Timesheet Introduction For Your Team
What are the problems with timesheet introduction?
As a timesheet provider, we are aware that time tracking isn't for everyone. It’s a common joke that recording a timesheet is almost a job in itself. Additionally, teams may have reluctance about completing timesheets. With people seeing them as a sign of mistrust or a way of spying. Most of all, there can be a reticence that it’s ‘too corporate’ for your workplace lifestyle. Part of the Tempora service offering is to help clients with onboarding their team onto the timesheet software. This has helped us identify different problems that may arise and how to solve them.
The reluctance to adapt a new system (or process) can cause the following problems during the timesheet introduction phase. We commonly advise business from each side of the spectrum. Those that have never used a time tracking before and those that have had solutions in place. The problems listed below are ones that we help new clients resolve.
Staff just allocating hours as and where they feel like, to meet their weekly quota. This can lead to time and time costs being recorded incorrectly, which skews your billing or payment process. It can also show incorrect over or under utilisation of teams. This can also occur when time recordings are at a level that is too granular for your workplace, for example correct to the minute. Our experience shows that nearest quarter hour is the best starting point. If your team are new to timesheets, you can switch to HH:MM at a later date.
If your staff are hourly payments rather than salaried, there will be little enticement to spread workload more efficiently. Furthermore, there will be a reduction in records that a certain job or activity took less time than expected. Alleviate this through clear communication with the team. Make your staff aware that the timesheets are purely used to ensuring that clients are billed correctly so that your business can continue to operate and grow sustainably.
To combat the problems above, we encourage our users to look at the following benefits. Benefits which help teams work together to create better timesheets data. We also offer full workshops to all of our clients. Whether the focus is to timesheet users and mindsets to complete timesheets on a real-time, daily or weekly basis, or helping line managers utilise the information provided.
By utilising reports you can produce meaningful data for yourself and your team, such as which clients aren’t profitable, or which projects completed the most efficiently. By utilising this data your team will be able to prioritise workloads going forward or split activities with other teams or departments to ensure a timelier completion. You can also use data capture to see which staff have holiday remaining, and encourage them to take appropriate leave to ensure they are adequately rested throughout the year.
From business intelligence software, a business can also make motivational information snippets for the team. The data shows improvements on efficiency or internal cost. Use this information to show the team members what a great job they are doing, or to reward individual team members for taking initiatives.
Better Business Model
Many of our clients, have found that it is difficult to ensure the same amount of billable time is accumulated month on month, often leading to fee negotiation discussions and a need to prove the additional cost to their client. This has led to a rise in fixed fee business, with monthly retainers being put in place. This conversion and change of mindset have allowed our clients to focus on their clients’ satisfaction, rather than meeting a target number of billable hours and predictable income rather than relative uncertainty.
Shared workloads after the timesheet introduction
By tracking time accordingly, timesheets allow staff to tell their managers and team leaders ‘exactly’ what a project involves. By either putting notes against the time or adding appropriate items to the timesheet, it allows for users to tell their colleagues that sometimes unexpected activities become a time drain, allowing for better budgeting and fee proposals going forward.
Better Armed Reviews
Finally, they are a way of a staff member showing their commitment to the business and a great source of evidence for an annual appraisal and salary review. Staff can show they have improved on efficiency or where critical to a project final delivery. For those tracking sickness, absence and leave the data provided can prove punctuality and reliability.
If you'd like to talk to us about how you can help your team adapt to a new process, why not drop us a line or email at your convenience?
You can also read some of our Case Studies, from our clients.