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Accurate Project Time Tracking?
Uhh-I-think-I'll-stay-anonymous-this-once asks: "I'm really rubbish at tracking the time I spend on things. That's bad for me, because I bill clients by the hour and almost always have to under-bill. I've tried a few bits of software for tracking, but none of them have suited me. What do you use? And why do you like it? If you've got suggestions, I'd love to hear them. I can't give a spec of what I want, but I can describe my habits and hardware. I use several computers, sometimes I don't use my own. I've got a short attention span when I'm not programming, and hop from task to task like an insane jack-rabbit. I'm not always on my network. I've got a couple of servers that could be used to run a web-based system. Mining my e-mail is often a good way of finding out what I've been working on. I'm rubbish at adhering to routines. I like OSS, but it's not an absolute-must-have. I'm comfortable with both Linux and Windows, but spend most my client life in Windows."
A couple of mates of mine wrote a software product that addresses this problem. So feel free to take this post with a grain of NaCl.
http://www.spherical.com.au/timesheet-software.asIt's a Windows app that runs in your system tray, watching what you do (browsing, email, word processing) and tracks the application and document name. You can then review the log of what you've been doing and assign applications + individual documents to projects and clients - obviously it learns as it goes so you only have to tell it about each thing once. You then set up hourly rates and stuff so that can come up with the numbers for your invoices.
If you're constantly on other machines it may be a problem, but I would note that it can sync with a Pocket PC Outlook calendar - you log time spent in meetings, etc in the calendar and sync up when you're at your 'master' PC.
Undoubtedly not a 100% fit for what you ask for, but it sounds like it could be a reasonable fit.
What's so funny about this?
I estimate my architecture, web development, and print graphic design projects by multiplying my hourly rate by the time I think it's going to take. Then I add a contingency (common in building construction), because it always takes longer than you think. I also mark up my consultants a bit--I have to spend my time managing them, too.
If you go over your estimated time, you have a bit to spare. If not, you get a bit of a bonus. If you need to go over your estimate and contingency, was the overage included in your scope? If not, tell the client why you need to charge more. If so, simplify the problem and create a simple solution.
If the client balks at the original estimate, you have a little cushion to adjust the price. We call it "the blink test." Raise your prices until the client blinks. Things are only worth what someone will pay.
As for the actual time tracking, I've used everything from note cards, steno pads, PDAs, PC time tracking programs, and spreadsheets. Try them all. Use whatever works. I have been doing less and less on an hourly basis. Clients seem to like knowing firm numbers up front.
Lately, I've been issuing the final invoice for slightly less than the original estimate. I tell them the project went smoother than planned and they enjoy the savings! Under promise and over deliver. :-)