How do you justify your time? 1

[squirkie]

I work for a small company, 30-35 users. I am the only IT person here. When I was hired, it was understood that my job would consist of both IT and regular administrative type work (data entry, filing, etc.). I've been working here for about a year and a half now and I am still struggling to keep up with all the work I'm given to do. And when I do speak up and say that I have too much to do already, the new tasks are put on a list for me to cross off when they're complete. Needless to say I have a list a mile long with no end in sight. The biggest problem is explaining that maintaining our network and workstations each day takes longer than just a few minutes. Helping users when they have questions often takes longer than a few minutes, and then it's hard to get back on track after the interruptions. Our servers are getting old, and quite frankly I'm surprised they're still plugging along.

I finally spoke up when my boss asked why certain things weren't getting done and now I'm being asked to document everything I do every day. As if I have time! So what I would LIKE to do is present a list of the daily tasks that MUST be done and take priority over everything else. Except I've been stuck in this stupid chaotic rut for so long that I can't remember what it is I should be doing.

So how do you justify your time? I know I can't possibly be the only one here who has experienced people in the workplace thinking that as long as everything is working, there is nothing for the IT people to do!

 

[mrdenny]

The easiest way is probably to just grab an excel sheet and jot down what you do, and how long it takes. Just do it for a few days or a week and they should get the point.

Denny
MCSA (2003) / MCDBA (SQL 2000)
MCTS (SQL 2005 / Microsoft Windows SharePoint Services 3.0: Configuration / Microsoft Office SharePoint Server 2007: Configuration)
MCITP Database Administrator (SQL 2005) / Database Developer (SQL 2005)

My Blog

 

[SF0751]

I agree. Include EVERYTHING, no matter how trival. And don't forget everything that is maintenance-related, like reviewing logs, etc.

Susan
"Opportunity is missed by most people because it is dressed in overalls, and looks like work." - Thomas A. Edison

 

[squirkie]

That's what I had in mind. Now I just need to find a place to start! lol I think I'm going to have to jot things down when I'm st home...thinking of all the things I didn't finish...and all of the things I haven't even started yet.

 

[mrdenny]

I would just to it thoughout the day. That way you don't miss anything.

Denny
MCSA (2003) / MCDBA (SQL 2000)
MCTS (SQL 2005 / Microsoft Windows SharePoint Services 3.0: Configuration / Microsoft Office SharePoint Server 2007: Configuration)
MCITP Database Administrator (SQL 2005) / Database Developer (SQL 2005)

My Blog

 

[Stella740pl]

At the same time, brush off your resume and be prepared to use it.

I would say, when you are asked why certain things weren't getting done and requested to document everything you do every day, it's not a good sign.

If they don't understand what is it you have to do every day as the only IT person with 30-35 users, there is a chance they never will, even if you document everything properly. Some people understand only after it all starts falling apart.

 

[squirkie]

I'm not afraid at all of being replaced, that's for sure. I have a good working relationship with my boss and her boss (who is the company's owner). What it really all boils down to is me being asked to do some admin work and saying that I don't have time or didn't complete it yet because I have x to do, the person requesting the work getting upset that she has to do it herself, and then going to my boss to ask why I'm always so busy when things are working. My boss really just wants a list so she has something concrete to show people when they ask what it is I do when everything is working. (No, she really shouldn't have to answer to her employees like that since she's the boss! But she's an emotional type of person and she would like everyone in the office to be friends, so she just wants us all to get along. If that means she has to go out of her way to show someone what I do, she will.)

 

[SQLSister]

Your best bet is to log your time daily. It sounds like a lot of work but honestly once it is set up, you can usually do this in 5 minutes or less a day. I have to do this for my current job because we work with so many different clients and some of the work is billable and some is not. It was a pain at first because I wasn't used to doing it, but once you get used to it; it really isn't bad and it does show exactly what you were doing and how long it took and how many hours of overtime you logged (even if you don't get paid for it). If you ever want to justify another person, this information is essential. If you don't want to be fired for poor performance, this information is essential.

I would also suggest you sit down with your boss and your task list and prioritize the tasks. Since you apparently have non-IT tasks assigned as well, see how many of those can be moved to someone else to do because of the low priority they have in comparison with the tasks you are doing.

Stella is right, politically you are in trouble in your organization. The request to justify what you do every day means you haven't been doing what management sees as the priorities. Now you will have to convince them that what have been doing is more important and that there are not enough hours in the day to do all you have been assigned. Documenting is the only way to do this no matter how long it takes. Not to document at this point is almost a guarantee you will get fired.

"NOTHING is more important in a database than integrity." ESquared

 

[squirkie]

I'm honestly not going to get fired. I guess I came across the wrong way? Being asked by my boss to give her a list of tasks I complete is simply because she wants to show others (NOT management) that I honestly don't have time to do what they ask. The work I am being asked to do comes from fellow employees, not management.

