Time Tracking

Time tracking is a really important daily task and once you get in the routine of tracking your time, it gets a lot easier and less painful!

Why do we track our time?

We track our time for a number of reasons and we promise it is not for controlling the hours we are all in the studio. Instead, it is for:

• Planning our resources
• Estimating our time and budget correctly for projects
• Finding time to work on independant side projects

Guidelines

• All team members are required to track at least 6 hours each day.
• We have redefined the tasks within our “Internal Q1 2019” project. You are now able to also track all non-billable hours. Please see below how we track our internal to dos
• Use the correct project
• Use the correct description in the “Notes” field or track straight from the Trello ticket.
• Round up or down to the nearest 15 minutes. If you spend < 8 minutes on a task, then this entry doesn’t count.
• Remember to switch off your timer at the end of the day.

Billable Hours (Project-based)

Only track time spent on a project via Trello tickets (If there is no ticket for your dedicated task, please create one yourself or let the project owner know so that he/she creates it for you)

Non-Billable Hours (Internal)

We have updated and finalized the tasks for the internal Harvest project. Please see below:

• HR - Recruitment (incl. interviews, portfolio reviews, onboarding, etc.)
• HR - Admin (incl. Office, Payroll, HR Management etc.)
• HR - Legal & Finance (incl. Accounting)
• HR - Team Development (incl. 1-on-1, feedback talks, etc.)

• Team - Culture & Happiness
• Team - Learning

• Biz Dev - Marketing (incl. all growth, communication, branding, events, merchandise etc.)
• Biz Dev - Sales (client contact, everything before SOW is signed. If this includes a pitch, there will be a dedicated Harvest Project, which will be communicated by the project owner)
• Biz Dev - Strategy (incl. Strategy workshops, etc.)

• Operations - Planning, Updates & Documentation (incl. Weekly meeting, task updates & distribution and all time for client projects < 15min otherwise track as billable in project)

Naming Non-Billable Hours (Internal)

We decided to implement an object-based approach for the notes. Always state the object of the note first.

• Always state the object of the notes first. (e.g. “Meeting:”, “Call:”, “Invoicing:”, “Sonos:”, “UX/UI Designer”, “Name of applicant:”)
• Keep using the purpose of the meeting second

[Object][Type or Activity]

Examples

HR - Recruitment UX/UI Designer: Send reach out mails

HR - Recruitment Frontend Developer: Jonas Mustermann - Screening Call Frontend Developer: Jonas Mustermann - First Interview (Portfolio Review) Frontend Developer: Jonas Mustermann - Second Interview (Values and Culture Fit) Frontend Developer: Jonas Mustermann - Collaboration Day

HR - Admin Sonos Set up Resolving Internet Issue Watering The Plants Kitchen Duty

HR - Legal & Finance Invoicing

HR - Team Development Soom: 1-on-1 Feedback Meeting

Team - Culture & Happiness Creative Breakfast

Team - Learning Business English Course: Finalising conditions of offer

Biz Dev - Marketing Merch Project: Research for a vacuum machine

Biz Dev - Sales Update: Inbound leads meinUnterricht: Call

Biz Dev - Strategy 2019 Strategy - Meeting w/ Florian

Ops - Planning, Updates & Documentation Meeting: Harvest optimisation w/ Nima

Don’t worry, I have created a cheat sheet for you guys to make daily time tracking as convenient as possible for you.

If you are not sure which task you need to track your time under, or you have anymore questions to time tracking in general, please get in touch with me.