Moving to mobile time tracking: Are you prepared?

So you are transitioning from paper time sheets to a slick new mobile time tracking system with all the bells and whistles. You’re excited about the new technology and you know the ROI of automated time tracking. But after years of using a manual time tracking system, you’re definitely apprehensive about the move to a mobile time tracking system. And if you are anxious, then consider what your employees would be feeling.

The transition from paper to mobile, can often seem confusing and overwhelming at first. But regardless of your company size or goals, automating your time and attendance process, will simplify procedures, eliminate errors and provide savings, overall.

But like with anything new, the transition to an automated time and attendance system needs planning and preparation. So here are some tips to help you implement the new technology and get it running smoothly.

  • Get your team on board
Select project
Select project

First things first: it’s critical to make sure that you have the right people on board to support a big change like this. New processes only work, when there is buy-in at all levels. Make sure that you sit down with team leads and influencers and explain why mobile time tracking will benefit them and the business as a whole. Get a couple of the enthusiasts to be the champions for the software. That way, the rest of your team will have someone to turn to if they need help. You might even want to offer some short-term incentives to get people to adopt the new technology quickly.

  • Explain the goal of the time tracking

First, start by asking yourself why you want to set up the time sheets. Perhaps, you spend too much time on payroll and there are too many errors in the process. Maybe your clients need more accurate time records with your billing. Perhaps you need to balance your employee workloads better.

Whatever your reasons, communicate it to your employees. Do you want to make sure that everyone is carrying their own weight? Do you want to estimate project times better for their next projects? Explain it to your employees in terms of the personal benefits that they will gain from it. Smoother distribution of efforts, better time frames on projects, faster payroll with fewer errors.

  • Choose the right level of detail

If you start tracking time without the right level of precision, you may not benefit from the new system. But start tracking too many details, and you’ll end up overwhelming your employees. So the right level of detail for time tracking must be neither too vague nor too precise. So what does that mean, exactly? We recommend that you go in stages. Start your time tracking process at a “project” level, so that you can figure out the hours spent on a project, without over-burdening your employees.

Get your team used to the  software before heading into more detailed tracking. Later on, you may want to include what tasks/deliverables people worked on, so you can get a more detailed breakdown of your projects. But remember that the more you need to track, the harder it is for your employees. So maintain a trade-off between the detail that you want and the tedium for your employees.

  • Select the activities you’re going to track
Time worked by Employee
Time worked by Employee

Once you’ve selected the level of detail, decide on the projects and activities for which you want to track time. Then start adding in more operational activities like maintenance and support that may not necessarily be tied in to specific projects. Then think of adding in administrative tasks such as holidays, time-off and training.  If you don’t need that level of detail, simply create an activity or project called “Other” to which people can add time.

  • Set up a test run / pilot

Now, you need to make sure that you and your team get a better understanding of how to incorporate mobile time tracking into their day-to-day routine.

  • Make sure that your reference data such as Projects, Users, Tasks are all set up correctly.
  • Deploy the software in manageable chunks.If you have a very large number of employees, you may want to start with one team and then deploy it to others
  • Schedule a training session for your employees. Make sure that someone is available to answer any questions that they may have.

Depending on your employee mix (age, tech familiarity), the time to get comfortable with the new technology will vary. Give them time to ease into the new technology.

  • Run in parallel

After you and your team have tried out the new software and worked out the kinks, formalize the new time tracking process. Put in place whatever rules you want for the process.

Based on how the initial roll-out goes, you may want to run the new mobile time tracking in parallel with the old paper-based time sheets for a few weeks. That way you’ll have a backup as you and the team get up to speed with the new system.

But make sure that you give everyone a firm end date for the old system and ensure that you stick with the date.

The first step, of course, is to find a mobile time tracking system that works for you!