Tag: report

Time Management: projects priorities and how to track them

You know the old saying “Time flies when you’re having fun?”. 

Turns out, time also flies if you’re not in control of your day. This tends to happen if you can’t manage your daily tasks and lack some time management skills that would make you able to save a lot of time. 

Keeping track of time is generally a good way to keep productive all day. If you track time for the tasks you work on each day you will briefly improve your project planning and you will be an expert in avoiding time-wasting activities

Thanks to Timeneye we will show you how to check your work time and see if you allocate the right amount of time to your tasks and if, at the end, you are able to achieve your goals and objectives

But before we put our hands in the dough and start tracking time, let us see if you have a fruitful approach to time and are interested in developing some time management skills. 

From the Eisenhower Matrix to the time tracking software, Timeneye.  
Here is how to prioritise tasks and check the time spent on each of them.

Dwight D. Eisenhower is considered the precursor of time management

He was twice President of the United States and a five-star general during World War II, he created NASA, he ended the Korean War and made Alaska and Hawaii part of the union. 

These are not even all of the activities that he took care of during his life and, there is no need to highlight that he was a very productive and highly focused person

Eisenhower pointed out the difference between urgent and important saying that what is urgent is not important and what is important is not urgent. 

And it is from this Eisenhower’s thought that was born the so-called “Eisenhower’s matrix.” 

The Eisenhower Matrix

 Urgent Not Urgent 
Important Do it: Under this list go all of those activities that already meet a deadline and consequences if not taken or done. Handing in the last project before summer holidays; Picking up the suit before wedding’s day; Buying a present to your partner’s birthday. Plan it: Tasks and activities that do not meet a deadline yet but they move you closer to your goals and objectives. They are both important but it often occurs that they get postponed since they do not meet a deadline. Long courses able to boost your career; Starting a new sport able to help your posture; Networking events. 
Not Important Delegate it:  Those activities that have to be done but they do not require any of your peculiar capabilities. Washing your car; Answering some emails; Scheduling.  Delete it: Enjoyable but distractive activities that make you feel fine in the moment and guilty afterwards. They are important for a balanced and fun life but only if done with moderation. Watching TV or binge-watching Netflix; Eating junk food; Going shopping. 

The Eisenhower Matrix is important because it differentiates activities in order of priority as long term and short-term ones

To develop time management skills, it is important to understand what needs our attention or does not need it (DELEGATE IT), what needs immediate prioritization to avoid any trouble (DO IT), what might be considered as superfluous (DELETE IT) and, also, what should be kept in mind to meet our goals (PLAN IT). 

To sum up we need to ask ourselves two main questions:

  1. Is this activity important to me? 
  2. Is this activity urgent to me? 

After having replied to these questions we can feel ready to start a task and, while working on it, keeping track of the time it requires us. 
A time tracker is useful to prevent time-wasting tasks and improve our project planning to achieve our goals and objectives. 

And it is here that time management meets technology developing time managing tools able to avoid the mess of spreadsheets that become impossible to be read, inaccurate guesstimates and a lot of manual labor made of filling cells and tables. 

So the best way to track time spent on daily task is to rely on a time tracking software such as Timeneye! 

tracking project time - Timeneye dashboard

Timeneye and how to track time on different tasks

Timeneye let users track time effectively, but it integrates with several popular tasks and to-do list software. Timeneye isn’t just a timesheet, but it adds several visual reporting tools to literally see where the time went and help you to better project planning and develop your time management skills. 

It is easy to see exactly where your time went and, at the end, evaluate if that really were an important/urgent activity who needed you time or that could wait. 

But let us start seeing the advantages that a time tracking tool like Timeneye can offer you to make time tracking a daily working habit of yours

Let us set it up! 

