HOW MUCH TIME YOUR EMPLOYEES SPEND ON REPORTING & HOW TO OPTIMIZE IT
Analysis of employees’ working hours allows employers not only to regulate their resources – time, money but also, to optimize their activities. Look at the work of your team from a completely different angle. After analyzing the data from your employees’ timesheets you can:
- Assess the dynamics of work productivity;
- Analyze the structure of the working day;
- Assess whether there is a violation of discipline;
- Compare the results of the work of employees and how they distribute their time, to conclude which “set” of activities leads to a better result.
- Waste less time on solving personal issues;
- Allocate tasks without overloading workers;
- Regulate the salaries based on the amount of work done;
- Maintain collective labor discipline;
- Improve the profitability of the company;
- Normalize the schedule flexibility.
Top 5 Simple Rules That Will Make Your Employees More Efficient
Software tools for managing projects and tasks unambiguously help increase the efficiency of teams, correctly allocate the workload. But for them to work to the maximum, you need to be able to “prepare” them correctly.
1. Do not set goals verbally. Has it ever happened that at lunch employees ask each other to do something, sometimes even very important tasks, and eventually forget about them? Of course, it happened, and it is normal and natural. However, employees need to understand this and avoid accepting and setting oral tasks.
2. Name the task. The name of the task should be very clear as if you were explaining what to do to your grandmother. In the title of the task the verb-action “what to do” and the final result should be specified in as much detail as possible.
- Bad: “Coffee to the “
- Good: “Call Cofetrade (555-23456789) and order a coffee” Jacobs “for three “
For companies with typical tasks, it will be useful to agree on a common terminology so that everybody would be familiar with it. Then everything will be “on the shelves” and will facilitate the search or analysis of tasks. The main thing is that everyone in the company understands this and thus saves each other time.
3. Write the most detailed description of the task so that there are no questions left. The description also saves a tremendous amount of time. It should have all the necessary materials to complete the task. These can be any necessary contacts, task features, files. And do not forget about the details, without which the task cannot be done. For example, if you need to go to a meeting – specify the exact address.
Paying attention to the description of the task saves much more time and nerves for employees in the future.
4. Be sure to specify the deadline. If the task has no completion time, then it is more like a light wish. All because:
- Without a sense of time, employees can postpone the task to the infinity. Thus, the effectiveness of the company as a whole can be at risk.
- The tasks themselves without a deadline are often lost, because there are no reminders about them, unlike the tasks with deadlines that are always in sight.
5. Make time count. Knowing how much time is spent on tasks is important for both the manager and the employees. Unfortunately, no one likes to count and log time. It is difficult to keep track of this until tracking time is a habit. It is important to explain to all employees at once that filling in timesheets can be an unpleasant thing, but very important.
With time tracking data, you can calculate how much time you spend on different types of projects and assignments. Understanding which projects, you are doing faster and better, you will be able to identify and eliminate “bottlenecks”, optimize your business processes and increase ROI.
Pick the Right Tracker
Automated time tracking is also useful because your employees spend less time on filling in timesheets, which makes this process less annoying but still effective. In enterprises, where employees are accustomed to time-tracking, the manual input of data is taken down to a minimum and takes up. Let’s extrapolate: so an average employee spends 7,5 minutes on timesheets. Imagine you’ve got 1000 employees. This means 7500 minutes = 125 hours a day. So, if you implement automation, and reduce time for filling in timesheets by 30%, you will save 37 hours a day or almost 10,000 hours a year.
PPM Express Time is an automated time tracking software that uses a unique aggregating algorithm, that creates entries, based on the tasks completed in the tools you use to track projects, without the need for manual input. For example, let’s say you had four meetings (15 minutes, 2 x 30 minutes, 1 x 60 minutes) on Monday, completed two tasks from outlook, closed the 2 issue in JIRA and marked one task complete in Trello. The system will create nine records in the time tracker. You can accept, delete or adjust the duration of each record as needed.
Secondly, it provides the management of a wide array of reports to analyze the labor habits and patterns, to leverage your teams’ efforts for maximum success. The system shows detailed information about the work of the employee for the specified period. With it, you will visually see the activities of each employee and the entire team:
- What time the employee’s working day begins and ends;
- How concentrated is the employee at work during the day;
- How often the employee is distracted (or distracted);
- Find out how long breaks and absences from the computer last and what it is connected with (meeting, telephone conversation, break or lunch);
- See the big picture of employee productivity.
Try PPM Express Time today – it’s completely free!