1. Tyme 2 2018 7 – Effective Time Tracking Shipment Tracking
2. Tyme 2 2018 7 – Effective Time Tracking Shipments

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01 • Time tracking

Tracking time using the timer vs filling the timesheet

There are two ways you can keep track of time:

• Measure working time using a timer - start tracking time when you start working on something and stop when you finish (or when you switch to a different activity).
• Add time manually later - approximate and enter all your time entries at the end of the day/week.

Which method is the best? It depends on why you're tracking time.

If you're tracking to measure and improve productivity, or some other reason where you need highly precise results (down to the minute), use the timer.

If you're tracking time because of compliance (like DCAA), need an estimate for how long a project takes, or how long you've worked for payroll purposes, you can keep track of time by manually filling the timesheet.

Most organizations don't need a high degree of precision. Management just needs to know how many hours some activity took and whether everyone filled their 8 hours a day quota.

But when you're tracking time because you want to improve productivity, you need to account for each minute (and factor in the time you spend on breaks, social media, email, etc).

Like any other documentation, time tracking creates overhead, so you have to weigh how much data you need against the value it provides. Ultimately, your reporting needs should determine what you will track and how detailed it should be.

02 • Time tracking

Automatic vs manual time trackers

There are two types of time trackers: manual and automatic. With manual ones, you have to enter the time you've worked or start/stop the timer yourself manually. With automatic, you just install the app and it runs in the background, keeping track of what sites you visit or what apps you use. Both types have their uses.

Automatic time trackers are useful for getting insight into how you spend your day without having to lift a finger. This makes them great when you want to track your productivity and cut the time you spend on social media or similar non-productive stuff.

But, automatic trackers can't tell how much time you've spent on some project or how much you should bill clients. Also, they might show you've spent 24 minutes in a spreadsheet, but can't tell why, or if you were even working.

Manual time trackers, although they do introduce more overhead, are better suited for work hours tracking. They let you categorize time-based on your specific needs, give you more control, and are more reliable. They let you categorize time around meaningful projects, calculate your billable hours and earnings, and see what your team worked on (and not just what sites they visited, or what app they’ve used).

03 • Time tracking

Don't track every little thing

Tracking time is an overhead task that no one enjoys. The more details and precision you require, the greater the chance you'll get incomplete and inaccurate data (especially if the staff doesn't understand why they have to do it).

A general rule of thumb: if it takes more than 15 minutes, it deserves its own time entry.

For example: if you're taking a bathroom break, you don't have to track it - just add it to the project time. If you're taking a 30m lunch break though, either don't track it or tag it as break.

This also applies to freelancing. For example, you don't have to track communication, unless client chats take so long that they need to schedule them, or if you're dedicating whole time blocks just to replying to emails.

Another example is research, which can take a lot of time. If a client hired you to do something that's outside of your expertise, you can charge for half. After all, whatever new things you learn, benefit you, and everything you learn that's project specific, benefits the client. So, it's only fair to split the costs.

04 • Time tracking

Track even non-billable activities

It's a good practice to track time you spend on thinking, researching, communication, and other non-billable activities.

You may not include them in invoices, but they're extremely important when calculating your real hourly rate.

For example, you might charge a client for 100h (the time you've actually spent on activities), but when you take into account all the extra time (emails, feedback, administration), you've effectively spent 120h, thus bringing your real hourly rate down.

But, once you know the total time it takes, you can calculate whether a project is worth doing, how off your estimates are, and whether you should raise your hourly rate.

05 • Time tracking

Organize time around projects

Time tracking data isn't that useful if you don't have a way to make sense of it in reports. That's why it's important to create projects around which you’ll group related entries.

You can create projects for everything that's meaningful, to categorize in buckets: departments, clients, activities, jobs, matters, work orders, processes, etc.

You can categorize projects around clients too, if you want to better organize projects themselves. These clients don't necessarily have to be real clients/customers. They can be departments or anything that makes sense to divide projects by. Just keep in mind that clients can have multiple projects, but a project can belong to only one client.

