If you manage a remote team, having employees print a timesheet template and fill it out by hand isn’t feasible or efficient. On the other hand, time tracking software makes it easy to manage your team, whether they’re behind a desk or out in the field.

Here are a few tips on choosing the right time tracking software for virtual assistants and best practices for implementing this new system into your business.

Considerations to Choose Time tracking software for virtual assistants

Determine your goals for time tracking

Before choosing a time tracking solution, think about what you want to achieve by utilizing it. Your goals for using time tracking software may include the following:

  • Increase workflow consistency
  • Minimize distractions
  • Measure employee productivity
  • Track employee time for billing purposes
  • Keep track of time on projects
  • Identify areas for improvement in productivity and time management

Consider the features you need for your business

There are many software solutions for remote teams on the market, so it can be overwhelming to choose only one. Ultimately, picking the right time tracking software solution will depend on your business’s needs. Generally, these are the features you should consider for your business:

  • Real-time tracking and reporting: Look for software with real-time automated tracking and access to detailed reports on how employees spend their time.
  • Project management time tracking: Consider software that lets you track time by project, task, or client so you have improved visibility on the progress of specific projects.
  • Integration with other software and tools: Find a solution that syncs time tracking data to your payroll and accounting for more efficient payroll and invoicing.
  • Mobile access: Choose a solution that offers iOS and Android apps, so your team members can edit and submit their employee timesheets on the go.
  • Compliance: The right time tracking software can help your business comply with labor laws and requirements, such as the Fair Labor Standards Act (FLSA).
  • GPS time tracking: GPS time tracking allows you to easily manage your remote team, no matter where they work.
  • Security: To protect sensitive employee data, ensure your time tracking software offers strong security features, such as two-factor authentication and data encryption.

Evaluate your budget

Cost is another critical factor you must consider. Time tracking software is an investment, but it can save you money in the long run by reducing labor costs via accurately tracking hours worked, reducing time theft, and boosting employee productivity.

Time tracking software prices differ from one platform to another depending on its features and the number of users it can accommodate. However, choosing a cheaper software package may not be the best option since it could lack many essential features, so pick a time tracking solution that’s within your budget but provides great value and gives you a high ROI.

If you need to make budgeting decisions, consider evaluating your business’s existing software programs and decide if you still need them to make room for a time tracking solution.

Some time tracking software programs offer a free trial, allowing you to test the software before fully committing to it.

Choose software that’s easy to use

Whichever time tracking software you pick for your business, ensure that it’s user-friendly and easy to navigate for your employees. The easier it is for team members to track their time, the more control you’ll have over productivity.

If your remote team is spread out across different locations and time zones, you need software that allows employees to track their time from anywhere and on any device.

If your business is in an industry where your employees do field work — such as contractors and delivery drivers — consider software that offers GPS tracking to accurately log their time and location throughout the work day. Additionally, you can set up a geofence that reminds your employees to clock in or out when they enter or leave a job site.

Be transparent with your remote team

Once you figure out which time tracking software is best for your business, take a moment to speak with your remote team about your decisions. Explain how the software works, why it’s important to track time for the business, and how you will utilize their data.

Your employees are the ones who will be using the software, so you need to ensure that they’re on board with your decision. They should be receptive to the idea if they understand that time tracking benefits productivity and helps ensure payroll accuracy.

Establish clear guidelines and expectations

Setting clear guidelines and expectations is key for implementing time tracking software into your remote workforce. Consider the following tips to help you establish a time-tracking system that adapts to your business and goals:

  • Establish clear work hours and expectations for when team members should be available for work
  • Choose which channels team members should use to contact each other so communication is efficient and effective
  • Set expectations for employee productivity, so they can stay on track and complete their work on time
  • Create policies for requesting time off and explain how your business will track time off

Get feedback

Once you’ve picked a time tracking tool, get feedback from your remote team on its practicality and effectiveness after they’ve used it for a while. Your employees are the ones tracking their time, so their response to the software will ultimately determine whether or not you chose the right time tracking platform.

One way to receive employee feedback is to send out a survey and have them share their experience using the program. Some questions you may want to ask include:

  • How easy is the time tracking tool to use?
  • Are you comfortable using the time track tool on a daily basis?
  • Is the time tracking tool helping you hit your desired goals?

Ultimately, the right time tracking software for virtual assistants or remote teams should balance monitoring productivity and respecting your employees’ autonomy. Following these guidelines can create a remote workplace that helps increase productivity, engagement, and job satisfaction.

Belayet Hossain

I’m a tech enthusiast, entrepreneur, digital marketer and professional blogger equipped with skills in Digital Marketing, SEO, SEM, SMM, and lead generation. My objective is to simplify technology for you through detailed guides and reviews. I discovered WordPress while setting up my first business site and instantly became enamored. When not crafting websites, making content, or helping clients enhance their online ventures, I usually take care of my health and spend time with family, and explore the world. Connect with me on Facebook, Twitter, Linkedin or read my complete biography.