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I've watched operations directors spend hours every week assembling status decks from three different tools, only to field the same questions from leadership that the data should have already answered.",{"type":102,"attrs":160,"content":162},{"textAlign":58,"key":161},"p-1",[163],{"text":164,"type":106},"This guide covers what to track, when to track it, and how to present project data so it actually reaches the right people in a format they can act on. If you run delivery for an agency, consultancy, or professional services firm, you'll find a practical framework you can put to work this week.",{"type":166,"attrs":167,"content":169},"heading",{"level":168,"textAlign":58},2,[170],{"text":171,"type":106,"marks":172},"What tracking and presenting project data actually means",[173,176,180],{"type":174,"attrs":175},"textStyle",{"color":55},{"type":177,"attrs":178},"anchor",{"id":179},"what-tracking-and-presenting-project-data-actually-means",{"type":109},{"type":102,"attrs":182,"content":184},{"textAlign":58,"key":183},"p-2",[185],{"text":186,"type":106},"In my experience, most teams treat tracking and presenting as two separate activities, and that's where the trouble starts. They log time in one tool, pull budgets from another, and copy numbers into a slide deck for the Monday meeting. That disconnect is where problems start.",{"type":102,"attrs":188,"content":190},{"textAlign":58,"key":189},"p-3",[191,206,208,220],{"text":192,"type":106,"marks":193},"Project tracking",[194],{"type":195,"attrs":196},"link",{"href":197,"uuid":198,"anchor":58,"target":58,"linktype":199,"story":200},"/blog/project-tracking/","e954aeb1-7a40-431e-be08-c8e9ce81bca5","story",{"name":201,"id":202,"uuid":198,"slug":203,"url":204,"full_slug":204,"_stopResolving":205},"What is project tracking and how it can help you stay organized, meet deadlines, and deliver results",645627190,"project-tracking","blog/project-tracking",true,{"text":207,"type":106}," is the ongoing process of monitoring tasks, timelines, resources, and budgets throughout a project's lifecycle. ",{"text":209,"type":106,"marks":210},"Project dashboards",[211],{"type":195,"attrs":212},{"href":213,"uuid":214,"anchor":58,"target":58,"linktype":199,"story":215},"/blog/project-dashboard/","531a2b9a-772a-4855-acc7-5d00582d0273",{"name":216,"id":217,"uuid":214,"slug":218,"url":219,"full_slug":219,"_stopResolving":205},"Project dashboards: What they are, why they matter, and the different types",636729947,"project-dashboard","blog/project-dashboard",{"text":221,"type":106}," and reporting tools turn that raw data into visual summaries. When the two are connected, you get a single source of truth that updates in real time. When they're not, you get stale reports and stakeholders who stop trusting the numbers.",{"type":166,"attrs":223,"content":224},{"level":168,"textAlign":58},[225],{"text":226,"type":106,"marks":227},"Why most teams track data but still can't answer the questions that matter",[228,230,233],{"type":174,"attrs":229},{"color":55},{"type":177,"attrs":231},{"id":232},"why-most-teams-track-data-but-still-can-t-answer-the-questions-that-matter",{"type":109},{"type":102,"attrs":235,"content":237},{"textAlign":58,"key":236},"p-4",[238],{"text":239,"type":106},"A pattern I keep seeing across Teamwork.com customers is what I call the \"data-rich, insight-poor\" trap. The data exists, it's just locked in places nobody checks at the right time.",{"type":166,"attrs":241,"content":243},{"level":242,"textAlign":58},3,[244],{"text":245,"type":106},"The data-rich, insight-poor trap",{"type":102,"attrs":247,"content":249},{"textAlign":58,"key":248},"p-5",[250],{"text":251,"type":106},"You track hours. You log budgets. You update task statuses. On paper, you have everything you need. In practice, when your CEO asks \"which projects are at risk this quarter?\" you spend 45 minutes pulling numbers from three different sources before you can answer.",{"type":102,"attrs":253,"content":255},{"textAlign":58,"key":254},"p-6",[256,258,265],{"text":257,"type":106},"According to ",{"text":259,"type":106,"marks":260},"Teamwork.com's research",[261],{"type":195,"attrs":262},{"href":263,"uuid":264,"anchor":58,"target":58,"linktype":199},"/2026-strategic-shifts/","97d42186-4001-4232-916c-7a7f7d67c9ec",{"text":266,"type":106},", 50% of professional services leaders say their tools fall short on data management and reporting. Another 30% are frustrated by slow reporting specifically. The data is there. The problem is assembly.",{"type":102,"attrs":268,"content":270},{"textAlign":58,"key":269},"p-7",[271],{"text":272,"type":106},"The teams I've seen get this right don't track more data. They connect the data they already have into a single view that updates without manual intervention. That shift, from collecting to connecting, is what separates tracking as busywork from tracking as a management tool.",{"type":166,"attrs":274,"content":275},{"level":242,"textAlign":58},[276],{"text":277,"type":106},"When stakeholders stop trusting your reports",{"type":102,"attrs":279,"content":281},{"textAlign":58,"key":280},"p-8",[282,284,296],{"text":283,"type":106},"The second failure mode is subtler. Reports arrive on time, but they don't match reality. A project shows green on the dashboard while the delivery lead privately knows it's two weeks behind because ",{"text":285,"type":106,"marks":286},"scope changed",[287],{"type":195,"attrs":288},{"href":289,"uuid":290,"anchor":58,"target":58,"linktype":199,"story":291},"/blog/scope-creep/","2af3c4d7-7ec9-43f1-a857-c4e197a5cee6",{"name":292,"id":293,"uuid":290,"slug":294,"url":295,"full_slug":295,"_stopResolving":205},"How to manage scope creep with better project management",362203984,"scope-creep","blog/scope-creep",{"text":297,"type":106}," and nobody updated the baseline.",{"type":102,"attrs":299,"content":301},{"textAlign":58,"key":300},"p-9",[302],{"text":303,"type":106},"When this happens once, stakeholders ask more questions. When it happens three times, they stop reading your reports entirely and start scheduling extra check-in meetings instead. Now you've doubled the overhead and halved the trust.",{"type":102,"attrs":305,"content":307},{"textAlign":58,"key":306},"p-10",[308,310,322],{"text":309,"type":106},"The fix isn't more data. It's fewer disconnected systems. When tasks, time, budgets, and ",{"text":311,"type":106,"marks":312},"resource allocation",[313],{"type":195,"attrs":314},{"href":315,"uuid":316,"anchor":58,"target":58,"linktype":199,"story":317},"/glossary/resource-management/","c270e75d-5481-463f-9e06-ee0cd6e2dbbf",{"name":318,"id":319,"uuid":316,"slug":320,"url":321,"full_slug":321,"_stopResolving":205},"Resource management",359925005,"resource-management","glossary/resource-management",{"text":323,"type":106}," live in one platform, the numbers stay honest because the team's daily work is the report.",{"type":102,"attrs":325},{"textAlign":58,"key":326},"p-11",{"type":86,"attrs":328},{"id":329,"body":330},"e1e3bee6-3638-4a4d-bb9e-cd1209a1d732",[331],{"_uid":332,"text":333,"ctaLink":334,"ctaLabel":338,"component":339,"openInNewTab":61,"backgroundColor":340},"i-8ce5ca97-fc58-4e38-a4d1-95199f0b7f9f","See how connected project data changes the way your team works.",{"id":55,"url":335,"linktype":336,"fieldtype":337,"cached_url":335},"/signup/","url","multilink","Get started","storyBannerCta","purple",{"type":166,"attrs":342},{"level":242,"textAlign":58},{"type":166,"attrs":344,"content":345},{"level":168,"textAlign":58},[346],{"text":347,"type":106,"marks":348},"Which project data to track at each phase of delivery",[349,351,354],{"type":174,"attrs":350},{"color":55},{"type":177,"attrs":352},{"id":353},"which-project-data-to-track-at-each-phase-of-delivery",{"type":109},{"type":102,"attrs":356,"content":358},{"textAlign":58,"key":357},"p-12",[359],{"text":360,"type":106},"In