Once you have started using Tasks for your jobs/projects and timesheets, you can learn from them over time.
Tasks (also known as Stages, Phases or Matters) can be used to see how good staff are in getting through work allotted to them, as well as how good you are in your estimates.
You can analyse data entered against tasks either as hours worked or a budget amount.
Even if you don’t have a budget or estimate for a task (be it a variation, or something that you are charging at an hourly rate) it is a good idea to assign the item of work as a task to your job/project. You can leave the hours and fee value equal to zero.
Later on you can look at the actual time and cost assigned to the task and get a better idea of budgeting for the next job of the same type. Or you can use the tasks to simply know approximately how much time these variations to jobs typically take (and how they can affect staffing and scheduling of other jobs).
After using Abtrac for about 18 months, one of our clients, told us “I work out the budget very scientifically and then I add on 30%”.
He had learnt after using Abtrac for that period of time that he was under-quoting and thus writing off to that extent on nearly every job/project.
Abtrac’s Job/Project Management suite has plenty of fields available to build a detailed, real-time analysis of your job/project progress and profitability. It is something that sets us apart from our competitors.
But before you get carried away with Milestones, Scheduling, Tasks and Budgets…spare some time for the humble Job/Project Status.
It crops up in quite a few reports, and you’ll probably find it pretty handy.
Keep it simple when using job status, between 3 – 6 options are usually plenty. Something basic like “Not Confirmed, In Progress, Started, On Hold, Completed” is often useful. Rather than micro-managing the status; you can add more detail in the Tasks(Stages) screen if needed.