Online Timesheets Improve Team Collaboration
Published: 04/01/2019
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Most companies discuss team alignment, yet very few have mastered the art. In this article for team supervisors, project managers, and business owners, we will explore ways to enhance team collaboration. Instead of boring you with another piece emphasising the importance of working together, we aim to present an actionable digital solution.
Do you know what the ultimate killer of a company’s productivity is? Miscommunication. It occurs when departments or employees are siloed and have no visibility of one another. As a result, they tend to repeat tasks that have already been completed. Additionally, they may misconstruct their approach due to a lack of access to data that could have impacted their process. However, with one digital solution, you can align your teams to ensure they are on the same page.
Web timesheet software is a practical and versatile solution to replace your outdated manual system. It’s suitable for a variety of businesses, whether you’re project-based, a service company, a recruiter, or a manufacturer. Online timesheets provide a centralised platform where staff can easily submit hours worked for approval. It serves as an excellent team collaboration tool with multiple applications, and in this article, we’ll explain why.
In addition to burdening HR staff with unnecessary administrative tasks, paper-based timesheets have several disadvantages:
They are challenging to organise and manage, particularly when handling multiple timesheets submitted by various employees on different dates, related to different types of work performed.
There’s room for error, whether from employee guesswork about hours worked (which could cost the business if hours are exaggerated) or from innocent misreading of information.
Manually tracking, tallying, and auditing hours worked can be extremely time-consuming.
In other words, there are plenty of reasons to leave them behind. Instead, opt for online timesheets.
It may seem unusual to view online timesheets as a tool for improving internal communication. However, a closer look shows that they enhance team visibility, facilitating smoother collaboration. Let’s explore some key contributing factors.
With most timesheet software being cloud-based, those authorised to access it can do so from anywhere they choose. Timesheet Portal’s mobile-friendly site allows staff to submit and approve timesheets on the go. It’s accessible on a laptop, tablet, or smartphone. We also offer dedicated apps for all operating systems. Additionally, to simplify the process for workers, they can submit timesheets via text. They will then receive an email notification once it has been submitted or reviewed.
This has become a vital feature in the era of hybrid working. With most team members working remotely, accessibility ranks among the top priorities for ensuring smooth business operations. Online timesheets can be filled out, submitted, approved, and integrated into accounting software with just an internet connection. This is a definite advantage that streamlines team communication.
Another great feature that keeps your teams aware of each other’s activities is a centralised documentation platform. This typically forms part of a timesheet solution. It serves as an outlet to upload digital versions of paper timesheets for approval or receipts for expense claims. Other benefits include enhanced communication.
For example, a sales team may need legal approval for a contract. Instead of emailing back and forth, they can upload it to a shared location where the other team can view and edit it. At Timesheet Portal, we also integrate with e-signing services. This means that our document-storing system can facilitate document signing and distribution without the need to leave the application. Additionally, our cloud-based software supports multiple simultaneous logins and allows you to view and track changes in real time.
Keeping your teams aligned and informed about various processes throughout the business enhances their collaboration. By boosting efficiency through improved communication and accelerating progress by reducing manual labour via automation, online timesheets can aid your business in scaling more rapidly.
The use of timesheet software can help create smoother workflows throughout the company. It may become an essential component of the automation process. For example, with the timesheet approval process now reduced to just a button click, your team will avoid lengthy email threads and potential back-and-forth communications.
For departments like accountancy, timesheets can save time and effort spent on manual data entry. If the chosen time-tracking software is integrated with the accounting solution, the information recorded in the timesheet can be automatically transferred into the payroll platform. In other words, timesheets may seem specific to certain business areas. However, a more in-depth look reveals that the entire organisation benefits from their use. In fact, they can influence the workflows of various departments.
With digital tools come vast amounts of invaluable data that can guide business decisions and enhance company performance. By conducting a comprehensive audit history, you’ll be able to identify trends and potential issues regarding employees' working habits. This will enable you to take timely, remedial action and address potential friction points.
When your entire team has visibility into the collected data, they can place it in a different context. As a result, they gain additional benefits and more detailed insights. Moreover, with everyone aligned on the numbers, it becomes easier to discuss future actions, set SMART goals, and forecast results. A data-driven company is significantly better aligned due to a shared understanding of the current situation and what needs to happen for it to change.
The beauty of the best online timesheet solutions is that they allow you to design the process as you see fit. Remember that certain tools can stifle growth due to their technical limitations. However, the market’s leading solutions actually encourage you to expand the software’s capabilities. There are two ways to do this: by offering a wide range of built-in templates, users can tailor them to their needs, or by integrating with other platforms, they can enhance the functionality of both solutions.
One of the significant drawbacks of paper-based timesheets is their inflexibility. However, with a cloud-based platform, you can customise timesheets to meet specific needs and requirements. For example, Timesheet Portal allows you to create custom rates (such as overtime and night shifts) and rates based on the days of the week. Additionally, you can add notes regarding the work performed.
Our timesheet solution also ensures you remain consistent with your branding, which is often perceived as a sign of credibility. From the login screen to invoices and timesheets, each piece of documentation generated through Timesheet Portal will technically meet your unique requirements while staying in compliance with your style guide.
There is no one-size-fits-all solution for achieving team alignment. However, there are specific approaches that drive this process. Effective communication between different departments cannot occur without visibility into one another’s actions. Nor can it happen if they are not allowed to share their individual insights, which could provide different perspectives for other business areas.
Adopting a web-based timesheet platform is one effective way to unify your company. It provides a channel for employees to communicate and collaborate freely. An online timesheet solution is more than just a tool for staff to clock in and out; it enhances accessibility to valuable insights and documentation while streamlining processes that involve communication touchpoints. Additionally, it can become an invaluable asset to your business, accelerating growth by aligning the efforts of all your teams under a cohesive strategy.
Are you prepared to discover what it can offer you? Feel free to reach out.