my experience, the biggest mistake teams make with project data is treating it as a flat list of metrics that stays the same from kickoff to close-out. It doesn't. What you need to see changes as the project moves through its lifecycle.",{"type":166,"attrs":362,"content":363},{"level":242,"textAlign":58},[364],{"text":365,"type":106},"Kickoff and planning: baseline the right numbers",{"type":102,"attrs":367,"content":369},{"textAlign":58,"key":368},"p-13",[370,372,384],{"text":371,"type":106},"At the start, your job is to set baselines you can measure against later. That means documenting planned hours, agreed ",{"text":373,"type":106,"marks":374},"project budgets",[375],{"type":195,"attrs":376},{"href":377,"uuid":378,"anchor":58,"target":58,"linktype":199,"story":379},"/blog/project-budgeting-guide/","3d6752b8-fbc9-47ad-ab07-f2592998932e",{"name":380,"id":381,"uuid":378,"slug":382,"url":383,"full_slug":383,"_stopResolving":205},"Project budgeting guide: how to plan, track, and protect every dollar",174055738672727,"project-budgeting-guide","blog/project-budgeting-guide",{"text":385,"type":106},", milestone dates, and resource assignments before work begins. Skip this step, and every future variance calculation is meaningless because there's nothing to compare against.",{"type":102,"attrs":387,"content":389},{"textAlign":58,"key":388},"p-14",[390],{"text":391,"type":106},"I recommend baselining four numbers at minimum: total planned hours, total budget, target completion date, and team utilization allocation. If you can't answer \"where did we expect to be at the halfway mark?\" later, your baseline wasn't specific enough.",{"type":102,"attrs":393,"content":395},{"textAlign":58,"key":394},"p-15",[396,398,404],{"text":397,"type":106},"The ",{"text":399,"type":106,"marks":400},"Project Management Institute's Practice Standard for Earned Value Management",[401],{"type":195,"attrs":402},{"href":403,"uuid":58,"anchor":58,"target":58,"linktype":336},"https://www.pmi.org/learning/library/practical-calculation-schedule-variance-9404",{"text":405,"type":106}," makes the case that without a documented baseline, earned value metrics like cost performance index and schedule performance index produce meaningless numbers. The baseline doesn't need to be complicated. It needs to exist, be agreed upon by the delivery lead and the client, and be stored somewhere the team can reference it without digging through email.",{"type":166,"attrs":407,"content":408},{"level":242,"textAlign":58},[409],{"text":410,"type":106},"Execution: the metrics that earn their place in weekly reviews",{"type":102,"attrs":412,"content":414},{"textAlign":58,"key":413},"p-16",[415],{"text":416,"type":106},"Once delivery is underway, the temptation is to track everything. Resist it. The metrics that matter during execution are the ones that change fast enough to be actionable on a weekly cadence.",{"type":86,"attrs":418},{"id":419,"body":420},"21452dd6-a34d-460b-b353-3773f81d911b",[421],{"_uid":422,"title":423,"header":424,"padding":438,"component":439,"categories":440,"withHeaderPrice":61},"i-b78e9200-f97f-4477-b9c7-ac96b0cc8806","Phase",[425,430,434],{"_uid":426,"price":55,"title":427,"ctaLink":428,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-fe4cd504-c393-42c5-beab-64c770b288a3","What to track",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},"TwComparisonHeaderItem",{"_uid":431,"price":55,"title":432,"ctaLink":433,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-e593e2d9-8fa1-4184-961a-f9d83616537a","Why it matters",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},{"_uid":435,"price":55,"title":436,"ctaLink":437,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-6ac3e4eb-a879-4591-8e98-69166baa7e86","Who needs it",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},"pb-0","TwComparisonSection",[441],{"_uid":442,"rows":443,"text":55,"title":55,"component":495},"i-b1489ed3-f5a1-4b69-a0bd-5a9580af855e",[444,463,479],{"_uid":445,"cols":446,"header":457,"component":462},"i-9ee2014f-ab6b-49f9-b581-9441396db3bb",[447,451,454],{"_uid":448,"icon":55,"text":449,"component":450},"i-4093a542-aa5a-418f-b3da-5a79a7f3c913","Planned hours, budget, milestones, resource allocation","TwComparisonColItem",{"_uid":452,"icon":55,"text":453,"component":450},"i-74348bbb-5cb7-4e88-88d1-3ea468c72a48","Creates a measurable baseline",{"_uid":455,"icon":55,"text":456,"component":450},"i-e72e649f-d9de-44af-a4ae-f5a4f159930c","PM, delivery lead",[458],{"_uid":459,"title":460,"tooltip":55,"component":461},"i-cf961e62-0361-4677-a371-18b9e66c29f3","Kickoff","TwComparisonColHeader","TwComparisonRow",{"_uid":464,"cols":465,"header":475,"component":462},"i-515ab1f5-2849-4ac1-9403-7535414aa9f9",[466,469,472],{"_uid":467,"icon":55,"text":468,"component":450},"i-fb81c038-61f6-47bd-aaf1-8d8649222806","Budget burn rate, task completion %, schedule variance, utilization rate",{"_uid":470,"icon":55,"text":471,"component":450},"i-6c82ac91-de5b-4a2a-9163-93fc91142f8c","Surfaces problems while they're still fixable",{"_uid":473,"icon":55,"text":474,"component":450},"i-9987b63c-d8a2-4832-bf77-1f3b9db74d1b","PM, delivery lead, operations director",[476],{"_uid":477,"title":478,"tooltip":55,"component":461},"i-ff08123f-3fcf-4e71-8342-0b0f17976c3f","Execution",{"_uid":480,"cols":481,"header":491,"component":462},"i-8826b11a-5b9f-4552-bdac-e04278cd7c08",[482,485,488],{"_uid":483,"icon":55,"text":484,"component":450},"i-01a364d8-38f9-4892-95b2-e84fc879a415","Actual vs. planned hours, final margin, client satisfaction, lessons learned",{"_uid":486,"icon":55,"text":487,"component":450},"i-0b1964e8-bdd7-4c3c-bbc4-ff775d79801d","Informs future scoping and pricing",{"_uid":489,"icon":55,"text":490,"component":450},"i-c6521a4f-0deb-40e2-9396-860e84755e78","Operations director, finance, leadership",[492],{"_uid":493,"title":494,"tooltip":55,"component":461},"i-5bc4f388-8991-4b03-8173-665e9c1c8b3d","Close-out","TwComparisonCollapsable",{"type":86,"attrs":497},{"id":498,"body":499},"03bb2514-4195-42b6-8b88-c734298da2f8",[500],{"_uid":501,"title":502,"content":503,"component":152},"i-44cae52b-5ef7-424b-8b09-45366538f3f7","Pro tip",{"type":83,"content":504},[505],{"type":102,"content":506},[507],{"text":508,"type":106},"Pick four to six metrics per project phase, not fifteen. If a metric doesn't trigger a specific action when it moves, it's noise.",{"type":102,"attrs":510,"content":512},{"textAlign":58,"key":511},"p-17",[513],{"text":514,"type":106},"Budget burn rate tells you whether you're spending faster than planned. If you've consumed 70% of the budget but only completed 50% of deliverables, that gap needs attention this week, not at the project retrospective.",{"type":102,"attrs":516,"content":518},{"textAlign":58,"key":517},"p-18",[519],{"text":520,"type":106},"Task completion percentage shows whether the team is keeping pace with the timeline. I look at this alongside schedule variance because a high completion rate on low-priority tasks can mask delays on the critical path.",{"type":102,"attrs":522,"content":524},{"textAlign":58,"key":523},"p-19",[525,537],{"text":526,"type":106,"marks":527},"Schedule variance",[528],{"type":195,"attrs":529},{"href":530,"uuid":531,"anchor":58,"target":58,"linktype":199,"story":532},"/blog/project-metrics/","0d9aea68-abfe-4eba-a79c-0b3527a6157f",{"name":533,"id":534,"uuid":531,"slug":535,"url":536,"full_slug":536,"_stopResolving":205},"6 essential project metrics for agencies to track performance",364908045,"project-metrics","blog/project-metrics",{"text":538,"type":106}," reveals whether you're ahead or behind in cost terms. A negative schedule variance early in execution is a warning signal. A negative variance in the final 20% of the timeline is a crisis.",{"type":102,"attrs":540,"content":542},{"textAlign":58,"key":541},"p-20",[543,545,557],{"text":544,"type":106},"And ",{"text":546,"type":106,"marks":547},"utilization rate",[548],{"type":195,"attrs":549},{"href":550,"uuid":551,"anchor":58,"target":58,"linktype":199,"story":552},"/blog/resource-utilization/","0f9839d3-6c52-4f0f-a43e-69cb8107f1c9",{"name":553,"id":554,"uuid":551,"slug":555,"url":556,"full_slug":556,"_stopResolving":205},"What is resource utilization? Formulas, techniques, and benefits",362864168,"resource-utilization","blog/resource-utilization",{"text":558,"type":106}," flags whether your people are overloaded or underused. In my experience, sustained utilization above 85% degrades quality and increases error rates for professional services teams. Track it weekly, not monthly.",{"type":166,"attrs":560,"content":561},{"level":242,"textAlign":58},[562],{"text":563,"type":106},"Close-out: what to capture before the team moves on",{"type":102,"attrs":565,"content":567},{"textAlign":58,"key":566},"p-21",[568,570,582],{"text":569,"type":106},"The close-out phase is where most teams drop the ball on data. Everyone wants to move to the next project. But if you don't capture actual versus planned hours, final margin, and a brief account of what drove any major variances, you lose the learning. A short ",{"text":571,"type":106,"marks":572},"project status report",[573],{"type":195,"attrs":574},{"href":575,"uuid":576,"anchor":58,"target":58,"linktype":199,"story":577},"/blog/project-status-report/","f6426558-3e9b-4334-a843-a0f104bae4d9",{"name":578,"id":579,"uuid":576,"slug":580,"url":581,"full_slug":581,"_stopResolving":205},"How to write a project status report that keeps client work on track",180970480187797,"project-status-report","blog/project-status-report",{"text":583,"type":106}," captures these insights while they're fresh.",{"type":102,"attrs":585,"content":587},{"textAlign":58,"key":586},"p-22",[588],{"text":589,"type":106},"What I recommend is a lightweight post-project review that takes 30 minutes and produces a one-page summary. That summary feeds your next project estimate and makes it better.",{"type":102,"attrs":591,"content":593},{"textAlign":58,"key":592},"p-23",[594],{"text":595,"type":106},"The specific data points worth capturing at close-out include: total actual hours versus planned hours (broken down by role), final margin percentage, the number of scope change requests received, and a one-paragraph narrative explaining the largest variance. Store these in a consistent format. After five or six projects, you'll have enough data to spot patterns in your estimating accuracy that no single project review would reveal.",{"type":102,"attrs":597,"content":599},{"textAlign":58,"key":598},"p-24",[600,601,607],{"text":397,"type":106},{"text":602,"type":106,"marks":603},"Standish Group's CHAOS Report",[604],{"type":195,"attrs":605},{"href":606,"uuid":58,"anchor":58,"target":58,"linktype":336},"https://www.standishgroup.com/sample_research_files/CHAOSReport2015-Final.pdf",{"text":608,"type":106}," found that only 29% of IT projects finish on time and on budget. The teams that beat those odds consistently capture close-out data and feed it back into their planning process.",{"type":166,"attrs":610,"content":611},{"level":168,"textAlign":58},[612],{"text":613,"type":106,"marks":614},"How to present project data to the people who need it",[615,617,620],{"type":174,"attrs":616},{"color":55},{"type":177,"attrs":618},{"id":619},"how-to-present-project-data-to-the-people-who-need-it",{"type":109},{"type":102,"attrs":622,"content":624},{"textAlign":58,"key":623},"p-25",[625],{"text":626,"type":106},"The most common reporting failure I see isn't bad data. It's good data delivered in the wrong format to the wrong audience. Your delivery team needs granular task-level detail. Your operations director needs portfolio-level signals. Your client needs a clean summary that builds confidence without exposing internal cost structures.",{"type":166,"attrs":628,"content":629},{"level":242,"textAlign":58},[630],{"text":631,"type":106},"What delivery teams need vs. what leadership wants",{"type":102,"attrs":633,"content":635},{"textAlign":58,"key":634},"p-26",[636],{"text":637,"type":106},"Delivery teams live in the details: task status, blockers, workload distribution, upcoming deadlines. They need views they can scan in under a minute and update as they work. Kanban boards and task lists serve this audience well because they map directly to the team's daily workflow. A delivery lead checking the board at 9 AM should be able to identify the day's two biggest risks in under 30 seconds.",{"type":102,"attrs":639,"content":641},{"textAlign":58,"key":640},"p-27",[642,644,656],{"text":643,"type":106},"Operations directors and C-suite leaders don't want task lists. They want answers to three questions: Are we on track? Are we profitable? Do we need to intervene? ",{"text":645,"type":106,"marks":646},"Dashboard reporting",[647],{"type":195,"attrs":648},{"href":649,"uuid":650,"anchor":58,"target":58,"linktype":199,"story":651},"/blog/dashboard-reporting/","091f03ad-b854-4b6e-9835-b9731feec5f3",{"name":652,"id":653,"uuid":650,"slug":654,"url":655,"full_slug":655,"_stopResolving":205},"What is dashboard reporting? A complete guide | Teamwork.com ",582828750,"dashboard-reporting","blog/dashboard-reporting",{"text":657,"type":106}," that surfaces budget health, schedule status, and resource utilization across the full portfolio is what this audience needs. One page, updated live, no assembly required.",{"type":102,"attrs":659,"content":661},{"textAlign":58,"key":660},"p-28",[662],{"text":663,"type":106},"The gap between these two audiences is where most reporting friction lives. The PM builds a detailed report that the director doesn't read. The director asks for a summary the PM doesn't have time to create. The solution is not two separate reports. It's one connected data source with different views: a detailed task-level view for the delivery team and a KPI summary that rolls up automatically for leadership.",{"type":166,"attrs":665,"content":666},{"level":242,"textAlign":58},[667],{"text":668,"type":106},"Client-facing reports that build trust without exposing internals",{"type":102,"attrs":670,"content":672},{"textAlign":58,"key":671},"p-29",[673],{"text":674,"type":106},"Client reporting is its own discipline. You need to show enough detail to demonstrate progress and justify spend, but you don't want to expose internal cost rates, team disputes, or margin data.",{"type":102,"attrs":676,"content":678},{"textAlign":58,"key":677},"p-30",[679],{"text":680,"type":106},"The approach that works best is a filtered view: milestone progress, deliverable status, upcoming dates, and any decisions that need client input. Strip everything else.",{"type":102,"attrs":682,"content":684},{"textAlign":58,"key":683},"p-31",[685,687,698],{"text":686,"type":106},"Clients value consistency and predictability more than granularity. A simple weekly email showing three things (what was delivered, what's next, and any blockers that need their input) builds more trust than a 10-page PDF filled with Gantt charts and resource allocation tables they don't understand. The key is maintaining the same format and cadence every week so clients know exactly what to expect and where to look. When ",{"text":688,"type":106,"marks":689},"Community Link Consulting",[690],{"type":195,"attrs":691},{"href":692,"uuid":693,"anchor":58,"target":58,"linktype":199,"story":694},"/customer-stories/community-link-consulting/","60bb5ccb-943a-4fce-baca-c722b0ab3359",{"name":688,"id":695,"uuid":693,"slug":696,"url":697,"full_slug":697,"_stopResolving":205},637441675,"community-link-consulting","customer-stories/community-link-consulting",{"text":699,"type":106}," moved from spreadsheet-based reporting to Teamwork.com, they gained quantifiable three-and-six-month resource projections. That visibility changed how leadership makes decisions on contracts and start