Time Tracking: The Secret Weapon of Project Managers

Time Tracking: The Secret Weapon of Project Managers

by | Sep 18, 2023 | General, Project Management, Software, Time Tracking

Introduction

Time tracking is the process of recording the amount of time spent on specific tasks or activities. It is an essential tool for project management, as it allows project managers to monitor progress, identify areas for improvement, and make informed decisions about resource allocation and scheduling.

While time tracking may seem like a tedious task, it is actually worth the investment. In fact, studies have shown that companies that use time tracking are more likely to be successful.

How Time Tracking Affects Project Scope and Cost

Project scope refers to the work that needs to be done to complete a project, while project cost refers to the total amount of money spent on a project. Time tracking can affect both project scope and cost in a number of ways.

For example, if a project manager finds that a particular task is taking longer than expected, they may need to adjust the project scope to reduce the amount of work that needs to be done. This could involve removing features or functionalities from the project, or changing the deadline for completion.

Time tracking can also help project managers to identify areas where costs are overrunning. For example, if a project manager finds that a particular team member is spending a lot of time on a particular task, they may need to investigate why this is the case and see if there is anything that can be done to improve the team member’s efficiency.

Benefits of Time Tracking Software for Project Management

Studies show that 82% of employees do not use a comprehensive time management system. Instead, they rely options such as lists or nothing at all. Project time tracking  helps project managers keep track of what’s being done and how long it’s taking to get done . without having to micromanage employees.

While there are several methods for tracking time. Think – paper and pen, spreadsheets, notes on smartphone, not all of them are equally effective. The most efficient approach is to use time tracking  software such as the TimeTracker for Salesforce, which is specifcally built for project management.

So is time tracking effective in project management? Here is a set of reasons why time tracking software (and the process of time tracking, in general) is critical for project success.

Transparency

Time tracking can help to improve transparency within a project team. By tracking how much time is being spent on each task, project managers can identify any potential bottlenecks or areas where there is room for improvement. This information can then be shared with the team, so that everyone is aware of the project’s progress and can work together to achieve its goals.

Eventually, tracking time spent on projects and tasks via time tracking software provides teams and managers a broader  perspective of their workflow. Additionally, managers can now start identifying which tasks and activities ae taking more or less time than estimated, and start scheduling and prioritizing work more effectively.

Performance insights

Time tracking data can also be used to gain insights into team performance. For example, project managers can use this data to identify which team members are most productive and which tasks are taking the longest to complete. This information can then be used to improve team performance and efficiency.

Time tracking and project management software can provide helpful insight into team members’ performance and help managers identify who’s performing well. Since you’ll be able to identify your high performers, you can publlcly recognize their contribution and help increase their confidence.

Additionally, by collecting enough data from the time tracker, you can identify team members’ strengths and weaknesses.

Automation of timesheets and invoicing

Many time tracking tools also offer automation features that can help to save even more time with improved timesheets. Your improved timesheets improve invoicing. And accurate timesheets lead to accurate invoices, which makes for better client relationships. And the more frequently your team members enter their time, the more likely it is to be accurate. After all, we all remember things better on the day that we did something compared to the end of the week or the end of the month.

This can be especially helpful for businesses that have a lot of projects or that work with a lot of different clients.

Streamlining payroll

Time tracking can also help to streamline payroll. By tracking how much time each team member spends on each task, project managers can generate accurate timesheets that can be used to calculate pay. This can save time and reduce the risk of errors.

If you have external managers that need to approve timesheets, then you can expect fewer rejected timesheets because the time information is more accurate and transparent. Most of our customers see a 30% decrease in payroll processing costs with the reduced time needed to collect and collate timesheets.

Client satisfaction

Time tracking software lays the groundwork for creating reports for distribution to clients and other stakeholders. By tracking how much time is being spent on each task, project managers can provide more accurate estimates to clients and keep them updated on the project’s progress. Sharing project and task progress with clients and enables you to raise concerns in a timely manner. This can help to build trust and confidence between the project team and the client.

