Deliberation to Integration II: Preparing for Your Timesheet App

Welcome to part two of Deliberation to Integration! In this series, we guide construction and field service businesses through the transition from paper timesheets to a digital timekeeping solution.

Now that the decision to go digital has been reached, the goal of this blog is to prepare you for the next steps. We’ll walk you through the points to consider and the preparations needed to successfully adopt a digital employee time tracking & attendance system.

TLDR: If you're looking for a checklist to help you compare solution vendors during the trial process, check out and download here.

Mapping Out Your Path to Digital Time Tracking

Core features required 🏆

It’s essential to focus on the core features that will best support your day-to-day operations when choosing a digital timesheet solution. While the specific needs may vary from business to business, there are several key functionalities to consider. For example:

• Does the solution need to be easy to use on a construction site? e.g. available as a mobile app.
• Can employees book leave? e.g. Leave Management functionality.
• Can time spent on jobs be tracked? e.g. Job Time Tracking & Reports.

To dive deeper into more specific features, check out our buyer's guide, which outlines the must-have functionalities we often see in construction and field service industries.

Budget? 💰

Establish a realistic budget that takes all aspects of the transition into account. Beyond the initial software cost, consider expenses for training, system customisation, data migration, and potential feature add-ons. Take the time to research different solutions and their pricing structures to ensure you're selecting the most cost-effective option for your needs. A clear financial plan will help you ensure that the move to a digital solution is not only smooth but also cost-effective in the long run.

Timeline for the Switch 🕐

One of the key steps in transitioning from paper to a digital timesheet system is establishing a clear and realistic timeline for the switch. The process of implementation can vary depending on the size of your business, the complexity of your existing systems, and the solution chosen. It's important to break the transition into manageable phases, allowing enough time for thorough testing, staff training, and data migration. You might start by introducing the new system to a small cohort of employees, allowing you to address any initial challenges before rolling it out to the wider workforce. Additionally, conducting thorough trials and testing during the early phases will prove beneficial in the long run.

Measuring Success 📈

Defining the success factors upfront will help measure the impact of the transition and ensure the new solution meets the company’s needs. Saving time on admin tasks, making the payroll process more efficient, or reducing reliance on one person - establish what success looks like.

Start by measuring the time the admin team currently spends processing timesheets and handling the payroll process. This will help you track time savings once the solution is implemented and configured, allowing you to assess whether there was a positive ROI and, if so, the extent of it.

Features to Look for in a Solution

Is it tailored to your industry? 🛠️

An important factor to consider is whether or not the solution meets the specific needs of the construction/field service industry. Opting for a solution that has experience serving clients in your industry and understands its unique complexities paves the way for a successful switch.

To ensure the solution is the right fit for your setup, be sure to ask plenty of questions. Here are a few examples to get you started.

• Is the solution easy to use?
• Does it capture the details associated with different job sites and projects?
• Is there visibility of real-time data? i.e. can I easily see which sites my employees are currently clocked into?
• Can we gain a clearer view of our business in terms of reports, labour costs?
• Does it integrate with our payroll system?
  
  By investing in a system that addresses industry-specific challenges, you’re setting the stage for a more efficient, data-driven, and scalable operation as your business grows.

Trials 📝

Conducting multiple trials is an effective way to identify potential issues early, mitigate risks, and ensure both your team and the new system are fully prepared for a seamless transition. It's recommended to start the trial during a time when key personnel are available and not on vacation, ensuring that attention can be given to the process. By taking advantage of free trials, you can assess the software's user-friendliness, ensure it meets your specific needs, and evaluate the quality of customer support before making a final commitment.

Most digital timesheet solutions offer at least a two-week free trial, providing a great opportunity to get hands-on experience with the platform. To help you make an informed decision, we've created a downloadable comparison table that will help you to compare key features and take notes from the various trials you explore.

Decision Time ✅

After testing various solutions and assessing their performance, choose the one that impressed most and best aligns with your business requirements.

Taking the Next Step 🚀

With a solid grasp of the key considerations for both your business and a digital solution, we've laid the foundations for the transition. In the next segment of our Deliberation to Integration series, we’ll hit the ground running with implementation! This is where your all of your planning and strategising will begin to take shape and we’re here to guide you every step of the way. From finalising your setup to training employees and troubleshooting early challenges, we’ll ensure you're equipped to tackle each phase smoothly. Stay tuned!