When the time comes to implement a digital work time tracking system, it is essential to review a few key aspects to ensure a smooth process. A good starting point is to assess how work time tracking is currently managed and identify what needs to be improved. Once the desired features are clearly defined, selecting the right solutions for recording work hours becomes easier. This article outlines important factors businesses should consider when implementing digital work time tracking.
Defining the Need for a Work Time Tracking System
The primary requirement for a work time tracking system is often ease of use, allowing employees to conveniently log their hours. However, the system’s purpose significantly influences its implementation. Is the goal to track work hours for customer billing and invoicing, or is the focus on payroll processing? Alternatively, does the company need detailed monitoring of employees’ actual tasks, such as tracking different phases of a renovation project or construction site through categorization?
It is also important to consider any additional data required from employees when recording their work hours. This may include mileage, meal allowances, or per diem expenses. Different employees may have varying needs depending on their roles—whether they are office staff, field workers, or drivers. Defining different use cases in advance helps in selecting the most suitable system.
If the system is intended for payroll processing, it can be integrated with a collective agreement (TES) interpretation feature, automating the calculation of applicable bonuses and allowances. In this case, it is crucial to determine which collective agreement applies to each employee. Additionally, companies should clarify policies regarding overtime calculations, flexible work hours, and work time banks. At this stage, it is also worth considering whether the system should be integrated with payroll software.
Functionality vs. Ease of Use in Digital Work Time Tracking
A digital work time tracking system can be a comprehensive tool with various functionalities. To avoid a complex implementation process, it is advisable to distinguish between essential requirements and nice-to-have features. Expanding the system’s capabilities can always be done later once the basics are in place.
For instance, the simplest work time tracking setup allows employees to select a worksite and start or stop work. Should employees also log their lunch breaks manually, or can this be automated? Should they record tasks such as picking up materials or taking leave? Keeping the time tracking process as simple as possible is essential for employees.
User-friendliness can be enhanced with features like GPS location tracking, allowing employees to see only nearby worksites in the system instead of manually searching for them. When evaluating system options, it is also important to consider the types of devices employees will use for logging work hours, as not all systems and applications are compatible with every platform.
Timeline and Responsibility for Implementation
Planning a timeline for implementation is crucial, as it may affect system integrations or the activation of additional features. Assigning a responsible person to oversee the implementation is recommended. This person ensures progress, manages practical arrangements, and encourages employees to use the system. They also serve as the main contact between the company and the system provider. Identifying who is responsible for the implementation within the company and who to contact for support is essential for smooth collaboration.
Employee Training
A well-executed training process plays a significant role in successfully adopting a new system. Informing employees about the transition well in advance allows them to adjust before the system goes live. Potential resistance can be reduced by highlighting the benefits of the system.
Advantages of Digital Work Time Tracking for Employees:
- No need to fill out paper timesheets from memory
- Quick and easy real-time logging
- Accurate and up-to-date records ensure timely payroll
- Transparent and fair work hour tracking for all employees
- Improved company efficiency benefits employees as well
During training, it is important to demonstrate how to log work hours and ensure that every employee has access to a compatible device. Establishing clear processes is also beneficial—who is responsible for what? For example, employees log their hours, and supervisors approve them. How do recorded hours flow into payroll or invoicing?
