How Task Estimates Impact your Projects?


Planning projects is an important step to go forward with your company’s growth. Creating task estimates for your team is part of this planning to let projects on the go.

It is by getting into scrum methodology that you can apply your task estimates in a proper way. If you develop sets of activities by previewing what’s next for productivity means you have a solid way of working. 

Many Scrum and Agile developments start with basic practices to enable teams to better deliver on business priorities.

Practices include committing to what teams can do in a sprint, conducting daily surveys to manage work-in-progress. Also,  hosting demonstrations for ongoing stakeholder reviews, and holding retrospectives to discuss process improvements. And GitScrum provokes your team to increase productivity with an agile project management tool with many features.

How can task estimates impact your projects? In this article, you will find out reasons to use them to make your teamwork grow and increase productivity and results for your company. GitScrum features will give you the best alternatives to task estimates and organize the entire process of your team.

The general rule of division of tasks

Before any effort is launched to estimate time, the manager must be sure that the activity has been adequately dimensioned.

It is necessary to be very careful that a macro task is broken down into smaller activities, as this alone contributes to the overall organization, making the work better manageable. Otherwise, the efforts involved in both preparing the plan and executing it become unnecessarily greater.

This issue contributes to reducing the level of complexity of the demand, as well as the risks involved. It’s like dealing with a complex problem but in smaller parts. In this way, what was big ends up becoming small and completely under control.

GitScrum features provide you a variety of options to increase productivity in your team. To spread the right division of the tasks, each feature will help you implode bottlenecks of the work process and deliver great results.

Deadline versus effort

To provide this valuable answer it is super important to have clear in our minds the difference between deadline and effort. In short, the effort is the time you actually spend performing a task, while the deadline is the delivery date for your customer.

Keeping this distinction clear is very important to avoid falling into the trap of passing on the effort as the delivery date. You must think about factors such as competing tasks, waiting time, in addition to some unforeseen events.

But when it comes to knowledge work, in software development contexts, for example, things get more subjective.  And you need to resort to some techniques for that definition.

Use GitSrum’s Sprints and you will find your production increase in a bit. This feature remarks what you need to do in a week and when you must deliver it. You will see your progression through a burndown chart that will give you an exact notion of how you are doing.

Why estimate time accurately?

Accurate time estimation is a crucial skill in project management. Without it, you won’t know how long your project will have, and you won’t be able to get the commitment of the people who need to sign it.

Most importantly for your career, sponsors often judge whether a project was successful or not, depending on whether it was delivered on time and on budget. To stand a chance of succeeding as a project manager, you need to negotiate real budgets and achievable deadlines.

How to calculate time accurately?

1) Understand the need of your team

Start by identifying all the work that needs to be done within the project. Use GitScrum’s tools like User Stories or Wiki, which will give you a hint of how your team is doing. With User Stories, get some feedback of what they think about work’s production and what could be the next steps. And with Wiki, you can collaborate content with every member and help them understand what they should do in the following moment.

As part of this, make sure you allow time for meetings, reports, communications, testing, and other activities that are critical to the project’s success.

2) Order these activities

Now list all the activities you identified in the order they need to happen.

At this stage, you don’t need to add in how long you think the activities will take place. However, you might want to note any important deadlines. For example, you can have GitScrum’s Boards by ordering what your team needs to do, to be done or what you are doing in a day or week. It is an easy feature to control and monitor every task and demand your teammate’s results.

3) Decide who you need to involve

You can make the estimates yourself, brainstorm with the group, or ask others to contribute.

Where can you get help from the people who are actually going to do the work, as they are likely to have prior experience to take advantage of? By involving them, they will also take greater ownership of the time estimates, and they will work harder to achieve them. For this, GitScrum’s Substasks is the right tool for speeding up tasks accomplishments. This feature leads you to a quick collaborative workboard with selected teammates.

Analogous Estimating: From Experience to Practice tasks

A technique widely used in project management, analogous estimates are based on previous experiences of the company or of the market in which the organization operates.

Basically, this type of estimate seeks to raise some essential parameters of old projects, such as duration, complexity, weight, and budget. And then apply them similarly to future projects that have similar characteristics.

This type of technique allows very large savings in the development of process management, although it is less precise. With GitScrum’s Mind Mapping, you will be able to see different projects, previous and future ones. This tool is a precise opportunity to brainstorm ideas and then put everything into practice.

Three-Point Estimating: Working with different Scenarios

This type of estimate is improved when estimating uncertainties and risks are considered. The concept originated with the PERT (Program Review and Evaluation Technique) which uses three scenarios to define an approximate range for the duration of each activity.

These scenarios are “most likely”; “optimistic”; and, finally, the “pessimist”. Of course, with the technique, it is possible to define which of the scenarios is more likely to happen. Although there is still a certain degree of uncertainty.

Using GitScrum’s Task Checklist in your task estimates you will find a great ally to follow your plans. This feature allows your task estimates to completion. You will find every task to do and to be done and won’t miss any of the tasks. It’s a perfect fit for achievements and a sense of a well-done job.

Parametric estimating: more data, more precision for your company

Parametric estimating is a technique that consists of a relationship between the use of statistics and historical data, calculating the parameter estimate. One of the basic formulas for this type of analysis is the multiplication of the amount of work by the hours of labor per work unit. That is a relationship between the number of available employees and the duration of the activity.

The more data the company has available regarding these two variables, the more accurate the results obtained.

Expert opinion: the manager’s experience with task estimates

Finally, although this is not exactly a technique, the organization can strive to apply the technical and management details perceived by the project manager and his management team. Especially when these professionals already have technical training and about the type of project you will develop.

These professionals can identify demands or difficulties that will not necessarily point out to others. In this matter, GitScrum’s  Discussions is the right space for experts to share their thoughts with the teams. This feature allows you to get different points of view and create an environment for healthy discussion to bring out the best outcomes for every one of the companies.