Additional benefits:

  • Improved project planning
  • Reduced risk of scope creep
  • Better resource allocation
  • Increased employee engagement
  • Improved work-life balance

Overall, time tracking is a valuable tool for project management that can help to improve efficiency, transparency, and client satisfaction.

How to implement time tracking for project management

There are a number of different ways to implement time tracking for project management. One option is to use a manual system, such as a spreadsheet or timesheet. However, this can be time-consuming and error-prone. A better option is to use a dedicated time tracking tool.

There are a number of different time tracking tools available, so it is important to choose one that is right for your needs. When choosing a time tracking tool, consider the following factors:

  • Features: What features are important to you? For example, do you need a tool that can generate timesheets and invoices? Do you need a tool that can track time across multiple projects and clients?
  • Ease of use: Is the tool easy to use for both project managers and team members?
  • Pricing: How much does the tool cost? Are there any free or open source options available?

Once you have chosen a time tracking tool, the next step is to implement it. This will involve creating accounts for all team members and training them on how to use the tool.

Once the tool is implemented, you can start tracking time on all of your projects. Be sure to review the time tracking data regularly so that you can identify any areas where there is room for improvement.

How to Improve Project Time Management

There are a number of things that project managers can do to improve project time management. Some of the key tips include:

  1. Set clear and realistic goals: Before starting a project, it is important to set clear and realistic goals. This will help to ensure that everyone involved in the project knows what needs to be done and when it needs to be done by.
  2. Break down large tasks into smaller tasks: Large tasks can be daunting and overwhelming. Breaking them down into smaller, more manageable tasks can make them seem less daunting and help to ensure that they are completed on time.
  3. Prioritize tasks: Not all tasks are created equal. Some tasks are more important and urgent than others. It is important to prioritize tasks so that the most important tasks are completed first.
  4. Delegate tasks: If possible, delegate tasks to team members who are best qualified to complete them. This will free up your time so that you can focus on the most important aspects of the project.
  5. Monitor progress regularly: It is important to monitor progress regularly to ensure that the project is on track. If there are any potential problems, it is important to identify them early on so that corrective action can be taken.

Conclusion

Time tracking is an essential tool for project management. It can help project managers to improve project visibility, allocate resources more effectively, create more accurate project estimates, increase team productivity, and improve client satisfaction.

By following the tips above, project managers can improve their project time management and deliver projects on time and on budget.

Photo by Mohamed Hasan from Pixabay

The Strain of Stress: How Workplace Stress Affects Productivity and Balance

The Strain of Stress: How Workplace Stress Affects Productivity and Balance

by | Sep 11, 2023 | General, Project Management, Software, Time Tracking

Introduction

In today’s fast-paced and competitive corporate landscape, workplace stress has become an increasingly prevalent issue. As employees strive to meet demanding deadlines, juggle multiple responsibilities, and navigate the challenges of modern work environments, stress levels often soar. This relentless stress can have a detrimental impact on both individual productivity and the overall balance within an organization. In this article, we will explore the far-reaching consequences of workplace stress and discuss how managers can identify and assist employees in managing it effectively.

 

The Impact of Workplace Stress on Productivity

  1. Decreased Focus and Concentration: One of the immediate effects of workplace stress is a decline in an individual’s ability to focus and concentrate. When stress levels are high, the mind tends to wander, making it difficult for employees to complete tasks efficiently and accurately. This reduced focus can lead to costly mistakes and a decrease in overall productivity. 
  2. Reduced Energy and Motivation: Chronic stress can sap an employee’s energy and motivation. This often results in a lack of enthusiasm for work tasks, leading to procrastination and a decline in the quality of work produced. In the long run, it can also contribute to burnout, where employees become emotionally and physically exhauste
  3. Increased Absenteeism: High levels of stress are closely linked to increased absenteeism. Employees who are constantly stressed may take more sick days or leave due to stress-related illnesses. This not only affects their own productivity but also places additional burdens on their colleagues and the organization as a whole.
  4. Lower Creativity and Problem-Solving Abilities: Stress has been shown to impair creativity and problem-solving abilities. When individuals are stressed, their minds tend to become rigid, making it difficult to think outside the box or come up with innovative solutions to workplace challenges.

