Suivi du temps automatique pour les designers

Comparaison suivi automatique vs saisie manuelle pour le travail créatif : précision, confidentialité, flux créatif et bonnes pratiques.

The Designer Time Tracking Dilemma

Design agencies face a unique challenge: how to track time accurately without destroying creative flow.

The Core Tension:

• Clients demand accountability - Where did my money go?
• Designers hate interruptions - Tracking kills creative momentum
• Accurate data is essential - Project pricing depends on real numbers
• Creative work is unpredictable - Design time doesn't fit neat boxes

The Two Approaches:

Automatic Time Tracking:

• Desktop app runs in background
• Captures start/stop times automatically
• Optional screenshot documentation
• No manual entry required

Manual Time Entry:

• Designers log time after work is done
• Complete flexibility and privacy
• Relies on memory and honesty
• Full user control

This article helps you decide which is right for your creative team.

Understanding Automatic Time Tracking

How It Works for Designers

The Process:

9:00 AM - Designer opens Corcava time tracker
        - Selects project: "Client A - Brand Identity"
        - Clicks START
        - Begins work in Figma

9:00 AM-12:00 PM - Works on logo concepts
                 - App tracks time in background
                 - Optional: periodic screenshots
                 - Designer switches focus naturally

12:00 PM - Designer clicks FINISH
         - 3 hours automatically logged
         - Time syncs to project
         - Appears on invoice

Key Features:

1. Precise Time Capture

Start: 9:04:37 AM
End: 12:18:22 PM
Duration: 3 hours, 13 minutes, 45 seconds
Auto-rounded: 3.25 hours

No estimation, no rounding errors
Exact billable time captured

2. Project Association

Time automatically linked to:
- Specific client project
- Specific task (e.g., "Logo Design")
- Date and time range
- Designer who did the work

Flows directly to invoicing

3. Screenshot Verification (Optional)

Every 10 minutes, captures screenshot showing:
- What applications are open (Figma, Illustrator, etc.)
- Active work being done
- Timestamp

Purpose: Client transparency, work verification
Privacy: Can be disabled or configured

4. Background Operation

Runs quietly without interrupting creative flow:
- No popups during work
- No forced breaks
- No interruptions
- Designer stays in flow state

Pros of Automatic Tracking for Design Work

1. Maximum Accuracy

Manual estimate: "That logo took about 5 hours"
Automatic tracking: "That logo took 7.3 hours"

Difference: 2.3 hours × $150/hr = $345 lost revenue
Over 20 projects/year: $6,900 under-billing

2. Eliminates Forgetting

Problem with manual: Remember to log time at day's end
Reality: Forgot that 45-minute client call
         Forgot that 1.5 hours of revisions
         Forgot that 30 minutes of file prep

Automatic: Captures everything, nothing forgotten

3. Provides Client Transparency

Client questions invoice:
- Show exact time logs with descriptions
- Show optional screenshots of work
- Prove time was actually spent
- Build trust through documentation

4. Better Project Estimates

Historical data from automatic tracking:
- Logo designs actually take 12-15 hours (not 8)
- Website homepages take 18-22 hours (not 15)
- Brand guidelines take 8-10 hours (not 6)

Future estimates become accurate
Profitability improves

5. Reduces Admin Time

Manual timesheets: 30 minutes per day
Automatic tracking: 2 minutes per day (just start/stop)

Time saved: 28 min/day × 250 days = 117 hours/year
At $150/hr = $17,550 in recovered billable time

Cons of Automatic Tracking for Designers

1. Requires Desktop App

Must install and run tracking software:
- Mac, Windows, Linux compatibility
- Must remember to start it
- Must run during all work
- Some designers resist "surveillance"

2. Privacy Concerns

Screenshots can feel invasive:
- What if personal tabs open?
- What if checking email?
- What about Slack conversations?

