How to Introduce Time Tracking to Your Team

Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

October 2nd 2024

Hi, I’m Asim Qureshi, the CEO and co-founder of Jibble, a cloud-based time and attendance software. I have several years of experience in building and scaling software products and teams across various industries and markets.

Before I founded Jibble, I worked as a VP at Morgan Stanley for six years. I’m passionate about helping businesses improve their productivity and performance through technology and smart time management practices.

According to FinancesOnline, about 38% of US employees still rely on outdated methods like manual timesheets and punch cards for time tracking their teams.

So, why should you, a modern-day employer, consider implementing time tracking for your team?

Considering how the work landscape has changed over the past years, it would be crazy for employers to not use time tracking solutions. And with the surge in remote work, the desire to track work hours accurately is a pretty compelling reason. 

However, time tracking is also very helpful for monitoring employee productivity during unsupervised hours, fostering trust between employers and employees. That being said, in this article, I want to tell you about the ways to track time in a team and the various strategies you can adopt to help you switch from manual to automatic time tracking.

Employee time tracking illustration -orange

 

This Article Covers:

Is Time Tracking Your Employees Really Necessary?

How Can You Introduce Time Tracking to Your Team?

Is Time Tracking About Distrust or Does It Really Improve Productivity?

Common Problems You Can Encounter in the Initial Phase of Time Tracking

Final Thoughts

Is Time Tracking Your Employees Really Necessary?

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.

How Can You Introduce Time Tracking to Your Team?

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.

How to Select the Best Time Tracking Software?

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.

How to Ease Your Team’s Transition Into Time Tracking?

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.

Is Time Tracking About Distrust or Does It Really Improve Productivity?

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.

Common Problems You Can Encounter in the Initial Phase of Time Tracking

Diving into employee time tracking might not be a smooth ride as it comes with its own set of challenges. Common issues you may experience include:

  • Consent Issues: Obtaining consent is important! Ensure that before commencing time tracking for your team, you’ve secured written consent from all staff members. This process involves transparently outlining how their time tracking data will be utilized, assuring confidentiality and explaining the purposes for which this data will be employed. Clear communication is key; make sure employees understand and agree to the terms and conditions surrounding their time tracking.
  • People Forgetting to Clock-In and Out: One common issue in time tracking implementation is employees forgetting to clock in or out. To address this, it’s beneficial to provide reminders or notifications, such as alerts through the time tracking software or workplace communication channels. Additionally, offering accessible and user-friendly methods for clocking in and out, like mobile apps or kiosk stations, can help mitigate forgetfulness.
  • Time Tracking Inconsistencies: Inconsistencies in time tracking records can lead to discrepancies and inaccuracies. To tackle this issue, establish clear guidelines and protocols for time tracking procedures, ensuring uniformity across the team. Regular training sessions and reminders on accurate time tracking practices can help employees maintain consistency in logging their work hours. Regularly reviewing and cross-referencing recorded data can also aid in identifying and rectifying any inconsistencies promptly.

Final Thoughts

Time tracking isn’t just a vital tool for employers; it’s a game-changer for fostering accountability among employees. It offers a peek into their activities, encouraging a sense of responsibility towards their work hours.

Integrating time tracking into your team’s routine will help transparency become a part of your work culture. Handling this conversation with patience and openness can make all the difference. It won’t just smoothen the transition—it will set the stage for a culture of trust and efficiency.

Keen to dive deeper into the world of time tracking? Our article on the 8 Best Practices for Desktop Time Tracking can help you unpack the full potential of desktop time tracking tools and their capabilities.