Understanding Analytics¶

Analytics in Sagacity are like a fitness tracker for your work - they show you patterns, trends, and insights that help you work smarter, not harder. Don't worry, you don't need to be a math person to understand these helpful charts and numbers!

What Are Analytics?¶

Analytics turn your daily work data into easy-to-understand pictures and numbers that show: - How productive you are over time - Which types of work take you the longest - When you do your best work during the day or week - How you compare to your own past performance - Where you might improve your efficiency

Finding Your Analytics¶

Accessing Your Personal Analytics¶

Click "Reports" in the main menu
Select "Analytics" from the sub-menu
Choose "My Analytics" to see your personal data

Analytics Sections Available¶

📊 Productivity Overview - Your work completion trends ⏰ Time Analysis - How you spend your working hours
📈 Performance Trends - Your improvement over time 🎯 Goal Progress - How you're meeting your targets 📅 Schedule Analysis - Your most productive times

Understanding Key Metrics¶

Completion Rate¶

What it means: The percentage of tasks you finish on time Good range: 80-90% (nobody's perfect!) How to read it: Higher is better, but 100% might mean you're not challenging yourself enough

Example: If you complete 8 out of 10 tasks on time, your completion rate is 80%

Average Task Time¶

What it means: How long your typical task takes to complete What to look for: Consistency over time, or improvements in efficiency How to use it: Better estimate future work and plan your schedule

Workload Distribution¶

What it means: Shows what types of work fill your time Typical categories: - 📧 Communication (emails, calls, meetings) - 📊 Analysis & Reporting - 🏗️ Project Work - 📋 Administrative Tasks - 🎓 Learning & Development

How to read it: Look for balance - too much of any one type might indicate a problem

Peak Performance Times¶

What it means: When during the day/week you get the most done Common patterns: - Morning people: High productivity 9 AM - 11 AM - Afternoon people: Peak performance 2 PM - 4 PM - End-of-week rushers: High completion on Thursdays/Fridays

Reading Your Charts and Graphs¶

Line Graphs (Trends Over Time)¶

These show how your performance changes week by week or month by month.

📈 Upward trend: You're improving! Keep doing what you're doing 📉 Downward trend: Might indicate increased workload or need for process changes ➡️ Flat line: Consistent performance (this is actually good!)

Bar Charts (Comparing Different Categories)¶

These compare different types of work or time periods.

Tall bars: Areas where you spend a lot of time or perform well Short bars: Areas with less activity or room for improvement Compare bars: See which projects, days, or task types dominate your time

Pie Charts (Proportions of Your Work)¶

These show how your time is divided among different activities.

Large slices: Your main work areas Small slices: Minor activities or areas for potential growth Missing slices: Types of work you might want to add

Using Analytics to Improve Your Work¶

Identify Your Most Productive Times¶

Look at your hourly/daily productivity charts: 1. Find your peak times (highest completion rates) 2. Schedule important work during these periods 3. Save routine tasks for lower-energy times 4. Protect your peak hours from meetings and interruptions

Example: If you complete 40% more tasks between 9-11 AM, schedule your most challenging work then.

Balance Your Workload¶

Review your workload distribution: 1. Check if any area dominates (over 50% of your time) 2. Look for areas you're neglecting (under 5% of your time) 3. Consider if the balance matches your job priorities 4. Discuss imbalances with your manager if needed

Improve Your Estimates¶

Use your average task times: 1. Compare estimated vs. actual time for different work types 2. Adjust future estimates based on historical data 3. Add buffer time for complex or unfamiliar tasks 4. Become more reliable at meeting deadlines

Set Realistic Goals¶

Based on your completion trends: 1. Set goals slightly above your average performance 2. Consider seasonal variations (busy periods, vacations, etc.) 3. Focus on consistency rather than dramatic improvements 4. Celebrate progress even if it's gradual

Weekly Analytics Review Routine¶

Every Friday Afternoon (15 minutes)¶

Step 1: Check This Week's Performance - Look at completion rate compared to last week - Note any unusual patterns or obstacles - Celebrate achievements and improvements

Step 2: Identify Patterns - Which day was most/least productive? - What types of tasks went smoothly? - Where did you spend unexpected time?

Step 3: Plan Next Week - Schedule important tasks during your peak times - Block time for work types that need more attention - Set realistic goals based on current trends

Analytics Red Flags to Watch For¶

Declining Completion Rates¶

What it might mean: - Workload has increased beyond capacity - Task complexity has increased - External factors affecting focus - Need for additional training or resources

What to do: - Review and prioritize tasks - Discuss workload with manager - Look for efficiency improvements - Ask for help or additional training

Extremely Unbalanced Workload¶

What it might mean: - Job responsibilities may have shifted - Taking on too much of one type of work - Avoiding certain types of tasks - Opportunity to diversify skills

What to do: - Discuss role expectations with manager - Volunteer for different types of projects - Address skill gaps through training - Delegate or redistribute some work types

Inconsistent Performance¶

What it might mean: - External factors affecting work - Irregular schedules or workload - Health or personal issues - Need for better work routine

What to do: - Look for external pattern causes - Establish more consistent routines - Address health and wellness needs - Create better work environment

Quarterly Performance Discussions¶

What to highlight: - Consistent improvements in efficiency - Areas where you've exceeded goals - Insights you've gained about your work patterns - Proactive steps you're taking to improve

How to present it: - Focus on trends rather than single data points - Explain what you've learned about yourself - Show how insights are helping you work better - Ask for feedback and additional goals

When Asking for Support¶

Use analytics to show: - Objective evidence of workload challenges - Specific areas where you need development - Your commitment to improvement and growth - How additional resources would help

Advanced Analytics Features¶

Custom Time Periods¶

Compare specific months or quarters
Analyze seasonal work patterns
Track progress toward annual goals
Identify cyclical trends in your work

Goal Tracking¶

Set specific completion rate targets
Track progress toward skill development goals
Monitor improvement in time estimates
Celebrate milestones and achievements

Team Comparisons (if available)¶

See how your patterns compare to similar roles
Identify best practices from high performers
Find opportunities for peer learning
Understand team-wide trends and challenges

Tips for Analytics Success¶

💡 Start Simple - Focus on 1-2 key metrics first - Don't try to analyze everything at once - Look for obvious patterns before diving deep - Use insights to make small improvements

📅 Be Consistent - Check analytics regularly (weekly is good) - Track your progress over time - Don't overreact to short-term fluctuations - Focus on long-term trends

🎯 Take Action - Use insights to change your work habits - Experiment with schedule adjustments - Share learnings with your team - Celebrate improvements, even small ones

Common Questions About Analytics¶

Q: "My numbers don't look good. Am I doing something wrong?" A: Analytics show patterns, not judgments. Look for improvement opportunities rather than viewing them as grades.

Q: "Should I share these analytics with my team?" A: Share insights that might help others, but keep personal performance data private unless specifically asked.

Q: "How often should I look at my analytics?" A: Weekly reviews are perfect. Daily checking can create anxiety, while monthly reviews miss opportunities for quick improvements.

Q: "What if I don't understand what a chart is showing?" A: Focus on the summary numbers and trends. Ask a colleague or your manager to help explain complex visualizations.

What's Next?¶

Excellent work learning about analytics! Now let's explore how to work effectively with your team using Sagacity. Continue to our Team Collaboration Guide to become a great team player.

Analytics are tools to help you improve, not judge you. Use them to understand your work better and celebrate your progress!