Question for the Pros--Multiple Projects

Dave R · 26 Mar 2008, 12:52

Recently I've been hired to do some drawing by several different clients. I've got a cabinet maker for whom I'm doing everything from concept to construction drawings, cutlists, etc. Currently he and I are working on projects for four different clients. I'm doing drawings for the instruction manual of a new (top secret) woodworking machine and drawings for an instruction manual in rewrite for another machine.

So, my question to theprofessionals out there is this: How do you organize your work so you can keep things straight? How do you keep track of time spent on each project? What do you do with the papers generated for projects? What about organizing files to keep them straight?

I still have my day job to do and a family to tend to. This drawing work is part time stuff for me but there's enough of it that I have to do something so I can remember what I'm working on and for whome I'm doing it.

Rob D · 26 Mar 2008, 13:53

Hi Dave

That's a mountain of work you've got there! I've been there myself and all I can say realistically in the long term: Try to extricate yourself from the situation. Your family and day job may already be suffering, so unless you really need the money...
But, on the other hand, there may come a point where you find you have enough work to go freelance full time, and that's a different issue. On a practical level, I'd just keep a note of every hour spent in your diary. Amongst other things this prevents you under charging.

I hope the machine sells a million (and you get a royalty!)
regards
Rob

dtrarch · 26 Mar 2008, 14:34

Hi #1

For time I have used Timeslips and now a simpler (and cheaper)"Complete Time Tracking Std" that is a timer and report system that keeps track of hours/tasks/$$$ for each project.

To keep track of the paper stuff ring binder(s)for each project/phase of etc work are the way to go.

Great to see you are doing well and your work looks really nice as always.

#2

Allen Weitzman · 27 Mar 2008, 00:16

Dave,

I agree with Dave (dtr). I track several projects that I'm responsible for and the method I found that works is this:

Write notes somewhere every day about what you did, how many hours you spent on it and every project is given a unique project number and name. Most architects us a 5 digit number with the first two digits being the year and the last three being the sequential number assigned to that project so 08-040 Dave's Lake House, would be the 40th project in 2008 and would be a lake house for Dave.
I don't use the looseleaf notebook approach, which has many advantages like being able to add pages or even different types of pages. I use a standard spiral bound notebook with the spirals across the top (so I'm never writing with my hand on the spiral. For me, I can't lose a page, since I'm not the neatest guy in the world. Since some of my projects span years, I can have more than one notebook but I put an Avery lavel on each one and number them.

Key is entering your time somewhere every day. If you wait until the weekend, you're totally guessing and probably forgetting billable time.

Works for me.

Allen

jlhaslip · 8 Apr 2008, 05:21

I use a software called Activity and Expense Tracker Plus.

Google it.

ScottPara · 8 Apr 2008, 11:30

I have been in these same shoes for quite a while now and until I got my wife on board to keep track of paperwork, billing, etc. I was doing it all myself. A plugin at http://www.smustard.com that can help is called timetracker (or something like that)

(www.smustard.com)

It is like a punch clock to keep track of time spent on a job. I used it before and loved it. As long as you are good about using it it can be a great script for just this use. and best of all it is just a small toolbar within Sketchup.

Also, invest in some file cabinets to keep track of prints, paperwork, etc.

I think it comes down to just learning to be more disciplined in the organization of your jobs. There is other software out there that will help in this, but for me that was just another piece of software to learn when I already have enough on my plate. Also, if you have a laptop try bringing that down on the couch. I found this works because my wife finds I am still "there" and can talk to me if she needs something. Otherwise you are just stuck in an office in the house and away from the family.

Good luck.

Scott

Dave R · 8 Apr 2008, 12:13

Thanks all.

I do have TBD's Time Track which does work well when I can remember to start it.

I ended up buying a spiral bound pad of graph paper on which to take notes and make the little sketches I often do while talking on the phone. I also bought a multipocket pouch sort of thing to keep e-mails and other papers for the projects that are going currently. I'll file them away in a different place once I don't need them on my desk.

Thanks again.

Dave

dylan · 8 Apr 2008, 18:44

Great topic Dave!

I also have TBD's Time Track but suffer from not start/stopping it correctly so it becomes a little ineffective due to user error!

There are a few useful tips here though which I can try.

juju · 9 Apr 2008, 09:26

@unknownuser said:

Great topic Dave!

I also have TBD's Time Track but suffer from not start/stopping it correctly so it becomes a little ineffective due to user error!

There are a few useful tips here though which I can try.

Dylan, second time today we agree on something. Most of the time I recount the activities of the day and jot down the modeling time.