The Impact of Workplace Stress on Work-Life Balance

Workplace stress can cause havoc with employees’ work-life balance. 

  1. Strained Personal Relationships: Excessive stress from work can spill over into an employee’s personal life, leading to strained relationships with family and friends. The inability to “switch off” work-related stress can result in reduced quality time with loved ones, exacerbating feelings of isolation and dissatisfaction.
  2. Health Problems: Prolonged workplace stress is a significant contributor to various health issues, including cardiovascular problems, digestive disorders, and mental health issues like anxiety and depression. These health concerns further disrupt an individual’s work-life balance, as they may require extended periods of time off work for treatment and recovery.
  3. Burnout: The relentless pressure and stress in the workplace can eventually lead to burnout, a state characterized by emotional exhaustion, cynicism, and a reduced sense of accomplishment. Burnout can have devastating effects on an employee’s well-being and work-life balance, often requiring an extended leave of absence to recover.

How Managers Can Identify and Help with Workplace Stress

  • Open Communication: Encourage open and honest communication between employees and managers. Create a safe and non-judgmental environment where employees feel comfortable discussing their stressors and seeking assistance.
  • Training and Education: Provide stress management training and resources to employees. Educate them about the signs of stress and its potential consequences on their productivity and well-being.
  • Workload Management: Assess and adjust workloads to ensure they are manageable. Distribute tasks evenly among team members and set realistic deadlines. Avoid overburdening employees with excessive responsibilities.
  • Promote Work-Life Balance: Promote a healthy work-life balance by offering flexible work arrangements, encouraging employees to take breaks, and respecting their personal time. Lead by example, demonstrating that prioritizing well-being is essential.
  • Employee Assistance Programs (EAPs): Offer access to employee assistance programs that provide confidential counseling and support for employees dealing with stress, mental health issues, or personal challenges.
  • Recognition and Appreciation: Recognize and appreciate employees for their hard work and contributions. Acknowledgment and positive feedback can boost morale and reduce feelings of stress and burnout.
  • Stress Assessment: Conduct regular stress assessments or surveys to identify potential stressors within the organization. Use this information to implement targeted interventions and improvements.

Conclusion

Workplace stress is a pervasive issue that can significantly impact both individual productivity and work-life balance. Recognizing the signs of stress and addressing them proactively is essential for maintaining a healthy, productive, and harmonious work environment. Managers play a pivotal role in identifying and assisting employees dealing with stress, ultimately contributing to a more resilient and successful organization. By fostering a supportive and empathetic workplace culture, businesses can mitigate the adverse effects of workplace stress and enhance the well-being of their workforce.

Photo by Luis Villasmil on Unsplash  

Project Management that actually WORKS

Project Management that actually WORKS

by | Jul 5, 2022 | Project Management, Time Tracking, Uncategorized

Managing a project can get real hairy real quickly. Look at our own process as an example:

  • We begin with a great idea – taken from our storehouse of great ideas, Jira, of course.
  • We talk through of how we think it should work within our context.
  • We write out the details of what we think should be done.
  • We break down the stuff that needs to get done into small segments – 8-to-16-hour work-items.
  • We figure out the skills needed for each of these work-items.
  •  We use a Gantt Chart to set up Tasks.
  • We assign those tasks to various people using a Resources mechanism.
  • We get to work.

