10 ways to track time! Part 2

Good to see you back. In Part 1 of this blog, we explored the four ways in which you can track time inside Salesforce. Today, we’ll move on and explore how you can track time on the web and on the Time Tracker mobile app. Remember that in all these cases, all your time tracking data is still safely within Salesforce.One other thing to remember is that users who use the Time Tracker on the mobile or on the web, do NOT need to be Salesforce users.

On the Web
There’s two ways to track time on the Time Tracker Web app. You can track time by checking in time for multiple tasks/activities or you can use a timer that you can Start/Stop as you do your work.

Check In/Out: Checking In/Out on the Time Tracker web page means that you are Starting / Ending a timer as you work on a Project / Task (or whatever has been configured for you). You do this by selecting

Check in Timer on the Web
Check in Timer on the Web

the Check-in button on the top right hand corner of your screen when you login to the Time Tracker Web. You simply select the Project / Task that you are working on. Key in any notes that you want your manager/supervisor to see and click on the Check-in button. This option tracks time as you are working on a Project/Task. When you are done working, click on the Check-Out Now button, if you want to Check out at the current time. If you forgot to Check-Out at the time that you actually finished your work, you can put in the actual hours and minutes that you worked on the task and click on the Checkout button. This will work as long as the Check-in time plus Hours Worked is less than the Current Time.

Multi Check In: Use the multi check-in option, when you want to add timesheet entries for Project / Task that you worked on each day from

Multi line timesheet entry on the Web
Multi line timesheet entry on the Web

the drop downs, Add any information that you need on the additional fields configured for you. Fill in the Start and End times for the activities that you worked on. You can enter up to 10 different activities on this screen. When you are done, click on the Submit button. If you have more activities that you need to add in, you can do so.

A Manager/Supervisor can also Approve / Reject timesheet entries put in by people that report to her.

Time Approval on the web
Time Approval on the web

On the Time Tracker Mobile app

The Time Tracker mobile app works on both iOS and Android devices.There are four different ways that you can track time on the mobile app. Checking in/out as you work on an activity OR manual entry after you’ve completed the activity. We also have a Kiosk mode that you can use as a replacement for a punch clock. This is really useful in a factory/warehouse/office setting where you want all your employees to Clock In and Clock Out as they start and end their work for the day The Time Tracker Team mode allows a Team Lead/Supervisor to Clock In/Out individual team members and then Check In all Clocked in team members.

Check In / Out: As in the other cases, Check In/Out means that you are starting a

Check in on the mobile
Check in on the mobile

timer for work that you are currently working on. There are two ways that this works. If you are set up as an Individual User, you can check in/out of Projects / Tasks on your mobile device. This is a good option for Exempt employees who need to track time for billing/invoicing. If you are set up as a Personal User, you can clock in at the Start of your work day and Check In/Out of multiple Projects/Tasks with different check-in types. Some check-in types that our customers currently use include options for Job, Travel, Loading, Cleanup, etc. This option is good for non-Exempt employees for whom you need to track hours and breaks for payroll purposes. On the mobile, you can configure the app to collect GPS locations at specific transactions. Users can also take pictures at the jobsite and add them in.Users on the mobile can get notifications, when they are assigned a project or when anything changes on their projects.

Manual Entry on the mobile: Sometimes, you may want to enter your time

Manual Time Entry - Mobile
Manual Time Entry – Mobile

details after the actual work is done. You may have forgotten to enter the time, your phone could have been out of charge or perhaps you left your phone at home, Whatever the reason, you may not have been able to Start/Stop the timer as you worked. In such a case, you do have the ability to add the Project / Task that you worked on along with the Start and End Times for the work done. You can add multiple manual entries. You could use this mode of timesheet entry, if you are adding all of your timesheets after completing the work. In general, we suggest that you do this at the end of the day, so you don’t forget things that you have worked on.

Team Mode check ins for entire team

In the Team mode, only the Team Lead needs to have the Time Tracker on his/her mobile phone. The Time Tracker configuration in Salesforce lets you set up Teams with a Team Lead. When you set up Users in Salesforce, you can assign

Team Mode options
Team Mode options

them to specific teams.

