How To Implement Time Tracking

7th May 2021

Implementing time tracking within your business, like any new practice, requires some careful planning. Some may consider time tracking just another chore to complete and may not fully buy into the process, defeating the purpose of time tracking and instead make its application a time-wasting activity. To combat this time tracking must be implemented correctly. In this article, we will outline some helpful advice that can make incorporating time tracking successful for your business.

Create a company time tracking policy.

The first step of implementing company-wide time tracking to your business is to devise an outline of how exactly you will track your time. Having a clear and concise document explaining how and when employees will track their time ensures everyone is on the same page. Here is some information to include in yours:

How to use time-tracking software

Outline how exactly employees should use the software you plan to implement; a step-by-step guide makes understanding the new software much easier for your team.

What to include

Let employees know what tasks require tracking and whether or not they need to include notes.

Relative explanations

Give examples to your staff of day-to-day situations they may find themselves in and how exactly they should go about tracking them.

Be open with employees

For time tracking to be successful, you need to have your employees on your side. To get their buy-in you must be open and honest with them and give them an explanation of the ins and outs of your new time tracking procedures.

Communicate your goals.

Explain exactly why you intend to implement time tracking and the ideal results that can come from its inclusion in the workplace. People may be reluctant to undertake a new task if they do not fully understand the purpose of the activity.

Some may feel time tracking is a form of micromanagement, accounting for every minute of their workday may make them uncomfortable. Ensure they understand that time tracking is not being implemented due to a lack of trust and will not be used to penalise individual performance but instead used to improve on workplace procedures, provide accurate billing or evenly distribute the workload- depending on the goals you wish to accomplish.

Explain The Benefits

Employees must understand that time-tracking is mutually beneficial to both the business and the workforce. There are several reasons accurate time tracking can prove useful for an employee including:

  • Accurate payroll data ensures all overtime is paid fairly
  • Gives a valid reason to say no to assignments
  • Fair distribution of workload

We explore the benefits of time tracking for staff further here.

Listen to feedback

While you roll out a time tracking procedure you will notice some gaps in the timesheets or some flaws in the process, this is normal, a new process takes time to get right. In the early stages open the lines of communications with employees and hear their concerns. Identifying problems early allow changes to be made and help facilitate long term success.  Allowing staff to feel involved may also encourage them to buy into the process.

Lead by example

Before attempting to implement in your company undertake time-tracking yourself for a month. Analyse the data and identify ways you can improve your work processes and productivity. Present your findings to your employees. This allows this to see it’s a company-wide process that everyone is buying into and not just another task for them to complete.

Now you’re ready to implement your new time tracking procedures make sure you have the right tools. 1Time is easy to use and has a whole host of features to make time tracking as effective as it is easy. We also offer a 30-day free trial, so you can see the benefits for yourself before you commit. Try it today and find out 1Time can help your business

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