Sounds good, right? Unfortunately, not at all. Yes, all the pieces are in place, but how do we know how things are going on a day-to-day basis? For example, someone takes off for a day fo personal reasons – how do we know about that? And how do we figure out how that will affect the project? If you’re anything like a typical team, there are always other things that intrude on your work – customer issues, tech issues, laptop failures, you name it. And they all impact someone’s ability to deliver on the tasks they have to work on. Yes, they may have a nice dashboard that shows what they should be working on today. And they may even have ways ot marking those things as Done when done. But that’s when things are done – what about when things are being done? How do we know if things are slowing down?

The best way we’ve found is to do the following:

  1. Begin with setting the number of hours each assignment takes, right in the assignment
  2. Break the assigned hours across the days that someone’s to work on the task – say, 4 hours a day for 6 days if it takes 6 days to deliver
  3. Get everyone to track the hours that they spend on each of their task, every day, using an effect time-tracker
  4. Get people to report PTO requests regularly
  5. Report the hours spent on each task against the hours that should have been spent by now, based on the daily breakdown and the time-tracked hours
  6. Talk to people when these hours don’t match, help them fix things early.

With this simple mechanism in place, you can tell if things are slowing down, very early in the game. You can tell ahead of time if your project needs more people, more time, more money, a new laptop, whatever. That’s how you can make sure that your project management is actually working.

Now, you can do all of this and more using PK4 TimeTracker and our Project Management add-on.

  • With the Gantt chart, you can plan your whole project out, with work-breakdown at a Task level.
  • You can then assign those tasks to various people having multiple people doing things on each task, if needed.
  • People can use the Tasks tab to track when they need to do, as can you for your project.
  • Everyone can request and track PTO requests as they come up.
  • People can report the time they’ve spent on each task – they can use Salesforce, a web app, a mobile app, Jira, Slack or a Chrome Extension to report time worked.
  • If you have stages in your project, you can track those stages for each task on the Kanban Board.
  • You can see who’s working on what, what days they’re overloaded on, what days they’re on PTO – all via the Resources tab.
  • You can set up any number of Salesforce reports to track work-breakdown and time at every level of detail.

The key thing in all this is that you can track tasks as they get done, based on the time that people report for each task assignment. This gives you a much clearer idea of how things are going than jotting down notes during meetings.

Hopefully, this will get you sleeping better.🙂

P.S: Check out the details of Project Management here.

7 Tips to Make Team Meetings Productive

7 Tips to Make Team Meetings Productive

by | Mar 22, 2022 | Project Management, Software, Time Tracking

Productivity is an essential metric for businesses. Without high performance levels, targets aren’t met, and the bottom line can be affected, potentially jeopardizing the company. Some methods can keep performance levels high. For example, time tracking software like the PK4 TimeTracker will help make time management easier and limit wasted time.  

Individual employees must work together as a team for maximum project management effectiveness. However, getting individuals to work together can be easier said than done, with meetings often necessary to help the team gel as a unit.

Regular meetings can help make team management easier and boost productivity by getting everybody together and discussing roles and processes. Here are a few tips to help you get the most from your team meetings.

1. Create An Agenda

No meetings should begin without a meeting agenda. You should also send a message to others beforehand to ask if there’s anything they’d like to add to the schedule. Once you’ve created your agenda, you should ensure that everybody has a copy before the meeting starts.

An agenda is important because it helps ensure that everything is covered. A plan will also help ensure there’s enough time to cover everything, and it also helps you allocate time to agenda items to ensure they don’t’ run over.

During a meeting, it’s easy for people to come up with ideas that are not on the agenda, which could derail the meeting. However, such ideas may be valuable and should not be wasted. A solution to the issue is the parking lot technique that lets ideas be ‘parked’ so they can be revisited later.

2. Create the Right Environment

For a meeting to be constructive, it needs to be held in the right environment. The right environment means being in a place where you are not disturbed and where everybody has the opportunity to speak freely. Also, make sure that there’s plenty of space, everybody is comfortable, and you have all the tools you need.

