief description of the tasks performed. This method provides a more detailed report to clients and helps in keeping track of time spent on each task.

Personal Experiences

As a freelance video editor, I have found that using a simple notepad, such as the macOS Notes app, can be effective for tracking work hours. Here are a few tricks I have developed to make this process easier:

Trick 1: Quarter-Hour Units

I only think in units of quarter-hours, and it has worked well for me for the past 15 years. Sometimes I round up and sometimes down, but these will eventually even out. This means that I might slightly undercharge parts of a project I enjoy doing or where I experiment and overbill the ones that feel like chores. Nobody really cares as long as I deliver quality results. Occasionally, I add 5-minute items to ensure I don’t forget about quick fixes if there are many to be expected.

Trick 2: Guesswork and Estimates

For longer work sessions, I don’t clock out/in every time I take a break. At the end of the day, I recall how long my lunch took and deduct an estimate rounded to the nearest quarter hour. This method makes my guesses more reliable and less stressful. Not trying to be precise to the minute makes the estimates more accurate and easier to recall.

Trick 3: Project Snapshots

Before making any changes on a timeline, I make a duplicate snapshot with a timestamp. When I send a progress update, I compare the timestamp with the current time to get a good estimate of the time spent. This also helps in understanding the project timeline and managing changes effectively.

Trick 4: Machine Time Calculation

For calculating machine time, such as rendering or exports, I look at the created vs. modified timestamps of the exported files. This helps in tracking the actual time spent on the task, especially when the machine time needs to be billed at a lower rate. The machine time is often overlapping with other working tasks on the same project or another project.

Trick 5: iCloud Synchronization

My notes remain in sync with multiple devices via iCloud. I can pull them up on my phone to jot down time I forgot to book or to show a quick recap to my producer. This ensures that all relevant time information is accessible and up-to-date, making it easier to manage the billing period.

Conclusion

Accurate time tracking is a critical aspect of a freelance video editor's work. By using a combination of time tracking software, manual logs, project management tools, and personal techniques, editors can maintain a high level of productivity and ensure fair billing practices. Whether through digital tools or simple notations, tracking work hours accurately helps in delivering quality results and building trust with clients.