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Time Tracking App 101: How To Use Your App Effectively

Julia Neves
July 25, 2022
16 minutes to read

Workers clocked into their shifts manually using time cards for many years – but technology has come a long way since then! Businesses now have access to various time-tracking apps that can help them keep track of their employees’ hours worked, billable hours, and other vital data.

But with so many different time-tracking apps, how do you know which is right for your business? And once you’ve chosen an app, how do you use it most effectively?

In this article, we’ll discuss the basics of time-tracking apps and provide tips on how to get the most out of your chosen app. Scroll through to learn everything you need to know. You can also click through the links to find specific information:

Let’s get started!

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What Is A Time Tracking App, And How Does It Work?

A time-tracking app is an app that helps you track the amount of time you spend on different tasks throughout the day. It can be helpful for both personal and professional use, as it allows you to see where your time is being spent and identify areas where you may need to make changes.

Most timekeeping apps work by having you input the name of the task you are working on and the amount of time you spend on it. The app will then track and log your progress, allowing you to view a breakdown of how much time was spent on each task.

Time tracking apps are especially useful in the professional setting because they can help managers see where employee time is spent and, therefore, where changes can be made to scale up as a business.

To use a time management app, you must first download and install it on your device. Once installed, you must create an account and input the tasks you are working on. The app will then track and log your progress, allowing you to view a breakdown of how much time was spent on each task.

Most time-tracking apps allow you to export your data into various formats, such as PDF, Excel, or Word. This can help create reports or share your data with others.

Features to Look for in A Time Tracking App

Choosing a time-tracking app can feel like walking through a maze, given the multitude of options available. But don’t worry! Knowing what features to look for can simplify your journey. 

A top-quality time-tracking app should offer more than just essential time monitoring – it should be a comprehensive tool that supports project management, provides insightful analytics, and enhances overall operational efficiency. 

Here are some key features that you should keep in mind when choosing a time-tracking app:

Time Tracking

The primary function of any time tracking app is, as the name suggests, time tracking. The app should have robust functionality to record the time spent on tasks and projects accurately. Look for options that allow you to start, pause, and stop timers as needed and automatically generate timesheets based on the recorded data.

Time Clock with Attendance

A time clock is essential in many businesses, especially those with shift workers. This allows employees to clock in and out of their shifts while managers can easily monitor attendance and lateness. A time-tracking app with this feature can reduce administrative workload and improve accuracy.

Project Tracking and Management

A time-tracking app with project management capabilities can be a game-changer. This feature allows you to track the time spent on different projects, identify any bottlenecks, and efficiently allocate resources. You should also be able to track individual tasks within larger projects for more detailed insights.

Insights for Profitability Analysis

Time-tracking apps should provide insights that help in profitability analysis. They should offer reports that show you how much time is spent on different tasks and clients, helping you understand where your efforts are most profitable and where there might be room for improvement.

Time and Attendance Analytics

A good time tracker offers comprehensive analytics on time and attendance. This includes overtime, lateness, absence trends, and more. These insights can be invaluable in improving productivity and managing the workforce effectively.

Employee Scheduling

An integrated employee scheduling feature can simplify planning and reduce conflicts. This feature allows managers to create, share, and adjust schedules easily, ensuring everyone is aware of their shifts and any changes that might occur.

Visual Interface with Easy Learning Curve

A user-friendly, intuitive interface makes using the app easier for everyone on your team. Look for an app with clear, visual dashboards and easy-to-understand navigation. The quicker your team can learn to use the app, the quicker you’ll start seeing the benefits.

Geo-tracking and Geo-fencing

For businesses with remote workers or needing to track location-based work, geo-tracking and geo-fencing can be incredibly useful. Geo-tracking allows for recording the location from which work is being done, while geo-fencing can alert you when employees enter or leave specific areas.

Digital and Cloud Security

Any app dealing with your business’s sensitive data should prioritize security. Look for time trackers that provide robust digital and cloud security measures, such as encryption and two-factor authentication, to protect your data.

Time Off and Leave Approval System

A time-tracking app with a built-in leave approval system can streamline time-off requests and approvals. This reduces administrative work and improves transparency, as employees can easily track their time-off balances and request leaves directly within the app.

Overtime and Extra Hours

For many businesses, overtime and extra hours are essential to employee compensation. A time-tracking app should help you track these hours accurately to calculate the correct pay for each employee. Your time tracker should easily allow you to calculate one-and-a-half or double-time pay for overtime and extra hours.

Prevent Time Theft and Buddy Punching 

Time theft is a problem for many organizations, and it can be hard to detect. A time-tracking app should help you prevent this by providing access control measures that ensure only authorized personnel can clock in or out of their shifts. You should also look for apps with facial recognition technology that prevents buddy punching. 

