Reward, recognize and retain your volunteers.

Volunteers are the lifeblood of most nonprofit organizations. Most of them dedicate their time to volunteer for a cause that they believe in. And that is rewarding in itself. For nonprofits, volunteers are priceless. They add value to your organization, bring new ideas and enthusiasm and connect your organization to the local community. The success of your volunteer program depends completely on your ability to retain and celebrate volunteers.

Recognize and reward volunteers
Recognize and reward volunteers

Volunteers not only need to feel valued, but really should be valued. They need to be respected and recognized in order for your volunteer program to function effectively. Knowing the financial benefit of the work that volunteers do, will justify the costs of volunteer celebrations and rewards.

Recognizing volunteers is one of the easiest things to do that has really high impact. But it often gets overlooked because of the difficulty of tracking what volunteers are actually doing. This happens even in the best organizations. When everyone is over-worked, it’s easy for things to slip between the cracks. That’s where volunteer time tracking can make a huge difference, ensuring that all volunteer time is tracked and transparent.

Volunteer Tracking and Rewards
Volunteer Tracking and Rewards

If your volunteers are tracking their time every time they come in, you have complete insight into who’s active and how much time they are spending with you. You can easily set up automatic milestones like 50 hours, 100 hours. When your volunteers reach those milestones, give them a small gift. Maybe a pin, a certificate, coupons for cookies, perhaps just a public mention of the milestone.  Nominate your volunteers to the President’s Volunteer Service Awards. Any of these will make your volunteers feel special. Knowing that someone else knows what they are doing makes it all worthwhile.

When volunteers track hours and that progress is visible to everyone, it makes a volunteer fell connected to the organization and to other volunteers. Post a volunteer leader-board in your newsletters, on your websites, at a central position in your organization. Kindle a little competitive spirit among your volunteers. Give your best volunteers a huge morale boost.

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.

How to motivate employees to track their time

Most people don’t enjoy filling timesheets. Probably, ranks right next to a visit to a dentist for a root canal in terms of least enjoyable things to do. Getting employees to track time is actually the biggest challenge that managers face when implementing a time tracking system.

As the old adage says, “Time is money”, and not tracking it can be a cause for serious concern. Especially if your business bills customers on the basis of time spent by employees. So how do you get your employees to see tracking time as a productive activity rather than a thankless chore?

We’ve put together this short list of how to convince your employees to track their time properly.  These tips are based on conversations with customers and prospects, as well as of our own experiences with time tracking.

  • Explain why time tracking is important. One of the critical steps in motivating your team to tracking time properly is explaining to them why it’s important. You can’t just force your employees to track their time without any explanation. This can cause suspicion within your team and lead people to fudge their time sheet entries. A simple reason for your employees to fill out their time sheets is the huge benefit that it brings to them personally. It’s estimated that every single day, the US economy loses 50 million billable hours or $ 7.4 billion. According to Affinity Live, a professional services automation company, this loss is due to poor time tracking methods. The solution?  According to Affinity Live,  “Moving from weekly (or worse) timesheet updates to daily (or better) would recover $52,000 per professional, per year in billable time.

So the most important step in helping your employees completing their time sheets is helping them understand that the better they track their time, the more billable hours your company will have. That means more incoming revenues and better employee compensation – a direct benefit to employees. Even if you halve that $ 52,000 number to $ 26,000 per year, a 20 person company could add over half a million dollars to their top line, annually.

  • Make time tracking easy. Make it easy for your employees to track their time.
    Track time on the web, in a mobile app or within Salesforce.
    Track time on the web, in a mobile app or within Salesforce.

    Definitely, move away from manual, antiquated systems. Give your employees the flexibility to enter their time as easily as possible, If they are on the field a lot, give them a mobile time tracking app, so that they can enter their time where they work, without having to come back into the office to input their hours. Give them simple, easy-to-use interfaces. Tracking time shouldn’t take so much time that your employees need to track time for that. Ideally, no more than a few minutes per day, will ensure that your employees don’t see time tracking as thankless chore.

  • Send reminders. Even if people are convinced about the importance of time tracking, it’s human to forget about tracking time, especially when work stress is high. So make sure that the time tracking software that you use, can be configured to send out automated reminders to employees on a regular basis. Ensure that reminders can be sent out in multiple ways, notifications on mobile phones, emails, text messages. Ensure that the reminders are not sent out so often that employees see them as intrusive. But often enough that time tracking is done properly.
  • Share the results with your team. Once you begin tracking time in earnest, it’s good to share some reports with your team. During your regular meetings, share some time tracking reports. If possible, share some statistics about improved billing and payment cycles. Your team will learn more about their time allocations and what tasks they are more productive at. Make your whole process more transparent, and get your team to be more engaged.
  • Get management to set an example. If you want to get your team tracking time efficiently, you need to set an example. Make sure that your management team is tracking time too. This will be a great morale booster for the team and make them more proactive in tracking their own time.

Get your team to understand that recording hours is mutually beneficial and you’re much more likely to get them to tracking their time. Share the benefits and you’ll see them eager to use a time tracking system.