Solution: Make screenshots optional
Allow designers to delete sensitive captures

3. Doesn't Capture Offline Work

Automatic tracking misses:
- Sketching in notebook
- Whiteboard brainstorming
- Discussions without computer open
- Research away from desk

Requires manual entry for these activities

4. Can Feel Like Micromanagement

Designer perception:
"You don't trust me to work?"
"Am I being watched?"
"This feels controlling"

Management must frame it properly:
- For billing accuracy, not surveillance
- For client transparency
- To improve project estimates

Understanding Manual Time Entry

How It Works for Designers

The Process:

Throughout day: Designer works on projects

End of day (or end of week):
- Opens time tracking system
- Recalls what was worked on
- Estimates time spent per task
- Enters:
  * Project: Client A
  * Task: Logo design
  * Hours: 3.5 hours
  * Description: "Created 3 logo concepts"
  * Date: November 15, 2025
- Submits timesheet

Time Entry Methods:

Daily Entry:

At end of each day:
- Review calendar and notes
- Recall work performed
- Log time while memory is fresh
- Takes 5-10 minutes

Weekly Batch Entry:

Friday afternoon:
- Review entire week
- Try to remember each day
- Fill out timesheet for week
- Takes 20-30 minutes
- Accuracy suffers from memory fade

Real-Time Notes:

Throughout day:
- Keep notes of tasks worked on
- Jot down time spent
- Transfer to system later
- Most accurate manual method

Pros of Manual Entry for Designers

1. Complete Privacy

No tracking software running:
- No screenshots
- No activity monitoring
- No "Big Brother" feeling
- Designer autonomy respected

2. Flexibility

Can adjust entries:
- Round time appropriately
- Combine similar tasks
- Reflect on what's billable
- Control what's reported

3. Captures All Work

Easy to include:
- Sketching and brainstorming
- Client calls and meetings
- Research and inspiration
- Travel time
- Offline creative work

Manual entry catches everything automatic misses

4. No Software Required

Enter from anywhere:
- Web browser
- Mobile app
- No desktop app needed
- Works on any device

5. Team Acceptance

Less resistance from creative staff:
- Feels more respectful
- Trusts designer integrity
- Focuses on results, not monitoring
- Better for agency culture

Cons of Manual Entry for Designers

1. Memory-Dependent

Accuracy degrades quickly:

End of day: 85% accurate
After 2 days: 70% accurate
After 1 week: 50% accurate

Designers simply forget:
- Small tasks (15-30 min each)
- Quick client calls
- File prep time
- Revision rounds

Result: Under-billing by 15-25%

2. Requires Discipline

Must remember to:
- Log time daily (or weekly)
- Be honest about hours
- Provide detailed descriptions
- Not procrastinate

Reality: Designers often forget or rush through it

3. Temptation to Fudge

Possible issues:
- Rounding down to seem efficient
- Forgetting to track non-billable time
- Under-reporting to hit estimate
- Over-reporting to justify value

Without automatic verification, trust is required

4. Time-Consuming

Manual entry overhead:
- 10-15 min per day
- 50-75 min per week
- 40-60 hours per year

At $150/hr = $6,000-$9,000 in admin costs

5. Harder to Verify

Client questions invoice:
- Can't show exact timestamps
- No screenshots for proof
- Relies on designer's word
- Less defensible billing

Comparison: Automatic vs Manual for Design Work

Accuracy

Automatic Tracking:

Accuracy: 95-98%
Captures: Everything on computer
Misses: Offline creative work (5-10%)
Billing impact: +15-20% captured revenue vs manual

Manual Entry:

Accuracy: 70-85% (degrades with time)
Captures: Everything (if remembered)
Misses: Forgotten tasks (15-30%)
Billing impact: Under-billing by 15-25%

Winner: Automatic (for computer-based design work)

Creative Flow

Automatic Tracking:

Pros:
- Start once, forget about it
- No interruptions during work
- Designer stays in flow state

Cons:
- Must remember to start/stop tracker
- Psychological awareness of being tracked

Manual Entry:

Pros:
- Zero tracking during creative work
- Complete focus on design
- No awareness of monitoring

Cons:
- Must interrupt work to take notes
- Must recall and log later (tedious)

Winner: Tie (automatic is less intrusive but psychologically present; manual is absent but requires post-work effort)

Privacy

Automatic:

Privacy concerns:
- Screenshots can capture personal info
- Activity tracking feels invasive
- Requires trust in employer

Mitigation:
- Make screenshots optional
- Allow deletion of sensitive captures
- Use blur/redaction features

Manual:

Complete privacy:
- No monitoring software
- No screenshots
- Full designer control
- No invasion concerns

Winner: Manual (for privacy-conscious teams)

Client Transparency

Automatic:

Strong documentation:
- Exact timestamps
- Screenshot verification
- Detailed activity logs
- Defendable billing

Client trust: High (proof of work)

Manual:

Limited documentation:
- Self-reported time
- No verification
- Based on designer memory
- Less defensible

Client trust: Medium (must take your word)

Winner: Automatic (for client-facing accountability)

Implementation Effort

Automatic:

