How Web Agencies Benefit From Time Tracking
Published: 13/05/2022
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With this article, we aim to reach managers, owners, and project managers of web agencies. Time tracking is a crucial element for the proper functioning of an agency; yet, we still encounter businesses excluding it from their strategy. Our goal is to demonstrate that a time tracking solution is among the core components of a digital agency’s tool stack.
It may come as a surprise, but there are web agencies out there that don’t track their time. Some claim it’s not part of their culture, implying that their approach to teamwork is built on trust. Others use the excuse that the team is too small, suggesting there’s already holistic visibility of everyone’s contributions and progress. Finally, some say they simply don’t care. If your agency is guilty of employing one of these objections, we strongly recommend you read this article.
Simply put, the excuses you use to avoid tracking time are just that—excuses. What’s worse is that failing to implement time tracking in your project management process not only results in missed opportunities but can also lead to financial losses due to overservicing, damaged relationships arising from inaccurate estimates, and ultimately, clients lost over missed deadlines caused by poorly utilised staff and resources. Therefore, whether you’re hesitant about beginning to track time or trying to secure management buy-in, we will thoroughly explore why you should adopt and digitalise this practice.
According to Statista, there are three key challenges web agencies face: communication (18%), project management (17%), and performance tracking (13%). Furthermore, issues in these areas are known to drain finances year after year. Although they may seem like problems arising from different parts of the business and thus unrelated, they are, in fact, closely connected. Consequently, they can all be resolved with just one solution.
Having visibility into where your team’s time goes is brilliant for all three shortcomings. Transparency naturally fosters more open communication as everyone is aligned. Project management relies heavily on time frames; therefore, tracking their usage is crucial for making forecasts and allocating the workforce. Additionally, understanding how much time certain tasks consume is undeniably one of the foundational KPIs for evaluating performance. Still not convinced that most of your challenges can be addressed with something as simple as time tracking? Let us dig a little deeper…
Now that we have outlined the key issues agencies encounter when lacking visibility of their time expenditure, let us discuss the key benefits. Time tracking enhances the functionality of multiple departments in various ways and serves as a useful tool for aligning teams. Furthermore, it assists in optimising your processes, both internally and externally, resulting in increased productivity and improved client satisfaction.
The reason we’ve mentioned client satisfaction is that we understand there’s nothing more important to web agencies than the individuals and companies they serve. Adopting a good time tracking tool can help elevate the quality of service you offer. With clear visibility of how much time specific tasks take your team, you will be able to provide clients with more accurate estimates, leading to no unpleasant surprises and thereby building trust. You will also be better positioned to utilise your workforce effectively, as individual strengths and weaknesses typically influence how much time particular workers need for specific tasks.
If you’re working with contractors, a time management system can be very beneficial in keeping track of their activities, progress, and deliverables. Additionally, being aware of your team’s time expenditure can address the issue that many agencies face, which, in the long run, accumulates into substantial financial losses—overservicing. Clarity and established boundaries regarding time significantly enhance the service you provide to your clients, while also working to your advantage.
The area of business that utilises time tracking software and benefits from it the most is undoubtedly project management. Having visibility and knowledge of time estimates across tasks leads to better project schedules. With deadlines in sight, it becomes easier for the project manager to prioritise tasks based on their difficulty, importance, and the time required for completion. The insights accumulated over time also serve as excellent analysis material—easy comparisons highlight potential weaknesses within the process that can then be addressed.
Additionally, in the pursuit of preventing overservicing, time tracking aids project managers in avoiding the notorious scope creep. Having clear time estimates assists in defining project boundaries, thus curbing potential uncontrolled expansion of scope as the project unfolds. Whether it involves assigning tasks, forecasting potential roadblocks, or ensuring the project flows as smoothly as possible, the insights gained from time tracking are invaluable for project management. Furthermore, there is a continual wealth of valuable data available for every analysis, which can be utilised to identify long-term patterns that project managers would otherwise lack access to.