You can also break projects down into tasks (i.e. sub-projects) and add one more level to your hierarchy. Tasks can indicate a type of activity (like coding, designing, legal), or be more specific (design homepage, fix database, write project proposal).

If you need more control over categorization, use tags (i.e. labels). They work independently of the project hierarchy and are a great way to add additional information to entries, so that they're easier to filter out. For example, you can use tags like 'special currency', 'invoiced', 'activity', 'reviewed' - in other words, things that can be applied to any time entry regardless of the project it belongs to.

06 • Time tracking

Tags are very useful for filtering reports and when invoicing

Tags work regardless of the project hierarchy you have, and you can use multiple tags on one entry. They are like keywords for filtering reports.

Because they work across projects, you can use them for types of activities (Analysis, Design, Development, DevOps, QA, Meetings, Emails, Break, Training, Research) and see how long you've spent on each activity that week.

Tyme 2 2018 7 – Effective Time Tracking Shipment Tracking

You can use them to help you when invoicing clients. You can group entries by project and subgroup by tag, so clients can differentiate the type of operation performed.

Another use case is to tag entries that require special billing rate so accounting knows that when creating an invoice. Or, you can tag invoiced entries so you don’t bill clients twice by accident.

07 • Time tracking

Don't wait to categorize time later

The best time to categorize time is when you record it. If you do it right then, you'll save yourself from much of the hassle down the road (not to mention wondering what project a particular entry is for).

To enforce this habit, you can use required fields. Simply define the minimum level of information a time entry has to contain before it can be submitted. For example, you can make a rule that each entry needs to have project attached, and you and your team won't be able to add time without one.

This is great for keeping reports clean. If you don't enforce this, you may end up with inaccurate reports, not because the time wasn't submitted, but because it hasn't been properly labeled and isn't displayed where it should be.

08 • Time tracking

Not every time entry needs to have a description or a note

Requiring that each entry has at least a project is the best practice, but requiring description is often too much, and should only be used when you need notes for every item in order to justify time spent to others (like your client or the government).

Requiring description is an overhead cost that often isn’t worth it. Every piece of data that you ask a person to fill in increases the amount of time and work they have to do (and not to mention the strain on willpower). Juegos de maquinas tragamonedas.

09 • Time tracking

Take advantage of extra features when using a timer

The biggest nuisance with using a timer is starting and stopping it. When you go on a break or are away from the computer, you have to remember to stop the timer. If you constantly go away from a computer but forget to stop the timer, you can enable idle detection. When the app notices that you're inactive, it will ask if you want to discard the idle time.

If you sometimes forget to start the timer while working, set up reminders, so the app can send you a notification if it notices the timer isn't running during your work hours.

Another great feature is automatic start/stop timer. When you have the time tracking extension installed, the timer can be automatically start when you open your browser and stopped when you turn off your computer. This is great for automatic clock-in when you come to work and automatic clock-out when you're finished working.

If your team members forget to log their time at the end of the week, you can set up targets and reminders. This way, if they don't log a certain number of hours each day or week, time tracking software will automatically send them a reminder to enter their hours the next day or at the start of the next week.

Another great productivity feature is Pomodoro timer. Pomodoro is a productivity technique where you work in short but highly focused 25-minutes bursts, with 5-minute breaks in between. Once you enable the Pomodoro timer, the app will send you a notification when the 25 minutes have passed, and it’s time for a break.

https://17inproviskuo3.wixsite.com/kindlesoftware/post/microsoft-word-trial-software. 10 • Time tracking

Approximate time when you forget to start the timer

When you use the timer, you'll often end up forgetting to start it or switch it off. This is very common. Instead of trying to be perfect, it's best to have a strategy when stuff like this happens.

When you forget to start/stop the timer, just approximate the time, enter it manually, and move on.

Tyme 2 2018 7 – Effective Time Tracking Shipments

If there's already a timer running for some different activity, stop it, estimate and subtract how long you've worked on something else, and manually create a new time entry for the missing activity.