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Published November 02nd, 2016 by

Tips on How to Efficiently Roll-Out Time Tracking Software

Tips on How to Efficiently Roll-Out Time Tracking Software

Managing a business may have probably made you a believer of the age old saying “Time is gold.” Time and how it is managed certainly plays a big part in your business’ finances. This is why companies choose to invest in time tracking tools.

What is Time Tracking Software?

According to Tenrox by Upland, an automation software developer and provider, time tracking software is an accounting tool that efficiently records work hours. The software makes it easier and simpler to keep a track on how productive your workforce is as it also lets you know what tasks they are working on.

There are different types of time tracking software that you can choose from depending on what your needs are.

  1. Standalone – This type of tracking software allows you to record timesheets. Employees sign in when they come in to work and sign out at the end of the day. Reports are generated from the log in data of employees and these are used for payroll.  For businesses that provide third part service to other companies, the data is also used for billing and invoice.
  2. Integrated – Top time tracking tools of this type are linked to other business software. Reports don’t need to be generated as the data is already shared with the other programs.
    1. Linked to Accounting – Nowadays, a lot of companies are taking advantage of the benefits of various accounting software. This type of online timesheet software ensures that the automated accounting system has access to the work hour data.
    2. Linked to Billing – Contractors, Lawyers, Engineers and other professionals whose work is billed by the hour often work with automation software such as agile billing. It ensures that invoices are accurate so clients can be billed properly. Timesheet data can be integrated into these systems to enhance efficiency.
    3. Linked to Project Management – To better manage projects, timesheet information is integrated into project management software. It helps define the amount of time and cost needed to complete a task. It provides managers an insight on what the team is working on and how fast they are able to do so.

Time tracking software for business offers a variety of features. These can help enhance your current processes so you and your team can be more efficient. The features of course depend on the type of software you choose. Below are some of the common ones offered by both free time tracking software downloads as well as ones that are available for purchase.

  1. Simplified Real Time Tracking – Users are able to stay on top of their work hours. They simply start the timer when they begin and stop it when they en. The software automatically records how long they worked on a task. It can also be manually encoded depending on the admin specifications.
  2. Tagging Tasks – Integrated timesheet software have this feature that allows users to specify what task they are working on. The system can then track and monitor how much time is spent on certain tasks or projects.
  3. Comprehensive Reports – The great thing about tracking work hours in an automated system is that employees and managers can easily view reports such as efficiency and attendance. These reports can help you make the necessary adjustments. For example, if one of your projects is behind schedule, you can check the reports to see what the team members on that project are spending time on. If the report shows that a lot of time is consumed on admin tasks then it might be time for a change in process.
  4. Accessibility – With all the new technology available, time tracking software can now be accessed on different platforms. You can have it on your tablet or smartphone so you stay on top of everything. As long as you have access to the net, you will be able to view what you need to on the software app. In addition, any hours updated when you are offline get automatically updated as soon as you’re connected.

Benefits of Time Tracking Software

Managing your costs is certainly on top of your priorities when it comes to running your business. With that said, it is natural that you ask yourself what’s in it for your company. How can you benefit from investing in software for time tracking?

  1. Improves Current Processes – When it comes to business processes, nothing is ever cut and dry. What may have worked five years ago may not be the most efficient way to do things today. For example, a couple of decades ago memos to employees were released by the HR department through print outs. These were either handed out individually to employees or posted on a bulletin board.

However, with today’s dynamic and diverse workforce, printed out memos may not be the best way to disseminate information. Companies now provide employees with email addresses so they can receive important news faster and more efficiently.

Time tracking tools for business allow you to see which processes need to be improved or changed. If reports generated from the software show you that your employees’ time is mostly spent on admin tasks such as checking emails to ensure they don’t miss anything important, then it may time for more efficient email management software.

  1. Reduces Costly Errors – Inaccurate timesheet data can have disastrous results. Manually processing work hours may lead to errors that you certainly do not want to be making. You might be sending out billing invoices that are not accurate. If you under bill, then it will certainly have an impact on your profit as you get lower revenue. If you over bill, then I can affect your relationship with your clients. This may come across as a dodgy practice or incompetence. Either will be a poor reflection on your company.

Integrated online time tracking software ensures that accurate data is used for creating invoices as well as for internal financial reports. It reduces the risks of human error so you don’t have to worry about making mistakes that can affect your reputation and not to mention your profit.

  1. Provides Useful Historical Data – When you track how long it takes for your teams to complete a task, you can use the data for future projects. You can then set up more realistic deadlines and perhaps make adjustments on team size if you need it done faster. The software also allows you to get more accurate cost estimates so you can be more profitable in the future.

Reviews of time tracking tools available online show that other users have found the benefits worth the investment of automating their system. It would then be no surprise if you decide to make this same investment.

Efficient Roll-Out Process

Whether you are switching software or automating your timesheet tracking for the first time, rolling out the new process will definitely have some birthing pains. Below are some tips on how you can ensure that your roll-out is as effective and efficient as possible.

  1. Set Expectations – Surprises are not always received well by everyone. New processes are probably the worst surprise of all. To ensure that your employees will be able to adjust to the change more smoothly, let them know about the new software ahead of time. Give them time to get used to the idea of changing systems.

By setting the proper expectations, you can minimize anxiety over having to get used to a different way of tracking work hours. Let your employee know why you are switching so they understand that the new system will benefit them as well. WIIFM or what’s in it for me is a universal question that always needs to be answered if you want to get favorable results.

Let your employees know that they will be provided training on how to use the software so they don’t need to worry about making mistakes or breaking the system. You’d be surprised at how much anxiety that can cause your employees so make sure to reassure them.

  1. Provide Brief Hands On Training – Whether you decide to have facilitator lead training or an online module, make sure that your employees get a chance to navigate the system while they are learning to use it. If it is not possible, then numerous screenshots should be provided.

Adults learn better with hands on training. So it will be a good idea to incorporate exercises into the module.

  1. Rehearsal – The best Broadway shows spend months rehearsing before they perform in front of an audience. Your employees will also need time to rehearse with your new system. Set up a transition time where they can practice using the different features without fear of their pay getting docked for mistakes. A couple of days will be sufficient for them to transition from the old system to the new one.
  1. Helpdesk – Once you transition to the new system, you can expect to have quite a few mistakes and a lot of questions. Make sure that these mistakes can be addressed without causing any damage to your employees’ work hours and your business’ revenue. Let your people know that they will get the support they need as they get used to the system.

You can provide an online manual they can refer to if they need help navigating and a resource person they can reach out to for emergencies.

Rolling out the new system will be challenging. But once your team adapts to the software, you can start enjoying the benefits of efficient online timesheet software.

Check the list of time tracking software providers on CrowdReviews.com so you can start automating your system today.

Our rankings are completely independent, transparent, and community driven; they are based on user reviews and client sentiment. These time tracking software companies had to earn their way up and didn't just pay their way up.

View Rankings of Best Time Tracking Software Companies