Discover the timesheet model and learn how to make your company more productive – WAU
The timesheet model is a method used to optimize the management of workflow and time spent on each task in the company. To enjoy its benefits, it is necessary to understand how it works and adopt best practices.
Time management is one of the most important factors in achieving the level of productivity your company wants. Knowing the workload needed to carry out each task helps the manager to manage projects and have greater control over the workflow.
The timesheet is a tool that has been used for a long time for this purpose. In the 19th century, when we did not even dream of digitizing processes, this model was already used by most companies worldwide.
At the time, of course, it was a sheet of paper specifying tasks, workloads and other activities for employees, who filled them out every day at work.
But how is the timesheet model used today? Throughout this article, we will delve into its concept and objectives. We will explain how the tool works, show its advantages and indicate some practices for its best use. Check out!
What is the timesheet model?
Time is one of a company’s most valuable resources, do you agree? Therefore, having control over the hours invested by you and your team in each task is the key to supervising and optimizing the level of productivity.
In addition, for companies that use the hourly billing model, this monitoring is essential for the correct pricing of the service.
In a free translation, the timesheet can be understood as “hour chart” or, in a more specific definition, “hour sheet worked”. So, understanding its meaning is a very intuitive task, isn’t it? It is the tool used to record the number of hours invested by a collaborator or team, either in a work day or in a specific project.
We mentioned at the beginning of the text that the timesheets, when they were implemented, were nothing more than sheets of paper with information to be filled out. Of course, that has completely changed.
Today, with the help of Excel spreadsheets to create these timesheets, the time sheet has become a completely digital tool with many interesting features.
With the current model, the manager’s job to manage and optimize the time spent on tasks is made easier. However, there are other goals that can be achieved with the use of timesheets. We will address them below.
What are your goals?
In the corporate environment, the main objectives of the timesheet are linked to human resources, project management and accounting. It works as a database that gathers all the necessary information about the workflow within the company. This way, it is easy to determine the amount to be received by each employee.
This characteristic is not one-sided. As well as helping managers to calculate accounting issues, it provides employees with concrete proof of the number of hours worked. In addition, your team can record the time spent on each project in which it is included, facilitating the organization itself and providing valuable insights for managers.
With these records, project managers have access to all the data necessary to assess the productivity of each employee or team. Thus, it is possible to make adjustments in order to improve project management. If a team spends too much time on an activity that should be completed soon, something is not working efficiently.
For the human resources sector, the information recorded in the timesheets is essential. With them, the individual control of the actions of each employee is facilitated. It is possible to quickly access information such as the number of days off, vacation days and even the breaks made by each member of the organization.
What are the advantages of using it?
Understanding the concept of timesheet and its main objectives, we will now lean on the benefits that can be achieved with this model.
Elimination of unnecessary tasks
Have you ever had doubts about the need for a task to be performed? This feeling is common, but making a decision about it can be a challenge, especially when there is no data to prove your intuition.
With the timesheet model, this data becomes completely accessible. When looking at recording the hours used in a task and observing its results, you will have the information needed to complete whether the project is important enough to continue receiving the efforts of your employees.
Let’s imagine, for example, that an activity requires two hours of a specific professional’s working time. You notice that he is meeting the requirements, but that the payoff is not significant. By eliminating this task, the manager can reallocate the employee to other projects that will be optimized with extra strength.
Redistribution of tasks between teams
In addition to eliminating unnecessary tasks, another benefit is the relocation of projects between teams. As they progress toward the goal, tasks may need more or less employees, some needing reinforcements and others having extra weight.
Using timesheets, managers have an accurate sense of the need for each of the tasks. Thus, knowing which employees are free and which are overloaded, it is possible to redistribute tasks. In this way, the balance of the workforce becomes much more efficient.
Increased job satisfaction
It is very uncomfortable for a worker to notice that he is dedicating himself more than his colleagues without receiving due recognition. By allowing the manager to control the workflow, timesheets collaborate directly to improve employee satisfaction. How does it happen?
Suppose that in a team of three people only one is fulfilling the requirements of the project, while the other two do less than necessary. With this identified imbalance, management can take appropriate measures to ensure that everyone performs their role, avoiding overloads and even disagreements.
In addition to improving productivity, this type of supervision increases team morale and motivation. After all, everyone knows that they are being charged – and recognized – in a clear and justified manner.
Greater efficiency in achieving goals
The simple fact of tracking the working time of each member of the team makes them strive to show productivity. Other than that, good workers are self-motivated to be efficient.
When they are focused on how they use their time, these employees are less distracted, as they are focused on optimizing their workforce. In this way, the natural path leads to greater efficiency in achieving the established goals.
