How to Introduce Time Tracking to Your Employees

As federal and state working laws are constantly changing, many companies are resorting to time tracking solutions for their employees’ hours worked. It can be challenging for employers when introducing time tracking to their employees in fear of resentment.

Time tracking does not have to be viewed as being negative. The way a company presents it is what will determine the feedback. This guide will provide you with knowledge on how to build trust with your employees and how to educate them about the benefits of time tracking.

Value Your Employees

Employees are the basis of a company in their success. This is why it is so important to protect your employees and consider their values with time tracking efforts. Although time tracking can improve work productivity, some employees may feel as if their freedom and privacy is being taken away. In return, this can increase stress levels over timesheets if it is not done properly.

Time tracking can improve your company’s culture if implemented correctly. It allows employees to coordinate their time appropriately, increase work productivity, and gives an analysis on how much time is being spent on specific projects. Additionally, workflow is streamlined since time tracking can be automated with OnTheClock.

Find out how you can have a positive impact on your company as a whole by introducing time tracking to your employees.

How to Introduce Time Tracking in 5 Steps

OnTheClock has served over 15,000 companies in 44 countries to track more than 500 million hours worked. Over this time period, we have found certain strategies that work when implementing an employee time tracking system into your business.

1. Educate your employees on the reasoning and benefits

Communication is very important in all organizations and it also builds trust. Inform your employees on the reasoning why time tracking software is being implemented. Be honest and transparent so your employees have a clear understanding of the goals behind the change.

Hold a company meeting to speak in person rather than sending out an email. Emails can lead to misunderstandings and unanswered questions. Put together a document to share with benefits that employees will experience. Having benefits listed on paper is a great way for employees to use as a reference instead of relying on memory.

We have compiled a short list of common employee benefits when companies introduce time tracking software:

• Confirms proper allocation of work.
• Reflects accurate time cards for accurate paychecks.
• Brings awareness to unconscious routines.
• Allows employees to understand which tasks he/she is spending their time on.
• Visually see punch in and punch out times for record keeping.
• Request time off and see if it is approved or denied.
• Reveals effectiveness for due dates and scheduling.
• Prevents employee burnout.
• Improves work-life balance by knowing how much time is being spent on work.

2. Be clear about what the time tracking software will not be used for

This step is about putting your great management and leadership skills on display. Employees may feel like they are not trusted and will be micromanaged. This can lead to a lot of hostility and emotions. It is your job to make it clear what the time tracking system will and will not be utilized for. Giving your employees reassurance will gain their trust and make them more accepting of the change.

It is very important to emphasize how time tracking is not meant to be a single indicator when evaluating an employee’s talent and their work ethic. It is a valuable tool to help guide management in the right direction to improve their team and allow employees to be more autonomous.

3. Choose a system that is user-friendly

Employees will already be faced with a lot of uncertainty and questions. Deciding on a reliable time tracking solution that your employees will enjoy and find easy to use is crucial. A user-friendly system will also help employees remember to punch in and out and improve workflow. Employees want to be productive and enjoy the rewards that come with it.

If the system you choose is not friendly to use then it could cause employees to be frustrated. The frustration could trickle into their work productivity and cause major issues. Employees are able to accomplish tasks more efficiently when a good time tracking system is in place.

If you have expectations for employees to use the newly implemented time tracking tool, then you must be fair by providing them with a tool that is simple to use.

4. Show your employees how to use the new software

Once you have explored the uses of the time tracking system and understand how it works; you will need to show your employees how to use the software. This is one of many reasons why OnTheClock offers a 30-day free trial. This allows you and your employees enough time to use the system and see if it is the right fit for you, your business and the employees

During your meeting, set time aside to give a demo of the onboarding process and how your employees will be using it. Make sure your time tracking tool is properly working and that employees are able to access their accounts in order to properly punch in and out to track their hours worked. We offer helpful videos that are designed as a guide when using our time tracking software.

5. Listen to feedback and answer questions

The first priority in this step is encouraging your team to share their feedback about time tracking. This step is very important for employees to express their thoughts and feelings. You will have the opportunity to go into further detail how time tracking is beneficial to everyone.

Another priority in this step is to answer questions. Your team is more than likely going to have questions and it is your responsibility to provide answers. Keep in mind how your answers are going to affect the team — it is crucial to be honest and accurate. It’s also a great opportunity to inform your workers that if the time tracking tool is not successful, then options to explore another solution will be available.

What to do After a Time Tracking Solution is Implemented

It’s important to keep the discussion going once you have successfully introduced your time tracking solution and it is implemented. Frequently ask your team how their experience is going. Some employees may shy away from bringing up any issues or concerns, so be sure to inform them you care about their time tracking journey.

Lastly, you will be able to track the progress and impact the new tool is providing. Companies will notice accurate time cards, an improved payroll process, and an increase in employee productivity. The time tracking process does not have to be complex. We recommend doing your research and choosing the best option for your business.