In some cases, it can be constructive to hold team meetings in a casual environment with beanbags and other comfortable sitting arrangements. Helping people relax can help them think easier, helping their creativity to come out.

If your meeting involves remote workers, make sure all the equipment is in place at both ends. It’s a good idea to check equipment first to help ensure audio and video is clear and any other required functionality is working.

3. Assign Meeting Roles

Some meeting attendees should be given specific roles that will help ensure the meeting goes smoothly and is productive. The manager will usually lead the meeting, while other important roles include note-taking and time keeping.

It can also be a great idea in some meetings to assign somebody the role of devil’s advocate. This person will have the responsibility of challenging ideas to provoke thought. The devil’s advocate doesn’t necessarily have to disagree with ideas they are challenging – it’s more of a brainstorming exercise. 

4. Talk About Teamwork Not Reports

 Team meetings should ideally be about teamwork and work priorities. For example, team meetings should cover matters like roles within the team and if there is anything team members can do to be helping each other more.

It might be tempting to use a team meeting to distribute reports on project management, but this would be a waste of valuable time. Instead, reports can be sent before the meeting is held, so time is spent on more productive discussions. It’s a good idea to send the reports in plenty of time, so everybody has a chance to read them.

5. Assign Accountability

It’s all very well talking about what needs to be done, but one of the key issues is ensuring people know who is responsible. During the meeting make sure to assign accountability to the appropriate people so everybody understands who is responsible. Not only does this help the person responsible understand their role, but it also helps the rest of the team understand their position in the group. Assigning accountability during a meeting is also effective team management because it allows people to voice any concerns they might have. 

6. Ask For Feedback

No meetings should be a monologue coming from the meeting leader. Instead, they should be an opportunity for everybody to get involved and say their piece. Not only should you allow people to speak, but you should actively encourage them to speak. If needed, make sure to address everybody individually to make sure they know they have a voice.

Active listening is also very important for workplace management. Active listening means letting people speak and considering everything they are saying. Don’t be too quick to pass something off if it doesn’t sit well to begin with; the person speaking might have a very good point. 

7. Make Meetings Fun

Meetings can become boring and, when things get boring, even the most attentive of people can begin to drift away. However, if you make your team meetings fun, then you’re likely to keep everybody’s attention. So add some wit to your meetings to help make them enjoyable, while you can also try role play for a fun way to help team members understand other people’s roles in the team.

Of course, it’s important to remain professional and ensure that everything is covered. If things start getting a little too rowdy, it’s best to bring everybody’s attention back to work priorities. 

Summary

These are just a few tips that will help ensure that you get as much as possible from your meetings. Different types of organizations will need to adopt different models according to the nature of their work. For example, some will need to focus on creativity during their team meetings, while others will have more of a focus on technical issues.

Regardless, if you prepare and execute your meetings accordingly, they should help make project management easier. Do share any other tips that you find useful to make meetings more productive.

Photo by Joseph Mucira on Pixabay

 

6 Tips for Effectively Communicating Project Delays

6 Tips for Effectively Communicating Project Delays

by | Mar 3, 2022 | Project Management, Software, Time Tracking

It doesn’t matter how effective you might be at team management; it’s all but impossible to avoid the possibility of something going wrong with projects sometimes. In many cases, problems might be completely out of your hands. Delays are not uncommon, a survey has shown that a staggering 77% of projects run late, with 75% going over budget.

Although delays can be infuriating for all involved, project management will need to keep their focus and concentrate on what to do next. An important part of dealing with delays is communicating them with the client. This can be tricky to do and get the desired results, so here are 6 top tips on how to communicate project delays effectively.

1. Update The Customer as Soon as You Know

Having to tell a client that their project is delayed can be an awkward situation and something that a lot of people would try to avoid if possible. This might lead some people to try and delay telling the client, but this is only likely to worsen the situation.

