That\u2019s where we come in, to help you bring down some of that fear, and show that introducing a simple time tracking software will not affect their privacy. That it can, in fact, protect their rights as employees, and make them form better habits overall.<\/p>\n\n\n\n
Most common concerns about time tracking at work<\/h2>\n\n\n\nWill time tracking be used to invade my privacy?<\/h3>\n\n\n\n
Let\u2019s address the elephant in the room – employee monitoring and privacy<\/b>.<\/p>\n\n\n\n
People are afraid that time tracking is a gateway to constant monitoring and greater scrutinization.<\/p>\n\n\n\n
In a 2018. BBC article, a number of employees came forward to tell their tale about how employee monitoring<\/a> made them anxious, fearful, and stressed. Many emphasized how the tracking tools were implemented with claims they will help overall performance, yet did everything but that.<\/p>\n\n\n\n In the same article, one truck driver mentioned how the installed camera and microphone made him concentrate too much on his performance (speed limit, driving score, etc). So much, in fact, that he put less focus being in the moment while actually driving. Such high levels of pressure can lead to poorer performance, and result in burnout almost certainly.<\/p>\n\n\n\n Aim to track time for the right reasons. Don\u2019t just use it as a test run for full-on employee monitoring, because you are undoubtedly going to lose more than you can gain.<\/p>\n\n\n\n Even though we are in the 21st century, we still expect 19th century workflow.<\/p>\n\n\n\n Since the Industrial Revolution, workers were expected to work upwards of 16 hours a day, 6 days a week. The Fair Labor Standards act in 1938. managed to rectify this by limiting work hours to 40 hours a week, simply because the nature of labor has changed.<\/p>\n\n\n\n So why are we still treating work the same way?<\/p>\n\n\n\n Steve Glaveski, CEO of Collective Campus<\/i>, points out<\/a> how modernization, technology advancements and the internet have drastically changed the way we work, from how it was back in 1938. The modern workplace is much different, and we can\u2019t expect full focus and productivity during the entire 8 hours.<\/p>\n\n\n\n German startup Rheingans Digital Enabler<\/i> was the guinea pig in an experiment by its own CEO<\/a>, Lasse Rheingans. He wanted to see if his employees could shift from an 8-hour workday, to a 5-hour one, believing it would improve their productivity and quality of work. Needless to say, the experiment was a success, and the employees themselves felt improvement, because they didn\u2019t feel the pressure to try and be productive for the entirety of their workday.<\/p>\n\n\n\n They were less likely to succumb to distractions and overtime.<\/p>\n\n\n\n Rheingans\u2019s example proves the numerous scientific claims that no one can be productive 8 hours a day, and that CEOs and managers shouldn\u2019t expect that. In the same way, explain to the teams that they won\u2019t be expected to be hyper focused all the time. That time tracking is a way to find their peak hours, and learn to prioritize their tasks better.<\/p>\n\n\n\n And who knows, with enough data and improvement, maybe your company could switch to a 5- or 6- hour workweek, without any financial losses.<\/p>\n\n\n\n There are employees who will see time tracking as a means to punish underperformance. Put yourself in the shoes of a person who\u2019s just been told the entire staff will have to track their time and submit reports. Right off the bat they can think several things:<\/p>\n\n\n\n It is expected that their first thoughts will almost always be negative. Because when a manager wants to see how much time you spend on each activity, you feel the need to give more than 100%, or you\u2019ll get a \u201cslap on the wrist\u201d. And we go back to the pressure – stress – burnout pattern.<\/p>\n\n\n\n Highlight from the very beginning that time tracking will not be used as a tool to hand out penalties or as grounds for termination. Instead, address the real reasons immediately – expediting certain processes, seeing where teams collectively can pick up the pace or loosen up a little, or be more informed on which team members can take on more tasks vs those who are already overwhelmed.<\/p>\n\n\n\n It is not uncommon to find managers and CEOs who see time tracking as an excuse to oversee every little aspect of their employee\u2019s work time.<\/p>\n\n\n\n Reggie Scales, Senior Vice-President of Vonage, <\/i>has made the now-infamous claim in a CNBC report: \u201c[Employees] know we\u2019re watching, which is always good.\u201d It is the perfect representation of the image many employees get when time tracking gets implemented.<\/p>\n\n\n\n Their every step will be monitored, scrutinized, and they will receive piles upon piles of feedback and\/or corrections. While some will see this as an opportunity to show their worth, the majority will be uneasy even with tasks they\u2019re great at. It\u2019s the fear of:<\/p>\n\n\n\n The individual freedom of each employee on how they will sort their priorities and do the work is gone.<\/p>\n\n\n\n Not to mention that we all deal with personal issues, unproductive days, teammates\u2019 work, interruptions, etc. We\u2019ve also dedicated an entire article to this topic, and it can be eye-opening for many team leads looking to understand their teams\u2019 time tracking concerns<\/a> better.<\/p>\n\n\n\n With all that being said, how can you soften the initial blow when announcing time tracking implementation in your teams? Additionally, how can you explain the need for it that will quickly alleviate any or all doubts?