How to Switch to a New Time Tracking Software

You've decided to add time-tracking software to your business. Perhaps this is not even your first attempt.

You’ve weighed up the pros and cons, the costs, the expected effects, and found a software with all the features you’ll ever need – project budgeting, resource planning, reporting, task management, invoicing and more.

Now comes the time to introduce to your team.

Many business owners are apprehensive when it comes to starting to track time in their companies, but they don’t have to be.

Below we’re going to debunk the myths and give you some tried and tested tips for getting your team on board with time-tracking.

So, let’s get started.

Myths about time-tracking software

We’ll start by uncovering some existing misconceptions and skepticisms around time-tracking software.

There’s no point in time tracking!

You’ve heard this one before, we all have. And it’s somewhat true. If you’re just tracking time for time’s sake, you’re going about it the wrong way.

However, if you make time tracking meaningful, then you’re on to a winner. Time tracking provides your business with heaps of useful data that you can use it to drive your business decisions–from project management to staffing needs. Of course, provided that you do it accurately and regularly. That is why the right process and tools are important.

Employees feel mistrusted

Of course, you’re not paying your employees to sit there (well, except for that one guy in Spain who didn’t make it to work for six plus years and still got paid), you want them to be productive

On the flip side, you fear the negative impact of your employees feeling distrusted. But it doesn’t have to be like that. Focus on using time-tracking tech not to micromanage, but to help increase your employees’ productivity and lower their stress levels with more efficient time management.

Time tracking is time-consuming

100% myth! Time-tracking software actually saves you time and not just by helping you analyze data to improve your work processes.

Imagine this situation. Your client wants to understand why their project was delayed or has some doubts about what you are working on all day, and you do not have a clear record of spent hours. Recalling more than an hour in the past accurately is difficult and trying to work out the time you spent working is more time consuming than daily tracking.

Besides, with the right time-tracking software you can automatically sync all your project management tools, CRM, accounting and more, to save yourself and your staff some extra hours, giving you more time to focus on what truly matters.

Why jump ship to another provider

Technologies and principles, including time-tracking software, are constantly improving, the speed is almost incomprehensible. While the software you installed previously might have been top of the range when it was released, it’s almost a sure bet that it isn’t right not.

Your business is continuously growing and your software needs have changed too. To keep up, you’re going to need to look for newer, better solutions sooner or later.

Already have time tracking software –
 do you really need to update?

As we’ve said previous, we know this may not be your first time-tracking rodeo, perhaps you’re already using software to track your working time, and it works just fine, so why update?

Why settle with just ‘fine,’ when you can get something better?

You may be afraid of losing your data from your previous system, or the upset of the transition–don’t be. Data can be exported and saved using an excel file, so you’ll have access to your historical info, plus the benefits will end up outweighing the costs for your employees and your company.

Here are some other factors to consider when deciding to make the switch:

Lower costs with an in-house app

At first glance creating your own custom software may seem like a smart move–it’s personalized to suit your needs, and it appears simple to create a small app for your business.

But, like most things in life, if something sounds too good to be true, it probably is. At Everhour, we’ve been making time-tracking software for a while now, and we know it’s just not that easy.

Although it may initially seem like a safe bet, the price of bug fixes, hosting services and software updates could end up costing you even more than you initially anticipated. Sometimes that custom system just isn’t worth it.

Usability and design = increased usage

Usability matters. Introducing or continuing to implement time-tracking software is difficult enough without having to get them used to software that just isn’t user-friendly.

When choosing your time-tracking software, pay close attention to the design and usability. If it looks outdated and isn’t easy to use, your employees will be resistant.

Best make life easier for yourself and choose software that is a pleasure to use. In turn, your employees will be more likely to adopt it, and your data will be more accurate.

Get more bang for your buck

We’re not kidding–your time-tracking software can do more. Combine expenses and invoices directly and avoid all the extra work. Calculate budgets more efficiently, manage time and your projects all in one place.

While custom solutions can tailor, those added features are going to cost you extra. Choosing a trusted time tracking solution, such as Everhour, lets you correlate your working process in systems such as Asana, Basecamp or Trello, among others, to get the results you want.

In the end, you get more for your money and save yourself a ton of time too.

Keep on updating, get the latest software for your business

The tech market moves so quickly, the product you buy one month will be improved by the next, or, at least, it should be.

When choosing your time-tracking software provider, make sure the product continues to improve and rapidly too. Firstly, this means the company cares about their offering and their clients, and is determined to make it perfect.

Secondly, there’s a good chance they will listen to your feedback, and your software wishes will be taken into account, meaning the product will be even more suited to you.

All in all you’ll discover a more cost-effective, modern system that meets (and exceeds) your business needs.

Our top tips for getting your team on board with time tracking software

OK, now you are motivated enough to start tracking time. It’s time to consider what is the best way to approach this process as efficiently as possible?

Choose the right time

Get your team started on the right foot by choosing your timing carefully. Even if you’re super excited about the software, there’s no need to rush. Timing is everything.

Check your calendar and find a time when your team is less busy. Avoid periods of high stress and give them a little space to adapt to the changes. That way they’ll be able to adapt successfully to the software in an unhurried, comfortable environment. Less stress = success.

Communicate, train, repeat

This is important. Any change in your business requires your staff to be prepared, knowledgeable, and on board to make it happen.

Help your team get to grips with the new time-tracking software by keeping them informed that you plan to introduce it, train them on how to use it, then keep the lines of communication open, and troubleshoot with extra training, if they need it.

Communicate, train and repeat, and you’ll soon see the results.

Start from the top

A great leader doesn’t dictate; they set an example. So, if you’re looking to bring time-tracking software into your business, one of the best ways to get your team on your side is to actually use it yourself.

As an added bonus, you’ll become an expert in the technology and will be able to give informed feedback to your staff about why it is so amazing in the first place.

Give them a reason why

If you want your employees to try something new, you’re going to have to tell them exactly why it will help them. Show them the benefits–more effective work processes, less employee stress, streamlined procedures–and you’ll increase your adoption rate.

This is a two-pointer. Work process benefits aside; corporate incentives can also be very effective motivators to help introduce new processes to your business. Think pizza parties for a month of successful usage, a KPI bonus for time management analysis, and more. Give back to your employees.

Testing, testing

No solution is perfect and introducing a new piece of kit will take a little bit of time. Plan for this and allow for a period of time to test the effects of the new time-tracking software.

Get feedback from your employees about what works and what doesn’t and address any issues early on. In no time at all, you’ll soon see the improvement in your company’s productivity, stress-levels, and, most of all, accounts.