Introducing time tracking in 5 steps

In this article, we show you how to introduce a time recording tool step by step and what you need to bear in mind.

Step 1: Why exactly do we want to introduce time tracking?

The question of whether your company needs to introduce time tracking can be anticipated at this point. The answer is probably yes. After some legally binding court rulings and because there is currently a draft law on the subject of time tracking. You should therefore make sure that you record all your employees’ working hours at an early stage.

Many companies are also introducing time tracking because they want to ensure that their employees manage their working time in a balanced way. Many are also switching from manual tools to electronic systems.

Step 2: Deciding on a time recording tool

What are your most important requirements for a time recording tool?

When choosing a suitable tool to introduce time tracking, you should talk to your employees and exchange ideas with colleagues. The people who will use the tool every day in the future should also like it. And in the end, they are the ones who have the wishes and requirements that the tool must offer.

Here are a few factors that are important for many companies.

• Stationary, on the computer or as an app – does a time clock work or do you need a tool that can also be used on laptops? This is the only way to enable time tracking in the home office. Construction companies often also need a solution that works on a cell phone. There are also time recording tools that work both stationary and mobile and are therefore suitable for employees with different work routines.
• The scope – Do individual projects have to be booked (e.g. in agencies) or is it sufficient if only the start and end of working hours are recorded?
• Complexity – The larger the company, the more important it is to use software smoothly. And that’s why you should definitely choose a solution that is self-explanatory and doesn’t require your employees to attend a 2-hour introductory course.
• Interfaces – Time tracking should work seamlessly with the software your company already uses. For example, interfaces to DATEV, payroll software and ERP systems. Without these interfaces, things quickly become complicated and HR staff have a lot of extra work.
• Advice and support – Time tracking is here to stay. That’s why you should choose a time recording tool that you feel comfortable with in the long term and that offers reliable advice and support.
• Costs – Costs are of course an issue in every company. Lower costs often also mean a smaller scope of services and less support in the event of problems.

Step 3: Technical implementation

Now time tracking is really being introduced. It’s usually quite simple and most time tracking software can be installed quickly.

Sometimes, of course, it is necessary to strategically distribute time clocks throughout the building. However, if the software runs on the employees’ computers, the technical implementation of time tracking is much easier. Some tools even run completely via the browser. For example, it is sufficient to set a bookmark and the employees do not have to install a program.

With the time recording tools from ZMI – People, for example, customers receive 30 minutes of onboarding. This is completely sufficient to be able to use the tool.

Step 4: Active use

Now the employees have to familiarize themselves with the solution. Some tools still require an introduction. Depending on the scope, ZMI offers you support throughout the entire onboarding process. However, this is rarely necessary with our starter solution.

Step 5: Monitoring

Depending on the complexity of the tool, some employees may need a little longer to integrate the new tool into their day-to-day work. You should therefore make sure that everyone can still ask questions at the beginning and that there is someone in the company who can help if there are any difficulties. Employees will need a certain transition period. In the beginning, you should also pay closer attention to whether everything is working correctly.

Further tips on introducing working time recording

Step by step

In some companies, it can make sense to introduce time tracking step by step. Perhaps there is a department in which the tool can be rolled out first. This way, you get direct feedback from employees and can clarify important questions right at the start. The time tracking system can then be rolled out further and further.

Communicate time tracking correctly

Employees may not be keen on accurate time tracking. The whole topic can seem annoying and complicated at first. Transparency is therefore important right from the start. You have the argument that time tracking is required by law. But apart from that, your employees will also benefit. Communicate that time tracking should not be a control mechanism. Rather, it is about recording overtime more accurately and showing that the Working Hours Act is being complied with.

Scope of services before costs

This is a mistake that we often see. When choosing a time recording tool, don’t look at the cost of a solution first and foremost. First make your requirements clear and then decide on a solution that offers everything your company needs and that you can also call if you have any questions. This will not only save you money in the end, but also the nerves of your employees. Nothing is more annoying than a tool that only seems half-finished or where no one is ever available.