Why Estimating Project Time Matters
When you’re starting out, estimating project time can feel daunting. But it’s a skill that improves with experience and can benefit both you and your clients—even if you use value-based pricing instead of an hourly rate. Accurate estimates allow you to manage multiple projects effectively, keep timelines on track, and let clients know when they can expect their final delivery.
The Estimation Method
Here’s a method I use for time estimation, which breaks projects into smaller, manageable tasks and calculates an average time for each:
- Divide the Project into Small Tasks
Begin by listing out all the small tasks involved in the project. This could include wireframes, mockups, or development stages—whatever makes sense for your workflow. - Estimate Each Task Using the Formula
For each task, estimate the time for the worst-case scenario and the best-case scenario. Then, use this formula to find the average:
(Worst Case Time + Best Case Time)/2 = Estimated Time for Task
Ask yourself: if everything went wrong, how much time would this take? And if everything went perfectly, how much time would it need? Averaging the two gives you a balanced estimate, accounting for realistic ups and downs in the process. - Add the Tasks Together for a Total Estimate
Sum the estimated times of each task to calculate the total project time. This method gives you a reliable figure that’s neither overly optimistic nor overly cautious.
Example Time Estimates
To put this into practice, here’s how it might look for a homepage design project:
- Wireframes for the Homepage: (4 + 2) / 2 = 3 hours
- Mockup of the Homepage: (3 + 2) / 2 = 2.5 hours
- Developing the Homepage: (5 + 3) / 2 = 4 hours
Total Estimate: 9.5 hours
This approach also increases your chances of delivering earlier than estimated—a bonus that clients will love!
Friendly Reminders for a Complete Estimate
Don’t forget to include these often-overlooked areas in your time estimate:
- Revisions
Account for time spent on tweaks and revisions. While some projects may not need them, it’s best to plan for this possibility to avoid underestimating. - Administrative Work
Project-related tasks like emails, meetings, and general management are still part of the project’s time commitment. Including these helps set realistic expectations. - Regular Updates
Consider scheduling weekly or biweekly updates for clients on your progress. This builds trust, keeps them informed, and makes it easier to manage any unexpected delays. If you’re open about the process, clients are often more understanding of minor adjustments to the timeline.
This method of project estimation allows you to tackle each project with greater clarity and confidence. Plus, it builds trust with clients by setting clear, realistic timelines that account for the complexities of creative work.