When the Team Lead of a specific team logs in, she sees the names of all the people on her team. The Team Lead can Clock In each member of the Team as they arrive for work. When the Team Lead clicks on the Start Job, Start Travel or Start Loading buttons, all Clocked in Team Members are checked into the Selected Project and Task for that Check in type. When the Team Lead clicks on Stop on the previously Started Check in type, all checked in Team Members are automatically checked out of that Project / Task. This is a great option for teams working together on Construction/Landscaping/Installation type of work. GPS locations and photos can be configured to be collected at the jobsite.

Team members can be transferred between teams for better utilization. A Team Lead can Release a Team Member from her team, if needed. Another Team Lead can “Add” the released Team member to their team, as needed.

Kiosk mode Check In / Clock In

The Kiosk mode can be used in a factory/warehouse/office to replace the

Kiosk Check in and Clock in
Kiosk Check in and Clock in

traditional punch card / bio metric time clock. With the Time Tracker in the Kiosk mode, the big advantage is that all time tracking data is in Salesforce and can therefore be used for analysis. Depending on how your Users are set up in the configuration, Users may be able to Check In/Out OR Clock In and then Check In/Out of individual projects. We suggest using an iPad or an Android tablet for the Kiosk. Since multiple people will need to use the same device. The app works just as well on a phone, but the larger format is useful, when you need multiple people to access the device.

So that covers all ten ways of tracking time using the Time Tracker for Salesforce. Whether you want to track time in Salesforce on a web app or on a mobile device, you’ll be hard-pressed to find a solution as configurable and as user-friendly as our Time Tracker for Salesforce.

 

 

10 ways to track time! Part 1

Yesterday, we had a long and interesting demo of the Time Tracker with a fairly large group of people at a new prospect. During the demo, one of the people commented “So you have four different ways of tracking time inside Salesforce”. It struck me that I had never thought about it that way. Perhaps, when you work with the product every day, you gloss over some of these facts.

In any case, this morning, I decided that I’d make a list of all the ways

10 ways to track time
10 ways to track time

that you could track time with the Time Tracker. It turns out that there are 10 different ways in which you can track time with the Time Tracker for Salesforce. See my list here on the right. That’s 4 ways within Salesforce, 4 ways on mobile devices and 2 ways on the Time Tracker web app. Pretty cool, huh?

Based on my list, here’s a short description of each of the ways of time tracking and where you could use it.

Within Salesforce

Within Salesforce, you can track time by Check-in, checking in time for multiple tasks using the Multi Check-in, tracking time automatically to specific Salesforce whenever you are on that record in Salesforce and manually entering the time for a specific task when you are on that record.

Check in: Checking in to work within Salesforce means that you

Check In/Out in Salesforce
Check In/Out in Salesforce

are tracking time to a specific project/task (or whatever has been configured for you). You do this by selecting the Track Time button on the Salesforce Utility Bar. Clicking on the button, pops up a configured window that lets you choose your Project/Task from drop-downs. You can also enter in any notes that you may have. In this case, you are tracking time for an activity as you work on it. So you Check in when you Start on the activity and Check out when you are done.

Multi Checkin: Use the Multi Check in option when you want to

Multi checkin in Salesforce
Multi checkin in Salesforce

add multiple activities in a time-sheet format. You may choose to add in all your activities for the day at the end of the day or maybe at the end of the week. We suggest doing this on a daily basis, because chances are you’ll have forgotten something important that you did on Tuesday by the end of the week. 🙂 You select the Project / Task / Worktype fields from drop-downs. Fill in the Start and End times or the number of hours that you worked on each activity. By default, you’ll see 5 lines on this screen. Once you click on the Submit button, you can add your next set of activities.

Automatic Time Tracking: This is a great way to track time for

Automatic time tracking in Salesforce
Automatic time tracking in Salesforce

people who spend most of their time inside Salesforce. You do NOT need to Start / Stop a timer like you do with the Check in process. Every time you go to records in Accounts, Contacts, Opportunities, Cases or any other Salesforce object, an Automatic Timer starts right away. It keeps tracking time until you move away from that record. If you move to another Opportunity, the Auto Timer starts tracking time to the new Opportunity. The Auto Timer can be added to all the objects that you want to be able to track time to.

