Have you noticed how difficult it is to manage our time, considering so many daily tasks we have to do? Imagine, then, a manager of a team of developers and / or support analysts who have to meet numerous development demands or support calls from losing customers.

We have to handle everything, respect established SLAs for customer support, meet agreed deadlines, and justify operating costs to the directors of organizations. In times of crisis, when everyone wants to cut costs, any loss is significant. Managing this environment has been an arduous mission. Because of the lack of time management available for work, we waste a lot of time on something that is often not urgent. We really need such time and attendance software.

The consequence of lack of time management can cause deliveries to be delayed and even overlooked, and can cause service failures that actually impact the customer’s view of the organization’s quality. With this, the company always has the feeling that it could be delivering more, or faster, and that the team is idle or has low productivity.

But, as Einstein would say, we cannot expect different results by always doing the same thing.

Given this, one of the main questions we ask our clients is: Can you in less than 5 minutes tell me what task each of your professionals is working on?

The general answer is: “It depends.” The truth is that many organizations do not implement simple governance practices that allow them to have visibility into their operation. This means that the company does not know where each professional is investing their time and has no data on how well the team can deliver. It is not known for certain if it is possible to make a given delivery on a date desired by the customer, as one does not have a vision of the whole.

Capacity Management: How can this help with time management?

Well, the subject of this article is directly linked to the ability to meet capacity and performance requirements, agreed in a timely and cost-effective manner. The capacity management process considers all the resources required to deliver an IT service and addresses the current and future capacity and performance needs of the business.

Capacity management is closely related to time management as it is the main resource required for the production process. Good management of team performance, proper use of time, and the ability of the team to deliver on a timely basis is required. But how to do it?

It is necessary to ensure that finite resource business process components (in this case development and support activities) are monitored and measured, and that the collected data are recorded, analyzed and reported in order to enable decision making. Otherwise, we will always be in “fire fighting” mode, i.e. automatically deleting the company’s “cucumbers”, without any activity to think through the problems and solve them. This causes the company to stop growing neatly, no longer maintaining a motivated team, committed to results and, of course, satisfied customers. Therefore, capacity management depends on the time these professionals can devote to a set of tasks, as well as their technical ability to perform them. A team’s capacity is limited by the time it can devote to a task backlog. That simple.