Measure team efficiency and output with comprehensive productivity metrics
✓ Free to download · ✓ Excel 2016+ and Google Sheets · ✓ Custom version in 24h
Time tracking gets abandoned when it is used to police people. This template tracks where effort goes by category rather than by minute, which is enough to answer the planning questions and low enough friction that people keep doing it.
The actual columns, with sample rows
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| 1 | Person | Week | Project | Category | Days | % of week |
| 2 | A. Duval | 2026-W28 | Meridian | Delivery | 3.0 | 60% |
| 3 | A. Duval | 2026-W28 | Internal | Admin | 1.0 | 20% |
| 4 | A. Duval | 2026-W28 | Kestrel | Pre-sales | 1.0 | 20% |
| 5 | K. Owens | 2026-W28 | Halcyon | Delivery | 4.5 | 90% |
Why each one is written the way it is
=[@Days]/SUMIFS(Time[Days],Time[Person],[@Person],Time[Week],[@Week])
Share of the week, which is comparable across people with different contracted hours.
=SUMIFS(Time[Days],Time[Category],"Delivery",Time[Week],[@Week])/SUMIFS(Time[Days],Time[Week],[@Week])
Billable ratio for the team. The single number most service businesses should watch weekly.
=SUMIFS(Time[Days],Time[Project],[@Project])*DayRate
Cost consumed per project, which is what turns a time sheet into a margin conversation.
=AVERAGEIFS(Time[Days],Time[Category],"Admin",Time[Person],[@Person])
Average admin load per person — the input to a realistic capacity plan.
A worked example with real numbers
A consultancy assumed 80% billable and priced accordingly. Half-day tracking over six weeks showed 62%, with pre-sales at 14% — nearly a day a week per person, unpriced. The fix was not to work harder; it was to add pre-sales effort to the proposal cost model, which moved average project margin by seven points.
Tab by tab
| Tab | Contents |
|---|---|
| Time | Person, week, project, category and days. |
| Projects | Project reference with day rate and budget. |
| Categories | Delivery, pre-sales, admin, internal — the only classification. |
| Dashboard | Billable ratio and effort by project and category. |
| README | Why half days, and what each category means. |
What is included, and what to look at next
Specific to this workbook, not generic
Because hourly tracking is abandoned within a month in most teams, and the resulting data is worse than coarse data that is complete. Half days answer every planning question we have needed.
No, and saying so explicitly is what keeps it accurate. The moment it is used that way, the numbers become fiction and the tool is worthless for planning.
It measures what actually happened; the capacity planner uses those measurements to make the next plan realistic.
"This productivity tracker has transformed how we measure and improve team performance. The insights have helped us optimize workflows and boost overall efficiency."