Setup effort: Medium
- Install desktop app (15 min)
- Configure projects (30 min)
- Train team (1 hour)

Ongoing effort: Low
- Start/stop tracker (30 sec/day)
- Quick review (2 min/day)
Total: ~3 min/day per person

Manual:

Setup effort: Low
- Access web interface (5 min)
- Review categories (10 min)

Ongoing effort: High
- Recall day's work (5 min)
- Log all time entries (10 min)
Total: ~15 min/day per person

Winner: Automatic (after initial setup, much less daily overhead)

Best Practices for Design Teams

If You Choose Automatic Tracking

1. Make Screenshots Optional

Give designers control:
☐ Enable screenshots: Yes/No toggle
☐ Screenshot frequency: Every 10/30/60 min
☐ Allow deletion: Yes (designers can delete sensitive screenshots)
☐ Blur personal info: Optional blur filter

This respects privacy while maintaining option for verification

2. Frame It Properly

❌ Don't say:
"We're implementing monitoring to make sure you're working"

✓ Do say:
"We're implementing automatic tracking to:
- Capture all your billable time (so you get credit)
- Improve our project estimates
- Provide clients with transparent invoicing
- Reduce your admin time on timesheets"

Framing: It's for the team's benefit, not surveillance

3. Allow Manual Adjustments

Let designers:
- Edit captured time (with approval)
- Add offline work manually
- Delete accidental tracking
- Add notes and descriptions
- Categorize billable vs non-billable

Automatic + manual override = best of both

4. Review Weekly as Team

Every Friday:
- Review team's tracked time
- Discuss any anomalies
- Share insights on project hours
- Celebrate efficiency wins

Transparency builds trust

If You Choose Manual Entry

1. Require Daily Entry

❌ Don't allow: Weekly batch entry (too inaccurate)

✓ Do require: End-of-day entry

Rule: Time must be logged within 24 hours
Reminder: Auto-email at 5pm daily

2. Provide Entry Templates

Make it easy with common tasks:

Client A - Brand Identity:
- [ ] Logo design
- [ ] Color palette development
- [ ] Typography selection
- [ ] Brand guidelines
- [ ] Client meeting
- [ ] Revisions

Client B - Website Design:
- [ ] Homepage design
- [ ] Inner pages
- [ ] Responsive design
- [ ] Client meeting
- [ ] Revisions

One-click task selection speeds entry

3. Use Calendar Integration

Pre-populate timesheet from calendar:
- 10am-11am: Client A meeting → 1 hour → Client A
- 2pm-3pm: Design review → 1 hour → Internal

Designer just confirms and adds details

4. Spot-Check for Accuracy

Randomly review 10% of timesheets:
- Do hours match deliverables?
- Are descriptions detailed?
- Does timeline make sense?
- Any unusual patterns?

Not to catch cheating, but to maintain standards

Hybrid Approach: Best of Both Worlds

Automatic for Computer Work, Manual for Offline

The Strategy:

Use automatic tracking for:
✓ Design work in Figma, Illustrator, Photoshop
✓ Computer-based tasks
✓ Client video calls
✓ Email communication

Use manual entry for:
✓ Sketching and brainstorming
✓ Whiteboard sessions
✓ In-person client meetings
✓ Research and inspiration gathering (away from desk)
✓ Travel time

Combine both for complete time picture

Implementation in Corcava:

Automatic tracking captures ~85% of design time:
Monday: 
- Auto tracked: 6.5 hours (computer-based design work)
- Manual entry: 1.5 hours (client meeting, sketching)
Total: 8 hours

Week total:
- Auto tracked: 32 hours
- Manual added: 8 hours
Total: 40 hours

Result: Accuracy of automatic + completeness of manual

Handling Common Concerns

"Time Tracking Kills Creativity"

The Concern: Designers feel that tracking time makes them think about hours instead of quality.

The Reality:

Automatic tracking: Start once, forget it
- No ongoing awareness during creative work
- Captures time invisibly
- No mental burden

Manual tracking: Think about it at day's end
- "How long did that take?"
- Interrupts flow to take notes
- Mental overhead throughout day

Conclusion: Automatic is LESS disruptive to creativity

Best Practice:

Tell your team:
"Tracking time doesn't mean rushing or compromising quality.
It means knowing what projects actually cost so we can:
1. Price future work correctly
2. Make sure you're credited for all your hours
3. Show clients transparent value

Quality always comes first. Tracking just helps us run a sustainable business."

