Regardless of business size, any company will reap benefits from introducing job time tracking software. Developers designed a program that accurately tracks time spent on each job, client, or project, and the total number of hours worked per employee. This information proves valuable to managers by allowing them to see at a glance the entire work view, how employees are spending their time, and insure accurate billing.
Why Job Time Tracking Software?
View Time Per Task
During the workday, most employees are responsible for wide variety of tasks. Without micromanaging, it can be almost impossible to watch an employee and see where they spend the majority of their time. This type of software allows managers and supervisors to look at the time spent per task without hovering over each employee.
Once the job attendance software is in place, managers can see what activities employees spend the most time on, and can spot inefficiencies. They then take this information and use it to improve logistics and save time. For example, completing a medical history form with a patient takes 15 minutes. Instead of having a nurse sit down with the patient and go over each question, the receptionist could have the patient complete it while waiting.
Employee Time Management
Some employees excel at time management. They do their tasks in a timely fashion and without unnecessary delays. Others need a little help to get their time organized. Job time tracking software will give managers and employees the information they need to analyze how time is being spent. Managers can look at the data provided and redirect employees to the most important projects. At the same time, employees can learn to estimate how long a specific project will take them based on past experience.
Managers can also oversee the workforce as a whole and see where tasks can be reassigned. For example, management discovers a paralegal spends most of her days making copies, while an intern sits next to the copier waiting on his next assignment. Management could have the intern make copies for the paralegal, and the paralegal can use her time on more important tasks.
Companies that bill clients based on hours worked must have a way of tracking the time spent per client. Job tracking software records the time worked per client or per project to the minute. This feature ensures businesses correctly invoice clients and stay under the estimated budget. Customers cannot protest the amount they must pay, because the company has documentation to back up their invoices. Also, managers can view the time worked on each case and ensure the company stays within the estimate given to clients.
Labor cost is the most unpredictable part of a quote. With a program that tracks labor cost per job, the company will quickly build a database of this information and can use it when quoting similar jobs in the future.
How Do I Implement Job Time Tracking Software?
Now that we’ve discussed why you need this software, we’ll go through the steps to implement it.
- Make a list of all the features you would the program to include. Think about the reports you’d like, and the information necessary to produce them.
- Find a provider who can meet all of your needs and who demonstrates excellent customer service. Shop around and discuss with other companies in your industry.
- Look at all available options including ones for when your company increases in size. Also, look for features that you might not have considered previously.
- Set up a beta test. Pull some employees to test the new system, and work out any bugs that might exist.
The goal of your new software is to give employees the freedom to do their jobs, while still tracking where time is spent. If this concept is new to your company, be sure to convey this goal to your employees prior to implementation. As with any change, communication is key. Employees tend to talk about the worst possible scenario. Without any information, they are going to view the new system poorly and will spread this view.
Explain that the system is not being installed to catch employees. It will not be big brother watching their every move. Let them know they will be the ones entering time, and it allows managers to take a step back and look at the bigger picture. Ask for feedback prior to set up and once again after employees have used the system.
This new job time tracking program will aid your business in supervising how time is spent, determining which tasks take the most time, and will ensure you accurately bill clients. With some groundwork, your employees will be grateful for the freedom it provides, and you will have the best possible fit for your company.