this post was submitted on 05 Apr 2024
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This just puts a huge spotlight on the thing I hate the most about my line of work. I'm sure it's not just my line of work with this problem, but there's plenty of examples of workplaces that do not have this problem.
My career is in IT support. Whether doing systems administration or networking or something else related, it's my lifeblood.
Almost every job I've ever had in this field works on the basis of tickets. A concept which, isn't in and of itself a problem, nor is it unusual. Similar systems exist in many careers; they're similar to a chit in the restaurant industry, which contains an order, which is passed to the kitchen for the cooks/chefs to complete. Same thing. And there's examples of this same idea across many careers, called all kinds of things from a requisition, to a work order, they're all variations on the same idea.
The trouble begins with how tickets are worked and completed. In other industries, you pick up a task, whether a chit or work order, you finish the task, and you mark it as complete, but in IT, it's very different in one key way. We have to not only justify and report everything we do, but also mark down exactly how long it took. It's this last point that's the problem. I am under continual scrutiny, every minute of every day to justify what I've done, and when I did it. In every job I've had, my ability to fill every second of my day with records of what I've done and how long it took to do is praised, or the lack of that ability can create some significant issues with maintaining my employment status.
There are good reasons to keep these records, to have a record of changes, and coordinate with coworkers, in the event they need to continue work I've started, or vice versa, and to note when something changed so that if issues arise, those actions can be examined as a potential cause. But this requirement has become weaponized by every employer to keep a stranglehold on productivity. If you take too long on a task that they think should have taken less time, you're suddenly found in a meeting where you have to explain why you were so inefficient. If you excel and you're able to complete your tasks quickly, that faster pace becomes the new standard, and anyone who isn't capable of keeping up gets reprimanded for dragging their heels and wasting time.
The goal posts continually move. I can't so much as take an extended shit without someone taking notice.
Meanwhile, so many jobs are simply focused on being present and looking busy. Before I went into IT, I worked at a grocery store, and short of clearly and obviously standing around doing literally nothing, no manager even took notice of you. If you were doing something, literally anything that looks even remotely productive, you were left alone. Which isn't to mention all the down time, when there isn't anything to do, and you just go and adjust the products on the shelf needlessly because it made you look busy. That same concept can be applied to a lot of different jobs, but with IT, it's not sufficient to simply look busy. Your time must be put into a ticket.
It's oppressive and the way of things in IT.
I am still in my first job as a B2B tech and thought this was something only my workplace did, was scrutinise ticket time.
I continue to find it hard there because I legitimately don't slack but gaps end up between my time records (its hard to continuously work 4 hours at a time with zero downtime) and the boss comes down saying his KPI of ticket time / worked time teamwide keeps going down, and like you say the goalposts keep shifting.
I even went to the trouble of making my own time tracker that gave me even more information about my time entries and what was left for the day and how much I was out, way more info than what PSA gives you, but then got scared of continuing to work on it as the goalposts shifted again to billable time entries / worked time, and doing a time tracker isn't billable to a client.
My advice: fib.
Not really, but yes. Fib. Lie. Put down what you think is appropriate. Don't exaggerate, don't over bill, just adjust for what fits.
For me, I refuse to track my time down to the minute. I realized that if I put in 5 minutes for sending an email, I would get credit for 0.08 of an hour, but, 5 minutes is actually 0.083333... of an hour. So I started putting in 6 minutes instead (0.10 of an hour). Rather than be irrationally docked the 20 seconds or so, I'm getting a whole ass extra 0.02h (or rather 0.1666.... of an hour).
I'll do 6 minutes, or anything in 15 minute increments. If it took 7 minutes, that's 15m. If it took 20, that's 30m on the record. If I'm looking for a ticket, or closing a ticket (after my time is entered), or even if I go to take a shit while working on a ticket, that goes in the time entry. I might be in the bathroom, but my brain is working on the problem. I'm not exactly taking a break from working the issue, I'm just trying to brain storm while I'm away from my keyboard.
Every second from the time I start looking for a ticket to work, to the time I've closed it, should be on the books. I didn't work from 9:35 to 9:56 on anything, I spent 9:30 to 9:35 finding, and opening the ticket prior to my time entry being started. I spent 9:56 to 10:00 closing the ticket and mentally preparing myself for the next task. Minute by minute tracking is unreasonable, and bluntly, you shouldn't do it. You'll lose more time from what I call "grey time" (doing all the things you need to do in order to account for your time), than you account for actually doing your job. Reading email, looking at documents and keeping up to date on technology issues.... All of that is grey time.
I've put in time for internal meetings, "ticket review"s, even "reading email". None of which has every been questioned. You need that time to simply keep yourself organized. Don't hesitate to mark it down and bill it to your own employer. I know they don't want you to do that, it "artificially inflates" your worked time, but bluntly, if they're going to require that you account for so much of your day that you can't have grey time anywhere in there, you're doing yourself a disservice by not adding some kind of entry to account for it.
The only thing I strictly do not do, is mark down my time for lunch and breaks. That's not acceptable to me. Everything else, sure. But I'm going to pad it to account for my grey time. When I spend too much time doing stuff that I consider grey time, I'll put in an internal entry for it, and bill my employer. I try to keep these to a minimum, but it's an easy entry when you get called into a meeting or something.
Once you start seeing all the losses from grey time adding up, you'll be able to account for 6-7 hours of your day easily. Plus 30 minutes for lunch, and 2x15 minute breaks, and you're missing an hour of your day at most.
Grey time. Log it.