Accurate time tracking helps teams plan more effectively, measure productivity, and improve future project estimates. In WorkOwl, you can compare the estimated time for a task with the actual time spent, giving you clear insights into performance and project planning.
1. Understanding Estimated vs. Actual Time
- Estimated Time: The time you predict a task or subtask will take to complete.
- Actual Time: The real time recorded while working on a task.
Comparing these two values helps identify tasks that consistently take longer than expected, highlight bottlenecks, and improve future project planning.
2. Setting Estimated Time for a Task
To add estimated time:
- Go to Project → Task Details.
- Locate the Estimated Time field.
- Enter the expected duration for the task (e.g., hours or days).
- Save your changes.
This estimation will be displayed in the task details and used for progress and reporting comparisons.
3. Logging Actual Time
Team members can log actual time as they work on tasks:
- Open the task or subtask.
- Click Add Time Entry or start the built-in timer if available.
- Enter the time spent and optional notes for reference.
- Save the entry.
WorkOwl automatically accumulates multiple entries for a single task, giving you a total actual time spent.
4. Viewing Estimated vs. Actual Time
WorkOwl displays a clear comparison for each task:
- Task Details Panel: Shows estimated time, logged time, and any difference.
- Project Overview: Summarizes total estimated vs. actual hours for all tasks in the project.
- Reports: Export time tracking reports for analysis or client billing.
This visual comparison allows managers to spot tasks taking longer than planned and take corrective action.
5. Benefits of Tracking Time Accuracy
- Improved Planning: Use historical data to estimate future tasks more accurately.
- Performance Insights: Identify team members or tasks that require extra attention.
- Client Reporting: Provide transparent time tracking for billable tasks.
- Resource Allocation: Reassign tasks or adjust deadlines when actual times exceed estimates.
6. Best Practices
- Encourage team members to log time consistently for accuracy.
- Set realistic estimated times based on previous experience.
- Review actual vs. estimated time weekly to identify trends.
- Use the data to refine task estimates and workload planning for future projects.
- Combine this with workload and timeline views for better resource management.
Quick Recap
- Enter estimated time for each task to plan effectively.
- Log actual time as work is completed.
- Compare estimated vs. actual time in task details, project overview, and reports.
- Use insights to improve planning, performance, and resource allocation.
Need Help?
For guidance on time entry, adjusting estimates, or viewing time tracking reports, visit WorkOwl Support or the Help Center in your dashboard.
WorkOwl helps teams track effort accurately, ensuring projects stay on schedule and resources are used efficiently.