Tracking Hours for Meetings on a project

Question

We have been using Workfront for about 4-5 years but we are just now starting to utilize the resource management tool. We will be adding planned hours and task assignees will track actual hours. We are questioning whether weekly status update meetings and other meetings need to be tracked for planned and actual hours? If so, how are they tracked? It may be a 30 minute meeting with 20 attendees. Does this mean we we plan for 10 hours on the task with each attendee assigned to the meeting task so each team member’s hours accurately reflect 30 minutes?  Thanks for any guidance

ninoskuflic · Accepted Answer

If you want accurate capacity and utilization, meetings should be planned and tracked. For example, for a 30-minute meeting with 20 attendees, you would plan 0.5 hours per person (10 total planned hours) by assigning all attendees to a meeting task. Then, each attendee logs 0.5 actual hours in their timesheet.

If you choose not to track meetings, you should reduce each person’s weekly availability (for example 32h instead of 40h) so resource forecasts remain realistic.

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