It’s best to make the client aware of any delays as soon as you know. Doing so will help you maintain your professionalism despite the delay. It will also help give the client time to make other necessary arrangements. If you leave it until the last minute, you can leave the client in a tough situation with no time to fix it.

2. Keep Records

If there is a delay, the client may have questions. In such cases, it’s best to have all the answers available to you. 
Keeping productivity records will ensure you can show the client that you’ve practiced strong team management to keep the project running on time. You can also consider using project management software like the PK4 Time

Project Management in the PK4 TimeTracker

PK4 TimeTracker Gantt Chart

Tracker to help ensure you can show your client that your team has been working hard to reach the best possible performance levels.

Using a project management tool like the  PK4 TimeTracker can help you manage projects, organize tasks and build confidence within your team. You don’t need to shuffle between complex spreadsheets, email and other tools to keep your projects on course. Everything happens within one integrated system. And you’ll have all the time that your team has spent on the project, right at your finger tips. So you can present accurate data to your customer to back up your efforts.  And you can make it easy by giving your contractors access to the PK4 TimeTracker Mobile or Web app, so that tthey can track their time to the project as well, without needing to be in Salesforce.

3. Have a Solution Ready

Before you let your client know about any delays, it’s best to have a solution available. When you have a solution available, it helps to demonstrate that you’re doing what you can to rectify things as soon as possible.

Having a solution is one of the most important aspects of workplace management. Telling the client about your solution will help to take the edge of the bad news and help them to focus on the positives instead. It also allows the client to have their say about your solution, allowing them to contribute to making it work.

It’s important to remain positive yourself. Remember, you’re the professional and project management is what you do best, so you should always give the impression that you’re in control even when overall performance doesn’t go to plan.

4. Don’t Blame Others

Blaming other people for poor performance is a sign of poor team management, no matter how accurate you might be. If the client presses you for specific reasons regarding work priorities or similar, you should be honest with them, but it should never be done to try and deflect blame away from yourself.

Blaming others will make you look very unprofessional and will achieve nothing. It can make you look as though you’re unwilling to accept responsibility yourself, which could make your client concerned about how the rest of the project management will go.

There’s no need even to mention why a project has gone wrong or who is to blame in most cases. The client will usually only be concerned about what is being done to get everything back on track as much as possible. 

5. The Client Is Not Your Enemy

It’s entirely understandable if the client is frustrated at delays. After all, they have their time management and other issues to worry about. However, this does not mean a client becomes the enemy if they express their frustration.
Remember that the client will want the project completed in good time more so than you do, and they will likely cooperate with any attempt at getting things going again. You will likely need their cooperation to keep productivity high and get the project back on track, which means not making enemies.

You should certainly avoid saying it’s the client’s fault; doing so will only make them defensive. Instead, try to focus on work priorities and do what you can to get the client and team members working together to reach the same goal.

6. Update Often

In the case of a delay, it’s a good idea to keep the client regularly updated. They will be eager to know what progress is being made and will likely become frustrated if kept in the dark. You don’t necessarily need to keep in touch with them every day, but you should at least keep them posted on significant developments.

By keeping the client updated, you can help put their mind at rest while also giving them the opportunity to contribute. They may have a way of helping to make everything run as desired, so it’s a very good idea to have them fully on board. 

Summary

While communicating project delays can be awkward, you can make things go much better if you communicate effectively. Remember to communicate as quickly and as honestly as possible and be ready to present a solution. It’s also essential to always remain professional. Avoid blaming other people and instead focus on what you intend to do to overcome the problems you’re facing.

Keeping time management details and other useful records can also be very beneficial. Doing so can help you identify where things went wrong, and they can also show to clients that you’re doing your best if you’re pushed to give explanations. Regardless, it’s best to keep on communicating clearly and do what you can to keep the client and your team working hand in hand with you. 

Photo by Austin Distel on Unsplash

 

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