<\/p>\n\n\n\n Make sure your reasons for tracking time are ethical and meaningful.<\/p>\n\n\n\n In the previous section, we\u2019ve highlighted practices that treat time tracking as a tool that hinders progress rather than aids it. Here are some things to reflect on before deciding to talk to your team. Ultimately, these reflections can help you approach the team more confidently, and prepare for questions that will inevitably ensue.<\/p>\n\n\n\n And not in the sense: When people see how much time they waste, they\u2019ll suddenly become more conscious of their choices and get better.<\/p>\n\n\n\n Instead, try looking at this statement from the perspective of self-improvement. Time tracking can improve personal time management, and reveal a lot about what and how we prioritize. Emphasize these personal benefits when talking to your teams:<\/p>\n\n\n\n And these are just some of the benefits. In the article \u201cHow and why to keep track of daily activities and habits\u201d<\/a>, we\u2019ve outlined even more benefits you can use as presentation material. It comes with practical advice and expert opinions advocating for time tracking.<\/p>\n\n\n\n If productivity is the problem, it could be because of poor management, communication channels not working (or being utilized) properly, unsatisfying working conditions, etc.<\/p>\n\n\n\n Experts at PPM Express<\/i> have an admirable track record of inquiring CEOs about the reasons for company financial losses<\/a>. Most commonly, these are:<\/p>\n\n\n\n But, as witnessed by them, a lot of those same CEOs turn to time tracking as a simple fix, thinking the losses both in time and money, might be because employees fail to track time.<\/p>\n\n\n\n So, you will want to first make sure that everything in your office and teams runs smoothly before introducing time tracking. Otherwise, those outside factors will have a major impact on the data.<\/p>\n\n\n\n In the following section, we address specific steps on how to prepare, conduct, and follow up a successful meeting where you will explain the need for time tracking to your team.<\/p>\n\n\n\n Right off the bat, you will need to fight off the stigma time tracking brings with it.<\/p>\n\n\n\n You want to address employee concerns directly. The common problems we have listed in the first section aren\u2019t necessarily the same ones your teams\/employees might have. So, here are some ways to introduce time tracking as a positive change, while considering the teams\u2019 doubts.<\/p>\n\n\n\n It\u2019s always a good idea to have team leads or managers gather for a meeting to discuss time tracking and how it will help them. Setting some ground rules among them first will eliminate any future confusion when reading the data you collect. These can include, but are not limited to:<\/p>\n\n\n\n The aim is to find common ground so time tracking can work for you, and not as a point of contention or conflict. Worst thing that can happen is that some teams begin to lag behind, others realize it takes too much time and effort, which can bring down the whole \u201cinfrastructure\u201d you\u2019ve built.<\/p>\n\n\n\n Much like a soft launch, a \u201csoft announcement\u201d serves to introduce the idea of time tracking to the staff, without any particular details. You let them know there will be a meeting, and the general idea of what will be discussed. It\u2019s best to do this a few weeks before getting into time tracking, a month at most.<\/p>\n\n\n\n Remember to emphasize that time tracking will be a good change. Focus on its positive impact on both teams and the projects and add that it won\u2019t jeopardize anyone\u2019s employment (as this is the first concern that commonly comes to mind).<\/p>\n\n\n\n That way, you allow some buzz around the office to form naturally, instead of having leaked (possibly wrong) information floating around. Keeping information from employees raises concerns and makes them fearful that they will be closely monitored and lose their freedom.<\/p>\n\n\n\n About two weeks before introducing the practice send out an anonymous form where employees can write out their concerns about time tracking. Since many employees will rarely be wordy in forms despite anonymity, offer different ways of filling in information to ensure the best possible responses. For example, you can try:<\/p>\n\n\n\n Multiple choice answers:<\/strong><\/p>\n\n\n\n What worries you most if the company implements time tracking?<\/p>\n\n\n\n Or opt for open-ended questions:<\/strong><\/p>\n\n\n\n Do you have experience with time tracking? Has it worked for you?<\/em><\/p>\n\n\n\n To conduct these kinds of surveys, you should work closely with your HR representative. Cover as much ground as possible to address multiple concerns beforehand. The data you collect should be presented as the first order of the meeting, once the time comes.<\/p>\n\n\n\n If possible, your HR should let everyone know that they can also come to them in person, to voice their opinion. Some employees articulate their thoughts better verbally. Sometimes, answering questions on paper can be perceived as an empty gesture, that their concerns will be ignored.<\/p>\n\n\n\n\n Time tracking software used by millions. Clockify by CAKE.com is a time tracker and timesheet app that lets you track work hours across projects.<\/p>\n\n A week before the meeting itself, send out a mass email outlining all the points that will be addressed. Employee concerns, your aims and goals with time tracking itself, what tool will you use, what help will be provided, etc.