When a team member overestimates task durations, I start by helping them analyze their workflow to understand where the overestimation comes from. Drawing from my experience in Industrial Engineering, I encourage using tools like time studies or historical data analysis to compare estimated versus actual task durations. I also introduce Continuous Improvement techniques, such as breaking tasks into smaller, more measurable steps, which makes estimation more precise. Coaching them to reflect on past projects, identify patterns, and incorporate buffer times reasonably helps build confidence and accuracy in their planning over time.

Review Estimates Together: Sit down with them and review their estimates. Compare Past Estimates: Show them similar tasks completed before and discuss how those were executed, focusing on time and effort required. Help them break down the task into smaller, more manageable subtasks. Introduce them to techniques like time-blocking, three-point estimation (optimistic, pessimistic, and realistic), or frameworks like Planning Poker. Pair them with a more experienced team member for estimation or task planning. After completing the task, review the actual time and resources spent versus their estimate. Provide opportunities for training, such as workshops, online courses, or books on time management, task prioritization, and estimation.

When a team member overestimates task durations, I begin by examining their workflow to pinpoint the source of the overestimation. Leveraging my background in Mechanical Engineering, I advocate for the use of tools like time studies or historical data analysis to compare estimated durations with actual ones. Additionally, I introduce Continuous Improvement techniques, such as dividing tasks into smaller, more manageable steps, to enhance estimation accuracy. By guiding them to reflect on previous projects, identify recurring patterns, and integrate reasonable buffer times, I help them build confidence and precision in their planning over time.

Refining time estimation skills has been a journey, and here’s what has worked for us: Instead of just focusing on how long tasks will take, we started digging into task complexity. Asking questions like “What will make this tricky?” helps us get a clearer, more realistic picture. We also stopped overcompensating with huge buffers and started adding just enough to account for the unknowns—no more, no less. It's all about finding that sweet spot. We’ve made estimating a team effort—brainstorming and challenging each other's thoughts makes for more accurate predictions. It’s about learning together and growing with every task. And we’ve built a habit of checking in regularly—if something’s off, we adjust quickly, keeping things on track.

I will track the tasks assigned to the team member and compare their estimated durations to the actual time taken. Then after that, I will offer training or workshops on task estimation, project management, or time management to support them.