Sign up, open your project, and start tracking time with Timeneye 

First, get started by signing up for the time your tracking software account (in Timeneye you can do it from the website). Then, what you have to do is create your first project

new project to track time - Timeneye

When you track time, be accurate as much as you can so you will not forget the “email-answering time” or the numerous meetings requested by your client. 
Tracking your whole time on a project is a perfect way to bill properly your client because in this way you are aware of the billable vs non-billable hours you have worked on. 

As you set your projects in Timeneye, you will also break them down phases.

Every content marketing activity will require you some time, as shown in this Timeneye project view. 

And now you can track your time, making sure you assign the right amount of time to the correct project and phase you’re working on. 

project's phases to track time - Timeneye

Connect Timeneye and Todo List Apps 

If at work you are already using to do lists and a project manager software, you can just add Timeneye’s time tracker to them

In this way, you won’t have to switch between multiple tabsand you will focus on the task, just right where you are. 

Timeneye also tracks the time you spent on each tasks thanks to native connections and to its handy Timeneye Browser extension. 

Track time - Timeneye integrations
  • To track time for Asana’s tasks and Basecamp to dos use acombination of the browser widgets for starting timers. You can also just leave a comment on the task/todo with the time spent on the project; 
  • To track time for Clickup and Microsoft Planner sync your ClickUp project and Microsoft Planner plan with Timeneye. Then use the Timeneye Browser widget to track time; 
  • To track time in Todoist, Taskade, Microsoft To Do, Trello, use the combination of the Timeneye Browser widgets and use the widget button to track time. 

The integrations will link the time you track to the specific task you’re working on

How to know what the most time-wasting tasks are

A time audit will show you how you have allocated your time across your projects and it makes you know what project, task or client has been taking most of your time

Timeneye is a time tracking tool that automatically saves data on the software each time you track your time. 

In this way you can take advantage of the data and get time insights; it’s waaay more efficient than extracting data from endless spreadsheet rows, or worse, rely on your memory and guess on whose activities you have worked on during the last month. 

For example, in Timeneye’s Personal report section, you can check how you have been using the time across all the projects.

data about projects'time and phases - extract reports with Timeneye

How to know how much money you should spend on repetitive tasks?

You can use a calendar to get organized and track your repetitive tasks

You can create recurring events for the task you do often, and then sync your calendar with Timeneye directly from your Outlook Calendar and Google Calendar Integration. 

Using a calendar from productivity is not only useful to remember tasks and appointments, but also for time blocking or deep work

If the calendar event is synced in Timeneye, all you need to do is to look for it in the Timeneye dashboard, and use the suggestion to track time. 

We might now say that time management it is something in between our organization and ability to recognize urgent and important activities and tricks and tools able to make our life easier to avoid distractions and interruptions, manual labors, or silly, repetitive tasks. 

First of all, we would need to focus on our time management skills and see how able we are to prioritize, delegate and delete non-important activities. 

Once we are confident and we know what to do and when to do it, we can rely on time tracking software, such as Timeneye, to enrich our time management skills and check how much time a task requires us

In this way it is up to us to decide if we want to put more energies in improving our work performance or, in case it is not worth it, it would be better to just leave it and not taking similar commitments in the future

Time management plus time tracking tools not only make us save a lot of time but they also make our business flourish

Give it a try and sign up for a free 30-day Timeneye trial! 

Project Management – What the Inductivist Turkey of Russel has taught us

The main character of this story is a turkey, yes a turkey! And the “author” is nothing less than the intellectual and logician Bertrand Russel. 
The “Inductivist Turkey” is an insightful story able to remind us how experience is important but not significative and how project management and, most of all, risk management, should not totally rely on it. 

The “Inductivist Turkey” of Bertrand Russel: how Project Management should consider but not rely on experience and, day by day, make new assumptions 

 Scientists and philosophers thought about Inductivism as a response from science where consequential and similar events are considered as enough elements to draw conclusions. 
When there is a consecutive happening of similar events, there seem to be a simple law able to describe the phenomenon. 
We might say that induction is a form of reasoning that starts from the examination of a number of specific cases and leads to a universal conclusion. 

