The Ultimate Time Tracker Guide
For companies, employees and consultants, time tracking has always been about getting more from our most important resource. Here’s everything you ever needed to know about time tracking.
What is Project Time Tracking?
Meandering towards a goal without a clear plan in place.
Getting sidetracked with irrelevant things.
Taking extra-long lunches because no one will notice.
These are all things that project time tracking is NOT.
So, what is it then?
Project time tracking is the process of monitoring and recording the amount of time spent on various tasks and activities within a project. It can be done manually through time sheets, or automatically through software tools.
The goal of project time tracking is to ensure that projects are completed on time and within budget. Plus to make sure workers aren’t spending their valuable time in Wagamama for hours on end.
Why Do You Need to Track Time in Projects?
Time tracking during the lifespan of a project is important for a number of reasons:
Better resource allocation
By tracking the time spent on tasks, project managers can identify areas where they need to allocate additional resources – more/less staff, more/less money, more/less equipment – or make changes to the project schedule to help the project stay on track.
Increased accountability
Project time tracking helps to hold team members accountable for the time they spend on tasks, and ensures that they are using their time effectively and efficiently. No slacking!
Improved accuracy
Project managers can better estimate the time required for similar tasks in the future – rather than taking a ‘stab in the dark’ – and make more accurate project schedules moving forward.
Better budget management
Costs can be kept track of, which will help to make sure that the project stays within budget. By understanding the amount of time spent on tasks, managers can identify areas where they need to reduce costs or adjust the project’s spending.
Enhanced project visibility
The detailed information provided by time tracking tells managers how well a project is progressing, which can help them make informed decisions about the overall direction of the project.
What is the Best Way to Track Projects?
Project time tracking is a continuous process that involves regular monitoring, reporting and analysis of the time spent on tasks.
The best way to track projects will vary depending on the specific needs of each project, but there are several processes and steps you can take to help ensure its effectiveness.
1. Defining the tasks
The first step is to outline the tasks that need to be completed as part of the wider project. This includes breaking down large tasks into smaller, more manageable subtasks.
2. Estimating timings
An estimate of the time required to complete each task is made. This may be based on past experience, expert opinions or other factors, such as the resources available.
3. Assigning tasks
Each task/subtask is then assigned to team members. They are responsible for completing the tasks and tracking the time they spend on them.
4. Monitoring Progress
Each task/subtask is then assigned to team members. They are responsible for completing the tasks and tracking the time they spend on them.
5. Reporting
Each task/subtask is then assigned to team members. They are responsible for completing the tasks and tracking the time they spend on them.
6. Improving Continuously
The results of project time tracking are used to continuously improve the process, to make more accurate time estimates, and to identify best practices for tracking time in future projects.
What is the Worst Way to Track Projects?
There is no single ‘worst’ way to track projects, as the best approach depends on the individual requirements of the project.
However, there are some common mistakes that can lead to ineffective project time tracking, including:
Inaccurate time tracking
If team members do not accurately track the time they spend on tasks, or if the time tracking data is not complete or accurate, the resulting reports will not be reliable. This often occurs when people use manual methods such as a pen and paper or spreadsheets.
Wooly task definition
“You do the thingy, while I work on the whatchamacallit.” If tasks are not clearly defined, it can be difficult to accurately track the time spent on each task, which will result in inaccurate project schedules.
Lack of integration
If the project management tools you’re using – such as scheduling software – aren’t integrated with your time tracking tool, it can be difficult to get a comprehensive view of the project and make informed decisions. The left hand needs to know what the right hand is doing.
Infrequent progress monitoring
If project managers do not regularly review the time tracking data, they may miss important trends or issues that could impact the project.
Failure to use the results
There’s no point in project time tracking if you’re not going to use the information you gain. The ongoing improvement of your company via future projects is reliant on your time tracking data. Use it!
How to Track Project Progress and Resources
Project progress and resource tracking are two important aspects of project management that are typically interrelated.
Here are a few tips to help you track them both:
Set goals
Define the specific objectives of the project, and use these to guide project planning and execution. As well as the ‘ultimate’ goal at the end of the project, there should be smaller goals along the way to keep you on track and maintain motivation.
Establish a project schedule
Create a project agenda that outlines the start and end dates for each task, as well as any additional requirements between tasks.
Monitor resource use
Track the use of project resources – such as team members, budget, equipment and materials – to ensure that they are being used adequately and productively.
Communicate
Regular communication with the project team is key to ensuring that everyone is aligned and working towards the same goals. Schedule regular check-ins with team members to discuss progress and address any issues or concerns.
Use the data
Using project data and analytics to gain insights into the progress of the project and the utilization of project resources will allow managers to make informed decisions about the project and identify areas for improvement.
Meaning – hopefully – that a project will be completed on time, within budget and to the desired standards.
To Summarize
- Better resource allocation
- Increased accountability
- Improved accuracy
- Better budget management
- Enhanced project visibility
- Defining the tasks
- Estimating timings
- Assigning tasks
- Monitoring progress
- Reporting
- Improving continuously
- Inaccurate time tracking
- Wooly task definition
- Lack of integration of project management tools
- Infrequent progress monitoring
- Failure to use the results
- Set goals
- Establish a project schedule
- Monitor resource use
- Communicate
- Use the data
Frequently asked questions
Project time tracking is the process of monitoring and recording the amount of time spent on various tasks and activities within a project. It can be done manually through time sheets or automatically through software tools.
Time tracking in projects is essential for better resource allocation, increased accountability, improved accuracy in estimating future tasks, better budget management, and enhanced project visibility.
The best way to track projects involves defining tasks, estimating timings, assigning tasks to team members, monitoring progress regularly, generating reports, and continuously improving the process.
There is no single 'worst' way, but common mistakes include inaccurate time tracking, vague task definitions, lack of integration between tools, infrequent progress monitoring, and failure to utilize the tracking results.
Set goals, establish a project schedule, monitor resource use, communicate regularly with the team, and use project data and analytics to gain insights for making informed decisions about the project.
Project time tracking offers several benefits, including improved project planning, better resource management, enhanced productivity, increased accountability, and the ability to identify areas for process improvement.
Yes, project time tracking can be done manually using time sheets where team members record their hours worked on tasks. However, it'
