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What are the best methods for estimating task completion time?

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As a system administrator, you often have to juggle multiple tasks and projects with different deadlines and priorities. How can you estimate how long each task will take and communicate your progress to your stakeholders? In this article, we will explore some of the best methods for estimating task completion time and how to apply them in your daily work.

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1 Why estimate time?

Estimating time is essential for planning and scheduling your work, as well as setting realistic expectations and avoiding stress and burnout. It can help you allocate resources and budget effectively, track performance and productivity, identify potential risks and issues, manage scope and changes, and communicate your status and progress to clients, managers, and team members.

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2 How to estimate time?

Estimating time for a project or task can be done using two main methods: top-down and bottom-up. Top-down estimation begins with the overall goal and breaks it down into smaller components, estimating the time for each based on experience, intuition, or historical data. This is helpful when there is a clear vision and scope of the project or task and when you need a quick and rough estimate. Bottom-up estimation starts with the smallest units of work, such as tasks, activities, or steps, then adds up the time for each one to get the total. This is useful when there is uncertainty or complexity in the project or task and when you need a more accurate and detailed estimate.

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Abderrahmane FATHI

Systems, Middleware and DataBase Engineer | IT Production & Payment System consultant | ITIL? 4
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To estimate time for any work, you must first detail all tasks and ressources needed. If all of them depends only on you and ressources are already available, based on your experience you may allocate the time plus a small extra-time for any unexpected problem. If the work depends on other people or ressources not at your disposal, you may have to schedule a meeting with all membres to estimate the time together.

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3 What factors affect time?

When estimating time, you should take into account a variety of factors that can impact the duration and quality of your work. These include the complexity and difficulty of the project or task, the availability and reliability of resources such as hardware, software, data, or people, any dependencies or interdependencies between different tasks or components, any assumptions or constraints you have to work with or within, risks and uncertainties that need to be anticipated or mitigated, and changes and revisions that must be accommodated or managed.

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Abderrahmane FATHI

Systems, Middleware and DataBase Engineer | IT Production & Payment System consultant | ITIL? 4
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- Underestimating ressources - Unexpected problems - Tasks complexity ( in complex architecture) - Mutliple co-workers and communications issues ...etc

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4 How to improve time estimation?

Estimating time is not an exact science, but a skill that can be developed with practice and feedback. To improve your time estimation, break down the project or task into smaller and manageable units of work. Additionally, use multiple methods and sources of information to cross-check and validate your estimates, as well as historical data and lessons learned from previous projects or tasks. Utilize tools and software like timers, calendars, spreadsheets, or project management applications to track and measure your time. Additionally, review and update your estimates regularly based on actual progress and performance. Lastly, document and communicate your estimates clearly and transparently to your stakeholders.

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5 How to deal with uncertainty?

One of the biggest challenges of estimating time is dealing with uncertainty, which can stem from a lack of information about the project or task requirements, specifications, or expectations, volatility in the project or task environment, or unforeseen events that can disrupt work. To handle this uncertainty, you should add contingency or buffer time to your estimates, use ranges or scenarios to express your estimates, monitor and control project progress and performance, and communicate any changes or issues that affect your estimates to stakeholders quickly.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best methods for estimating task completion time?

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3

4

5

6

1 Why estimate time?

2 How to estimate time?

3 What factors affect time?

4 How to improve time estimation?

5 How to deal with uncertainty?

6 Here’s what else to consider

System Administration

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What are the best methods for estimating task completion time?

1

2

3

4

5

6

1 Why estimate time?

2 How to estimate time?

3 What factors affect time?

4 How to improve time estimation?

5 How to deal with uncertainty?

6 Here’s what else to consider

System Administration

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