Choosing the right time-tracking app involves identifying the features that meet your business’s unique needs. With these features in mind, you can select an app that tracks time and contributes to improved productivity and streamlined operations.

Different Types Of Time Tracking Apps

There are many different time management apps, each offering additional features. Some apps are designed for individuals, while others are built for businesses. Before you decide which app is right for your business, it’s essential to understand the different types of time-tracking apps and their features:

Individual Time Tracking Apps

These apps are typically geared toward people who want to track how they spend their time. They can be used to track time spent on individual tasks or projects or to monitor how much time is wasted on specific activities. Individual time management apps usually offer a simple interface that makes tracking your time in real-time easy.

Business Time Tracking Apps

These apps are designed for businesses of all sizes. They allow managers to track the time their employees spend on specific tasks and projects and can help identify inefficiencies and areas where time is being wasted.

Business time management apps typically offer more features than individual tracking apps, such as generating reports and tracking employee productivity remotely.

Time Tracking Extensions

Time-tracking extensions are add-ons that can be used with popular online tools such as Google Chrome, Microsoft Outlook, and Asana. They allow you to track the time you spend on specific tasks within these tools and provide reports on how much time was spent on each task.

Why You Should Use a Time Tracking App

In the hustle and bustle of the corporate world, every minute counts. But are those minutes being utilized to their fullest? This is where a time-tracking app comes into play. It’s not just a digital stopwatch; it’s a versatile tool that can streamline your operations, increase transparency, and lead to insightful, data-driven decisions. Let’s explore why you should consider using a time-tracking app.

Ensuring Accountability and Transparency

In a world where remote work is increasingly becoming the norm, keeping track of who’s doing what can be challenging. A time-tracking app promotes:

  • Accountability: Team members know their work hours are tracked, encouraging responsible time use.
  • Transparency: Managers can see the team’s work patterns and hours, leading to an open and fair work environment.

Accurate Performance Tracking

Time-tracking apps precisely record how much time is spent on individual tasks and projects, providing a clear picture of an employee’s performance. This is crucial for:

  • Performance reviews: These provide objective data for evaluating individual performance.
  • Identifying strengths and weaknesses: Over time, time tracking can highlight areas where employees excel or need improvement.
  • Prioritizing tasks: Time tracking can show which tasks take the most time and should be prioritized.

Fostering a Healthy Competition

When all team members use an app to track time, it can create a sense of healthy competition. Everyone can see how much effort is being put into their work, encouraging them to do their best as well.

Allocating Resources

Understanding where time is spent can help with strategic resource allocation. By identifying the tasks that take the most time, you can:

Budgeting and Estimation

Knowing how long tasks take can significantly improve your budgeting and estimation. With a time-tracking app, you can:

  • Accurately estimate how long the task will take
  • A better plan for future projects
  • Predict how many resources you’ll need for upcoming tasks 
  • Understand project profitability 

Enhanced Productivity

Time tracking can indirectly boost productivity by:

  • Highlighting time drains: Identity tasks or activities that consume more time than they should.
  • Encouraging focus: Team members are likelier to stay on task and avoid distractions when the clock is ticking.

Preparing Reports

Time tracking apps often include reporting features, making it easier to:

  • Generate client reports: Show clients exactly where the time they’re paying for is going.
  • Prepare internal reports: Keep stakeholders informed about project progress and productivity trends.
  • Plan projects: Accurately estimate timelines and budget for new projects.

Making Data-driven Decisions

The insights gained from time-tracking apps can inform business decisions, such as:

  • Workforce planning: Use time data to make informed hiring decisions.
  • Strategy optimization: Realign your business strategies based on the tasks that generate the most value.
  • Resource allocation: Reallocate resources to ensure employees are working on the right tasks.
  • Project planning: Get a better understanding of how long tasks take to complete and plan accordingly.

Identifying Inefficiency in Operations

Lastly, time-tracking apps can highlight inefficiency in your operations by revealing tasks that take longer. This can guide process improvement efforts.

Here’s an example. Let’s say you find that it takes an average of five hours to complete a task. This could indicate that the process needs to be streamlined or automated to save time and resources.

Time Tracking 101: How to Use Your App Effectively

In today’s business world, time-tracking apps are an essential tool for any entrepreneur or small business owner, especially for those with a busy schedule. But like all tools, they can be ineffective and even counterproductive if you don’t know how to use them properly.

Here are some tips on how to get the most out of your time tracker.

  • Make sure to track all of your time.

This may seem like a no-brainer, but it’s easy to forget to track time when you’re busy or in the middle of a project. One way to ensure you track your time is to set a timer for every task you do. This will help you stay focused and avoid distractions.

  • Set goals.

When you first start using a time management app, setting some benchmarks and goals according to your company vision can be helpful. For example, you should track how long it takes to complete a specific task or how many hours you work each week. This can help you identify areas to improve and make changes accordingly.

