This article is about how to find the right tool for your company’s needs and requirements, and the steps involved in implementing a time tracking system.
Before implementing a time recording system, you need to do some well thought out planning. Here are some important steps you should consider in the process:
Identify the reasons for implementing the system
Ask yourself, “What key value do I want the time tracking system to provide to me, my team and the company?”
Once you’ve answered this question and listed possible benefits, you can begin a focused search for a time tracking tool.
Determine needs and requirements
It is important to determine your company’s needs and requirements before implementing the tool.
The best way to do this is to define requirement areas that will help you to clearly represent all the requirements as much as possible. We will publish another article in the near future that contains a comprehensive checklist that clearly presents different requirement areas. In doing so, you can determine what needs the time tracking system you choose should fulfill.
By identifying the needs and requirements of your team or company, you can ensure in advance that the system will meet those requirements. Above all, this enables you to conduct a targeted search and testing phase.
Choosing the right system
When choosing the right time tracking solution is important to ensure that it meets the needs of your business and can be integrated into your company’s work processes.
Here are some important factors to consider when selecting a system:
✅ Ease of use
User-friendliness and ease of use of time tracking is one of the basic requirements for a good time tracking tool. Since the system is used daily in the company, no employee should complain about using it.
The time tracking system should optimize your work. A complicated system can lead to frustration and resistance among employees, which can reduce the acceptance and effectiveness of the system.
With ease of use and quick posting of time entries in the system, you’ll have more time to focus on your most important tasks.
✅ Integration into your existing work environment
The time tracking system should also integrate seamlessly with your existing systems and work processes.
timeghost offers great integration options with all Microsoft365 programs. Especially the timeghost app for Microsoft Teams helps companies to integrate time tracking directly into a much used program. It automatically processes a wide variety of data into time entries that can be assigned to a task or project with just a few clicks.
For example, timeghost records your team calls in the background and automatically creates a time entry for them. So if you have a meeting with a customer, the duration and description of the call is displayed directly in timeghost. This way you can enter your times much more effectively.
Automatic time tracking in microsoft teams
In addition to Microsoft Teams, our software offers conntections to many other programs, especially Microsoft365 apps.
✅ Test, test, test and test
Before implementing time tracking software, a testing period should be conducted to ensure that the application works properly and meets the needs of the business.
This can also help identify any potential problems or difficulties with the implementation.
✅ Get feedback from employees
An open feedback system will help you select the system based on the needs of your employees and address any issues that arise early on in the process. You should also be able to customize and update the system to ensure it keeps pace with the changing needs of the business.
✅ Data protection
The topic of data protection is a very important factor, especially with such sensitive data as working hours. That’s why it’s even more important to find out in advance how the data is processed within the time tracking tool. The guidelines of the DSGVO (Germany) or those of the GDPR save you from unpleasant surprises. Make sure that the time tracking system is DSGVO or GDPR compliant so that your company’s data is safe.
Implementing a time and attendance system in a company requires careful planning and preparation. It is important to identify the reasons for the implementation, determine the company’s needs and requirements, select the right system, test it, and gather feedback from employees.
A user-friendly system that is seamlessly integrated into existing work processes leads to an increase in the efficiency of the company!
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Try our software during the 14-day trial period or book a live demo, where we will show you the application and answer any questions you may have regarding our tool!
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In this article you will see a quick guide on how you can start using timeghost in your company or team in just a few minutes.
Get the timeghost Teams App
All you need to do is install the Teams App directly from the AppSource Store in the application. The time tracking app includes all the features you know from the web client, and since you use your Office 365 account to access timeghost, you’ll be done in seconds.