Monthly Archives: September 2015

Interview: Quick Tasks

Quick Tasks are great way to collect ‘Actual Work’ hours from employees.  Users simply click a checkbox to start a timer, and click again to stop.  Hours between those two clicks are automatically entered into the timesheet.  (scroll down for video)

No manual time entry is required.  Just click… click… click throughout the day.  All task hours are collected up in the timesheet.

Every time log created by this process has the following fields available for reporting.

  1. Start and stop time
  2. Actual duration, in hours
  3. Client and project
  4. Project task that was clicked
  5. Category to describe the type of work performed
  6. Any custom fields, copied from the project task

As you can see, you are collecting a lot of information for each click.  There is enough information to invoice clients, pay employees, expense or capitalize projects, or just see where your employee time is being spent.  All that is collected with two lowly clicks.  🙂

 

Better Than a Spreadsheet

Are you using a spreadsheet to track time, bill clients or using multiple billing rates? Spreadsheets aren’t cost effective in this case.  Consider using Standard Time® instead.  (scroll down for the video)

Here’s the problem.  If want to track client billable hours in a spreadsheet, you’ll need rows or columns for clients, projects, employees, billing rates for each client, days, and hours.  That’s a busy spreadsheet.  In addition, you’ll need formulas and summations to arrive at client billing amounts.

Somebody has to program all that!

And somebody has to maintain the spreadsheet when new clients, projects, employees, and rates change.  Remembering where everything is can be hard enough.  But what if the person who developed the spreadsheet leaves the company?  Things get pretty hard.

There are other issues using a spreadsheet for time tracking.

Employees can’t sync their time with a smartphone time tracking app like Standard Time.  You can’t really share the spreadsheet on the web without locking it for the current user.  The spreadsheet doesn’t check to see if you entered your time into the correct user or project.  And, you could even enter time into the wrong time slot.

A professional time tracking app fixes all that.  You might find that your ‘free’ timesheet is costing you more that you realized.

Click here to download Standard Time.

Five Timesheet Features

More than a timesheet! 5 features to make time keeping even easier.  (scroll down for video)

  1. Project task list
  2. Time log list
  3. Expense and mileage tracking
  4. Customizable invoice templates
  5. Request PTO and other time off

Project task list.  This timesheet has a full project hierarchy.  That means you have projects, subprojects, and tasks.  Each task has estimates, actual work, percent complete, and a Gantt bar.

Time log list.  Actually, the time log contains the same information as the timesheet.  It’s just organized differently for ease of use.

Expense and mileage tracking.  You can enter expenses on a one-off basis, plus enter quantities of expenses or miles using a template.

Customizable invoice templates.  Create your own client invoice templates with your own logo and company style.

Request PTO and other time off.  Employees can submit time off requests, plus the system will accrue hours for vacation and other time off

What do you think?  Is that more than a timesheet?  🙂

Employee Availability

Project managers can know when employees are available for upcoming projects. With the Standard Time® project management app a graph shows when an employee is available to work, is overloaded with work and is scheduled to work.

Scroll down to view the video.

The employee availability graph uses both projects and project tasks to determine when employees are available for work.

The simplest method takes employee assignments from projects and plots them on the graph.  For example: if a person is assigned 25% of their day to a project, you’ll see small bars.  If they are assigned to four such projects, the graph will fill up completely.

A more complex example is assigning project tasks.  All the task assignments are totaled up for each time period and graphed.  You can easily see when a person is overloaded or under-allocated.

Interview: Time Tracking App

Smartphones have changed the way people can enter their time onto their timesheet. Consultants can  take their phone out into the field and record their time, it then goes into the cloud and is recorded.

Also clients are able to follow the progress done on their projects with Project Bot. They log in with their own ID and follow along. No longer do they have to call the office for the updates!

Interview: Project Revenue

Look into the crystal ball – you can tell the future revenue with Standard Time®.

Well, sort of…

You can predict future project revenue  (scroll down for the video) with a nice little project sales funnel.  Here’s how it works:

1. You enter the estimated sales revenue for each project
2. You enter the likeliness of winning the project
3. You set the dates you expect to see the revenue
4. Open the Project Revenue chart and see all the projects added together

Projects with a high likeliness of winning influence the chart more than those with low percentages.

Download and give it a try.