Audit intermediate Works with: Any AI

ClickUp Estimation Accuracy and Time Tracking Audit

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Compare estimates with tracked time to improve planning.

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Compare estimates with tracked time using this data: [TASKS_WITH_ESTIMATE_AND_TRACKED_TIME]. Task types: [TASK_TYPES].

For each type calculate total estimate, total tracked time, variance as (tracked minus estimate) divided by estimate, and the share of tasks within 20 percent of the estimate, writing the formula in words beside each result. Example: estimate 10 hours, tracked 13, variance 30 percent. Treat tasks with zero tracked time as missing data and count them separately. Group tasks into small (up to 4 hours), medium (5 to 16) and large (over 16) to see whether variance grows with size, and highlight types above 25 percent. Show sample sizes.

Offer hypotheses for the largest variances, such as forgotten meetings or unclear scope. Tracked time may be incomplete, so results show tendencies, not facts about people, and individuals should not be judged. Produce a correction table for planning, with the median variance and a suggested buffer per type, marked as a proposal that needs at least 20 completed tasks.

Suggest two experiments: one to improve estimates (for example splitting large tasks and estimating the parts) and one to improve the data (a weekly five-minute tracking check), with how to judge each after four weeks using the same variance calculation. End with questions for the team, such as which tasks were harder than expected and why.

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Invented data. Type Design: estimate 60 h, tracked 66 h, variance +10 percent. Type Build: estimate 120 h, tracked 168 h, variance +40 percent. Type Review: estimate 30 h, tracked 27 h, variance -10 percent.
Within 20 percent: 7 of 12 tasks = 58.3 percent. Hypothesis: build tasks are under-scoped. Test: add a 20 percent buffer to the next three and compare. Totals: estimates 210 hours, tracked 261 hours, overall variance (261 - 210) / 210 = 24.3 percent. Build accounts for 48 of the 51 extra hours. Planning factor to test: multiply Build estimates by 1.3 on the next three tasks and compare. Caveat: tracked time may include interruptions, so ask the team how time was recorded before drawing conclusions.

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