Wasting time tracking time? The step-by-step guide to easy time records
Time tracking is an essential part of the day-to-day operations in the service sector and important for economic success. Nevertheless, there are always reasons for unclean and incomplete recording of performance.
You probably know the following situation:
Stefan, a busy project manager, is taking a short break after a hard day in the office and notices how quiet it has become.
He can hardly hear any of the usual key tapping noises. And the air in his office is also being warmed by the evening sun shining through the half-closed blinds. All typical signs that it is time to call it a day. But there’s still one thing that needs doing.
Just like on every other day, he still needs to update his time records before he can finally leave the office.
Does this scenario seem familiar?
For companies in the service sector, recording employees’ hours worked is an essential part of daily business.
Client invoices are prepared on the basis of the services provided, which is why the work done has to be documented in a detailed way, through the time recordings by the employees.
Recording his working time is a pain for Stefan, every day: from the terrible user interface of the tool to the tedious data entry. “So much for the Internet Age. Nothing here suggests that the digital revolution has long since begun.”, Stefan is annoyed. He often asks himself why the layout has still not been updated and modernized. In fact, he already has a long list of ideas for a more up-to-date time-recording solution, for faster and simpler data entry, helping to avoid errors. The solution is clear to Stefan, “Recording our working hours needs to be easy and attractive for us end users. This is the only way we can achieve top results.”
It is often difficult to motivate employees to regularly record their working hours in a timely manner. There can be many different reasons for this. If it’s a question of the inconvenient and time-consuming data entry, there are probably always some more urgent and rewarding tasks at hand which need to be done. If the reason is the complicated entry of the time records, then employees lose interest in what is in fact an important task.
Whatever the reasons, it isn’t always easy not to procrastinate.
“What the hell, let’s get these time records done fast. Grit your teeth and get stuck in. As long as it gets done.”, Stefan gathers his thoughts, hammers on the keys one last time and fills out the time records, providing all the little details required by the tool. Once he leaves the office, the sun has set.
“What you do willingly, you do well.”
The time sheets completed by unmotivated employees, however, often don’t live up to the expectations of their supervisors. Predictable conflicts arise particularly in connection with the timely entry of the times and the submission of the records. The completeness and quality of the data entered also often cause tension.
Ask yourself the following questions when you are about to introduce a time tracking system:
- How could the challenges above be mastered?
- What do perfect time records look like and how can we spot the difference?
With an open mind, we began developing a time-recording system which takes into account the wishes and requirements of everyone involved.
In order to guarantee high levels of end user acceptance, the most important feature of a time-recording tool is user friendliness. Capturing time inputs should not create as little additional work for employees as possible, and the recording of times needs to take into account the different working styles between the employees.
Also, when the entries are made by employees, it needs to be ensured already that the records are complete and correct. Validations ensure from the outset that mistakes are avoided.
We paid close attention to these aspects during the development of our time-recording solution.
Web-based time recording is therefore a tool which makes it possible to very easily and rapidly enter time records with a system which is also visually attractive for users. The calendar view and the additional features make recording time inputs child’s play. The validations reduce the chance of incorrect and incomplete time records.
“That sounds like a good solution,”, says Stefan smiling, as he stumbles upon the Web-based time recording of Solutions Factory. Driven by his initial enthusiasm and curiosity, he searches for more information on the Solution Factory website.
You too can find out more about time input records here.
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