Manual timesheets just won’t cut it anymore in today’s construction industry. They’re prone to errors, easily manipulated, and downright time-consuming to process.
If you’ve been previously relying on manual timesheets, it might be high time to make the switch to a much better alternative – construction time tracking software.
This guide will walk you through everything you need to know about these nifty tools, how they can benefit you and your team, and how you can implement time tracking software in construction businesses successfully.
This Guide Covers:
- Why Do You Need Time Tracking in Construction?
- How is Time Tracking Software Better Than Manual Timesheets?
- How Does Construction Time Tracking Software Work?
- Steps on Successfully Implementing Time Tracking in Construction
- Final Thoughts
Photo by Clem Onojeghuo on Unsplash
Why Do You Need Time Tracking in Construction?
One of the biggest costs in construction is labor.
According to a 2024 construction industry survey, labor hours account for approximately 45% of total project costs. That’s a significant chunk of your budget.
To manage labor costs effectively, the first thing you’ll need to get a handle on is time.
You need to know how those hours are spent and on what. This insight allows you to stay on top of project progress, manage payroll costs, and avoid costly delays.
Having a detailed record of time can also help you:
- Ensure each worker is paid accurately for the amount of time they work
- Avoid disputes and potential legal issues related to payroll
- Identify bottlenecks and inefficiencies in your workflow
- Estimate labor needs more accurately for your next project bidding
How is Time Tracking Software Better Than Manual Timesheets?
Time tracking software is a game-changer compared to manual timesheets.
With manual timesheets, you’re relying on employees to accurately record their hours, but let’s face it—mistakes happen, and those errors can add up. Maybe someone forgets to log their start time, or they estimate hours instead of tracking them precisely. These small slip-ups can lead to payroll issues, project delays, and even disputes over hours worked.
On the other hand, time tracking software automates the whole process. No more chasing down timesheets or messy paperwork!
Time tracking software can accurately record when your workers clock in and out. Some systems even let you track time down to specific tasks or projects. This means you get a clear, real-time view of where everyone’s time is going, helping you make better-informed decisions about resource allocation and project management.
How Does Construction Time Tracking Software Work?
Unlike manual timesheets where you have to write down hours and then manually calculate them, construction time tracking software automates everything.
Workers simply need to clock in and out with a few taps on a device. This could be their phones or a dedicated time clock kiosk on site.
The software then records these clock-ins and clock-outs in real-time, automatically calculating total hours worked in between, breaks taken, and any overtime.
Some construction time tracking tools are even equipped with facial recognition. This means workers only need to walk up to a time kiosk, do a face scan, and they’re automatically clocked in. This isn’t only great for convenience but also for enhancing security. Now you can be confident that the right people are actually on the job.
Aside from facial recognition, construction time tracking software can also come equipped with:
- GPS Tracking: GPS tracking is great for tracking remote teams constantly on the move. It allows managers to monitor where workers are in real-time, ensuring that they are at the correct locations and on task.
- Geofencing: For enhanced location control, geofencing allows workers to track time only when they’re within authorized work sites. This feature ensures that time is only recorded when employees are physically present in the designated work area.
- Project and Activity Tracking: By tracking project and activity time, construction time tracking software can help you identify exactly where those hours are going, identify bottlenecks, and optimize where necessary to keep your project on track.
- Integration with Payroll: Several construction time tracking software can integrate seamlessly with payroll systems, allowing for automatic transfer of time data so you can speed up the payroll process.
All these features can be powerful tools for improving efficiency and accuracy on your construction site.
Steps on Successfully Implementing Time Tracking in Construction
Making the shift from manual timesheets to construction time tracking software can feel like a huge leap. But it’s actually fairly straightforward when you break it down. Here are some key steps to implement time tracking software in construction that can lead you to success.
STEP 1: Communicate clearly why you need to track time in the first place.
Before you even begin swinging the hammer, you need a good amount of planning and communication to implement time tracking in construction teams.
Start by clearly explaining why tracking time is necessary. Let your team know that it’s not just about monitoring their hours—it’s about ensuring projects stay on track, managing budgets effectively, and making sure everyone is paid accurately for the work they do.
Make it clear that the goal is to improve project management and operational efficiency, not to micromanage. When everyone is on the same page, time tracking software won’t feel like an added chore or an intrusion, but rather a useful tool that can help the team achieve its goals more effectively. When the project wins, everybody wins.
STEP 2: Choose the right time tracking software.
There are a ton of time tracking tools out there, but you need one that’s built for the needs of construction. Most importantly it has to align with your specific needs and goals.
