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Tracking My Mileage Without Losing My Mind

Tracking My Mileage Without Losing My Mind

Odometer

    I track where I go — whether I’m traveling by car, train or plane — for several reasons:

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    • I can write off 50.6 cents for every business mile I drive in 2008.
    • I can plan my trips more efficiently if I have a good idea of how often I’m traveling, and where.
    • I can easily backtrack, if need be, even long after the travel.

    But finding a method for tracking travel, especially mileage, that isn’t time consuming, can be difficult. I learned to track mileage from my mother, who, to this day, writes down her mileage and location every time she parks the car on the back of her most recent gas receipt. It gets the job done, but it seems like she has to devote a lot of time to the process, from the actual time spent writing down information to processing it later on.

    When picking a mileage tracking system — or creating your own — there are some very specific factors that you should keep in mind:

    Documentation needs: If you’re expecting to be reimbursed for your mileage by an employer or client, know from the beginning what sort of documentation you’ll need to hand over — will a travel log suffice? will you need gas receipts? will your travel need approval? The same goes for any mileage you intend to claim as a deduction on your taxes. If you’re based in the U.S., unless you get audited, you need only minimal documentation. It’s if you get audited that you’ll need to be able to pull out some paperwork to show that you really do drive extensively for your job. What kind of records, you might ask: Kelly Erb, of taxgirl, says, “The best proof is written records.” The key, Kelly says, is that they have to be contemporary — meaning you tracked your travels as you made them. Electronic tracking is fine as long as you keep up with it in the same way you would keep up a written system. She recommends tracking mileage and the purpose of a trip, as well as keeping receipts for both tolls and gas. Kelly offered up another suggestion as well: “If you use E-Z pass or something similar, you will actually have a printed record of your trips compiled for you.”

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    Other variables: Are you tracking your travels to help make your weekly round of errands more efficient? Or are you comparing your mileage to your spending on gasoline? If you need to track other variables, you’ll have to plan for that fact from the beginning. You may need to include your gas expenses or the number of times in a month that you visit a given location in a month in your tracking system.

    If you’re good about record keeping in general, you may not need to stress too much about tracking miles: say you keep a calendar with pretty precise records of where you are at any given time — business names and addresses. If you don’t detour too often, you can just calculate the distance from one appointment to the next (just plug addresses into either GoogleMaps or Mapquest).

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    But for those of us who would rather keep track of our mileage as we go, several web applications can serve the purpose admirably. Personally, I like Jott. As I reach a location, I can just call up Jott and record a message stating my mileage, my current location and my purpose (which makes things much easier when I need to sort out my business travel from everything else). And because Jott will send my recordings to my email, I can set up filters based on a few words or even run searches for particular locations. The only wrench in my system is the occasional voice recognition issue: I go to plenty of places with apparently unrecognizable names. But I can always go back to Jott and listen to a particular recording again.

    I just drop my Jotts into a spreadsheet — theoretically on a monthly basis, but realistically every few months — with a few formulas set up to figure out not only my total travels, but also my totals within categories. I try to phrase my Jotts in such a way that I can just cut and paste while doing something less than intellectually challenging, like watching television.

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    But I can think of plenty of variations on this theme that depend on how you connect to the internet and which applications you like: you could text messages to a Twitter account, keep files on a PDA or hack your car and a GPS device together so they can keep track of mileage without your interference. The key difference between these techniques and an old-school mileage book (which you can get for free at your local H&R Block office if you don’t like high tech solutions) is that the information is already typed up. With far less effort than handling a stack of receipts, you’ll be able to manipulate your travel information: even the simple task of adding up a total number of miles traveled seems monumental with my mother’s stack of annotated gas receipts. Many people say that the only acceptable method of tracking is using pen and paper, preferably kept in the car. But think how much time adding up those numbers are going to take, while I’m dumping my Jotts into a spreadsheet that will do all the math for me?

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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