Why should hours be logged continuously?

Everyone knows that hours need to be logged. Fewer people consider how the timing of those entries affects the quality of the data. Hours reconstructed on Friday afternoon are an estimate based on memory — not a record.

It affects the invoice

In time-and-materials projects, the timesheet forms the basis for invoicing. Vague or retroactively constructed descriptions are the most common reason customers dispute invoices. A sentence written the same day about what was actually done can save a lengthy email exchange two months later.

It affects management

The project manager should be able to monitor spending against the budget as the project progresses, not after the fact. If time entries are a week behind, a budget overrun is discovered a week too late — and that is usually the very week when there was still time to do something about it.

It affects the next quote

Estimates improve when compared with actual time spent. If the historical data is inaccurate, you will once again estimate the next project based on gut feeling. This is the benefit that takes the longest to realize, but is the greatest once it materializes.

Practical advice: make it easy before making it mandatory. Time tracking should be possible on a mobile phone between meetings. If it requires fifteen fields and three clicks, it will be done on Friday regardless of how many reminders you send.