How to Introduce Time Tracking to Your Team

Yes! With time tracking, employers can gauge their team’s productivity. Think of it as a bridge that enables you, the employer, to understand exactly how your employees utilize working hours.

Time tracking is not only a monitoring solution, it also helps to foster a culture of transparency and honesty within the workplace. 75% of businesses in the US have issues with time theft. In addition to that, studies report that 20% of every dollar earned by a company in the US is lost to employee time theft. The issue of employers not being certain of where work hours are going not only impacts operational efficiency but also severely affects the financial bottom line of businesses.

Obviously, when introducing time tracking to your team, the question of necessity might surface, as they might feel like it’s an abrupt shift in routine. However, with proper planning, it is really easy to get employees onboard with the idea.

When introducing time tracking to your team, it is best to begin by selecting an adequate time tracking method.  As you consider your options, think about your business needs and choose a software that fits best.

Most importantly, consider the requirements and suggestions of your employees during the selection process as well. As you will need to guide their employees through the onboarding process, it is important to have their feedback at this stage.

Begin by choosing a time tracking method. When you’re looking for time tracking software, look for tools that best suit your requirements. To choose the best software, consider following features:

• Features and Usability: Look for a time tracking software that offers advanced features like facial recognition and kiosk mode for secure clock-ins. Ensure it allows customizable task categorization and robust reporting options for detailed analysis. Prioritize tools with user-friendly interface to allow adaptation across your team.
• Compatibility and Integration: Ensure the software integrates with your existing tools and systems, such as project management tools or HR software. Check for its scalability to accommodate potential team growth. Mobile accessibility is crucial for remote work scenarios, allowing employees to track time efficiently from anywhere.
• Customer Support: Prioritize software that offers reliable customer support. Having access to responsive and knowledgeable support teams ensures quick resolution of any queries or technical issues. Look for options with live chat, email, or phone support to cater to different communication preferences.
• Pricing Structure: Carefully assess the software’s pricing model. Look for transparency in pricing, understanding the features and limitations each pricing tier offers. Ensure that the pricing aligns with your team’s budget while catering to the specific needs and size of your organization.
• Trial Versions: Opt for software that allows you to assess if it meets your team’s specific requirements before making a long-term commitment. Take advantage of trial versions or free demos. A trial period will allow your team to test the software’s functionalities, usability, and compatibility with your workflows.

If you’re transitioning from old-school punch cards to high-tech time tracking software, you’ll undoubtedly have to adapt your approach. Making this shift requires delicacy and some patience. Rushing the process might lead to confusion and resistance. So, here are some helpful pointers to ease the transition:

• Introduce the Software: Start by explaining the purpose and benefits of the time tracking software. Emphasize how it benefits workflow, aids in tracking progress, and contributes to productivity. Ensure your team understands the impact it can have on their daily tasks and overall work progress.
• Hands-on Demonstrations: Conduct interactive sessions where team members learn by using the software themselves. Showcase the software’s functionalities step-by-step, focusing on how to log hours, categorize tasks efficiently, and generate reports. Use real examples relevant to your team’s work to make it more relatable.
• Continuous Support: After the initial training, provide ongoing support. Make sure to have user manuals, FAQs, or even video tutorials readily accessible. Designate a go-to person or a team for any queries or troubleshooting that arises during their initial use.

As an employer, it is crucial to trust your employees, however relying solely on it might not suffice for efficient business operations. The old saying “time is money” holds true in the context of time tracking. Time tracking employees in your business isn’t about distrust but rather about ensuring optimal productivity for the time invested.

Introducing time tracking to your team might initially be received with some hesitation. In fact, a PWC report demonstrated that 38% of employers view employee resistance as an obstacle in time tracking.  Employees may perceive it as a lack of trust or an invasion of their privacy. 

However, using a time tracking tool does not indicate distrust. It is a means to ensure efforts and goals between the employer and employee are in-sync. By tracking time, both employers and employees gain insights into how time is spent, fostering a more productive work environment.