Expanding trust and transparency
Any well-established professional relationship must be trusted by all parties involved. This includes relationships within the staff and those that involve employees and their managers.
Think of reporting, for example. When assessing someone’s performance, the supervisor may unconsciously be tougher on some than on others. This problem, in addition to affecting subordinates’ confidence in management, can generate internal conflicts caused by those who feel wronged.
What, then, is the best way to eliminate subjective opinions? The answer is simple: data analysis. By basing their reports on hard data, managers eliminate personal impressions and guarantee total transparency in the process.
Optimizing time spent on tasks
We already know that one of the main goals of timesheets is to optimize task management. But how does it happen?
Everything goes through the facilitation of the process of analysis and correction of problematic points. That is, the manager will have in his hands all the information about each task. Then, it is up to him to analyze his progress, identify possible improvements and apply them efficiently.
Assistance in the correct pricing of services
Does your company charge for services per hour worked? Do you pay your employees according to the contribution time? In both cases, the use of timesheets collaborates so that the pricing be done clearly and correctly.
In addition to the accuracy provided, adopting this model also means having transparent clarifications on the combined value. This avoids any reason for distrust of the parties involved.
Reduction of paper documents
Adopting the digital model of timesheets prevents the accumulation of stacks of documents containing important information in a disorganized way. With specialized software, all data is digitally stored and can be accessed from anywhere.
In addition to optimizing the organization and bringing all the benefits already mentioned, you will also reduce the damage to the environment!
How does the timesheet model work?
With so many advantages for your company, this model must be complicated to implement, right? Wrong! Thanks to specialized software and increasingly efficient techniques, adopting timesheets for process optimization is actually a very simple procedure.
In a pre-established table, employees add exactly all hours worked, days off, breaks and vacation periods. The data is automatically made available to the HR sector or recorded in the company’s operating system. Before being archived, the information will need to be endorsed by the supervisor of each area involved.
There is also the possibility to exclude manual data addition by employees. Automatic timesheets use artificial intelligence to track everything a person does each day, from using tools on the computer to phone calls.
All that the employee needs to do is activate the tool at the beginning of the working day and deactivate it after finishing it. The system then suggests a timesheet that can be reviewed and edited before confirmation.
The company is responsible for informing and educating employees about the use of timesheets. It is important that they are trained in how to use the tool and know exactly when and how to enter the data. Some companies require that entries are made daily, while others adopt models with a longer time span.
What are the main types?
Each company can adopt a type of management. Thus, there are different requirements for completing timesheets. In addition to the manual and automatic registration options, the period between the submission of one document and another can also vary. Check out the main models of timesheets:
- daily: generated at the beginning and at the end of each working day;
- weekly: generated at the end of every working week;
- biweekly: they are generated twice a week, on specific days;
- semi-monthly: they are generated twice a month, on combined dates;
- monthly: they are generated once a month, on pre-established days.
How do I calculate hours?
We mentioned throughout the text that one of the main reasons for using the tool is to ensure the correct pricing of services. Thus, we assume that a service that requires 50 hours of work should be worth more than one that can be performed in 5 hours, eliminating external factors.
With the tracking of the number of hours spent in each action of a project, the tool allows the calculation of its total cost. This is because, at the end of each project, it is possible to relate the hours spent with the employee’s position.
Then, just multiply the number of hours by the value / hour of each professional, adding the result to the indirect costs (transportation, materials, etc.).
We then arrive at the following formula: total cost = (hours of work × hourly value) + indirect costs. When identifying the total cost, simply add the percentage of profit expected by the company.
How to get the best out of timesheets?
As you can imagine, timesheets don’t work by magic. Therefore, to take full advantage of its benefits, it is necessary to employ good practices in its use. Here are some tips:
- choose the right tool: there are several options on the market. Research, test and define the most suitable for your company;
- conduct training for employees: teach how to operate the software and educate them on the importance of the tool;
- get the team to buy the idea: it is important for everyone to fully understand that adopting the platform will improve their work experience;
- be positive in the adaptation process: with praise and rewards, motivate workers who are adapting to the platform;
- follow the entire procedure: it is essential that the manager supervises the use of the timesheet to identify possible improvements.
Adopting the timesheet model is a decision that can bring many benefits to your company. Regardless of the objective you have in mind, the fact is that the tool helps to optimize one of the most valuable and important resources for an enterprise: time.
A work environment where time management is done efficiently tends to have more proactive professionals, which increases the overall productivity of the team. In addition, the company eliminates costs caused by problems such as inaccurate pricing and performing unnecessary tasks.
So, it was clear what is a timesheet? Did you understand how this model can optimize your time management and benefit your company in several ways? How about taking advantage of being here and discover our central tools for marketing, sales and management!