Don’t track more than you need
Tracking time always puts a burden on the person who needs to enter it. Our recommendation is to track as little as possible to meet your organization’s goals.
For some organizations, this means they don’t track time at all. They assume that what was planned is how it was incurred. These teams will calculate incurred hours and amounts as confirmed and unconfirmed past-scheduled hours.
Other organizations need more information, so they choose to only record the hours needed for each project. Their time tracking settings should be set to Hours and minutes.
The most detailed form of tracking is to require your team to enter notes for each time entry. This way of tracking will allow for more filtering and analysis of reported hours.
Enable good decision-making
People who do the actual work are always better at determining when is the best time to do it, as long as the expectations around deadlines and how much time they should spend on something are clear.
In general, we recommend making assignments as high-level as possible. A week-long assignment of 20% of a person’s allocation rather than a day-long assignment of eight hours, for example. This way, people have the ability to plan their entire week around these higher-level expectations.
Analyze across segments
Reports in 10,000ft Plans allow you to group incurred and future hours, budgets and utilizations across different “pivots.” You can simply analyze the hours for one project, but you can also look at all hours grouped by client, discipline, role or month (among many other pivots).
The goal of analysis is to make strategic adjustments going forward. For example, you might find that certain people always need more time for work. Or work with certain clients always goes over budget. These triggers help adjust your estimates going forward. For example, you might add three extra weeks when you start a project for certain clients.
You can create a template for project types with suggested budgets for certain activities. This way, next time you set up a project, you have something to emulate that is based on real data aggregated from the tool.