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Measuring designer efficiency and time spent on cards in Trello

alkim bettemir

Dear Atlassian community,

I'm trying to manage my designer team's efficiency and how much work each member accomplished by using Trello.

I have setup a board and see the process but how do I see in one huge database such as:

Designer Betty: 15designs done in March, 12 earlier than estiamted time, 2 on date 1 late, average accomplishment time 14 hours and etc.

Is there an ultimate tool in order to solve all my problems to track efficiency?

Thanks a lot in advance,

Alkım

Accepted answers

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Hannah Humbert - Simpla Workflows

@alkim bettemir Trello doesn't have native reporting functionality to report on time spent, however, you can use a mix of custom fields and butler automation to capture this information. Here are a couple of resources to get you started:

https://support.atlassian.com/trello/docs/using-custom-fields/

https://support.atlassian.com/trello/docs/working-with-custom-fields/

https://support.atlassian.com/trello/docs/arithmetic-and-formatting-in-date-variables/

Try create a couple of date fields "Card Created" and "Card Complete", and then a numerical field "Time Spent" to calculate the duration between the two fields. You can also create another numerical field for "Estimated Time" if you need that. In terms of calculating the number of cards complete, average completion time and things like that, you could look at creating separate cards to capture these calculations or look into dashcards: https://trello.com/power-ups/6048e897c73d032a983e2a7c/dashcards

This is all quite advanced, so let me know if you need any additional help with that.

If you want more out-of-the-box solutions, there are power-ups that can give you more advanced reporting: https://trello.com/power-ups/search?q=time%20spent but most of them would be paid solutions.

milynnus

@alkim bettemir

This reminds me of a project with a US business providing printing service for billboards and other signage. Allowing individuals to clock time can be achieved with a power ups. But is reality, to account for team members’ contribution to a work item has a lot more dependencies especially if when there are multiple players involved. The use card completion is probably too simplistic assumption. I suggest you meet up with consultant discuss this in more details.

milynnus

@alkim bettemir

The "on time" requirement is not implementable only because you will probably find a match between the completion timestamp and, say the due datetime. That had been the case in the project as well.

alkim bettemir

Exactly, different project members do the actions in different kanban steps. Thus, I need to measure each process one by one.

alkim bettemir

Thank you very much Hannah,

Let's think of "Preparing related docuemnts" is a Kanban staps which is after contract signature and before artwork preparation. Is there a way to report to me how much time the card stayed in "Preparing related documents"?

By this way, I will measure the performance of my related people who is doing the "Preparing related documents" job.

The information for each card is actually in the Activity log, however I need a way to report it fast.

milynnus

@alkim bettemir

If the relationship is 1-1 then time in list will give you time card spent in that list. This also suggest that that value is update when the card moves out from the list. If I am not mistaken more back into the list resets the clock so you can have a case that you lose the info. Whatever system you put in need to address these scenarios and possibly more.

Hannah Humbert - Simpla Workflows

Definitely, your rule can add a timestamp to the custom field as soon as a card is moved into "Preparing related documents", and then add another timestamp to a seperate custom field once it moves out of that list. Your third field would then calculate the duration between these two timestamps.

Just note this will not work retroactively, so you'll need to manually input it for the older cards.

Once you start tracking the data in the custom fields, you can then pull out that information to create reports.

It's all a bit advanced to set up, so if you're more of a beginner with automation and arithmetics in Trello you would probably benefit from a consultant like myself or milynnus

Sami Linnanvuo _Screenful_

@alkim bettemir you can measure designer efficiency and time spent on cards with the Screenful Power-Up. The timing metrics are automatically generated for each imported board, and you can create custom lists and tables to track the mentioned metrics.

To track how many cards were completed on time and completed overdue, you can set corresponding filters:

CleanShot 2024-08-15 at 14.40.59.png

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