When can I count time as project time?

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I was on the train looking at a Monday.com ad. I realized that the project management space is not dead and buried, but continuing to evolve everyday. While many of us spent years using tools like Jira, along comes an upstate to make project tracking simpler.

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The trouble is, I never felt it was the project management software that made tracking difficult.

For me there was always endless nuance, around tasks and tracking.

1. Time spent commuting or thinking off the chair

For me, when I get deep into the weeds of a customer and their technology stack, I’m thinking about problems as soon as I wake up. How can I tag those resources so they are region independent? How can I create the right S3 bucket policy so the application can write, but the world can’t?

What’s more if you’re like a lot of people, there’s some slack going on after hours, and emails too. Some of this may get tracked but inevitably there are hours not tracked.

An amount of estimating will probably happen. And creating a team policy on how to handle this ambiguity, is probably a good plan. Each project and company will be different, in terms of where to draw the line.

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2. Crossover between projects or even customers

Sometimes there is a task which requires a bit of research, for example what’s the exact syntax in Terraform to create an IAM role, and attach it to an instance? You may spend an hour digging in, and then experimenting, to make sure you have the code right.

Then you may use that same snippet on another stack that you’re building, for department B and the same company, agile team C, or another customer entirely.

When you think about it, you carry a decade of learning into each new customer you work at. And they get all that learning, which translates into efficiency. And that’s effectively free.

So there is all sorts of ambiguity. And in each case you have to make a judgement call, when you’re tracking time.

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3. Tasks grow and change

As you continue to work on a project, some tasks have a tendency to themselves unwind. As you dig deeper, you find vast caves yet to be explored. More excavation that needs to be done.

From there subtasks may hatch from the parent, and on it goes. But this will surely blowup initial estimates, and makes tracking progress often more of an art than a science.

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