Monitoring single projects is great. It helps keep the work on track and make sure budgets and deadlines are hit.
But how do you know how the business is allocating time as a whole? In this article, we explore how time tracking helps management not only meet their short-term goals but also make better business decisions. In Timeneye, you can do it using the Phase categories.
If you’re already familiar with Timeneye, you know that every project in Timeneye must be divided into phases. This allows project managers and team members to break down all the crucial part of the project and to know exactly where the time goes.
In Timeneye, you can take your phases to the next step: assigning them to Phase categories.
Phase categories can be used across projects and can have several phases assigned to them. At the same time, one project phase can only be assigned to one phase category.
There’s a dedicated view for phase categories. From the menu on the left, go to Management> Phase categories.
Here you can create your categories, and even assign a color to them so that they are easily recognizable in your reports (more about that further on).
Phase categories should reflect the general work you’re carrying on across projects.
Alternatively, you could assign phase categories to reflect the “divisions” in your business (R&D, Sales, Marketing…) and so on. Phases and phase categories are both adaptable to reflect a business’ organization and needs.
Projecs have a dedicated view on the projects section of the workspace. Inside the Edit section, you can see all the phases you’ve assigned to the project. Here you can assign every phase to its category.
When managing lots of projects with many phases, it can be difficult to guarantee consistency in your phases and categories.
In the Phase management section, you can see a list of all the phases you have created in the workspace, and from there, you can edit your phases and assign them to their categories in bulks:
Now, this is where the interesting part begins. As we said, using phase categories will help you track your activities across projects to find out which is taking most of your time. Enter the Phase categories report:
Phase categories are useful whenever a business has to perform similar activities, across many projects.
For example, an agency designing, developing and promoting clients’ websites may want to know whether they’re spending more time developing than doing marketing activities. To know that, the phases of each project are assigned to their phase categories.
The data helps make better business decisions: does the business need to hire more staff? Are there side activities that are more requested by the clients than expected? Does the team work on the activities they should be doing, or is their time hijacked by something else?
The individuals too can benefit from this type of analysis, especially if they wear multiple hats in the organization. This is why it can also be a good idea to activate the Phase categories summary widget on the dashboard: the little pie chart will show a recap of the phase categories they have allocated time to.
How did you set up your phase categories? Let us know in the comments your time tracking best practices for team management and productivity.