Time tracking is crucial for any business, regardless of size. When used correctly, it can lead to growth, financial stability, increased productivity, and job satisfaction. However, most groups are not convinced that time tracking is a bad tool.
Introducing time tracking tools into an organization can be a challenge. The main reasons for difficulties are resentment and fear of micromanagement. It is also difficult to introduce a new step into the already busy daily lives of each team member. This is especially true if many employees are not computer literate.
Introduce time tracking to your team
Below are some tips to introduce a time tracking tool to your team, here are some concrete ways to do this
Follow the company culture
Company culture is the foundation of any business. It is what makes employees want to work for the company. It also determines how they spend their time at work and how they go about their workday. Therefore, introducing solutions that interfere with daily routines and stress can have a negative impact.
Therefore, companies should implement software with minimal damage and stress. To do this, choose a solution that allows employees to continue working normally. And it should be presented in a way that everyone understands that there will be small changes in their workflow. Focus on the positive aspects of time management, both at the corporate and individual employee levels.
Be transparent and explain why work tracking is important.
Many people sincerely want their company to succeed. They are committed to working toward that goal. Make it clear that time tracking is the key to success. You can go a step further and provide a sample report based on timekeeping data.
Here are some common reasons why companies record time.
- Billable hour tracking – hourly billing can show your team how hours are calculated and how company revenue is affected by time tracking.
- Project tracking – If you’re using time tracking to keep projects on budget, show people the actual reports you generate to track project progress.
- More accurate estimates – Use time tracking to create a library of past projects and explain to clients how this information can improve estimating and pricing.
Friendly communication is the right approach.
“Soft announcements” are a great way to raise awareness of upcoming changes. Simply make an appointment and explain the basics of the issues you are concerned about. This method is not very detailed, but it helps instill the concept of timing in staff. This way, the impact of formal announcements can be less noticeable and you can avoid unexpected situations.
A general introduction to recording time over a period of time gives staff enough time to become familiar with the concept. Announcing meetings in advance can avoid information “leaks”. In doing so, it can send the message that there is no need to fear change.
The timing of software announcements is very important. It is important to allow the news to spread naturally. However, if too much time is taken, the tension can be lost and the direction can even appear unprofessional. The ideal time is two to three weeks before the meeting.
Schedule a time log presentation.
A week before the meeting, send a mass email summarizing all key points that you will address. This may include staff concerns, time management goals, tools to be used, and support to be received.
Keep these points short and to the point. This letter will give staff enough time to prepare any questions or comments they may have forgotten to include in the questionnaire. It will also be easier for staff to know when to ask the right questions without missing the point if they understand the order of the conversation.
Disclosure of adverse data on time tracking
Tell your team that you will not use time tracking to control, manage or make decisions. Yes, there are nasty tools that track people’s behavior and take screenshots of their computers. Make it clear that this is not their purpose.
Also, emphasize that accuracy is paramount and that there is no magic number of hours worked per week. Tell them that you will not penalize them for working less than 40 hours per week. Otherwise, your team may only produce what you want to see.
Choose a system that is easy to use
Employees already face so many concerns and issues. It’s essential to choose a reliable time and attendance solution that your employees will appreciate and that is easy to use. An easy-to-use system will also make it easier for staff to learn how to enter and exit data and improve workflow. Staff wants to be productive and get reward for it.
Choosing a system that is not easy to use will result in staff dissatisfaction. Frustration can affect productivity and cause serious problems. A good timekeeping system will allow staff to do their jobs more efficiently.
It is only natural to provide an easy-to-use time tracking tool that is newly introduced to encourage employees to use it.
Are employees still not convinced? Listen to the complaints.
It’s common for employees to change their minds once they’ve been told about time tracking. Many of them may be unhappy with a feature that goes hand-in-hand with work tracking – recording computer transactions. How do you handle this issue?
Self-respecting supervisors explain that they don’t waste time reviewing employee timesheets to find excuses to punish them for unproductive behavior.
Sure, time-tracking apps can help you know how employees are spending their time at work, but trust me, managers have a lot on their plate and not much time for spying. When employees talk openly about their problems, it creates a sense of mutual trust between the employee and the manager.
By understanding their frustrations and concerns, they can address them. You can use cheat sheets to explain to the employees the purpose of introducing time and productivity tracking software into the organization.
When children are afraid of the monster in the closet, it is actually a fear of the unknown. The room is dark, there are scary characters everywhere, and there is a lot of noise outside and inside. If you let your imagination run wild, it’s not hard to come up with the most terrifying scenarios.
This process does not change much with age. Even something as simple as calculating time can seem frightening if the brain does not have enough real information. With the techniques presented, you can turn on a light in a dark room or open a scary closet door to show that you don’t have to be afraid. Respond to their fears with information, empathy, understanding, and lots of reassurance.
Sarah Noah Liam is a 28-year-old Software Management person who enjoys programming, Employees Monitoring System, and screen recording. She has a post-graduate degree in Computer science. She was raised in a happy family home with two loving parents.