How To Improve Estimating Time on Tasks

How often do you estimate a project will take 15 minutes? Then, it actually takes an hour? These days, tasks take longer because so many distractions could and will happen while doing the tasks. For example, if you assign posts in your Hootsuite account to post later that week, and then, while researching those posts, you get preoccupied and go to another site, which then takes you to another site and another. An hour or two later, you get back to posting to your Hootsuite account. Ugh, isn’t that frustrating? In this post, we are going to talk about how to improve the time estimation for your next project, whether it is a long one or a short one.

How much time do routine tasks actually take?

First, to determine how long projects take, we will need to be involved in actually estimating more effectively. We need to get real on how much time it takes for all your routine tasks. Below are steps you can do to help you determine your time for routine tasks.

Gather a list of routine tasks.

Gather a list of tasks that you do on a regular basis for your business. These tasks could be ones that you do each morning, like checking email, updating your QuickBooks account, etc…

Write a list of tasks.

As you see the different routine tasks, write them down and place the list in an easy-to-access place. Listing the tasks will give you an idea of all the things you did during the day. Some may be missing from your planner as well.

Add two(2) columns. One is for estimated time, and the other is for actual time.

In the Estimated Time column, write down how long you think it will take to do each task. Don’t worry if you underestimate, it is OK. This is a learning process, and you may not always be right.

Now, as you do your routine tasks, start your phone’s stopwatch and track how long each task takes. Then, add that number to your Actual Time column.

Analyze Your Estimated Time to your Actual Time.

This is where things get very real. Looking at your actual time for a routine task will make it very real that you are wasting time in some areas. It’s nothing to be upset over. We all do it. And that is OK. Now you know, so you can do better next time. As you analyze your time, jot notes down in another column if there were things that distracted you while doing that task.

Some distractions could be.

1. Having an impromptu phone call.
2. Deciding to look at the notifications on your phone.
3. Click through a link that may not have been important.
4. Checking email when you were doing something else.

There are a bunch more distractions; check out our e-free book with solutions to help with distractions when working from home.

Review your entire list of routine tasks. Then add up the time all those tasks took you to do. How much time did it take you? Was it more than you thought? Feel free to leave a comment below.

Project Time Estimation Worksheet – printable

Below is a printable you can use when figuring out if your estimated time is accurate. It has all the columns I talked about above.

I am wasting time. How To Improve Estimating Time on Tasks?

Now that you know where you are wasting time. Below are some additional ways to help you improve estimating time on tasks.

Be sure to adjust your planner.

Now that you know how long it takes to do those routine tasks, it’s time to adjust your calendar. If you have all your routine tasks in your digital calendar, adjust the end time for these tasks. This will help you be more accurate on how long you have to do those tasks throughout the week. By time-blocking your tasks more accurately, you will see a more relaxed schedule. Get a copy of our free time-blocking ebook that breaks down the process for you.

Prioritize Your Tasks.

Some of your routine tasks may not need to be done every day. It may only need to be done once a week – it will free up your time if you adjust these lower-priority tasks.

Delegate Tasks that take you too long.

Another thing you can do is to delegate your tasks that are taking you way too long. If you have a subcontractor or an employee, you may want to look at giving that task to them. Be aware that that person must be more proficient at the task than you are, or it will take up too much of their time.

By improving your project time estimation, you will be able to manage your workday more efficiently and finish projects quickly because you are aware of how long it takes to finish a task.

Batch Process Similar Tasks.

Are there tasks that you can do together with other tasks to help you speed up your process? This is where grouping similar tasks will help you. These tasks would be done at the same time during your day. Avoid jumping from one mentally challenged task to another and back and forth between tasks. It will strain your mind and exhaust you.

How to estimate new routine tasks?

Assessing your routine tasks needs to be done every few months or whenever you have adjusted your tasks to make sure you are estimating the task correctly. So, feel free to come back and do this project estimation worksheet again.

Let me know if these How To Improve Estimating Time on Tasks tips helped you manage your time more effectively. I would love to hear from you.

If you want to be more accountable, I can help! I offer virtual consultations to help you be more accountable and to help you stay on track.