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Viewing and interpreting your Stats
Viewing and interpreting your Stats

See where you're spending time to better inform your productivity and planning.

Updated over a week ago

Stats overview

Your Stats provide an overview of where your time is being spent across Habits, Tasks, Meetings, breaks, and more – allowing you to analyze productivity and work-life balance to plan better workweeks.

Reclaim offers two stats pages to give you better insight into:

  • My stats: Your personal productivity and work-life balance metrics.

  • Team stats: Productivity and work-life balance stats, averaged across your entire team. Learn more about Team stats in this doc.

To view you and your team's productivity metrics, navigate to > Stats from the left nav menu in Reclaim.

Viewing your Stats

Here's how to pull up data for a select timeframe and customize how your stats are displayed:

Select Stats you want to see

Toggle between 'My stats' and 'Team Stats' from the header tabs to display metrics from your own calendar, or data averaged across your entire team.

Select data grouping preferences

  • Auto-group: Automatically adjusts grouping to best display stats based on set time range.

  • Group by day: Display stats by day in selected time range.

  • Group by week: Display stats by work week in selected time range.

Set report time range

Display up to 12 weeks of historical data by selecting your time range you want to report on in the drop down.

You can manually select a custom time range, or quick-select the last 2 weeks, 4 weeks, or 12 weeks.

Interpreting your Stats

Whether you're analyzing your personal stats to get aligned on your own priorities, or want to help the whole team maximize their productivity every week – the data in Stats empower you to drive smarter scheduling.

Here's how you can use data from Reclaim Stats to audit productivity and work-life balance, with prompts that allow you to optimize your schedule:

Time breakdown

Analyze time spent on different events averaged (per day or week) for the time period.

Time breakdown key metrics:

  • Team meetings: Are you/your team spending too much in team meetings compared to time for focus time to get work done? Can any of them be replaced by asynchronous status updates?

  • External meetings: Are you/your team spending enough, or too much, time in external meetings? Depending on your team, this may reflect positively (high volume of sales calls, or an increase in candidates for recruitment), or negatively (if you're spending too much time managing contractors, or dealing with a higher than average support tickets around a product issue).

  • One-on-one meetings: Are you/your team keeping up with their one-on-one meetings, or are you finding that the team isn't averaging enough face time with managers due to lack of availability on the calendar?

  • Travel: Are you/the average team member spending too much time traveling every week? Identify time lost due to travel early to implement positive workforce changes, such as remote work or hybrid work policies and virtual meetings so the team doesn't lose a significant amount of their workweek traveling.

  • Breaks: Are you/your team taking enough wellness breaks during the day to reset and refresh their productivity? Consider your teams average break time against their time in meetings and on productive solo work, are they stuck in back-to-back meetings all day or able to stretch their legs between long working sessions?

  • Vacation: Are you/your team taking enough time off on average, or is your team at risk of burnout due to lack of personal time?

  • Deep work: Deep work sessions over 2 hours are ideal for challenging projects — are you/your team getting enough uninterrupted time every day or week to enter a productive flow state to produce their best work?

  • Shallow work: Shallow work sessions under 2 hours are ideal for quick low-level tasks that don't require deep thinking — are you/your team spending too much time on shallow work, preventing them from making good progress on their challenging tasks?

Tip: You can also analyze where you/your team's time is currently allocated in the coming weeks to identify whether there's a high volume of meetings that may impact the ability to hit team goals, whether the team has protected enough time for productive deep work, and if there's a lot of upcoming vacation that may affect the timeline of your projects. Simply set the report time range for future dates to make informed planning decisions.

Time breakdown trend

Trend overview of time spent across events, by day or week. Hover over bars to see detailed average hourly breakdown of stats.

Time breakdown trend key metrics:

  • Team meetings: Are you/your team consistently spending the same amount of time in team meetings every day or week? Would it be productive to change some team meetings to bi-weekly to free up team members for more productive work, or is there a weekday when everyone averages low time in team meetings that could be repurposed for a No-Meeting Day?