Now that we have established that a time tracking tool is an absolute must-have for a web agency, it’s important to highlight that not every tool is created equal. If you want to maximise the benefits of your software at the lowest cost, we strongly recommend opting for a web-based platform. Unlike a traditional application that you’d need to install across company devices, this type of solution primarily offers easy access. If you work with remote workers or operate as a hybrid office, this alone should be a deal-breaker. However, if you aren’t convinced just yet, let’s explore other advantages that a web-based tool provides.
Despite the wide range of functionality they offer, web-based time tracking tools are generally very budget-friendly because they don’t require complicated setup processes. Typically, you create an account, log into the software, and can start using it straight away. As everything is cloud-based, no additional hardware is needed to support it either.
Depending on how tech-savvy your team is and whether you are pursuing any custom integrations, you may require some support in getting the platform operational. Furthermore, if you have very specific requirements for its operation, it is advisable to seek implementation assistance from the vendor. Most cloud-based time software providers have designated teams of specialists who are intimately familiar with their product and are therefore capable of implementing it to suit your needs. Although most charge for this as an additional service, the good news is that the process is also quite swift, and once it is established, you will likely not need to alter it again. Some vendors also provide free training programmes for your team following the implementation.
As discussed in the opening paragraph, SaaS platforms (software-as-a-service) are best known for their accessibility. Provided the end-user has an internet browser, they can access the platform from anywhere in the world using any device. Some companies customise their browser-based product to be mobile-friendly, while others develop mobile app versions of the software. It is also important that the platform can be accessed by multiple users simultaneously, enabling them to collaborate in real-time. There may be limitations regarding how many users can utilise the software at once, but the numbers depend on the vendor and the package.
It is also known that cloud-based solutions are safer when it comes to data. Simply put, instead of being stored on your company’s server, the data you import or collect through the software is stored on the cloud server. This means that if there’s a hacker attack or data breach in your company, your files won’t be easily accessed or permanently deleted. Of course, cloud systems aren’t 100% impenetrable, but they take data security extremely seriously and therefore tend to update their protocols frequently. Before purchasing software, we strongly recommend familiarising yourself with the company’s SLA and data handling clauses.
Some time tracking solutions can be expensive from the outset. Some rely on a basic, limited version yet charge a fortune for often essential add-ons. Others scale with your needs. The model you choose will depend on your budget and financial forecasts, but rest assured—there is always a return on investment. The reasoning behind this lies in the old saying, 'time is money’. Time tracking software provides a tangible financial estimate of your time, thereby painting a clear picture of what drains your budget.
At Timesheet Portal, we carefully considered the pricing model that would effectively serve any business, regardless of its size or age. This is why we developed a system in which you only pay for what you need. Our basic functionality is not only affordable for startups and small businesses, but it is also competitively priced— with no limitations on the quality it provides.
As we work with a variety of businesses, including those with seasonal fluctuations, our web-based time tracking software can be easily downgraded or upgraded. We understand that the functionality we offer is diverse and therefore not every company requires it. Instead of forcing pre-made packages, we encourage our clients to create their unique software. If, further down the line, they need to expand the features they use or remove the ones that no longer fulfil their needs, they need only to let us know. Ultimately, Timesheet Portal has been built to scale and adapt to you - not the other way around.
A web agency that doesn’t track its time is at a significant disadvantage. However, the understanding of where time is spent has nothing to do with the employer’s or client’s lack of trust. It serves as a tool for the agency to enhance its performance and services. From improved workforce allocation to more precise estimates, data collected through time tracking is essential for minimising overservicing and establishing the reputation of a credible and trustworthy firm.
We understand that a saturated market of timekeeping solutions can be daunting, making it challenging to choose the right software. Ultimately, you should opt for a solution that aligns with your agency’s unique needs and working style. We strongly recommend selecting a web-based time tracking tool. Unlike traditional software, it can be utilised almost immediately upon purchase and serves more purposes than merely recording time, all while being offered at a lower price. It is not restricted to specific locations and devices, making it ideal if you’re employing an outsourced workforce.
Timesheet Portal is one such solution, and you can try it out for free.