  • Use the data to improve your workflow.

Once you have some benchmarks and goals, start using the data from your time-tracking app to improve your workflow and output.

For example, if you notice that it takes you longer to complete a task than you’d like, look for ways to streamline the fulfillment process. Alternatively, if you work more hours than you wanted to this week, try to find ways to work more efficiently to get the same results in fewer hours.

  • Make a habit of tracking your time.

The best way to get the most out of your time-tracking app is to make it a habit. In other words, use it every time you work to get accurate data. This will help you track your progress and make changes as needed. Create a culture where tracking your time daily is normal in the workplace.

  • Find a time-tracking app that works for you.

Not all time-tracking apps are created equal, so finding one that works for you is important. Some apps are better for freelancers or people who work independently, while others are better for teams or businesses. Research and find an app that will make your team more effective.

  • Use it consistently.

For the time-tracking app to be effective, it must be used consistently. This means tracking your time daily for at least a week. Create a culture where daily time tracking is both accepted and expected, as this will give you the most accurate information about your productivity.

  • Analyze the data.

Once you have tracked your time for some time, it’s crucial to analyze the data. Look for patterns in your work habits and see where you can make changes. Use the information to improve your productivity and reward employees who are overperforming.

  • Keep it updated.

The final step is to keep your time-tracking app up-to-date. This means adding new tasks and deleting old ones as needed. This will ensure that the app is always reflecting your current work habits.

Choosing the Best Time Tracking App for Your Business

Whether you’re a solopreneur or part of a larger organization, time tracking can help you and your team evaluate your productivity levels. But with so many time-tracking apps to choose from, how do you know which is the best one for your business?

Here are a few things to consider when choosing a time-tracking app:

  • What features does the app offer? Depending on your specific needs, you may want an app that tracks time spent on particular tasks, projects, or clients. Some apps also allow you to generate invoices based on the time tracked.
  • How easy is the app to use? You certainly don’t want to struggle with a complex interface or spend valuable time setting up the app. Hence, it’s advisable to opt for an app that boasts simplicity in usage, flaunts a user-friendly interface, and smoothly integrates with various other platforms.
  • What kind of support does the app offer? When starting with time tracking, you may have questions about how to use the app or get the most out of it. Look for an app that offers good customer support so you can get the help you need.
  • Is the app affordable? While price isn’t always the most important factor, finding an inexpensive app for your business is essential. There are a variety of apps to choose from, so there’s likely one that fits your budget.
  • What features will you need? Different apps offer different features, so it’s important to consider your specific needs. Some apps may even provide additional features that you didn’t know you needed but could be helpful for your business.
  • Is the app scalable? If your business is growing, consider an app that can grow with it. Look for an app that allows you to add new users or upgrade plans as needed easily.
  • Is the app compatible with your business ecosystem? Ensure the time-tracking app is compatible with other tools and platforms used by your team so everyone can stay connected and on top of their tasks.

Using Day.io for Time Tracking: Step-by-Step Guideline 

When choosing a reliable time-tracking app that covers all the bases, Day.io is one of the best options on the market. Not only is it affordable, but Day.io also has various valuable features, such as anti-fraud precautions, face ID verification, and GPS tracking.

To make the most of Day.io, follow these simple steps:

  • Install the app and create an account.

Once you have installed Day.io, you will need to create an account. This is a quick and easy process; you can use your existing Google or Facebook account to save time.

  • Add projects and tasks.

Next, add your projects and tasks. This is where Day.io comes into its own, allowing you to track time spent on specific items in great detail.

  • Start tracking time.

Now you’re ready to start tracking time! Click on the project and task you are working on, and Day.io will start recording your time on it.

  • Review your data.

Review your data at the end of each day, week, or month. This will give you a clear idea of how much time you have spent on each project and task and help you identify areas where you may need to improve your productivity.

  • Use the reports feature.

The reports feature is another great way to get insights into your time-tracking data. You can use this feature to generate detailed reports on your time on each project, task, and client.

  • Export your data.

If you need to share your data with others or want to keep a backup, you can export your data in PDF or CSV format.

By following these simple steps, you can make the most of Day.io and better understand how you are spending your time.

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Bottom Line

In today’s fast-paced and often fragmented work environment, tracking and managing time efficiently is necessary. With the help of a time-tracking app like Day.io, you can bring transparency, accountability, and enhanced productivity into your workflows – transforming hours into data that will drive better decisions and elevate performance. 

Designed to cater to the needs of businesses large or small, in-office or remote – Day.io is more than just a time tracker; it’s an all-encompassing tool for managing your time and maximizing productivity. And with free access for up to five users, there are no barriers to entry. 

Take control of your time and data with Day.io. Unlock a more productive, data-driven future – because every second counts. Try it today!