dates.",{"type":166,"attrs":701,"content":702},{"level":242,"textAlign":58},[703],{"text":704,"type":106},"Choosing the right visual format for each audience",{"type":102,"attrs":706,"content":708},{"textAlign":58,"key":707},"p-32",[709,711,723],{"text":710,"type":106},"Not every audience reads data the same way. A table works for an operations director comparing five projects side by side. A ",{"text":712,"type":106,"marks":713},"project timeline",[714],{"type":195,"attrs":715},{"href":716,"uuid":717,"anchor":58,"target":58,"linktype":199,"story":718},"/blog/project-timeline/","43bdf944-f4f1-483e-89c5-290e00d3907a",{"name":719,"id":720,"uuid":717,"slug":721,"url":722,"full_slug":722,"_stopResolving":205},"How to create a project timeline: The ultimate guide",364744154,"project-timeline","blog/project-timeline",{"text":724,"type":106}," works for a PM checking whether tasks are sequenced correctly. A single KPI card works for a CEO who needs one number.",{"type":86,"attrs":726},{"id":727,"body":728},"d8f09b9b-8368-4174-8e4e-ee853688ea0a",[729],{"_uid":730,"title":731,"header":732,"padding":438,"component":439,"categories":745,"withHeaderPrice":61},"i-c2e82ed9-79f1-46db-b17d-dcd7c75cd7c8","Audience",[733,737,741],{"_uid":734,"price":55,"title":735,"ctaLink":736,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-0af21475-3282-40b2-9926-1056ac3545fa","What they want to see",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},{"_uid":738,"price":55,"title":739,"ctaLink":740,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-1637d471-466d-4a8c-af50-e87542c8b0ad","Cadence",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},{"_uid":742,"price":55,"title":743,"ctaLink":744,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-546c3cf1-bc93-4875-ac6f-7eff02d5fef9","Best format",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},[746],{"_uid":747,"rows":748,"text":55,"title":55,"component":495},"i-00047739-3849-4b39-9fcc-dbd516209663",[749,765,781,797],{"_uid":750,"cols":751,"header":761,"component":462},"i-ccf00a04-70f5-4d82-ae82-6668c2b14a0e",[752,755,758],{"_uid":753,"icon":55,"text":754,"component":450},"i-c6323e3c-57e1-40bc-a893-5e05d4651b60","Task status, blockers, workload",{"_uid":756,"icon":55,"text":757,"component":450},"i-b4e81134-8b3c-4142-8359-3effd4fe7815","Daily/real-time",{"_uid":759,"icon":55,"text":760,"component":450},"i-5541eca3-09a4-41bb-b79e-0a5125fedcb4","Kanban board, task list",[762],{"_uid":763,"title":764,"tooltip":55,"component":461},"i-f14c442f-2c9b-465c-8061-215a2c17a3d6","Delivery team",{"_uid":766,"cols":767,"header":777,"component":462},"i-8be496a2-9cca-434c-b72b-1bb7e6001e87",[768,771,774],{"_uid":769,"icon":55,"text":770,"component":450},"i-dccb5550-3ac8-466a-a224-fa210c9e3b37","Portfolio health, utilization, budget status",{"_uid":772,"icon":55,"text":773,"component":450},"i-3be55ee7-2f26-4986-a1fe-3410c926b8c9","Weekly",{"_uid":775,"icon":55,"text":776,"component":450},"i-369b3a20-6b01-417f-83e3-49ca8c3ebcd7","Dashboard with KPI cards",[778],{"_uid":779,"title":780,"tooltip":55,"component":461},"i-222fb469-5af1-4046-a5e8-2081f317aefc","Operations director",{"_uid":782,"cols":783,"header":793,"component":462},"i-b2ea562f-3bfd-4af4-b70f-893509bd6388",[784,787,790],{"_uid":785,"icon":55,"text":786,"component":450},"i-eef2157f-44ca-4943-bf26-dfe9e777a924","Financial performance, risk flags, capacity",{"_uid":788,"icon":55,"text":789,"component":450},"i-f6d01a39-63d6-4f77-8592-3e71c770f350","Monthly",{"_uid":791,"icon":55,"text":792,"component":450},"i-245dc1cc-2b52-408c-8aaf-a3aab83a5bba","Executive summary, trend charts",[794],{"_uid":795,"title":796,"tooltip":55,"component":461},"i-7dc80ad5-0e2c-4804-be2f-2b632aa8f45e","C-suite / leadership",{"_uid":798,"cols":799,"header":809,"component":462},"i-e3ebb0eb-ab29-459d-b114-37ed29f030f1",[800,803,806],{"_uid":801,"icon":55,"text":802,"component":450},"i-fe511b07-4467-4f57-b90f-ded6c00adf56","Milestone progress, deliverable status, decisions needed",{"_uid":804,"icon":55,"text":805,"component":450},"i-d27fdb67-c640-4dd1-8cc3-902bf2a28782","Weekly or milestone-based",{"_uid":807,"icon":55,"text":808,"component":450},"i-1864b9e3-6adf-4040-abfe-de3bbbb4c1d0","Filtered report, timeline view",[810],{"_uid":811,"title":812,"tooltip":55,"component":461},"i-70ca4709-625d-43d6-9e45-137b94012ff2","Client",{"type":86,"attrs":814},{"id":815,"body":816},"bf838b96-ad69-4c5e-86b6-8b496141b8d9",[817],{"_uid":818,"title":502,"content":819,"component":152},"i-f3ee0fae-9af5-4d5d-8567-cca957cd0653",{"type":83,"content":820},[821],{"type":102,"content":822},[823],{"text":824,"type":106},"Before building a new report, ask the recipient: \"What's the one question this report needs to answer?\" If they can't name it, the report will go unread.",{"type":102,"attrs":826,"content":828},{"textAlign":58,"key":827},"p-33",[829],{"text":830,"type":106},"Getting that question answered upfront saves you from building reports that look impressive but never get opened. It also forces the recipient to think about what decision the data should support, which improves the quality of the conversation when the report lands.",{"type":102,"attrs":832},{"textAlign":58,"key":833},"p-34",{"type":86,"attrs":835},{"id":329,"body":836},[837],{"_uid":838,"text":839,"ctaLink":840,"ctaLabel":841,"component":339,"openInNewTab":61,"backgroundColor":340},"i-c0827ffa-1c52-48b8-b7cb-a7681d88a29e","Stop building reports from scratch every week.",{"id":55,"url":335,"linktype":336,"fieldtype":337,"cached_url":335},"Try Teamwork.com",{"type":102,"attrs":843},{"textAlign":58,"key":844},"p-35",{"type":166,"attrs":846,"content":847},{"level":168,"textAlign":58},[848],{"text":849,"type":106,"marks":850},"Building a project data tracking system that doesn't fall apart",[851,853,856],{"type":174,"attrs":852},{"color":55},{"type":177,"attrs":854},{"id":855},"building-a-project-data-tracking-system-that-doesn-t-fall-apart",{"type":109},{"type":102,"attrs":858,"content":860},{"textAlign":58,"key":859},"p-36",[861],{"text":862,"type":106},"What I've found is that most tracking systems don't fail because the tool is wrong. They break down within the first month because the process around them isn't built to last. The teams who sustain good tracking habits are the ones who make three things true from day one.",{"type":166,"attrs":864,"content":865},{"level":242,"textAlign":58},[866],{"text":867,"type":106},"Connect your data sources into a single view",{"type":102,"attrs":869,"content":871},{"textAlign":58,"key":870},"p-37",[872],{"text":873,"type":106},"When time tracking lives in one tool, budgets in a spreadsheet, and task status in a project board, nobody has the full picture. The first step is consolidation. Your project management platform should be where tasks, time, budgets, and resources all live together.",{"type":102,"attrs":875,"content":877},{"textAlign":58,"key":876},"p-38",[878],{"text":879,"type":106},"This isn't about buying the most expensive tool. It's about choosing one platform where the team's daily work generates the data you need for reporting, without a separate data entry step.",{"type":102,"attrs":881,"content":883},{"textAlign":58,"key":882},"p-39",[884],{"text":885,"type":106},"The consolidation test is simple: can your operations director see budget health, team utilization, and task progress for any project without leaving the platform? If the answer requires opening a spreadsheet, pinging a PM on Slack, or logging into a separate time-tracking app, you don't have a single view yet. And without a single view, your reporting will always lag behind reality.",{"type":166,"attrs":887,"content":888},{"level":242,"textAlign":58},[889],{"text":890,"type":106},"Automate what you can, standardize the rest",{"type":102,"attrs":892,"content":894},{"textAlign":58,"key":893},"p-40",[895],{"text":896,"type":106},"Manual reporting is the first