You’ve realized the importance of tracking employee time because it will help you manage their workload properly and improve overall project planning. However, the Google search results sent you over 50 different timesheet management apps and tools. How do you evaluate all of them and decide which is the right fit for you?
In this article, you will find a list of guidelines that will help you understand which features to look for in a timesheet software.
Benefits of a Timesheet Software
A timesheet software replaces the traditional and manual ways of tracking how much time an employee is at work. It goes beyond simple timekeeping.
With a timesheet software, your business will be able to do the following:
- Automate repetitive tasks
- Reduce administrative burden
- Capture time spent on each task or project
- Understand the current workload and availability of resources
- Plan projects and budgets accurately
- Access real-time data and make timely decisions
- Administer on-time and accurate pay
- Maintain accurate records for compliance purposes
- Build transparency and accountability within teams
Steps to Find the Right Timesheet Software for Your Business
Searching for the right timesheet software is similar to finding the perfect partner for your Tennis doubles matches. There are so many software and apps in the market that you need to be strategic about the selection process. Ending up with the wrong software or one that doesn’t resolve your pain point is a risky and costly proposition.
Follow our steps and be on your way to finding the perfect match for your company.
1. Know Your “Why”
Before jumping in and trying out several different softwares, you need to know your “why” or time tracking needs. What is it that your business is struggling with and what should the timesheet software help you do?
Consider your business model, size, workflow, where you work, and ask the following questions:
- Do you need a software or an app that’s available on the go?
- Do you require time tracking to integrate with payroll?
- How many people does the software need to be able to track?
- Is tracking billable hours important for your work?
- Which reports do you need access to?
- Can the software be customized to suit your needs?
- Do you wish to reduce absenteeism?
2. Prioritize Important Features
The majority of apps come with a laundry list of features, but not all are of equal importance. Here are four features you should look for when you are comparing the various softwares.
Time Tracking Accuracy
This might sound redundant, but it’s important to make sure the timesheet software can track time as accurately as possible. This should also be seamless and not require you or the employees to know any code. Based on your business model and industry, check to see if the software offers mobile time tracking and GPS-based tracking.
Some other add-ons to simple time tracking are — timesheet calculations, attendance management, and break management (the ability of managers or employees to add breaks).
Reporting
The timesheet app shouldn’t just track time. It needs to provide access to data and analytics that can be used to make decisions. With access to crucial reports like resource utilization, cost per project, billing rates, and time taken per task vs. time allotted per task, managers or business owners can get a complete picture of how their business/project is doing.
Raw data can empower you to further optimize resources and keep the budget in check. Look for features like visual graphs, GANTT charts, trend analysis, and the ability to import and export data. These elements will provide a comprehensive understanding of your workforce. Also, check if the reports can be generated in various views (project or resource level) and for different periods — daily, weekly, or monthly.
Integration Capabilities
Prioritize integration capabilities. The ability to sync with other technology tools, be it HR systems, communication apps, or project management tools, will create a seamless flow of information and make work so much easier. It will also save you time spent jumping between different technology platforms. For instance, having a timesheet app that easily integrates with your payroll platform will make the processing of paychecks on time and without errors possible.
Strong integration ability will break down data silos and set up a robust infrastructure for your business. It will also enhance communication and collaboration and ensure data security .
User-Friendliness
Probably the most important feature to test out is the user-friendliness of the software. For instance, ask “How intuitive is the design” and “How easy is the onboarding process?”
Why is this necessary? Ease of use will reduce the learning curve and accelerate the usage. The easier the software is to use, the more chances of employees adopting it into their daily work. Take a free trial or demo of the software before giving your credit card information.
eRS has been designed to be intuitive and has a straightforward onboarding process.
3. Stay Within Budget
Invest in an app that doesn’t tip your business’s profit margins into the red. While comparing apps and their features, consider their pricing. While some charge as per the number of resources to be managed, others have a flat monthly or annual rate. The majority of apps have a tiered pricing system, so do check whether the most important features are provided at the rate you think is feasible for your business.
4. Read External Reviews
Just as you’d read reviews of a hotel before booking it, read reviews for each timesheet app. Reviews will help you make an informed decision and give you valuable insight into how the product actually works for customers. Customer reviews will also let you know how strong and supportive the customer support team is.
Timesheet software is not “one-size-fits-all” and you need to find one that’s best for your company. With so many options in the market, it’s important to be diligent and focused in your research. Use our steps to determine whether you can get a “software match.”
While you are browsing timesheet apps, let us introduce you to eRS. eRS is an all-in-one timesheet and resource management tool that can be customized for any type of business. Analytical reports and scheduling features also back it. Maybe it’s the app you’ve been looking for.
