Discover the challenges of using timesheets in the workplace, and our tips to optimize them.
The Timesheet is one of the most widely used tools in the workplace to to track working hours. It shows how hours are allocated across projects, helps monitor productivity more effectively, and allows for a more accurate assessment of a project's profitability.
But in practice, implementing it is often more complex. Between team resistance, unclear processes, and missed follow-ups, it can easily become a burden rather than a support tool.
In this article, we explore the main challenges related totimesheet usage and the strategies that can turn them into a real asset—without adding to the daily burden of project managers.
The Importance of Timesheets in Project Management
The tracking is an integral part of project management. It gives managers a clear picture of the time spent on tasks and projects. This overview is essential for planning and allocating the resources needed to carry them out.
Without timesheets, it would be difficult to track progress, set deadlines, and maintain accountability among employees or collaborators involved in a project. Timesheet also make it possible to analyze the actual time spent on specific tasks. This helps managers identify areas where time could have been managed more efficiently.
Keeping Track of Time Brings Many Advantages
Here are the main advantages that time tracking can bring:
- Better time management;
- Improved team collaboration;
- Increased efficiency in performing tasks;
- More accurate budget forecasting and invoicing;
- Increased visibility on time allocation and project progress;
- Simplified communication between employees and managers;
- Better identification of the areas to improve or optimize;
- Easier labor cost tracking.
That’s on condition that employees fill out their timesheets!
Timesheet Management, An Irritant For Managers
Timesheets can quickly become a source of frustration for managers. Between missed entries, late submissions, manual collection of timesheets, and the need for approvals, tracking time can quickly turn into an administrative headache.
Time entry is often seen as tedious, repetitive, and prone to errors. Adjusting entries, verifying their accuracy, following up with employees — all of it eats up time and energy.
Still, time tracking remains essential. Without reliable data on time spent, it becomes difficult to accurately estimate timelines, costs, or project profitability. The consequences are real: budget overruns, delayed deliveries, increased pressure on teams. In short, a spiral many managers would rather avoid.
Our Management Software Can Help You
Abak simplifies the time management process by allowing timesheet management, online, through an intuitive interface.
Time management and tracking finally becomes simpler and more efficient. Overtime is better tracked and leave management is easier.
Our timesheet management software also provides managers with a management solution that greatly facilitates the process. Thanks to the latter, they get an overview of the real time spent on the project. They can also proceed to the creation of useful reports for their project management.
Our time management software, a solution designed for your teams
This application is so easy to use that it even allows employees to manage their vacations and sick days, without involving human resources. So, there are no more surprises when it comes to payroll because it’s easy for everyone to see their sick hours, vacation days, and accrued leave.
At Abak, time bank management is an aspect to which each client has access. If you want to know more about this feature, don’t wait and contact us today!
Five Approaches to Motivate Your Employees to Complete Their Timesheets
If you are one of the managers who struggles to have your employees complete their timesheets, know that there are solutions! Above all, make sure that the following elements are respected:
- Entering working hours should be as easy and intuitive as possible – using software like Abak can help with that;
- Your employees should be able to easily view their working hours, as well as those they have entered in their timesheet;
- Time entry should be flexible, as employees may express different needs;
- Employees should receive training teaching them how to complete their timesheets correctly – this is also the time to explain to them why this is so important;
- Reminders should be sent to your employees so that they do not forget to enter their hours.
If everything is in place and managing timesheets remains difficult, there are other tips that could help you encourage your team members to track their time productively.
1. The Hard Line
While it may be the most effective method in some cases, the strict approach to time management may also cause resentment among your employees. They may feel like they are over-policed or micro-managed. This approach can sometimes lead to a lack of autonomy and confidence.
2. Positive Reinforcement
Positive reinforcement is a time management technique that rewards employees for filling out their timesheets correctly. It can be a verbal compliment or more tangible rewards, such as gift cards. With this approach, team members get a sense of satisfaction from submitting compliant timesheets. However, there are costs to consider if you choose certain types of rewards.
3. The Pain in the Neck
This approach is similar to hardline but with a softer twist. It involves reminding team members of their obligations in a gentler way. This can be done by sending them emails, or by leaving small messages on their desktop. The goal is to remind them of their timesheet responsibilities, without being too punitive.
4. The Play
One approach to time management seen in few organizations is to offer a price for the first timesheet submitted each week. While this tactic can be effective in motivating some employees, it has a few downsides that shouldn’t be overlooked.
The main problem with this approach is that it encourages the submission of timesheets as a game. Some employees may then submit an inaccurate timesheet with the sole purpose of «winning» the prize.
5. Social Pressure
To encourage time management, it can be helpful to create a sense of responsibility among team members.
When a team submits their timesheet, it must be a collective effort. Each team member is responsible for submitting their timesheet and ensuring its accuracy.
One of the main drawbacks to using this approach is that it can become a source of conflict. If a team member refuses to participate, they risk being left out and this can lead to resentment.