thing that gets dropped when teams are busy. If your reporting depends on someone remembering to export a spreadsheet every Friday, it will fail. Automated dashboards that pull live data are the minimum standard.",{"type":102,"attrs":898,"content":900},{"textAlign":58,"key":899},"p-41",[901],{"text":902,"type":106},"For anything that can't be fully automated (qualitative updates, risk commentary, client-facing summaries), create a template. A consistent format takes five minutes to fill. A blank page takes thirty.",{"type":102,"attrs":904,"content":906},{"textAlign":58,"key":905},"p-42",[907],{"text":908,"type":106},"What I've seen work best is a hybrid approach: automated data for the numbers (budget, time, task completion) layered with a two-sentence qualitative note from the PM covering risks and blockers. That combination gives leadership both the what and the why without requiring a 30-minute report-writing session from every project manager every Friday.",{"type":166,"attrs":910,"content":911},{"level":242,"textAlign":58},[912],{"text":913,"type":106},"Set a reporting rhythm your team will actually follow",{"type":102,"attrs":915,"content":917},{"textAlign":58,"key":916},"p-43",[918],{"text":919,"type":106},"The reporting cadence needs to match your project cycle. For most professional services teams, weekly internal reviews and monthly client summaries work. But the cadence only holds if it's embedded into existing meetings, not added as extra overhead.",{"type":102,"attrs":921,"content":923},{"textAlign":58,"key":922},"p-44",[924],{"text":925,"type":106},"During high-risk phases, tighten the cadence. At kickoff and in the final 20% of a project timeline, weekly reporting catches misalignment early. A project that drifts 5% off budget in week one is easy to correct. A project that drifts 5% per week for six weeks unnoticed becomes a difficult client conversation. It also becomes a direct hit to your margin.",{"type":86,"attrs":927},{"id":928,"body":929},"2b283634-6fcc-47e6-8679-c114c8c974a4",[930],{"_uid":931,"title":932,"header":933,"padding":438,"component":439,"categories":942,"withHeaderPrice":61},"i-29cbf609-247e-4503-aa7f-17e775e67f7c","Criteria",[934,938],{"_uid":935,"price":55,"title":936,"ctaLink":937,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-52d1695e-1e76-46b1-a913-78c23a4e752d","What to look for",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},{"_uid":939,"price":55,"title":940,"ctaLink":941,"ctaLabel":55,"subtitle":55,"component":429,"highlighted":61},"i-dbee877c-1d7c-4809-9ee8-7f4abd90413c","Red flags",{"id":55,"url":55,"linktype":199,"fieldtype":337,"cached_url":55},[943],{"_uid":944,"rows":945,"text":55,"title":55,"component":495},"i-e4a645b0-5027-4cc2-b08e-7656860a664c",[946,959,972,985,998],{"_uid":947,"cols":948,"header":955,"component":462},"i-2d38a75f-2205-459a-a9be-b092eded471a",[949,952],{"_uid":950,"icon":55,"text":951,"component":450},"i-9a17eb5a-0a48-406e-993c-9b06ea09b981","Time, tasks, budgets, resources in one platform",{"_uid":953,"icon":55,"text":954,"component":450},"i-55b6c032-f469-4a72-90b9-e20e5db27c69","Data in 3+ disconnected tools",[956],{"_uid":957,"title":958,"tooltip":55,"component":461},"i-6c1daea0-0f88-4d84-ab11-d2a434e86800","Data consolidation",{"_uid":960,"cols":961,"header":968,"component":462},"i-f23440b8-c5a1-4c9f-836c-75636311e0f5",[962,965],{"_uid":963,"icon":55,"text":964,"component":450},"i-9e5e2c4d-c67c-4c38-9704-cf01402772a2","Live dashboards, auto-generated reports",{"_uid":966,"icon":55,"text":967,"component":450},"i-858fe142-4f55-4e11-8719-21dac57b7b61","Manual exports every week",[969],{"_uid":970,"title":971,"tooltip":55,"component":461},"i-2d011b03-da2f-42ac-9ce5-4fdeab11eaed","Automation",{"_uid":973,"cols":974,"header":981,"component":462},"i-3ccb6509-2ad7-4103-9279-694f7f54ba62",[975,978],{"_uid":976,"icon":55,"text":977,"component":450},"i-b8386543-0e0a-433b-9587-d7310e2897e6","Standard report format across projects",{"_uid":979,"icon":55,"text":980,"component":450},"i-a87ddd6f-fd60-4ac3-8367-0b79cb7aeb23","Every PM invents their own format",[982],{"_uid":983,"title":984,"tooltip":55,"component":461},"i-f6277aed-de9b-448c-ac3a-73efac8659b2","Template consistency",{"_uid":986,"cols":987,"header":994,"component":462},"i-e938b538-4e82-4a47-be11-39d300fa9205",[988,991],{"_uid":989,"icon":55,"text":990,"component":450},"i-aab255ce-8034-4f2b-b75e-fcbc286677d8","Team updates tasks/time as part of daily work",{"_uid":992,"icon":55,"text":993,"component":450},"i-e2e45be7-2811-4bd9-bb83-8a2469248c54","Separate \"reporting time\" on Friday afternoons",[995],{"_uid":996,"title":997,"tooltip":55,"component":461},"i-dbbf762d-0874-4fc3-9d6b-c4c038fb1d04","Team adoption",{"_uid":999,"cols":1000,"header":1007,"component":462},"i-b573eb57-e517-42c8-adee-9199e9fd9119",[1001,1004],{"_uid":1002,"icon":55,"text":1003,"component":450},"i-cf77320c-caca-4edb-925c-f88d17efae42","Reporting rhythm matches project review meetings",{"_uid":1005,"icon":55,"text":1006,"component":450},"i-498cdbdc-9074-4e42-99fe-dbf49abd6be2","Reports exist but nobody discusses them",[1008],{"_uid":1009,"title":1010,"tooltip":55,"component":461},"i-8ff9aa6a-3a7c-4b7b-a1e7-e0595d681ef3","Cadence fit",{"type":166,"attrs":1012,"content":1013},{"level":168,"textAlign":58},[1014],{"text":1015,"type":106,"marks":1016},"Common mistakes that wreck project data tracking",[1017,1019,1022],{"type":174,"attrs":1018},{"color":55},{"type":177,"attrs":1020},{"id":1021},"common-mistakes-that-wreck-project-data-tracking",{"type":109},{"type":102,"attrs":1024,"content":1026},{"textAlign":58,"key":1025},"p-45",[1027],{"text":1028,"type":106},"What I've found working with professional services teams, and confirmed through years supporting delivery operations at Teamwork.com, is that most tracking failures follow predictable patterns.",{"type":166,"attrs":1030,"content":1031},{"level":242,"textAlign":58},[1032],{"text":1033,"type":106},"Tracking everything instead of the right things",{"type":102,"attrs":1035,"content":1037},{"textAlign":58,"key":1036},"p-46",[1038],{"text":1039,"type":106},"The instinct when setting up a new tracking system is to capture every possible metric. Within two weeks, the team is overwhelmed. Nobody updates anything because updating everything takes too long.",{"type":102,"attrs":1041,"content":1043},{"textAlign":58,"key":1042},"p-47",[1044,1046,1052],{"text":1045,"type":106},"I've seen this pattern play out at agencies of every size. ",{"text":1047,"type":106,"marks":1048},"Research from McKinsey",[1049],{"type":195,"attrs":1050},{"href":1051,"uuid":58,"anchor":58,"target":58,"linktype":336},"https://www.mckinsey.com/capabilities/operations/our-insights/the-project-management-imperatives",{"text":1053,"type":106}," confirms that projects with clearly defined, limited KPI sets outperform those that track everything. A new operations director arrives, sets up fifteen dashboards on day one, and wonders why adoption is at 30% by month two. The fix is counterintuitive: track less, not more. Pick four to six metrics that directly inform decisions, and ignore the rest until you've built the habit. You can always add metrics later. You can't recover the team's trust after you've burned them out on a tracking system that felt like surveillance instead of support.",{"type":166,"attrs":1055,"content":1056},{"level":242,"textAlign":58},[1057],{"text":1058,"type":106},"Reporting after the fact instead of in real time",{"type":102,"attrs":1060,"content":1062},{"textAlign":58,"key":1061},"p-48",[1063],{"text":1064,"type":106},"At every firm I've been part of, reports arrived well past the point where anyone could act on them. By the time leadership saw the numbers, the overrun was already baked in. The firms that protect margins report at least weekly on active projects, even if it's just a two-line budget status update. That weekly rhythm creates financial accountability across the team.",{"type":166,"attrs":1066,"content":1067},{"level":242,"textAlign":58},[1068],{"text":1069,"type":106},"Using one report format for every audience",{"type":102,"attrs":1071,"content":1073},{"textAlign":58,"key":1072},"p-49",[1074],{"text":1075,"type":106},"A 15-page spreadsheet sent to every stakeholder, from the project manager to the CEO, means nobody gets what they need. The PM drowns in irrelevant executive metrics. The CEO drowns in task-level detail.",{"type":102,"attrs":1077,"content":1079},{"textAlign":58,"key":1078},"p-50",[1080],{"text":1081,"type":106},"Design tiered views: one page for leadership, a detailed breakdown for PMs, and a filtered summary for clients. Each tier should answer a different question. Leadership asks \"should I be worried?