Single record time tracking: This feature again allows you to easily

Single time tracking in Salesforce
Single time tracking in Salesforce

track time to specific records in Salesforce. But it’s meant for use when you do NOT want time to be tracked automatically. This is meant for users who want to be able to track time to specific Accounts, Opportunities, Cases. But if the users work primarily outside Salesforce using other tools like AutoCAD, drafting and design tools, then this is a great way to track time. These users can go to the specific record where they want to add their time to. A Salesforce component allows you to add the task and the time that you spent on the activity; while the main Opportunity / Case is automatically selected.

So that’s 4 ways to track time just inside Salesforce. Checkin, Multi Checkin, Automatic Time Tracking and Single record time tracking.

Phew! that was a lot. Next week, we’ll talk about the different ways of tracking time on the Web and on the Time Tracker mobile app. Until then, auf wiedersehen!

Automatic Case Time Tracking in Salesforce

Assume that your Customer Support gets a Case that comes in late Friday evening. It doesn’t get worked on until Monday morning. While your Support Team spends just 10 minutes working on the Case, the Case Age calculation tells you that it took almost 3 days to close! Throws your Case handling metrics completely out of whack, doesn’t it? So how do you find the actual time spent on the Case?

With the Mobile Time Tracker version 1.52, we’ve introduced a new Lightning Component to automatically track time. You can select the Objects that you want to automatically track time for. Your Salesforce Administrator can set up the Lightning Component for any/all objects that you want automatic time tracking  for. In this specific case, your administrator sets up and activates the Track Time component for Cases.

The Track Time Lightning Component

Automatic Time Tracker component
Automatic Time Tracker component

Now, every time an agent opens the Case View page for a specific Case, the timer automatically tracks time spent viewing the Case. If the agent closes the view page or navigates away to a different page, we automatically update a Time Detail log. Let’s say your agent navigates to a specific Case multiple times, then we create a Time Detail log each time. Assume different agents access the same Case, then each agents’ time is tracked against that Case. And your agents do not need to click on a timer or do anything special. All she does is View the Case that she’s working on. Finally, a simple Salesforce report gives you a summary of all the time that has been spent by one or more agents on that Case.

Increased visibility

Case Time Report
Case Time Report

Your Case metrics are no longer skewed by night times, weekends or holidays. You get clear insight into actual time spent by agents on Cases. You no longer need to guess why some Cases take longer than others. The data and statistics are clear and compelling.

Accountability

Your staffing decisions, reports, stats to leadership and service bills to customers all have solid data to back them up. Respond to questions about time spent with confidence.

Native Salesforce component

The Track Time component integrates seamlessly into your Salesforce Lightning environment. All time tracking data is safely stored in Salesforce. That makes integration with billing and payroll systems simple and effective. And with Salesforce, it’s easy to create any additional reports you need.

More uses of the Track Time component

Assume that you set up the Track Time component on your Salesforce Accounts object. Law firms can easily use the Track Time component to track time that lawyers and paralegals spend on specific customer accounts. Now you can manage billable time with minimal effort.

Set up the component on Opportunities or Leads.  You get complete insight into how much time your Salespeople are spending on each Opportunity.

Set up the component on Projects. Now you have a view of the time your operations team spends on Projects.

The possibilities are endless with automatic time tracking.

EU time tracking ruling: what it means for employees and employers

EU FlagThe Court of Justice of the European Union (ECJ) ruled last month that the member countries must establish detailed methods of tracking the hourly work of employees, so that they can be properly compensated for time worked.

The ruling stems from a lawsuit by the Federación de Servicios de Comisiones Obreras (CCOO), a Spanish trade union, against the Spanish subsidiary of Deutsche Bank. The main issues in question related to calculating overtime hours – 54% of which goes unrecorded in Spain – and protecting obligatory rest.  “Member States must require employers to set up an objective, reliable and accessible system enabling the duration of time worked each day by each worker to be measured,” the court said in its ruling.

The ECJ ruling is explicitly intended to protect the worker against potential workplace abuses. It is an effort to enforce the European Working Time Directive, which restricts employers from making employees work more than 48 hours a week, and grants people at least 11 consecutive hours of rest every day.

