Simple task and time registration - how to setup?

Hi all,

In our department we want to use Wrike for entering ongoing tasks and time registration hereof.

This is nessecary for us to get an overview of how much time each person in our department uses on specific tasks, projects, meetings and so on.

Our setup must be very simple. I imagine a scenario where each employee at every end of a day, register what task and how much time they spend on it in Wrike.

We need this setup to see if we macth allocated time with actually used time.

We need to be able to extract a record where we can see a timeline where employees, tasks and time used in each is present.

 

How do we build this in an optimal way?

I have tried with request forms but dont think it works so well for me :/

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Hi

I have been working on this same solution with my team. As you assign tasks or projects to people they have the ability to (and should be) starting a clock that will measure the length of time it takes to complete. In my company’s projects it is standard practice and department heads are responsible tracking. Wrike has great reporting templates that will aggregate that data for you and you can run one report or you can review it on a individual process basis.

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Not sure if I was clear in my reply, the clock/time tracker is built in to the Wrike app.

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Hi Joshua,

I know of the clock/time tracker, but it does not do exactly what we want.

 

The situation is, that every day when the day is over, we need to specify what task/projects/meetings we have used our time of the day on.

As far as I see it, we have to create tasks for every single thing we want to specify. This seems very heavy to do. I must be more simple than that. I want something which is as simple as i.e. the way you often request/define vacation on various intranet systems (You choose amount of time, type of holiday and thats basically it). In Wrike, I feel I have to create 3-5 tasks every day, just to show how i had i.e. 2 meetings regarding projects, and used i.e. 5 ours on normal tasks. 

I know it is deficult to explain, but we basically need af very simple way to show how allocated hours are filled up with daily tasks, the time spent on these tasks, and the type of task (project, meeting etc.).

 

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What about using request forms? You could have a form filled out giving options for what was done during the day and how much time. Have 5-6 different questions having employees say what they were doing with a numerical value of time for each section. Then they submit it. This could then create a task in a folder that you could then run a report on.

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Anders,

Understood completely and it is what I am toying with now. I do think it comes down to the company and how your work days are. For example, if one of my employees is working on a task and gets a call from a customer/ adhoc meeting they then stop their time, create a subtask documenting what they are now working on, and restarting the clock on that subtime. That way we went from tracking 1 thing, to 3 things to get a better knowledge of our staffs workflow and how we can better understand the process or process failures.

It sounds like for your use you are doing this post-mortem as more of a documentation standard. There is definitely control/potential for bad data.

Have you thought about breaking your tasks into much smaller quantities, and having the employee fill in the sub task on the more minor parts? That way your clock is capturing the full task that may take 1-2 hours, but the detail isn’t burdensome.

My final thought is you can integrate with a simple database like airtable and set up connections. Depending on how you are setting your tasks up, when each employee completes it, Wrike would dump the important information you choose into a record on the database. Within the database you can have preset formulas that will calculate how long it took to do the task compared to the expectation. We are doing all 3 solutions, as you can see efficiency is a big thing for us!

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@ryan Thats also what I've tried so far. The only "problem" with this is, that i gives SO many tasks per person. I.e. if i do 5 different thing a day, and them create 5 tasks at the end of the day, it will give a very confusing overview by the end of the month, with approx. 10 colleagues each doing this. I know it could be a way of doing it, but somehow i feel that Wrike has too many functions for this very simple thing a want to do.

I'll create a few pictures of what i have tried out so far, so you can see what i am working with. I'll upload them later.

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@joshua

You are correct about the post-mortem. We do want to document where our time is used AFTER we have used it. I feel like Wrike is forcing me to break down the parts enough. Actually, I would like to have less parts/tasks.

It is not important for us to see exactly how long a task/meeting took. But more in a way where when the months is over, we can match have many hours we spent on project/meeting/daily tasks up against the allocated (pre-defined) hours. Basically to see I've we need more ressources in our department.

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@Anders. You are probably right. There might be an easier way. I was thinking of one request form created one task. Inside that task you could have custom user fields. You could then run a report based on the custom user fields. So if you had 10 team members each team member would have one task per day. You set up a report that that only pulls data from the custom user fields. I have not set something up like what I am saying so really it is just a theory bit from what I have done I don't see it not working. Once you add the screen shots I will show you what I am talking about.

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I use timelog categories to accomplish this.

This way, when I remember to use the timer, I can look at a summary of how I spent my time, as classified into general categories, rather than at a granular scale.



Does this address your need?

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