How do you make timesheet entry more efficient?
Timewatch’s top 10 to make your timesheets entry process more efficient
It’s something we can all agree on: completing timesheets is a chore, but it is an important administrative duty for organizations that need to track time. The good news is that time tracking can be made to be a faster, easier, and you can make timesheet entry more efficient than your current process.
1. Make your timesheet SIMPLE to use
Don’t over complicate timesheet entry with too many codes or rules. Try to keep the data you need to capture as streamlined as possible, and choose a timesheet system that allows you to build your rules into the system. Rules such as minimum hours, amendment rules, approval etc.†-see how we do this
2. Make your timesheet EASY to manage
Use tools that help the user track time. For example, make the most of data already in other systems. For example if you use Outlook or Google calendars in your organization, let users use this data to create timesheets.†-see how we do this
3. Make timesheets FAST
Employees appreciate it when their employer trys to save them time. How can I improve my timesheet? Start by integrating with other systems such as calendar (Outlook or Google), Teams, and/or scheduling systems that already hold data on work to be done. This data can save time if it can be posted to people’s timesheets.† See how we do this
4. Let users track time their way
How do you motivate employees to complete timesheets? Let them do it their own way. Everyone is different, so allowing users to track timesheets in whichever ways work best for them is important for a successful timesheet system. Although most people are used to a spreadsheet-like weekly timesheet, many now prefer a weekly calendar timesheet or one that turns Outlook or Google appointments into timesheets as they are faster and more user friendly. Similarly some users like to use their PC or Mac, others prefer their mobile or tablet. A flexible system will allow users to choose whichever way works best for them, and will save everyone time.† See how we do this
5. Use timesheet automation to save time
Are timesheets effective? When done well, yes. Automation saves time, helps employees get timesheet in on time, and more accurately, and is one of the simplest way to make timesheets more efficient. Certain items could be automatically added to employees’ timesheets. For example, sick and vacation booked in scheduling system, time spent working on support tickets, appointments in Outlook that have a project assigned could all be automated and save employees hours each week. Other automation facilities could include reminders via email or Microsoft Teams to minimize late or missing timesheets. Sending automated reminders to managers to approve timesheets can also streamline your timesheet process.† See how we do this
6. Make your timesheet system work for you
Most systems require users to make decisions about the time they enter – whether something is chargeable or not, how much time to charge, which rate code to use, or which items are overtime. The list, and the time taken to enter a timesheet can go on and on. Choose a timesheet system where you can teach the system your rules and let it do the work for you. It makes life easier for timesheet users and administrators, and frees up time that can be better spend on productive and chargeable tasks.† See how we do this
7. Make reporting logical and timesheets easy to complete
Why is it important to complete timesheets correctly? Too many organizations over-analyze and break the ‘Make it Simple,’ ‘Make it Easy’ and ‘Make it Fast’ rules. Streamlined timesheet entry makes reporting easy too. A system that can designed and tailored to your requirements will streamlines timesheet entry, make reporting easy and more accurate, and assist management it their decision making.† See how we do this
8. Sometimes rules need to be bent, find a system with the flexibility to cope
Choose a system that allows flexibility, but the facilities and power to deal with exceptions. For example: you may want people to enter a minimum number of hours per day or week, but forcing them to follow strict rules can lead to problems. Sometimes rules don’t work and your system needs to help you cope with this easily, and deal with the consequences. Some customers use exception codes, some use warnings when users are outside of expected parameters, but let them carry and deal with shortfalls through alerting and reporting. This helps highligh genuine issues with a project, and helps them get resolved more quickly, maintains timesheet accuracy and clients’ trust in the integrity of your timesheet process.† See how we do this
9. Timesheet reporting should perfectly meet your needs – no compromises – none
Make sure you choose a system that allows you to create reports and dashboards to perfectly match your organization’s needs. Using a system with limited reporting forces companies to manually adapt data in spreadsheets which wastes time and leads to errors and delays in reporting. It should be possible to have your system generate all the reporting you need directly – if it doesn’t, you are paying to make up for inadequacies in your timesheet system, ie. you have the wrong system.† See how we do this
10. Use a Timesheet system that meets your needs
Find a time management solution that saves your business time & money and helps your employees fill out their timesheets quickly, efficiently, and accurately.† See our timesheet solutions
†Let us show you how we can help you make timesheet entry more efficient.
Get a free Demo, Test Drive or consultation and let us show you how we can improve the efficiency of your timesheet processes, and save your employees hours each week.
Other Posts You May Be Interested In
The new Chrome Extension for Outlook Web Access bring timesheet functionality to OWA and finally provides a solution for MAC users that want a MAC timesheet. Of course it works with Windows users of OWA as well!
Outlook appointments already hold most of the information needed for a timesheet, why not let staff post it to their timesheet, and save them hours each week?
With Timewatch, your employees can prefill their timesheet from their Google calendar, and save hours each week. Google appointments already hold a date, start and end time, duration, subject, location & notes, why not use this data rather than type it all in again?
Teams is a great collaboration tool, and works perfectly in the more prevalent remote working environment we have now. Teams has all of the details of meetings, both internal and external, the exact same information that needs to be entered into a timesheet. Our new Teams integration lets employees turn their Teams meetings into timesheets at the click of a button – increasing timesheet accuracy, reducing time taken to enter timesheets to seconds, saving time – around 2-4 hours a week. Time that would be better spent on productive tasks.
During Covid we’ve seen communication platforms and collaborative interfaces change the way we work – whether we are logging in from home or returning to the office. Many businesses have also had to rethink how they keep track of work and project time for employees.