\" PMs ask \"what do I need to fix today?\" Clients ask \"are we on track for the deadline?\" If your reporting system can't serve all three without someone manually reformatting the same data, the system is working against you.",{"type":86,"attrs":1083},{"id":1084,"body":1085},"6a777a43-c13a-4353-8f6a-9c57560f7743",[1086],{"_uid":1087,"title":502,"content":1088,"component":152},"i-1c00eb88-b5f1-482c-b617-3ec0513d4064",{"type":83,"content":1089},[1090],{"type":102,"content":1091},[1092,1094,1106,1108,1120],{"text":1093,"type":106},"Timesheets without cost rates are activity logs, not financial reports. If your team tracks hours but never attaches a cost rate, you can't calculate margin, and you can't protect ",{"text":1095,"type":106,"marks":1096},"project cost performance",[1097],{"type":195,"attrs":1098},{"href":1099,"uuid":1100,"anchor":58,"target":58,"linktype":199,"story":1101},"/blog/project-cost-management/","94ddf73b-85aa-465e-9630-94672712c81e",{"name":1102,"id":1103,"uuid":1100,"slug":1104,"url":1105,"full_slug":1105,"_stopResolving":205},"The 5-step project cost management plan for busy agencies",366862164,"project-cost-management","blog/project-cost-management",{"text":1107,"type":106},". If you want a quick benchmark, the ",{"text":1109,"type":106,"marks":1110},"billable utilization rate calculator",[1111],{"type":195,"attrs":1112},{"href":1113,"uuid":1114,"anchor":58,"target":58,"linktype":199,"story":1115},"/resources/calculators/billable-utilization-rate/","931a7a08-9356-40b1-85ac-d0b408a91fb5",{"name":1116,"id":1117,"uuid":1114,"slug":1118,"url":1119,"full_slug":1119,"_stopResolving":205},"Billable Utilization Rate Calculator",686119504,"billable-utilization-rate","resources/calculators/billable-utilization-rate",{"text":1121,"type":106}," can show you where your team stands.",{"type":166,"attrs":1123,"content":1124},{"level":242,"textAlign":58},[1125],{"text":1126,"type":106},"Ignoring scope creep's impact on your data story",{"type":102,"attrs":1128,"content":1130},{"textAlign":58,"key":1129},"p-51",[1131],{"text":1132,"type":106},"Every time a client adds \"just one more deliverable\" without a corresponding budget adjustment, your tracking data becomes fiction. The budget shows healthy, but the actual cost of delivery is climbing silently.",{"type":102,"attrs":1134,"content":1136},{"textAlign":58,"key":1135},"p-52",[1137,1139,1151],{"text":1138,"type":106},"I've watched projects that looked financially healthy on the dashboard finish at 15-20% below target margin because nobody tracked the scope additions against the original budget. The solution is straightforward: track ",{"text":1140,"type":106,"marks":1141},"change requests alongside budget data",[1142],{"type":195,"attrs":1143},{"href":1144,"uuid":1145,"anchor":58,"target":58,"linktype":199,"story":1146},"/blog/project-management-kpis/","d38a8805-8912-43d8-9080-4f64d81f484c",{"name":1147,"id":1148,"uuid":1145,"slug":1149,"url":1150,"full_slug":1150,"_stopResolving":205},"14 project management KPIs your agency should track",366219562,"project-management-kpis","blog/project-management-kpis",{"text":1152,"type":106}," so you can see the real financial picture, not just the original plan. Every change request should include an estimated cost impact, even a rough one. Without that connection, your tracking system tells a story that doesn't match reality.",{"type":166,"attrs":1154,"content":1155},{"level":168,"textAlign":58},[1156],{"text":1157,"type":106,"marks":1158},"How Teamwork.com makes tracking and presenting project data work",[1159,1161,1164],{"type":174,"attrs":1160},{"color":55},{"type":177,"attrs":1162},{"id":1163},"how-teamwork-com-makes-tracking-and-presenting-project-data-work",{"type":109},{"type":102,"attrs":1166,"content":1168},{"textAlign":58,"key":1167},"p-53",[1169],{"text":1170,"type":106},"Every challenge I've described in this guide points to the same root cause: disconnected data, manual assembly, and one-size-fits-all reporting. This is exactly what we built Teamwork.com to solve. The platform connects project management, time tracking, resource scheduling, budgets, and reporting into a single workspace. Your team's daily work becomes the data source for every report you'll ever need. Here's how that works in practice.",{"type":166,"attrs":1172,"content":1173},{"level":242,"textAlign":58},[1174],{"text":1175,"type":106},"Project health reports and portfolio dashboards",{"type":102,"attrs":1177,"content":1179},{"textAlign":58,"key":1178},"p-54",[1180],{"text":1181,"type":106},"The biggest reporting gap I described earlier, the one between what PMs track and what executives need, is what the project health report solves. It gives you a live, always-current snapshot of budget burn, timeline progress, and workload distribution across your entire portfolio. No manual assembly required.",{"type":102,"attrs":1183,"content":1185},{"textAlign":58,"key":1184},"p-55",[1186],{"type":1187,"attrs":1188},"image",{"id":58,"alt":1189,"src":1190,"title":58,"source":58,"copyright":58,"meta_data":1191},"Teamwork.com project health report showing task completion, budget, and health status across projects","https://a.storyblok.com/f/99519/0x0/9e8c1ffcf3/project-health-report-2.png",{},{"type":166,"attrs":1193,"content":1194},{"level":242,"textAlign":58},[1195],{"text":1196,"type":106},"Workload planner and utilization tracking",{"type":102,"attrs":1198,"content":1200},{"textAlign":58,"key":1199},"p-56",[1201],{"text":1202,"type":106},"One of the recurring themes in this guide is that tracking data without acting on it is pointless. The workload planner shows who's overcommitted, who has capacity, and where work is likely to collide. For operations directors managing multiple client projects with shared resources, this visual alone prevents more issues than any status report.",{"type":102,"attrs":1204,"content":1206},{"textAlign":58,"key":1205},"p-57",[1207,1208,1214],{"text":397,"type":106},{"text":1209,"type":106,"marks":1210},"utilization report",[1211],{"type":195,"attrs":1212},{"href":530,"uuid":531,"anchor":58,"target":58,"linktype":199,"story":1213},{"name":533,"id":534,"uuid":531,"slug":535,"url":536,"full_slug":536,"_stopResolving":205},{"text":1215,"type":106}," sits alongside it, comparing estimated versus actual utilization so you can see whether your team's time is going where it should.",{"type":102,"attrs":1217,"content":1219},{"textAlign":58,"key":1218},"p-58",[1220],{"type":1187,"attrs":1221},{"id":58,"alt":1222,"src":1223,"title":58,"source":58,"copyright":58,"meta_data":1224},"Teamwork.com workload planner showing team capacity and utilization summary","https://a.storyblok.com/f/99519/0x0/d4e698a851/workload-planner-7.png",{},{"type":166,"attrs":1226,"content":1227},{"level":242,"textAlign":58},[1228],{"text":1229,"type":106},"Time tracking that feeds your financial reports",{"type":102,"attrs":1231,"content":1233},{"textAlign":58,"key":1232},"p-59",[1234,1236,1248],{"text":1235,"type":106},"What I've found is that the biggest gap in most teams' reporting is the connection between