#time logging

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Pay Staff to Log Time, Or Do I Let the Computer Do That, While My Staff Gets on With Making Money

“Do I pay my own staff to collect time, or do I let the computer do that, while my staff get on with making more money?” Keeping time is a key aspect of any business. For some its how they get paid, with billable hours being passed onto the client. For others, its all about measurement and performance indicators, optimizing staffing resources and process flow. In this article we’ll examine how you can improve productivity for your business by looking at your time capture process. For those of you in business today who rely on important time tracking metrics to satisfy the billing component of your business, will completely understand the concept of timesheets and how this invaluable business tool is prevalent throughout the modern business world.

However, what you may not know is the inherent costs associated with timesheet technology, costs your business can ill afford to lose. To begin, we need to ask a more fundamental question above and beyond the key considerations that relate to timesheet softwar,e be this localized on your staff’s computer or stored remotely on some server using a web browser as the main interface. We need to ask, ‘just how relevant is timesheet technology today’, and how can costs be kept in check relevant to functionality. Timesheets come in two distinct modes of operation, which for the purpose of this discussion, we’ll call the Time Centric Model (TCM), and the Time Accuracy Model (TAM). If your business tracks time using timesheets, then you will be using one of these two models.

The TCM is the cheapest to run timesheet paradigm; with TCM there is an expectation that all staff complete a timesheet at least once a week, although once a day is more the norm. With the TCM, the administration costs of actually completing the timesheet diminish according to frequency of completing, as the time used by staff to do this work task diminishes in proportion. However, as one would expect this model is the most expensive in terms of management administration and has the greatest error rate when we start to examine data accuracy. The reason for these short comings are because staff that complete a timesheet at the end of the day rely heavily on their memory to remember events that happened throughout the day, missing valuable time data as they go, and recording inaccurate times. Additional hidden costs in terms of employing staff to administrate this are also commonly overlooked (eg. Manager having to constantly remind staff to complete their timesheets), which could readily be overcome by switching to the TAM timesheet model. With TAM, staff are still expected to complete their timesheets, but with a much higher frequency of completion – ranging anything from every 15 minutes to every hour.

The TAM model instantly gives superior time tracking data compared to the TCM, giving business that employ this technique an edge when it comes to presenting time tracked data to their clients. The TAM is much more likely to pick up on telephonic data as well as other missed effort events typically overlooked by the TCM. However, someone in the management team will still most likely be employed to chase staff to complete their timesheets as per company policy – but the internal administrative costs of this technique make its use expensive in terms of wasted staff effort spent collecting time. For example if staff spend 2 minutes every quarter of an hour filling in their timesheets, then this equates to 8 minutes an hour or 64 minutes a day. In other words, while accuracy of time data has gone considerably compared to TCM, so too has the costs. So is that it? Cheap inaccurate data or overly expensive data with a reasonable level of accuracy? Fortunately not – as modern technology is able in this instance to rush to the table with what’s called Hands-Free Time tracking.