"I Don't Want to Be Micromanaged"

The Concern: Designers feel automatic tracking = surveillance and distrust.

The Solution:

1. Don't review time tracking obsessively
   ❌ "Why did this task take 3 hours when I thought 2?"
   ✓ Review at project level, not task level

2. Focus on outcomes, not hours
   ❌ "You only billed 6 hours today"
   ✓ "The logo concepts look amazing, client loved them"

3. Use data for estimation, not judgment
   ❌ "You're working too slowly"
   ✓ "Now we know logos take 12-15 hours, let's estimate accordingly"

4. Give designers autonomy
   - Let them categorize time
   - Let them add descriptions
   - Let them control screenshot settings
   - Trust their professionalism

"What About Creative Thinking Time?"

The Question: "I need to think about designs away from my computer. How does that get tracked?"

The Answer:

Recognize different types of creative time:

Active Design Time (automatic tracking):
- Working in design software
- Creating mockups
- Producing files
- Computer-based work

Creative Thinking Time (manual entry):
- Walking to get inspired
- Sketching ideas
- Showering (yes, really)
- Sleeping on it

BOTH are billable (within reason).

Manual entry example:
Project: Client A Logo
Task: Creative ideation
Time: 1 hour
Description: "Researched competitor logos, sketched 10+ 
directions, narrowed to 3 concepts to develop"

This is legitimate design work.

Implementation Roadmap

Week 1: Planning

□ Decide: Automatic, manual, or hybrid?
□ Choose software: [Corcava's time tracking](https://app.corcava.com/register)
□ Define categories: Projects, tasks, billable/non-billable
□ Create team policy: What gets tracked, how, when
□ Draft communication: How to present to team

Week 2: Rollout

□ Team meeting: Explain new system and reasoning
□ Install software (if automatic)
□ Walk through interface and process
□ Practice entries as a team
□ Answer questions and concerns
□ Start tracking (soft launch)

Week 3-4: Refinement

□ Collect feedback: What's working? What's not?
□ Adjust categories and processes
□ Spot-check for accuracy
□ Provide coaching as needed
□ Celebrate early wins

Month 2+: Optimization

□ Weekly utilization review
□ Monthly project profitability analysis
□ Quarterly estimation accuracy check
□ Annual policy review
□ Continuous improvement

Measuring Success

Key Metrics

1. Time Capture Rate

Formula: Tracked Hours ÷ Available Hours

Target: 70-80% for designers
(20-30% for meetings, admin, PTO is normal)

Monthly tracking shows trends

2. Billing Accuracy

Compare estimated project hours vs actual:

Before tracking:
- Estimated: 40 hours
- Actual: Unknown
- Profit margin: Unknown

After 6 months of tracking:
- Estimated: 40 hours  
- Actual (tracked): 52 hours
- Adjust future estimates accordingly
- Profit margins stabilize

3. Revenue Recovery

Track additional revenue from better time capture:

Before: $50,000/month (estimated time, lots forgotten)
After: $57,500/month (+15% from capturing forgotten hours)
Annual impact: $90,000 extra revenue

4. Team Satisfaction

Survey team quarterly:
"How do you feel about time tracking?" (1-5 scale)

Target: 3.5+ average
< 3.0 = process problems, investigate

Conclusion: Choose What Works for Your Team

Decision Framework:

Choose Automatic Tracking if:

• Most design work is computer-based
• You need strong client transparency
• Designers are receptive to it
• Current manual tracking is inconsistent
• You're under-billing significantly

Choose Manual Entry if:

• Lots of offline creative work
• Team strongly values privacy
• Culture doesn't accept monitoring
• Designers are disciplined about daily entry
• Current system works well

Choose Hybrid if:

• Want accuracy + completeness
• Mix of computer and offline work
• Want to start gradually
• Team has mixed preferences

The Bottom Line:

Time tracking isn't about surveillance. It's about:

• Capturing billable hours you're currently losing
• Pricing future projects accurately
• Showing clients transparent value
• Building sustainable agency profitability

Whether automatic or manual, consistency matters more than the method.

Ready to Improve Design Time Tracking?

Start your free Corcava trial and get:

• ✓ Automatic time tracking with privacy controls
• ✓ Manual entry flexibility
• ✓ Hybrid approach support
• ✓ Project budgeting and tracking
• ✓ Client-friendly invoicing
• ✓ Utilization reporting

Track time that respects your creative team while protecting profitability.

Related guides: Billable vs non-billable design time, design retainer management, and managing change requests.