Project management: control the time spent on your activities

Project management: control the time spent on your activities

For service companies, the implementation of a time monitoring system (like a timesheet) is indispensable. You have to know how much time your staff spend on each project or task, so that you invoice according to time spent or flat-rate. Filling out Excel sheets for weekly monitoring is tedious and time-consuming. This is why there are now software tools dedicated to this. We will cover the numerous advantages which the Evizience solution brings to your company on a daily basis.

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Monitor your project progress in real-time

With a timesheet management solution, you have an overview of all the projects you're working on with your team. This allows you to immediately spot the projects which are about to exceed the time allocated at the start.

Going further, it is recommended that you divide a complicated project into multiple distinct tasks. For each activity, you indicate the time estimated for their completion. This allows you then, throughout the project, to be in a position to detect the activities going into excess and thus make the right choices at the right moment.

With a timesheet management software like Evizience, you assign your tasks to a point of contact: project head, customer manager, etc. For each activity you will also set a deadline. You can monitor the progress of the project at any moment, both by finding the person responsible and through the project deadline.

Increase your productivity

The monitoring of time spent on each task is a crucial step in the management of your project, both for controlling the project if you are conducting it internally and for establishing the billing if you are a service company. It is then important that your staff are stakeholders in the monitoring of these times and understand the issues:

  • becoming aware of the time really needed to carry out a task. Your employee monitoring the time lapsed for each client will be more focused on the file and will be less likely to move from one task to the next.
  • understanding the financial issues. Knowing the time estimated for the completion of an activity or project allows you to visualize and quantify the financial impact on the client's bill.
  • accountability of teams. The implementation of such a timesheet system is a step towards increased autonomy in project management.

By choosing to implement an online solution to carry out the time-monitoring of your activities, your information entry process is much simpler and quicker. Your employees note their work time throughout their day. The time entered is directly visible on the application web interface, at the level of activities and projects the time was spent on.

A daily overview is carried out in order to make changes or implement a validation process. This hindsight of the information entered allows you to reallocate the time to projects which need it.

Optimize your quotes

To analyze the performance and monitoring of your projects, you need to implement dashboards. With a project monitoring management solution, unlike an Excel spreadsheet, you have a history of the activities and statistical data for each task. For example, you can obtain the average time spent on a given type of activity which you regularly complete for your clients.

Going further, you have the average cost of each activity, which you had set up in advance in the solution. You obtain this information thanks to the hourly cost of all of your employees working on the project.

From there, you have a number of elements to achieve a sufficient profit. It is then time to adjust things if you spend more time than predicted on certain files. You can adjust your price estimates for your next quotes or even reorganize your internal work processes to near the desired objective.

Beyond financial impacts, this statistical data brings you peace in the organization of your work. You will better predict the delivery times of your work and be more efficient in your daily functions.

You can certainly continue to monitor the time you spend on your activites through your Excel spreadsheet. However, the online Evizience solution, accessible through all mediums, will help you to improve your productivity: you gain time, optimizing recurring daily tasks and you control your budgets. The time saved can then be carried over to the proper management of your client files.

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