  • External meetings: Are you/your team average a high volume of external meetings every day or week? What would the most effective approach to external meetings be for your team — maybe sales teams need to be open to external meetings every day, but engineering teams would be better off limiting external vendor meetings to certain days of the week to increase Focus Time on the calendar.

  • One-on-one meetings: Do you see a consistent trend in one-on-one meetings across your team every week, or does your average drop significantly on weeks with high volumes of team meetings, external meetings, or solo work? Ensure that your team is getting the support they need to be successful in their roles with consistent meetings with managers.

  • Travel: Are you/your team consistently spending a lot of time traveling week to week? Are there certain obligations that require them to travel that could be handled virtually, or are they expending too much time every day traveling to and from the office that's increasing the potential for burnout and turnover across your team?

  • Breaks: Are you/your team consistently taking enough wellness breaks every day, or only on days with a high volume of meetings? Encourage employees to take breaks to improve their job satisfaction and productivity, after both breaks and long work sessions.

  • Vacation: Are you/your team averaging a high or low volume of vacation time (in consideration with your company policy), and is it consistently spread out week-to-week? While vacation is naturally higher near holidays, encourage your team to submit vacation requests with as much notice as possible so you can more accurately plan capacity for future projects.

  • Deep work: Are you/your team defending enough time for deep work sessions lasting 2 hours or more every day, or are their certain days of the week that prevent them from long productive work sessions due to a high volume or meetings or shallow work sessions? Analyze trends week-to-week to ensure employees are able to dedicate the amount of time they need for productive work so they don't burn out, or fall behind on their projects due to lack of time to get their work done.

  • Shallow work: Are you/your team spending too much time on shallow work that takes less than 2 hours every day? Encourage your team to increase the duration of their work Tasks and Habits so they can work interrupted for longer periods of time without having the abandon their productive flow state for meetings, and can get more done every week.

Work Habits & Tasks

Work Habits and Tasks are the productive solo work sessions you/your team spend time on. Depending on roles, you may spend more time on regular recurring activities (Habits) or one-off projects (Tasks). The most important thing to analyze here is whether you/your team are averaging enough time for productive work collectively across Tasks and Habits every week to ensure no one's overrun by meetings.

Work Habits & Tasks key metrics:

  • Are you/team members consistently getting enough time for Habit and Task work every day, and every week?

  • How many hours on average do you want for yourself/team members to spend on heads down work every week? How close is your team average to your goal?

  • How does your past team performance compare with their future performance? Are Habit and Task work sessions getting kicked off due to unexpected meetings?

  • What factors are contributing to your weeks that average a low amount of Habit and Task work sessions?

  • Are you/your team members defending Habit and Task work sessions at a high enough priority?

  • Are you/all of your team members defending time for productive work on the calendar to ensure they have uninterrupted Focus Time every day or week?

Focus Time

Focus time spent on deep work (solo work sessions over 2h) and shallow work (solo work sessions under 2h). This data gives an overview of how much time you and your team are defending for independent work on tasks and projects.

Focus Time key metrics:

  • Determine which days of the week are most productive based on how much time you/the average team member is able to spend on solo work.

  • Determine which days of the week are least productive by the lowest amount of Focus Time for that day, and consider shifting more meetings to those days to free up other workdays for more productive work.

  • Analyze how much of your/your team's Focus Time on average is spent across deep work sessions over 2 hours vs. shallow work sessions under 2 hours to see if employees are able to defend enough time to make progress on their most challenging work items.

Tip: Consider implementing a No-Meeting Day on the most productive day of the week to build on that momentum and further prevent meetings from interrupting their work.

Work-life balance

Analyze risk for burnout or turnover based on you and your team's work-life balance metrics averages.

Work-life balance key metrics:

  • Analyze whether you're able to spend enough time on personal Habits, and identify when work may be impeding on personal time and energy.

  • Are you/your team at risk of burnout due to forced overtime from meetings being scheduled outside of their working hours or ?

  • Are you/your team averaging enough vacation time in consideration with your company policy?

