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Project Time Estimator

Work out when your project will actually finish

List the tasks, say how many focused hours you really have in a day, and add a buffer for the things you have not thought of yet. The date it gives you is the one to quote. Everything is worked out in this browser and saved on your device.

Raw estimate
0.0 h
0 tasks
With 50% buffer
0.0 h
0.0 h added
Projected finish
add a task
buffered total
Pomodoro sessions
0
25 min each

Tasks

No tasks yet. Add one above, or load the five-task website example to see how the projection behaves. Break the work down further than feels necessary: a list of ten small tasks nearly always totals more hours than a single line for the whole project.

What the buffer buys you

same tasks, two projections

Add a task with some hours on it to see the two finish dates side by side.

Schedule risk

no deadline set

Set a deadline in the settings to see how much slack the plan leaves and what the work would cost per day to hit it.

Working days

days you can really work

Settings

How the date is worked out

The raw hours are multiplied by one plus the buffer. The result is then spent day by day, starting today, at your daily rate, skipping every weekday you have switched off. The day the last hour is spent is the projected finish.

Days are walked as calendar dates rather than as timestamps, so a clock change does not shift the answer. The walk stops after two years.

Why your first estimate is wrong

People are consistently optimistic about how long their own work will take. Buehler, Griffin and Ross reported this in 1994 with students predicting when they would finish their thesis. Most missed their own predicted date, and the average completion time was well past it. The striking part was that even the students asked for a worst case estimate, the date by which they would finish if everything went badly, tended to overshoot that too. The bias survives being warned about it, which is why a buffer applied mechanically works better than trying harder to be realistic.

The bias is specific in an interesting way. The same people are reasonably accurate when predicting how long someone else will take, because they judge from experience of similar work rather than from a mental picture of the plan going smoothly. Your own project comes with a story attached, and the story rarely includes the day you spend on a bug that turns out to be a config file.

Estimate from history, not from the plan

Kahneman and Lovallo named these two ways of looking at a project the inside view and the outside view. The inside view builds up from the details of this project. The outside view asks how long comparable past work actually took and starts from that number. Bent Flyvbjerg developed the same idea into reference class forecasting for large infrastructure projects, where the method is to find a class of similar completed projects, look at the real distribution of their overruns, and adjust your estimate to sit inside it.

You can do a small version of this without any data science. Think of the last three projects you finished that were roughly this size. Write down what you originally thought each would take and what it actually took. The ratio between those two numbers is your personal buffer, and it is usually a more honest input than anything you can reason your way to.

Unpacking the work helps

Kruger and Evans found that asking people to break a task into its component parts before estimating reduced how badly they underestimated it. Listing the steps surfaces the ones you would otherwise have skipped over, and the total of the parts comes out higher than the guess for the whole. This is why the tool above takes a list rather than a single number. If your list has three lines on it, it is probably not finished.

Unpacking is not a cure. The parts themselves are still estimated optimistically, and very fine-grained lists start to add their own overhead. It works best as a first pass that finds the missing work, with the buffer still applied on top of the improved total.

Deadlines from outside beat deadlines from yourself

Ariely and Wertenbroch ran a study in 2002 where students faced either evenly spaced deadlines set by the instructor, deadlines they chose for themselves, or a single deadline at the end of term. The externally imposed spaced deadlines produced the best performance. Self-imposed deadlines helped compared with having none, but people did not space them well, and left too much until the end.

The practical reading is that a date you tell someone else about is worth more than a date in your own notes, and several checkpoints along the way are worth more than one date at the end. If your project has no external deadline, make one by promising a milestone to somebody who will notice.

A worked example

A small website redesign, broken into five tasks: content audit and sitemap 6 hours, wireframes for five templates 10 hours, visual design pass 12 hours, build and wire up the pages 8 hours, review and fixes and launch 4 hours. The raw total is 40 hours. That is the number most people would quote, and it is the number that gets you into trouble.

Turning hours into a date

Set focus hours to 3 a day and working days to Monday through Friday. Forty hours at three a day is 13.3 days of work, so 14 working days. Starting on a Monday, the fourteenth working day is a Thursday 17 calendar days out. Not quite three weeks.

Now add the 50% buffer. Sixty hours at three a day is exactly 20 working days, which lands on a Friday 25 calendar days out. The buffer cost 8 extra calendar days. That is what you are buying: room for one bad week, or for the client to take three days to send the copy.

Checking it against a deadline

Say the launch date is 35 calendar days away. The buffered plan finishes at day 25, leaving 10 days of slack. Ten is more than 20% of 35, so the verdict is comfortable. Drop the deadline to 28 days and the slack falls to 3, which is under the threshold, and the verdict turns to tight. Drop it to 21 days and the buffered plan misses, so the verdict is unrealistic even though the raw 40 hour estimate would have appeared to fit.

At 35 days out there are 26 working days in the window. Sixty buffered hours across 26 days is 2.3 hours a day, comfortably under the 3 you set. That per-day number is often the easier one to sanity check, because you know whether you can find two hours tomorrow in a way you do not know whether a date five weeks out is achievable.

Frequently asked questions

What buffer should I use?

Start at 50% and correct it with your own history. If you keep records, divide what the last few similar projects actually took by what you estimated they would take, and use that ratio. Most people land somewhere between 1.5 and 2. Use 25% only for work you have done many times before, where the steps are known and the surprises are small. Use 100% for anything with a dependency you do not control, a technology you have not used, or a client who has to approve things. The buffer is not padding you will fail to use. It is the part of the work you have not thought of yet.

Why only three or four focus hours a day?

Because that is what an eight hour day leaves after meetings, email, interruptions and the twenty minutes it takes to get back into something after each one. The work of Anders Ericsson on deliberate practice found that even elite performers rarely sustained more than about four hours a day of the demanding, concentrated kind of practice, and they spread it across the day in blocks. If you set this to 8 you are not planning your project, you are planning a fantasy version of your calendar. Set it to what an ordinary day gives you, not your best day. If you consistently beat it, raise it.

How do I estimate the individual tasks?

Break each one down until it is something you can picture yourself doing in a single sitting. If a task is larger than about a day of focused work, it is really several tasks and should be split, because a large task hides the parts you have forgotten. For each one, ask how long the last comparable piece of work took rather than how long this one ought to take. Then leave the number alone. Do not shave estimates to make the total look better, because that is what the buffer is for and shaving defeats it.

What if the verdict says unrealistic?

Treat it as information rather than a challenge. There are four honest moves and only four. Cut scope by deleting tasks, which is usually the right one. Move the deadline. Add hours per day, which is only real if the hours actually exist and is not sustainable for long. Or add people, which does not help as much as it looks like it should on work that is already underway. The one move that never works is keeping everything the same and deciding to be more efficient. If you have to pick, cut scope early rather than late: a smaller thing delivered on the date beats a bigger thing delivered whenever.

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