Remote working is the new norm for millions of employees today, and managing remote teams is a challenge for almost every manager. How do you ensure that your remote team stays on the rails and is not overbearing? The answer focuses on building reliable systems to instill trust and transparency and use the right tools.
No matter the size of your company, the best time tracking software is a worthwhile investment. When appropriately implemented, time-tracking can enhance productivity for all stakeholders involved.
Importance of Time Tracking for Remote Employees
When employees are working in different locations and time zones, their visibility decreases. Managers no longer have the ability to monitor who works and who is distracted. Time-tracking systems can bridge that gap. Time-tracking systems do not monitor individual keystrokes; instead, they track the distribution of work time across different projects, tasks, and teams.
When employees’ time is accurately tracked, employees are paid fairly, clients are billed accurately, work distribution is balanced, and early detection of burnout is possible.
Without this information, companies run the risk of not fully meeting customer expectations, all while potentially overburdening the best of their employees.
Overcoming the Micromanagement Trap
There is a significant difference between insight-based monitoring and control-based monitoring. Focusing on activity logs at the minute level to track progress or requiring continual status reports conveys a lack of faith in their team. Studies show that micromanagement leads to increased stress, reduced engagement, and a higher likelihood of employees resigning. The best employees will not stick around if they feel their every action is watched.
The best option is to focus on results rather than activities. Instead of saying, “They have too many logged hours,” say, “They provided quality work on time.” This type of mindset shift allows management to maintain oversight by encouraging autonomy.
Create a Clear Policy on Time Tracking
Prior to deploying any tool, align your why. The more the employees understand the reason, the more they are willing to embrace the time tracking. This is explicit: payroll accuracy, cost of the project, or performance tracking. The policy should become a part of the onboarding, and employees should be involved in selecting the tool as much as possible to ensure compliance.
The policy should set out clear work hours, the way to track breaks and overtime, and the relation of time logs to work done on specific projects.
With clarity comes confidence — but confidence prevents confusion.
Choose the Ideal Tools — Alongside the Ideal Perspective
Although some time tracking programs can feel like they are spying on employees, not all of them are the same. While some can feel like they have a digital noose around their necks, others can provide prioritization based on employee management through dashboards, self-reported time entries, and project reporting.
Controlio is one of those tools. Controlio is designed to provide a seamless experience for modern remote employee management. Controlio balances visibility and management with the dignity and independence of employees.
Controlio addresses the lack of accountability; Controlio is complemented by a set of tracking features that absurdly extend its uses. This culture is improved without ignoring the need for accountability.
Look for tools with features like time tracking by project, quick report creation, payroll integration, and employee visibility to their own data. When employees can track their own productivity, they’ll work to improve those numbers.
Results Over Time
There is no need for micromanagement as long as things are getting done and deadlines are being met.
Establish specific goals via the SMART criteria (specific, measurable, achievable, relevant, and time-bound). Afterwards, take a step back and allow the team to get to work.
Having regular one-on-ones and weekly check-ins allows for open dialogue and conveys a sense of a non-intrusive style. Use these occasions to troubleshoot blockers, celebrate wins, and get on the same page regarding what needs to be addressed—as opposed to auditing time sheets.
Equity and Consistency Down the Line
If one department gets to operate without any documented hours while another has to account for each hour, it is going to breed bad feelings very quickly. Consistency of tracking in a remote setup is essential for equity and not just for the sake of being fair. When tracking is consistent across levels and teams, it increases the trust levels in the culture, and the willingness to comply increases.
Q: Is tracking remote work hours invading a person’s privacy?
No. When it is done right. Good ethical tracking is done on work and on work only. Good tracking looks at whether the person was available during the stipulated hours; it tracks how much time was spent on a project and how much work was completed. Good tracking is not concerned with private messages, and it does not look at personal browsing. Clear communication about tracking, what is being tracked, why it is being tracked, and who has the access to that data is what responsible tracking is.
How can we introduce time tracking to unwilling remote teams?
Before implementing tracking tools, it is best to start with open communication. Explain each individual’s tracking purpose, along with answering their concerns and questions. Let employees use the tools first to get their ideas and suggestions before the tools go live. This gives employees ownership, and they are more likely to adopt the tools than if it is just forced on them.
How much time tracking data should be analyzed and reviewed?
Tracking data weekly or biweekly seems to be the best approach. Daily data reviews can create a lack of trust and also create anxiety. Instead, look at the gathered data to find trends. Is someone overloaded, or are projects running over budget? Are there bottlenecks as far as a workflow? This should be a conversation to support and improve, not to control and monitor.
Last Thought
Culture is more important than the tools. When you provide transparency, fairness, and a results-first mindset, employees will trust you enough to allow the tracking tools to improve your culture and give you a competitive advantage.
By providing the right tools for the job, setting expectations, and orienting the team towards specific outcomes, you will see accountability and autonomy working together harmoniously in a remote working setup.