Timesheets can record attendance, but did you know it can also help you manage projects and monitor team performance? In this article, learn how to integrate online time tracking with your daily workflow to align your team and increase flexibility.
Online Time Tracking vs Manual
Timesheets are traditionally printed out at the start of each day or week and used to track team members' hours worked. But paper timesheets have several disadvantages: they can be lost, they quickly become obsolete when things change, and there can only be one source of truth.
That's why modern teams are turning to online time-tracking technology. Online timesheets add flexibility and allow teams to report hours worked in real time. Unlike printable timesheets, online time tracking allows you to:
● View changes in real time
● Edit timesheets when needed
● Create timesheets for specific projects
● Add multiple variables to
timesheets Combined with your daily workflow, it simplifies the payroll process and helps you monitor things like your team's availability and expenses. It can also help you reduce overwork and burnout.
How to Use Timesheet Templates
Timesheets aren't difficult to use, but if team members don't fill them out correctly, they can lead to inaccurate pay and can be a hassle to fix. Explaining this process to your team can prevent project risks or inaccuracies.
1. Choose a template
The first step in time tracking is to choose a timesheet template so you have a preset schedule to work with. Whether you prefer to keep an eye on your team's productivity or bill clients, you can customize timesheets to suit your team's needs.
For example, a project timesheet can track team members' time related to project tasks. Team members can also track time based on how much time they spend on different client projects throughout the day.
2. Add team member details
Each team member will need a separate timesheet template, so it's important to label them. At the top of each timesheet, there should be the following:
● Team Member Name
● Manager Name
● Department
● Pay Period Date
● Salary Level
This information will keep your team organized and provide a standardized way to track timesheets. With 8Manage timesheet software, you can integrate time tracking tools and refer to past timesheets when needed, whether sharing with other departments, preparing performance reviews or billing clients.
3. Include custom categories
Adding custom categories to your timesheet templates will give you a more accurate picture of how your team works. Some custom categories include:
● Overtime Time
● Vacation Time
● Sick Time
Depending on the timesheet you are using, other categories you can apply are:
● Hours per project
● Time billed due
● Total time in meetings
● Manage tasks (email, task management, weekly reports, etc.)
Without custom categories, team members may not be able to account for when they are away from their desks. They may also lose track of time and forget to report time.
4. Train team members to use the timesheet
Before using the new timesheet, have your HR team conduct a training session on how to fill out the timesheet correctly. At the meeting, they can discuss administrative details such as:
● when timesheets are due
● how overtime is handled ● what happens if
timesheets are late
5. Track hours worked
It is the responsibility of filling out the time sheet accordingly. Tracking time is a task that you should give to your team members, because it is difficult to know where each team member is and what they are doing. When team members keep track of their time, you can help when needed.
Having a well-established time-tracking process keeps team members from feeling interrupted throughout the day.
6. Calculate the total time
The simple timesheet template provides a clear visual of the total hours worked, but you still need to calculate the total time by adding up the total hours for each working day. The benefit of using a timesheet that aligns with the company pay period is that your total hours on the timesheet will show team members how much the company will pay them during that period.
Calculating the total time on timesheets can also help you assess team availability and plan for future projects. If you notice burnout, use that information to adjust your team's work schedule accordingly.
The easiest way to calculate total hours worked is to use online software.
Manage workflow and track time in one platform
Online time tracking is ideal if you want the flexibility to fix errors, track time in real time and monitor team performance. With a work management platform like 8Manage Timesheet, you can manage everything from workflow to time tracking in one platform.
You can add all tasks and projects in 8Manage timesheet , assign time frame to them and assign them to your team members. Each team member regularly updates their progress and the 8Manage system keeps track of the time spent on each project. This way, you can monitor the progress of the project and make necessary adjustments at any time to ensure that the task is completed within the deadline. Ultimately, this will lead to better time management, higher productivity and profitability.