Time tracking is an important activity in an organization in which top management records the number of hours that employees have worked. The main purpose of tracking time is to maximize productivity of users by allowing them to focus on a task and minimize distractions.
While tracking the time spent for work appeals to companies because of its benefits on increasing ROI and gaining more customer and client trust, it seems that employees find it difficult to accept the process. Some feel that the company considers them less reliable and should therefore be micromanaged. This must not be the case.
Time tracking does not only help people make the most out of their time spent on a project, it also prevents hardworking staff members from working beyond their shifts thereby helping them maintain a healthy work-life balance. The benefits of time tracking are endless and your job is to make employees accept the process and use it the best way they can.
Below are effective methods to maximize time tracking in your business.
1. Be Realistic with The Time You Allot for The Completion of A Task.
Depending on the nature and difficulty of a task, make sure to be realistic about it. Decide on the appropriate time that people should work on something. According to an article on Lifehacker, positive time management happens when people know the worth of each time. If you’re about to assign a similar task but are to use a time tracking tool this time, you can base the number of hours you allot with the average time it took for your team to complete a similar task in the past.
The benefit of using time allocation when having a time tracking tool in place is that people are more able to meet deadlines. This can also help users develop more awareness on how well they’re spending their time.
2. Choose A Tool That’s Versatile and Easy to Use.
Every time tracking tool has its own unique set of features and functionalities. When selecting a platform for your business, make sure that it’s something which all employees (newbie or experienced) can easily utilize. A complicated tool can waste so much time.
If you manage a company that handles multiple projects for clients, you may need a time tracking tool that generates invoices, tracks milestones, and can be accessed from anywhere regardless of the device that’s used.
3. Prioritize the Most Important Tasks and Assign Them to The Right Employees.
Having a time tracking system in place doesn’t mean you can do away with prioritizing tasks. Put in mind that not all your company’s projects are equally important. First, identify the activities that place a greater impact on your company’s goals. Assign these activities to your employees so your organization can progress much faster.
When it comes to delegating projects, it’s important to match each project to the right team member who has the appropriate set of skills. The wrong person can cause problems and unnecessary delays.
4. Address Possible Problems Along the Way.
Even if you’ve set the appropriate time limit for a project, some employees are still unable to comply with the allotted work hours. Also, there are employees who seem to accept the process of tracking their time by logging in the exact details and even starting early on a task. However, they may experience boredom over time and “cheat” the system. This defeats the purpose of keeping them productive.
Try to explore problems which may arise and address them one by one. Before you proceed to fully implementing the time tracking system, establish a shared vision with your team. Explain to your workers how the tool can give them more opportunities to enjoy their work breaks and avoid working overtime.
5. Don’t Overwork Your Employees.
Even the best and most hardworking staff members quit when they feel overworked. One reason to use time tracking is to prevent burnout from happening. Avoid requiring them to fulfill more tasks than what they can handle within a minimum time frame. Give them periods of rest and relaxation such as coffee breaks and time to make their personal calls or answer non-work related emails.
Doing this helps your employees appreciate your time tracking tool and use it better. By giving them a well-deserved break or a less-pressured time frame on a project, they will realize that the tool gives their work lives more structure and enjoyment.
6. Make Time to Celebrate Milestones.
Another way to maximize the effectiveness of time tracking is to reinforce the accomplishments of your team members. Recognize people who have consistently met deadlines and honestly log in their time. Celebrate their success in public. Give them extra time off or performance bonuses. This increases the positive energy in your workplace and encourages other team members to give their best performance while working on a timed project.
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