What the ECJ ruling means

The ECJ ruling extends to all companies operating in the EU. The ruling does not specify any guidelines for how employers should record work hours for their employees. In most cases, companies will need a clock-in/clock-out system that would allow them to monitor when employees start and end work, and when people have breaks. Employers will need to know employees’ exact work hours.

At first sight, this may seem cumbersome and backward. But given the technology available today, this could actually be a good idea, for both employers and employees. The “punch clock” has evolved, and businesses and employees don’t have to sacrifice contemporary technical flexibility for exact timekeeping. Modern time and attendance tracking software, often on the cloud, work on mobile phones. Clocking in and out is a matter of a tap on your smartphone screen or on a web page. So even if you are checking emails at home or taking a call from your boss, tracking that time isn’t really an inconvenience. Many of the software systems are priced such that small businesses can afford them. And most provide great analytical tools.

For employees

From an employee standpoint, there’s definitely a lot to be excited about.

Mobile and web time tracking
Mobile and web time tracking

Accurate time tracking provides irrefutable, objective proof against unlawful overtime. Time tracking thus becomes a tool towards building fairer, more accountable workplaces that help protect employee safety and health.

Moving beyond just clocking in and out, good time tracking can detail the time that employees spend on different tasks, when they take breaks and how long they last. It can help document off-site and off-hours work, as well as work-related travel, all of which are frequently overlooked. Basically, it gives employees full visibility into their work schedules – allowing them to address unhealthy workloads and the associated stress, anxiety and exhaustion that come with it.

For employers

Analyze employee time
Time Tracking reports

Companies can use time tracking to track employee working hours. It makes payroll much more accurate. Billing customers for work done is now much clearer and transparent and all hours worked can now be billed. The time tracking data collected is a great source of information on project budgets, project status, progress of works, employee productivity and many other aspects that are crucial for business success. For managers, it may make sense to combine data on the quantity and task breakdown of hours worked by employees with productivity information. It may turn out, for example, that a company would be better off with more workers keeping shorter hours than with an overworked team that’s less effective because of stress and exhaustion.

Conclusion

Time tracking doesn’t have to be tedious and cumbersome. With the right approach, you can make it an integral part of your business. Most makers of time tracking software tell customers that it’s vital to make it’s use mandatory to get people into the habit of tracking time, and that the data must be checked regularly to weed out abuses and negligence. If EU companies take the ECJ’s ruling seriously and apply it properly, it could do a world of good to their employees and their economies.

 

Did time tracking begin with Fred Flintstone?

If you are one of the millions of people across the world who need to track their time on timesheets, you know how tedious and monotonous it can be. Tracking every minute of your work day is not fun. So I’m sure this video of Fred Flintstone joyfully punching out with the red dinosaur will put a smile on your face.

Never fails to cheer me up 🙂

But timesheets are an essential part of business. Virtually every industry measures the cost of labor, in hours and minutes. And it’s timesheets that make this possible.

Code of Hammurabi
Code of Hammurabi at the Louvre

The Ancient Roots of Time Tracking

Tracing back the history of time tracking takes us to ancient Babylon and the Code of Hammurabi. Yep, him of the “eye for an eye” fame! This ancient treatise written in 1754 BC, set a typical worker’s daily wage at 6 grains of silver. Without adjusting for 3,772 years of inflation, that works out to about $ 0.25 per day.  It also mandated specific pay for specific types of work. While wages were set by the day at that time, it laid the foundation for the time-based labor practices that we follow to this day.

The Timesheet

Ben Franklin - an early time keeper
Ben Franklin – an early time keeper

So let’s fast forward to a more modern time – the 18th century. We begin to see more emphasis on effective time management as the workforce began to shift from being mostly independent work to an employer-employee business model. One of the key champions of time tracking was Benjamin Franklin. He kept the most meticulous and detailed time tracking records that could ever be. In fact, looking at what he could accomplish in one day, would make most of us feel worthless. He’s even credited with coining the term “time is money” to drive home his point.