Before making that decision, here are just some of the key things you need to consider:
- Your Time Tracking Goals: Before diving into the selection process, clearly identify what you need from a time tracking tool. Are you looking to monitor worker attendance, manage project budgets, or streamline payroll? Understanding your priorities will help you focus on tools that meet those requirements.
- Ease of Use: The tool you choose should be straightforward and easy for your team to use. Complicated software that requires extensive training can lead to low adoption rates and just sheer frustration. Look for a user-friendly interface that your team can pick up quickly.
- Integration with Existing Systems: Make sure the time tracking software can seamlessly integrate with your current systems, such as payroll software, project management tools, or accounting platforms. This will save you a ton of time and reduce the risk of errors when transferring data between systems.
- Scalability: As your business grows, your time tracking needs might change. Choose a tool that can scale with your business, offering flexible options for adding new users or features as needed. If it can accommodate an unlimited number of users, the better, especially if you’re managing an expanding team.
- Cost Considerations: Finally, consider your budget. Some tools offer a free trial or demo, which can be helpful in determining whether the software is the right fit before making a financial commitment. There are even 100% free construction timesheet apps that you can explore if you’re looking to keep costs to a minimum.
Photo by Pixabay
STEP 3: Create a solid implementation plan.
Much like any construction project, your time tracking software implementation needs a solid plan to ensure success.
Start by setting a clear timeline for when you’ll implement the software.
Choose a launch date that gives you enough time to test the software and train your employees. This preparation helps avoid any last-minute problems that could disrupt the rollout. If you’re using an easy-to-use time tracker, this shouldn’t take too long.
You next want to assign responsibilities for the implementation. Decide whether you want to designate a single foreman or assemble a small team to oversee the process. This team will be crucial in coordinating tasks, managing software setup, and addressing any issues that arise.
Communication is key throughout this process. Make sure to inform your employees about the implementation plan and launch date well in advance. Keeping everyone in the loop helps ensure that your team is well-prepared for launch day.
STEP 4: Consider soft-launching the software first.
A soft launch involves testing the software with a small group of users before making it available to everyone. This allows you to identify any issues and make necessary adjustments in a more manageable setting.
You can select a small team or specific department to pilot the software. This focused approach helps you gather insights on how well the software integrates with your existing processes and whether it meets your team’s needs. During this phase, encourage participants to provide feedback on their experiences and any difficulties they encounter. Their input is crucial for identifying areas that may require improvement.
As you monitor usage during the soft launch, pay attention to how often the app is being used and which features are most popular. This data can highlight technical issues or indicate where additional training might be needed.
Based on the feedback and usage data, make any necessary adjustments. This could involve providing additional training or modifying certain features to better fit your team’s needs.
STEP 5: Fine-tune your approach and roll out the software.
Now, it’s time to refine your training and prepare for a broader rollout to your entire team.
Start by assessing the feedback gathered during the soft launch. Use this information to enhance your training sessions, ensuring that employees have a thorough understanding of how to use the time tracking software. Tailoring your training to address any challenges or questions that arose during the pilot phase will empower your team and build their confidence in using the new tool.
During the training, continue to highlight the benefits of the time tracking software. Make sure your employees understand how it can streamline the payroll process, improve productivity, and ultimately make their jobs easier. When they recognize these advantages, they’re more likely to welcome the change and actively use the software.
Encourage questions and open discussion during the training. This will help you understand any concerns and make sure everyone is comfortable with the new system.
STEP 6: Provide on-going support.
Once the time tracking software is up and running, it’s essential to provide ongoing support to ensure it works well and any issues are quickly addressed. Partnering with your software provider can be a great way to access continuous support and training. Many providers offer resources like user manuals, video tutorials, or a help desk to help your team navigate the software and resolve problems easily.
Encourage your team to give regular feedback about the software. This will help you identify any areas that need improvement or extra training. Keeping an open line of communication allows you to address concerns quickly and make necessary changes.
You also want to keep an eye on how often the software is used and if it’s meeting your expectations. Check if the team is using all the app’s features effectively and if it’s providing the benefits you anticipated. If your team needs more help or if new features are added, offer updated training sessions to ensure everyone is using the software to its full potential.
Final Thoughts
Technology equals efficiency. It helps you stay ahead and competitive in the marketplace.
This is true for all industries, including construction.
With time tracking software, you can take time tracking efficiency to the next level. It automates the process of recording work hours, reducing errors and saving valuable time.
This not only simplifies payroll but also helps you monitor project progress in real time, allowing for better resource allocation and more accurate project forecasting.
By choosing to implement time tracking in construction and investing in the right time tracking technology, you’re not just improving your workflow—you’re setting your business up for long-term success.
