We are audited annually, so need to be able to prove billable hours for all employees and subcontractors.
Benchmarks
Using benchmark industry standards for average time allocated is important.
Always exceptions to the rule however the below benchmarks are acceptable.
- Phone calls (including voicemails) – 6 mins min
- Email 1 way send only – 6 mins min
- Email 2 way read and reply – 12 mins min
- SMS text read and reply – 6 mins min
- Travel – 30 mins one way
- Plan reviews – 30 mins min
- Face to face meeting – 30 mins min
- I would also like to add thinking about a participant is billable, thinking is the most valuable activity you can do for a participant, its 100% billable
File Notes
Good file notes for each billable task are mandatory, they do not need to be complex see here https://dsp.net.au/docs/file-note-examples/
Time Blocking Diaries
If you block time out for each participant also showing email activity, calls etc. you can confidently bill those hours. I know personally if I have blocked time to action a task I tend to start on the time even if I am just thinking about it. These thinking periods are important to catch. I also find I work until the end of the block, very efficient.