My boss knows I work hard. My boss's boss (the owner of the company) knows I work hard. My recent raise and bonus reflect that. They simply want to deflect any arguments or questions from my fellow employee (yes, only one has questioned) to show that I AM earning my keep.

I do appreciate the advice though.

 

[Welshbird]

I would agree with the advice to sit with your boss and discuss your list of jobs. I ALWAYS do that - I let her set the priorities and I simply do the work.

Fee

The question should be [red]Is it worth trying to do?[/red] not [blue] Can it be done?[/blue]

 

[Opieo]

Also, do not forgot to have a total at the end of the day on the time list, listing the time used to fill in the sheet!

~
Give a man some fire, he will be warm for a day, Set a man on fire, he will be warm for the rest of his life.

 

[Dollie]

I keep a list of standard things that I do daily, weekly, monthly, quarterly and annually. I also work using the theory that I may be hit by a bus tomorrow, and someone else may have to step in for me. It also cuts down (a wee bit) on the phone calls that I get when I'm out for an extended period of time.

My boss can also see how much time I spend on "trivial" things.

I also track my tasks in Outlook, and share my calendar with my boss so he can also see what projects I'm currently working on. Any e-mails sent to me asking me to do something immediately go on my task list.

Justifying your time is difficult, and a lot of IT people encounter this issue. It's just a matter of getting management to understand how broad the IT department goals are, but how broad your experience and responsibility in your position is.

 

[lionelhill]

A log of what you do is a very necessary thing under the circumstances, but when you're filling it out, you might like to avoid spending too long recording detailed information about what you did while someone is still watching you. This will avoid your boss getting unhelpful comments like 'if squirkie wasn't so darned obsessive about filling in log-sheets maybe s/he would have the time to do the "proper" job that I really need doing...'.

The best thing is to keep the log simple. Next best is to fill it in when no one is watching.

 

[VBmim]

Hello squirkie,

I recognize your situation, as I have been there (and done that) before. I was also the only person in IT (except my boss), my bosses boss was also company owner. The problem with this situation is that almost nobody knows what IT related tasks are and what work you have to do to maintain something 'that already works'. What I started to do when my bosses asked me to justify my time is keep everything in an outlook agenda, with several categories and all. Not only is this very clear, but you can then later-on make reports of it, see what work was done for certain categories (networking, hardware install, software install, ...). Unfortunately for me, things turned bad as my bosses did not acknowledge these justifications (read: did not thrust me) and just couldn't understand why I couldn't get things done (in their eyes). The relationship between me and my bosses went bad and I took the decision myself to leave the company.

Now if you get along fine with your boss(es) this is good, but I also agree with Stella. Just keep your eyes open...

Greetings,

Mim

 

[itsp1965]

This is a very common occurrence in small companies where the sole IT person is reporting to someone who understand IT. I used to work for an engineering company with 50 users scattered in two sites. I wore the sysadmin, network admin, app developer, e-mail admin, hardware break/fix, helpdesk tech hats.
I agree wit the other posts, list the tasks that you perform on a daily, weekly, monthly basis. Track all mini-projects you are working on for the various departments and also track all user requests for support and services (I have used both excel and access for this purpose)
At the end of the week, compile a report and submit to your boss.
Occassionally I also recommend that you have meetings with the dept heads to discuss what services you currently provide and explain to them what is entailed in providing these services.


Hope this helps

 

[squirkie]

Thanks for the replies, I do appreciate the advice!

Right now I'm just using a notepad to jot down my tasks for the day. Once I get used to doing that, I'll start putting them in my Outlook calendar or something.

 

[rosieb]

Have you thought about asking your boss to sit in with you for an hour or so? Then showing them what you need to check, in terms of logs etc. And then your usual daily operations activities. Normally works wonders!

Rosie
"It doesn't matter how beautiful your theory is, it doesn't matter how smart you are. If it doesn't agree with experiment, it's wrong." Richard Feynman

 

[squirkie]

Yup, I thought about it. But she's so busy and frantic herself that she never has time. A bunch of us even got together and bought her one of those take a number things to hang on her wall as a gag gift for Christmas last year!

 

[metballnut]

Got to agree that keeping a excel log is the way to go....
breat it down to 1/4 hour increments.

I am a salaried employee and track every single activity i perform...

LOG A SERVICE TICKET FOR EVERY MOVE ADD OR CHANGE YOU PERFORM!
Include time on the phone with tech support when necessary to provide tracking.

If you don't have a service ticket process, create one!

 

[kaptlid]

Worked one year for a company as the only IT person. Kept a detailed sheet of my work everyday. They stopped bothering me after a while.