Tip: Find the average amount of vacation time an employee should spend per week through this simple formula: Average weeks of vacation per year / 52 weeks (Example: 4 weeks of vacation per year / 52 weeks = .77 hours of vacation for an average week)

Time in meetings (Team stats)

Analyze the volume of meetings (by day or week) broken down by the percentage of your team members over time. For example, 100% of employees spend "0 or more hours" in meetings, but maybe only 50% of your team spends "15 or more hours" in meetings every week.

Time in meetings key metrics:

  • Determine which weeks or days have the highest volume of meetings.

  • Determine the percentage of team members who have to attend a high volume of meetings.

  • Consider the average amount of time you'd like each team member to spend in meetings every day or week, is your team averaging more time than your goal?

  • Are there certain days or weeks where a higher volume of employees are spending a higher volume of time in meetings?

  • Does the percentage breakdown of amount of time in meetings accurately reflect the percentage of team members who are expected to spend more time in meetings? For example, executives, managers, sales team, support team, etc.)

You met with (My stats)

See an overview of who you've met with in the selected time range, and how much time you spent in meetings with them.

  • Who are you spending the most time with in meetings? Is that face time bringing value/helping you accomplish your priorities? If not, maybe some of those meetings can be replaced with asynchronous status updates to clear up more time for focused work.

  • Are there people you would get value from meeting more regularly? Why haven't you been able to connect with them more consistently?

Tip: Consider setting up Smart 1:1s with direct reports/manager/others so you can automatically schedule a recurring meeting time across both busy calendars. That way you can minimize overbooking that prevents you from collaborating with the people you actually need to connect with.

Meeting breakdown

Analyze the average amount of time spent in team meetings vs. external meetings vs. one-on-one meetings.

Meeting breakdown key metrics:

  • What is the ideal breakdown of time spent across meeting types for you/your team?

  • If team meetings are your biggest bubble, consider lowering the frequency of these meetings and converting some of them to status updates to recover the time cost lost to unnecessary meetings that can be managed asynchronously.

  • Are you/your team averaging enough time in one-on-one meetings every week? The average direct report team member should be able to connect at least once a week with their manager to get support so they can be successful in their role, though managers are responsible for handling more one-on-one meetings so your average is likely higher from them.

  • Are you booking enough external meetings for your team type? For example, if you're managing a sales team, are you seeing a high volume of external meetings on average for team members?

  • Identify the lightest meeting day across your team, and consider implementing a No-Meeting Day to give team members one day a week to solely focus on productive work.

Tip: Determine your heaviest meeting day, and look at your calendars to see if there are any meetings that may be unnecessary for all attendees, or the team overall. Can any of them be replaced by asynchronous status updates?

Highlight stats

Hours reclaimed for Focus Time

Analyze how many hours Reclaim has helped your team recover on average per day or week for each team member to focus on productive work.

Is this number the amount of time you want your team to dedicate to getting stuff done, or do you need to defend more time on the calendar for each team member?

Tip: Consider adding your to-dos as Tasks in Reclaim to automatically block off time in the calendar for independent work, so you don't get overbooked with meetings that prevent you from getting stuff done before deadlines.

Meetings scheduled with Scheduling Links

Discover how many new meetings you/your team are able to book on average per day or week using Reclaim's smart Scheduling Links to see if you're meeting your goal of converting opportunities to grow your business.

Tip: Too many Scheduling Link meetings filling up your calendar? You can set a maximum number of meetings that can be booked per day/week for each of your links in the edits page. Learn more about Scheduling Link settings in this doc.

Hours of breaks between meetings

See how many hours of breaks your team is taking on average per day or week to ensure they have time to reset between meetings and work sessions to improve their productivity and reduce their risk of burnout. You can adjust your breaks in Reclaim under Settings > Buffer time & breaks.

Hours of travel time blocked

Analyze how much time Reclaim is able to defend for travel time across your team to ensure their schedule accurately reflects their availability, and they have time to get to and from their meetings and events.

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