We, as human beings, tend to think at things as related and we make a consequential relationship between them. If something happens today, tomorrow and the next day again we unconsciously think that the same thing will happen repeatedly. This phenomenon goes under the name of Inductivism, and it has been firstly theorized by Francis Bacon in 1620 and it became discussed later, with Bertrand Russel’s theories and thoughts; the one regarding the Inductivist Turkey. 

This story became extremely popular, thanks to the Carl Popper’s re-formula. 
 

The “Inductivist Turkey” and Project Management: how risky is to rely on “taken for granted” situations 

The story tells that on a farm there was a turkey that every morning patiently waited to be fed by the farmer at 9 a.m. 
Every morning the turkey hah the same routine: he woke up and waited for his food to be hand-in. 
Sunny days, rainy days, on Mondays, Wednesdays and even Sundays: he knew for sure that the farmer would go and fed him.  
We might say that he has an inductivist conscience concluding that every day, at 9 am he would be fed. 
The described routine went on and on until one day, for being precise during Thanksgiving Day, when the farmer opened the paddock and, instead of feeding him, he pulled his neck to make a traditional Thanksgiving dinner. 

In our everyday life, however, we constantly rely on inductions since they easily provide us predictions about the outcomes of our actions. With no inductions, our world would be chaotic as we would have no reason to believe that the future is similar to the past and this would raise many doubts. 
In a project life cycle, decision makers start from a present situation and make assumptions; this also relying on the past and previous experiences. Indeed, inductivism is a logical way of thinking but it manifests risks since it does not concern any outbreak or changes. 

How to avoid drawing conclusions and, instead, keep an eye on what is going on 

Once the philosopher Karl Popper read the Inductivist turkey’s story, he immediately argued that the truth of universal statements it is not logically justified through the truth of single propositions, as many these are: any conclusions obtained in this way can always be false. 

So what is the Popper’s proposal? His idea is that, once admitted there are no inductive procedures that make it possible to establish the truth of hypotheses and theories, the pretense of being able to attribute to scientific claims a truth should be dropped. 

Science is not empirically verifiable. 

In fact, no matter how great the number of singular statements at our disposal is, this cannot verify universal statements, while just one singular statement can falsify. 

So, what decision makers and managers do when we talk about project management risks and how to avoid them? 

The story of the Inductivist Turkey teaches us that we cannot totally rely on similar events or on a particular business case because in project management just even a single difference can change the course of a project life cycle and its related goals and objectives. 

 Despite these difficulties, it is important for project planning to keep constant track and monitor every single step to do not just assume universal statements or draw conclusions but, instead, have an on-time idea of what it is changing or going in another direction. 

 Timeneye, the Project Management Software that will help you monitor your project life while avoiding making assumptions 

To achieve their goals and objectives, managers need to monitor the project life cycle at every single step to verify if something is interfering with it. 

Many project management tools also include one of the most key features when we talk about project management methodologies: time tracking. 

On Timeneye, every minute tracked will be assigned to a project, phase and client. Users can track time just clicking on a single button and, also, Timeneye offers in-depth reporting and monitoring tools in order to find where the time sinks. These features are essentials for decision makers who need to keep an eye on the project life cycle and want to avoid bitter surprises realizing too late that they invested time not in primary activities and tasks. 

Managers can also monitor the work by receiving a weekly email recap on what the team has done, and also see what are the latest tasks a user has been working on. 

The “Inductivist Turkey” taught us that project management methodologies does not allow us to rest on our laurels but, instead, we need to constantly monitor the project scape and keep an eye on the costs
Timeneye is aware of that, and it provides to its users a User Cost Calculator that allows them to monitor the profitability of the project at every single phase of it

If you want to avoid to make assumptions and check every single step of your project life cycle that a look at our Project Manager Software and sign up for a free 30-day Timeneye trial!  

Your time is priceless, take better care of it

Start managing your time in Timeneye with a 30-day trial.

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