<\/p>\n\n\n\n Keep these points short and concise. This email will give employees enough time to prepare questions and remarks they may have forgotten to mention in the survey. Additionally, knowing the order of the points discussed, it\u2019s more likely people will know when it is time to jump in with the right question, instead of asking something out of context and causing a digression.<\/p>\n\n\n\n \ud83d\udca1 Note:<\/b> A good practice I\u2019ve witnessed and personally employed is to encourage people to bring notebooks or even just as piece of paper. Because sometimes during the meetings, they might find additional questions they\u2019d like addressed, which could slip their minds by the end.<\/p>\n<\/div>\n\n\n\n When you actually get to introduce time tracking, the following steps will ensure you communicate everything clearly and precisely.<\/p>\n\n\n\n No one likes long meetings, especially when they have better things to do, or when \u201cthey could have been an email\u201d. Thank everyone for coming, and once again introduce the order of business you\u2019ve previously established. Also announce that you\u2019ll be answering all of their questions at the end.<\/p>\n\n\n\n Using the data collected from the survey, point out the biggest issues employees overall have with time tracking. This lets them know they\u2019ve been heard, and reinforces the fact that they have a say in the company matters.<\/p>\n\n\n\n Afterwards, reveal specifics that you\u2019ve negotiated with team leads in the beginning of the process, and how it will affect each department\/team.<\/p>\n\n\n\n Here at Clockify by CAKE.com<\/a> we advocate for using time tracking as a way to better one\u2019s overall life. I don\u2019t wish to overwhelm you with detailed information, so the list will be kept short. Each point will have a link to those topics, should you want to explore them further.<\/p>\n\n\n\n Prepare some data beforehand (it\u2019s best to use infographics to keep the meeting dynamic). Find case studies of companies that made time tracking work to their benefit. With the uncertainty of what time tracking brings to the table, some might rush to Google and find examples where time tracking had failed. This will make them defensive and have them provide counterpoints, to which you should also be prepared.<\/p>\n\n\n\n As a side note, make sure to have an HR representative present throughout the meeting and the adjustment proces. Have them sit among the employees, and join in on the discussion if possible. Their presence will provide you with support during this difficult task. At the same time, they can quell any doubts, confusion, or combativeness that could arise among the teams.<\/p>\n\n\n\n Last, but most important, allow people to share their opinions. Keep it an open forum, unless it\u2019s mainly crickets and tumbleweeds. Then you can opt to ask specific questions and see if they spark a discussion.<\/p>\n\n\n\n This is a great way to summarize the meeting, and you can keep it as detailed, or succinct as you wish. If that sounds like too much work a great solution is Otter,<\/i> an app that records meetings, then transcribes and timestamps them to generate a report.<\/p>\n\n\n\n A few days after the meeting, once the information had settled, send a mass email with a compendium of resources. From how to manage their time better, to how to use time trackers, and how to turn it into a habit, so it almost becomes automatic.<\/p>\n\n\n\n If you\u2019re unsure where to start looking, here are some articles to get you on the right track:<\/p>\n\n\n\nWill it be expected of me to be fully productive for all 8 hours?<\/h3>\n\n\n\n
Is time tracking a form of punishment for underperformance?<\/h3>\n\n\n\n
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Will time tracking be used for micromanaging employees?<\/h3>\n\n\n\n
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Addressing the expectations of time tracking<\/h2>\n\n\n\n
Time tracking can vastly improve time management<\/h3>\n\n\n\n
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Time tracking is not a band-aid for poor management or communication<\/h3>\n\n\n\n
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How to communicate the need for time tracking to employees<\/h2>\n\n\n
![\"Explain](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/11\/Explain-to-your-team-why-to-track-time-cover2.png\")
<\/figure>\n<\/div>\n\n\nAgree on the basics and set down rules<\/h3>\n\n\n\n
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Make a \u201csoft announcement\u201d<\/h3>\n\n\n\n
Make employees feel heard<\/h3>\n\n\n\n
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Allow for in-person discussions<\/h3>\n\n\n\n
![\"Illustration\"](\"https:\/\/clockify.me\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/clockify\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nSet up a meeting to introduce time tracking<\/h3>\n\n\n\n
9 steps for introducing time tracking to your team<\/h2>\n\n\n\n
1. Keep the introductions short<\/b><\/h3>\n\n\n\n
2. Start with the concerns and address them first<\/b><\/h3>\n\n\n\n
3. Explain the following 5 key points to your team<\/b><\/h3>\n\n\n\n
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4. Provide plenty of data<\/b><\/h3>\n\n\n\n
5. Have HR present<\/b><\/h3>\n\n\n\n
6. Be open for Q&A<\/b><\/h3>\n\n\n\n
7. Make a follow-up email after the introductory meeting<\/b><\/h3>\n\n\n\n
8. Provide resources<\/b><\/h3>\n\n\n\n