hours logged and dollars earned. Teamwork.com's built-in ",{"text":1237,"type":106,"marks":1238},"time tracker",[1239],{"type":195,"attrs":1240},{"href":1241,"uuid":1242,"anchor":58,"target":58,"linktype":199,"story":1243},"/blog/project-cost-tracking/","dc726f28-b159-4faa-b5d6-f2e7aea3f72f",{"name":1244,"id":1245,"uuid":1242,"slug":1246,"url":1247,"full_slug":1247,"_stopResolving":205},"Project cost tracking: 8 steps for tracking costs and expenses",362238122,"project-cost-tracking","blog/project-cost-tracking",{"text":1249,"type":106}," captures billable and non-billable hours at the task level, then feeds that data directly into budget and profitability views. No spreadsheet reconciliation step.",{"type":102,"attrs":1251,"content":1253},{"textAlign":58,"key":1252},"p-60",[1254],{"type":1187,"attrs":1255},{"id":1256,"alt":55,"src":1257,"title":55,"source":55,"copyright":55,"meta_data":1258},21162225,"https://a.storyblok.com/f/99519/954x510/a2e07c762a/time-tracking.png",{},{"type":166,"attrs":1260,"content":1261},{"level":242,"textAlign":58},[1262],{"text":1263,"type":106},"Custom reporting and profitability views",{"type":102,"attrs":1265,"content":1267},{"textAlign":58,"key":1266},"p-61",[1268,1270,1282],{"text":1269,"type":106},"For teams that need to track profitability at the project or client level, Teamwork.com connects time tracked, budgets set, and costs incurred into a single view. You can see which clients are profitable, which projects are at risk, and where your ",{"text":1271,"type":106,"marks":1272},"project profitability",[1273],{"type":195,"attrs":1274},{"href":1275,"uuid":1276,"anchor":58,"target":58,"linktype":199,"story":1277},"/blog/project-profitability/","aac3cb9a-d70c-4778-86d2-2ae43ca7a228",{"name":1278,"id":1279,"uuid":1276,"slug":1280,"url":1281,"full_slug":1281,"_stopResolving":205},"Learn how to calculate and improve project profitability with Teamwork.com ",582870753,"project-profitability","blog/project-profitability",{"text":1283,"type":106}," margins are tightest, all without exporting to a spreadsheet.",{"type":102,"attrs":1285,"content":1287},{"textAlign":58,"key":1286},"p-62",[1288,1290,1295],{"text":1289,"type":106},"When ",{"text":688,"type":106,"marks":1291},[1292],{"type":195,"attrs":1293},{"href":692,"uuid":693,"anchor":58,"target":58,"linktype":199,"story":1294},{"name":688,"id":695,"uuid":693,"slug":696,"url":697,"full_slug":697,"_stopResolving":205},{"text":1296,"type":106}," moved from spreadsheets to Teamwork.com, they eliminated the manual reporting overhead entirely and gained the visibility to make proactive decisions on contracts and resourcing.",{"type":102,"attrs":1298,"content":1300},{"textAlign":58,"key":1299},"p-63",[1301,1303,1314,1316,1328],{"text":1302,"type":106},"If your team needs to standardize project setup and reporting workflows, the ",{"text":1304,"type":106,"marks":1305},"Teamwork.com templates library",[1306],{"type":195,"attrs":1307},{"href":1308,"uuid":1309,"anchor":58,"target":58,"linktype":199,"story":1310},"/templates/","dffc7bb1-cbb6-4d5a-a0b2-9c038ef4cb16",{"name":1311,"id":1312,"uuid":1309,"slug":1311,"url":1313,"full_slug":1311,"_stopResolving":205},"templates",358721167,"templates/",{"text":1315,"type":106}," offers pre-built structures you can customize for your delivery process. And for teams ready to move beyond manual reporting entirely, Teamwork.com's ",{"text":1317,"type":106,"marks":1318},"AI-powered reporting",[1319],{"type":195,"attrs":1320},{"href":1321,"uuid":1322,"anchor":58,"target":58,"linktype":199,"story":1323},"/blog/ai-reporting/","b0179d12-54c3-4a8e-b090-a6c0fd1d4d08",{"name":1324,"id":1325,"uuid":1322,"slug":1326,"url":1327,"full_slug":1327,"_stopResolving":205},"AI reporting: What it is, how it works, and how to get started",176181110760736,"ai-reporting","blog/ai-reporting",{"text":1329,"type":106}," capabilities can surface risks and anomalies before a human would catch them in a standard review cycle.",{"type":102,"attrs":1331,"content":1333},{"textAlign":58,"key":1332},"p-64",[1334],{"type":1187,"attrs":1335},{"id":58,"alt":1336,"src":1337,"title":58,"source":58,"copyright":58,"meta_data":1338},"Teamwork.com profitability dashboard showing cost, revenue, and margin trends","https://a.storyblok.com/f/99519/0x0/b4c0fd0b0a/profitability-lm.png",{},{"type":102,"attrs":1340},{"textAlign":58,"key":1341},"p-65",{"type":86,"attrs":1343},{"id":329,"body":1344},[1345],{"_uid":1346,"text":1347,"ctaLink":1348,"ctaLabel":338,"component":339,"openInNewTab":61,"backgroundColor":340},"i-5c5108f5-4ad9-4424-955e-a79a778c0a34","Connect your projects, resourcing, budgets, and reporting in one platform.",{"id":55,"url":335,"linktype":336,"fieldtype":337,"cached_url":335},{"type":166,"attrs":1350,"content":1351},{"level":168,"textAlign":58},[1352],{"text":1353,"type":106,"marks":1354},"FAQs",[1355,1357,1360],{"type":174,"attrs":1356},{"color":55},{"type":177,"attrs":1358},{"id":1359},"faqs",{"type":109},{"type":166,"attrs":1362,"content":1363},{"level":242,"textAlign":58},[1364],{"text":1365,"type":106},"What is the best way to track project progress?",{"type":102,"attrs":1367,"content":1369},{"textAlign":58,"key":1368},"p-66",[1370],{"text":1371,"type":106},"The most reliable way to track project progress is to use a project management platform where tasks, time, budgets, and resources live in one place. This eliminates the need to assemble data from multiple tools and gives your team a single source of truth that updates in real time. Pick four to six metrics that directly inform weekly decisions. Budget burn rate, task completion percentage, schedule variance, and utilization rate are a strong starting set. Build your tracking rhythm around those. Consistency matters more than complexity: a simple system that gets updated daily will outperform a sophisticated system that nobody maintains.",{"type":166,"attrs":1373,"content":1374},{"level":242,"textAlign":58},[1375],{"text":1376,"type":106},"How do I present project data to different stakeholders?",{"type":102,"attrs":1378,"content":1380},{"textAlign":58,"key":1379},"p-67",[1381],{"text":1382,"type":106},"Tailor your reports to the audience. Delivery teams need task-level detail they can scan in under a minute. Operations directors need portfolio-level dashboards showing budget health, utilization, and risk flags. Clients need filtered summaries that show milestone progress and upcoming decisions without exposing internal cost structures. One report format for every audience is a common mistake that leads to reports nobody reads.",{"type":166,"attrs":1384,"content":1385},{"level":242,"textAlign":58},[1386],{"text":1387,"type":106},"What metrics should I track for client projects?",{"type":102,"attrs":1389,"content":1391},{"textAlign":58,"key":1390},"p-68",[1392],{"text":1393,"type":106},"For most client projects, focus on budget burn rate, task completion percentage, schedule variance, utilization rate, and change request frequency. At close-out, capture actual versus planned hours and final margin. These metrics cover financial health, delivery pace, and team workload. Track them consistently and they'll improve your estimates for future projects.",{"type":166,"attrs":1395,"content":1396},{"level":242,"textAlign":58},[1397],{"text":1398,"type":106},"How often should I report on project progress?",{"type":102,"attrs":1400,"content":1402},{"textAlign":58,"key":1401},"p-69",[1403],{"text":1404,"type":106},"For most professional services teams, weekly internal reviews and monthly client summaries provide the right balance. During high-risk phases (kickoff and the final 20% of a project timeline), increase to weekly reporting to catch misalignment early. The key is embedding reporting into existing meetings rather than creating new overhead.",{"type":166,"attrs":1406,"content":1407},{"level":242,"textAlign":58},[1408],{"text":1409,"type":106},"What