Following Ben Franklin’s views about time and money, employers wanted to make sure that they only paid for time worked. While employees wanted to make sure that they were actually being paid for that time. Obviously there was a need for accurate and efficient time tracking methods. Pen-and-paper based time tracking records were the solution at the time. Though the system was error-prone, time consuming and relied heavily on employees maintaining truthful and accurate records, the practice continued for years and is still used in some businesses.

The Time Clock

The Bundy Clock
The Bundy Clock

Move on to the 19th century, and finally the world caught up with Fred Flintstone’s punch clock method of recording time.

As timekeeping technology developed, the daily wage was replaced by the hourly wage. In November 1888,  an Auburn, NY jeweler named Willard Bundy started producing a time tracking product by the name of The Workman’s Time Recorder. His brother Harlow started mass producing the clock and in 1890, they filed for a patent for the clock.

Several other inventors during that time period developed mechanical time recording devices to help businesses keep track of their employees’ hours. Over the next century, entire companies dedicated to time tracking solutions emerged, improving on the Bundy design. To this day, many manufacturing plants and business office employees use a time card and a black box system similar to Bundy’s Clock to record their attendance and payroll. But not all professions paid so much attention to the clock. Engineers, lawyers and architects still charged by the job and not by the hour.

The Billable Hour

A paper timesheet
A paper timesheet

During the 1950s, the efficiency experts who had squeezed extra production out of factories brought their skills to bear on the service professions. They created a new measure: the billable hour. Thus laying the foundation for your <insert profession here> charging you hundreds of dollars while you discuss last night’s game with him 🙂 Billable and non-billable hours became a significant part of project estimating and forecasts. Workers tracked their time on paper timesheets, creating a huge repository of information about how long different tasks would take.

Time Tracking in the Digital Age

As computers became more ubiquitous in the workplace, many companies started replacing the cumbersome paper time sheets with digital ones. Programs like Excel and eventually time tracking software revolutionized the way that businesses tracked their employees’s hours and time-off.

Rather than punching in and out, employees now swipe a card, enter an identification number or perhaps just click a button. All the data is then stored digitally for easy access at any point. Better yet, it’s now remarkably easy to discern patterns in and trends in the time sheet data through automatically generated reports and dashboards.

Mobile Time Tracking

Mobile Time Tracker Clock out
Mobile Time Tracker Clock out

Increasingly, supervisors and employees in the field are using mobile devices such as phones and tablets to capture the time spent on different projects and tasks. Automating these tasks, frees up employees to focus more on their work and less on writing down their time.  In addition to time, employees can also track notes, photos, expenses and other details all on their mobile devices. With mobile devices, employers can also choose to track GPS locations as well. And with all time now efficiently and easily tracked, businesses are pleasantly surprised by the addition to their bottom line when they move from paper time sheets to mobile time tracking.

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!

 

Do you know how your employees are spending their time

Add in costs for compensation, federal, state and local taxes and other benefits

How do you track employee time?
Employee time tracking

and I’m fairly certain that employee costs are the single biggest expense for most companies. Every hour that your employees spend working has a certain cost attached. Do you know how your employees are spending their time? Are you able to track what unproductive tasks are sucking time away from your employees?

A good time tracking tool that is simple and easy to use by everyone in your company will help you answer this question. After all, time is a finite quantity and you would really want to know where that time is being spent. While the underlying reason for time tracking for most companies is easier payroll or faster billing, a good time tracking solution can actually give you a lot more insights into your business. As a manager, if you could get a clear view into the actual use of time by your employees, you could do a lot more analysis.

  • Are your employees spending a lot more time on unproductive meetings,
    Analyze employee time
    Time Tracking reports

    administrative tasks rather than on revenue generation tasks like sales or customer service?

  • Can you identify opportunities to improve processes such that you can reduce costs and increase customer satisfaction?
  • Compare actual time spent on a project vs the initial time estimates that you made. Are your projects actually profitable?
  • Can you make your estimates more accurate? Can you identify scope creep and modifications to project scope?
  • How about increasing employee satisfaction by removing unnecessary tasks and steps?
  • Can you move resources from under-worked teams to overworked teams?

When you begin to track employee time at a granular level and have a base of actual data to analyze, you’ll definitely find areas that you can improve your processes and cut costs. While at the same time, improving customer and employee satisfaction.