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Transitioning from Paper Time Tracking: How to Prepare

Amy Bourne |

Transitioning from what’s comfortable can be overwhelming for any business. If your business has been using a paper time tracking system for years, then the idea of moving to something digital might cause some apprehension. But once you assess the many advantages a mobile time clock app can provide, the rewards will seem well worth the small hurdles.

That said, the transition from paper to a digital alternative isn’t necessarily a “no brainer.” There is some basic planning and preparation to do in order to effectively implement new technology amid your workflow.

Meet with your team

First things first: it’s important to know that you have the right people behind you to support a change like this. After all, new processes only work when you have buy-in from top to bottom.

Unveiling a new time tracking process out of the blue is an approach that will set your team up for failure. Make sure you sit down with team leaders and explain how digital time tracking will benefit them and the business and the whole.

Whether it’s you or someone else, make sure you have someone ready to take ownership on implementing the process and getting it off the ground. This will also give team members someone to turn to if things start off a bit rocky, making it easier for leadership to adjust the process where needed.

Give it a test run

Next, you and your team should get a better understanding for how mobile time tracking works and how to seamlessly incorporate it into the day-to-day routine.

Depending on which software you’re thinking about using, it may be a good idea to schedule a one-on-one consultation, complete a training session and/or review any demo videos that are available so your team can experience and test out the software firsthand.

Every team is different. Whether your employees are generally older, younger or a mixture of both, their experience and openness to new technology will vary. It’s important to gauge your team’s responsiveness to the new time tracking software early on in the process.

Phase out instead of cutting off

After you and your team have had the chance to try out the new software and work out the kinks, it’s time to assign roles and formalize the new time tracking process. Gather any data and feedback you obtained during the trial run and use that to lay the groundwork.

Based on the smoothness of the initial try-out, you may decide it’s a good idea to overlap your new system with your old for a few weeks, just to have those records as backup as you and your team get firmly on your feet with the new software. Give everyone a firm end date of when you’ll phase out your previous method, and stick to it.

Of course, the first step to getting started it so find a time tracking solution that works for your business. Get in touch to learn more about ExakTime’s custom time tracking approach and how we can help you create the perfect system for your business.

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Amy Bourne is the marketing copywriter for ExakTime. She enjoys learning about the real challenges faced in the construction-related field, and providing content that helps business owners work smarter.

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