How to motivate employees to use a work hours tracker? Read on to learn the efficient approach for implementing timekeeping in your company.
A work time tracker allows you to collect vital information on business processes and keep all the necessary details about a company’s work. Usually, timesheet data is collected day by day, so it doesn’t take too much time and effort to obtain it. Regular data entry also ensures high accuracy, being an indispensable tool for an efficient management process.
Timekeeping data, collected and summarized for longer periods, also helps teams and individual team members improve their work, be more productive and achieve more. Let’s see how it’s done and what benefits it brings to all parties involved.
Benefits for business owners
Having a big picture of work & business processes
The data obtained from a work time tracker can be used to get a clear picture of virtually any part of the work and business processes. Teams’ and individuals’ productivity, efficiency at each specific work step, the profitability of projects and activities, costs of employees’ absences for any period, and much more can be overviewed and analyzed with the timesheet data.
Identifying possible issues and addressing them on early stages
A missed deadline or an overrun budget easily turn a project into a nightmare, so preventing it on early stages is vital. Here’s where time-track data can be useful. It allows business owners to review current progress of work, assess remaining work scope, and see how much project budget is already spent. This helps identify possible problems as early as possible and address them right away.
Establishing efficient workflows and routines
Isn’t it common when an activity you’ve already spent hours and days on turns out to be a time waster? It’s not only disappointing – it also undermines work efficiency and timely delivery of projects. To prevent it, constant analysis of time track data is necessary: it helps understand where valuable work time goes, and build routines and workflows that allow to use time more mindfully.
Ensuring accuracy in calculation of work, overtime, and absence hours
Discrepancies in the calculation of payments, leave time balances, comp time, overtime payments etc. are a common cause of workplace conflicts. Preventing them is essential for maintaining a healthy and productive work environment. Ensuring compliance of calculations with the company’s leave, overtime, and comp time policies is easier with accurate records of work and leave time. What’s more, this way calculations can be automated, which saves time and streamlines management processes.
Benefits for teams
Having a clear picture of how work is distributed
There are many jokes about unfair work distribution in teams… unless they are not jokes. Often, work is distributed unevenly in teams due to the lack of a big picture. That’s what time-track data provides: it shows who is overloaded and who lacks work assignments. It also helps identify overstaffing and understaffing problems and handle them efficiently.
Being able to see current progress and compare it with the roadmap
Proactively monitoring work progress and informing managers about possible delays is how teams can make their work more efficient. Reviewing time-track data summary for a team or a group helps understand where the team is on the way to the project goal, and flag possible issues and delays to minimize the risk of missed deadlines.
Seeing possible flaws and bottlenecks of work routines and being able to eliminate them
Often, team members and small groups of employees are those who notice inefficiency of existing procedures first. Timesheet data helps reveal where work processes within the team are lagging and don’t bring expected results. Unusually large amounts of time spent on routine tasks, exceeded estimates, and overtime hours on specific steps of work routines usually indicate this type of problems.
Collaborating on work tasks more efficiently
Autonomy and active collaboration within the teams is one of the basic principles of the
Agile methodology that is being increasingly adopted in modern work environments. Being aware of everyone’s work progress, spent and remaining time makes it clear when help is needed, how processes can be optimized, and what tasks need closer attention.
Benefits for individual employees
Seeing where worktime is going and being able to redirect efforts
There’s no need to additionally emphasize the importance of having a worktime breakdown chart at hand. It not only helps understand which activities are productive and which are not, but also is an essential tool for beating procrastination and distractions. Being aware of how you’re spending the eight hours of your work time is the first step to developing a mindful approach to your productivity at work.
Becoming a wiser time manager in the long term
Comparing current and previous productivity data is an essential part of building good time management habits. Having time-track data collected for longer periods is necessary for tracking productivity and performance dynamics, revealing factors that influence it, and making your work process more efficient.
Getting better at estimating and planning
Estimation and planning cannot be 100% accurate, but you can and need to work on their accuracy. This is not difficult when having time-track data at hand: being aware of how much time regular tasks take allows employees to estimate possible workloads for future periods, provide managers with approximate work delivery dates, and – what’s important – say no to excessive workloads and justify it with previous data.
Having exact data on regular work time, overtime, and leave balances
The ability to see your own work time results and absence data is necessary for being aware of how much overtime you’ve accumulated, and what is your current leave time balance. Knowing exactly what compensation you’re currently entitled to and being able to check historical records (for example, to trace leave balance changes or see the days when overtime was accumulated) ensures clarity and transparency of how workplace policies apply to you.
Using a work time tracker brings essential benefits to all parties of the work process. Managers and business owners, team managers and teams in general, individual employees – any team member can use the timekeeping data collected by the work time tracking tool to make work process more transparent, address issues and difficulties as soon as possible, and make necessary changes to achieve expected work results.