are common challenges of tracking project progress?",{"type":102,"attrs":1411,"content":1413},{"textAlign":58,"key":1412},"p-70",[1414],{"text":1415,"type":106},"The most common challenges are scattered data across multiple tools, manual report assembly that consumes hours, stakeholders receiving the wrong level of detail, and tracking systems that the team stops updating because they're too complex. Scope creep also creates a hidden challenge: when the project scope changes but the tracking baseline doesn't, every metric you report becomes misleading. The solution is consolidating data into a single platform, automating dashboard generation, designing tiered reports for each audience, and maintaining a clear change request process that updates the baseline when scope shifts.",{"id":1417,"alt":1418,"filename":1419,"fieldtype":1420},182754864352880,"Teamwork.com project dashboard showing profitability, budget breakdown, and task tracking data","//a.storyblok.com/f/99519/0x0/f6c4ae3f33/blog-hero-dashboard-reporting.png","asset",{"name":1422,"created_at":1423,"published_at":1424,"updated_at":1425,"id":1426,"uuid":1427,"content":1428,"slug":1574,"full_slug":1575,"sort_by_date":58,"position":1576,"tag_list":1577,"is_startpage":61,"parent_id":1578,"meta_data":58,"group_id":1579,"first_published_at":1580,"release_id":58,"lang":65,"path":58,"alternates":1581,"default_full_slug":58,"translated_slugs":58,"_stopResolving":205},"Ben Brigden","2023-08-07T20:54:44.436Z","2026-03-16T15:28:04.143Z","2026-03-16T15:28:04.160Z",351765920,"7feda4fe-0d79-45ab-ba89-1e177b0005d9",{"bio":1429,"seo":1430,"_uid":1433,"body":1434,"name":1422,"role":1432,"picture":1564,"sidebar":1568,"linkedin":1569,"component":1571,"afterArticles":1572,"beforeArticles":1573},"Ben is a Content Marketing Manager at Teamwork.com. He’s spent the past 10 years writing for agencies and SaaS companies, mostly about tech, tools, and smarter ways to work. He loves breaking down trends, sharing hacks, and helping to make work life a bit less chaotic.",{"_uid":1431,"title":1432,"plugin":79,"og_image":55,"og_title":55,"description":1429,"og_image_type":55,"twitter_image":55,"twitter_title":55,"og_description":55,"twitter_description":55},"459d5f87-86b8-4a1d-a690-e3dd2f51c723","Content Marketing Manager","28f18d93-79f5-4a41-a7af-4f885059fed1",{"type":83,"content":1435},[1436,1443,1448,1453,1460,1465,1470,1475,1482,1487,1544],{"type":166,"attrs":1437,"content":1438},{"level":168,"textAlign":58},[1439],{"text":1440,"type":106,"marks":1441},"About Ben",[1442],{"type":109},{"type":102,"attrs":1444,"content":1445},{"textAlign":58},[1446],{"text":1447,"type":106},"Ben Brigden is a Content Marketing Manager at Teamwork.com, where he focuses on making sense of the often messy, always evolving world of project management and work tech. With around 10 years’ experience writing for agencies and SaaS companies, he specialises in turning complex ideas into practical, easy-to-follow content that helps teams work with more clarity (and a little less chaos).",{"type":102,"attrs":1449,"content":1450},{"textAlign":58},[1451],{"text":1452,"type":106},"Ben’s writing blends best-practice advice, workflow guidance, tool reviews, and explanatory guides for project-based and client-service teams. Whether he’s unpacking a project management methodology, comparing two tools that do almost-but-not-quite the same thing, or mapping out a resource-planning process, his goal is simple: help people understand their options, make confident decisions, and build better ways of working.",{"type":166,"attrs":1454,"content":1455},{"level":168,"textAlign":58},[1456],{"text":1457,"type":106,"marks":1458},"Experience",[1459],{"type":109},{"type":102,"attrs":1461,"content":1462},{"textAlign":58},[1463],{"text":1464,"type":106},"Ben started his career in corporate communications, working with clients across tech, finance, and retail. That early experience taught him how to simplify ideas, structure messages clearly, and write for people who don’t have time to wade through jargon.",{"type":102,"attrs":1466,"content":1467},{"textAlign":58},[1468],{"text":1469,"type":106},"He later moved into SaaS, where he developed full-funnel content programs across SEO, demand generation, webinars, and thought leadership. This is where he found his stride: writing content that helps real teams solve real problems — from improving workflows to choosing the right tools for the job.",{"type":102,"attrs":1471,"content":1472},{"textAlign":58},[1473],{"text":1474,"type":106},"At Teamwork.com, he brings all of that experience together. His work sits at the intersection of process, technology, and human behaviour, helping readers navigate everything from the fundamentals of project planning to the newest trends in AI-powered productivity.",{"type":166,"attrs":1476,"content":1477},{"level":168,"textAlign":58},[1478],{"text":1479,"type":106,"marks":1480},"What Ben writes about",[1481],{"type":109},{"type":102,"attrs":1483,"content":1484},{"textAlign":58},[1485],{"text":1486,"type":106},"Ben covers the challenges teams face when juggling clients, deadlines, tools, and competing priorities. His content spans a wide range of topics, including:",{"type":96,"content":1488},[1489,1500,1511,1522,1533],{"type":99,"content":1490},[1491],{"type":102,"attrs":1492,"content":1493},{"textAlign":58},[1494,1498],{"text":1495,"type":106,"marks":1496},"Project management methodologies and workflows: ",[1497],{"type":109},{"text":1499,"type":106},"Guides on the everyday processes that keep teams organized and happy. ",{"type":99,"content":1501},[1502],{"type":102,"attrs":1503,"content":1504},{"textAlign":58},[1505,1509],{"text":1506,"type":106,"marks":1507},"Resource and capacity planning:",[1508],{"type":109},{"text":1510,"type":106}," Practical advice for forecasting workloads, managing availability, and avoiding burnout across busy teams.",{"type":99,"content":1512},[1513],{"type":102,"attrs":1514,"content":1515},{"textAlign":58},[1516,1520],{"text":1517,"type":106,"marks":1518},"Tools and software:",[1519],{"type":109},{"text":1521,"type":106}," In-depth reviews and comparisons of project management tools, productivity software, PSA and MSP software, and other systems teams rely on to get work done.",{"type":99,"content":1523},[1524],{"type":102,"attrs":1525,"content":1526},{"textAlign":58},[1527,1531],{"text":1528,"type":106,"marks":1529},"Client service management and operations: ",[1530],{"type":109},{"text":1532,"type":106},"Advice on onboarding clients, managing communication, improving profitability, and building smooth-running systems that support both teams and clients. ",{"type":99,"content":1534},[1535],{"type":102,"attrs":1536,"content":1537},{"textAlign":58},[1538,1542],{"text":1539,"type":106,"marks":1540},"Leadership and team culture: ",[1541],{"type":109},{"text":1543,"type":106},"Content on leadership, hybrid and remote work, and the behaviours that help teams adapt in an ever-changing environment.",{"type":1545,"content":1546},"blockquote",[1547,1554,1562],{"type":102,"attrs":1548,"content":1549},{"textAlign":58},[1550],{"text":1551,"type":106,"marks":1552},"Ben says...",[1553],{"type":109},{"type":102,"attrs":1555,"content":1556},{"textAlign":58},[1557],{"text":1558,"type":106,"marks":1559},"“The sheer volume of tools, workflows, and advice people face today can leave teams feeling more overwhelmed than empowered. When you’re not sure which processes actually matter or which tools genuinely fit your work, it becomes harder to stay organised, plan effectively, or make confident decisions about how your team operates. Take some time to build your understanding of the systems, tools, and workflows available — there’s plenty of clear, practical guidance on the Teamwork.com blog — and give yourself the confidence to find what truly works for 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