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You need to manage your team's productivity. How can you use time tracking software?

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As a program coordinator, you have to juggle multiple tasks, deadlines, and stakeholders. You need to ensure that your team is working efficiently and effectively on the projects that matter most. But how can you measure and improve your team's productivity? One way is to use time tracking software. Time tracking software is a tool that records how much time you and your team spend on different activities, tasks, and projects. It can help you monitor your team's performance, identify bottlenecks, optimize workflows, and allocate resources. In this article, we will show you how you can use time tracking software to manage your team's productivity.

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Janki M. Thakkar

Institute of Management, Nirma University; Student at Amity University
ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de…
Kossi Gomassi

Coordonnateur de programme chez ONG FSS | Gestion de projet

1 Choose the right software

When selecting time tracking software, you need to consider the features, ease of use, cost, and security to ensure it meets your specific needs and preferences. Features such as automatic or manual time tracking, project management, invoicing, reporting, or integrations with other tools should be taken into account. Additionally, you should assess how user-friendly the software is, how easy it is to set up and use, and how much training and support is required. Cost is also a factor - is it a one-time purchase, a subscription, or a pay-per-use model? Finally, consider the security of the software; how does it protect your data and privacy? How does it comply with relevant laws and regulations?

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ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de Processos Logística Internacional Análise de dados
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English Version Select software that fits your team's needs, considering factors like usability and integration capabilities. Vers?o Português Selecione um software que atenda às necessidades da sua equipe, considerando fatores como usabilidade e capacidade de integra??o.

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Luis Miguel Colmenarez Rivero

Coordinador de producción en Organización El Tunal
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El software de seguimiento del tiempo puede ser una herramienta muy útil para mejorar la productividad de tu equipo de trabajo al identificar y eliminar distracciones, establecer metas realistas, optimizar la asignación de recursos, evaluar la eficiencia de los procesos y mejorar la planificación y la estimación de proyectos. Al utilizar esta herramienta, se pueden tomar decisiones más informadas y optimizar el uso del tiempo en el trabajo.

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Cecilia Ndungu,BSN, APN

Rare Breed Nurse,COVID19 Recovery Fellow-WHO, ICN-Global Nursing Leadership Institute Alumni, IND Award winner 2022
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o boost team productivity with time tracking software, first, implement a user-friendly tool that integrates well with other systems your team uses. Educate your team on the benefits, emphasizing its role in self-management and identifying areas for improvement rather than surveillance. Set clear goals and expectations, using the software to track progress towards these objectives. Regularly review the data to recognize achievements and pinpoint bottlenecks or inefficiencies. Use insights to redistribute workloads, set realistic deadlines, and offer support where needed. Encourage open communication about the tool's findings to foster a culture of continuous improvement and accountability.

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Simone Araújo

Educadora apaixonada pela transforma??o através da educa??o.
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Uma vez no trabalho, acredito que é preciso considerar a necessidade da equipe, adequar os recursos de acordo com o treinamento e suporte necessários ao objetivo esperado.

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2 Train your team

Once you have chosen the right software, you need to train your team on how to use it. You need to explain the benefits and goals of using time tracking software, and how it can help them improve their productivity and performance. You also need to demonstrate how to use the software, and provide clear and consistent guidelines and expectations. For example, you can specify when and how to start and stop the timer, how to categorize and label the tasks, how to report and review the data, and how to handle any issues or questions. You should also encourage feedback and suggestions from your team, and address any concerns or challenges they may have.

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Janki M. Thakkar

Institute of Management, Nirma University; Student at Amity University
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One of the common challenges faced when the team or group of individuals are given new software or any other new process or new modus operandi of working, there usually is resistance received from them. Here the team is not to be blamed but the thing is amicable discussing the pros & cons, coming onto a common platform through understanding can help the team as well as the organization sail through..

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Kossi Gomassi

Coordonnateur de programme chez ONG FSS | Gestion de projet
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Il peut arriver que certains membres de l'équipe soient réfractaires au changement. Il faudra pendant la formation de l'équipe présenter les avantages de l'outil. De plus il faudra encourager les feedbacks de ses collaborateurs et faire preuve de patience car le changement est un processus.

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ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de Processos Logística Internacional Análise de dados
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English Version Provide comprehensive training to ensure everyone can effectively utilize the software. Vers?o Português Forne?a treinamento abrangente para garantir que todos possam utilizar o software de forma eficaz.

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Clare Cheptumo (B.Ed, MBA)

Program Management & Coordination Specialist
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Do not underestimate the vitalness of team training. This should be conducted patiently, since the grasping knowledge levels of your team will differ. The benefits of the tracker will only be achieved if everyone is on board. Recommend to have an expert take the team through the software, encourage team practice before the launch, and be open to feedback from the team.

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Simone Araújo

Educadora apaixonada pela transforma??o através da educa??o.
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é essencial que sua equipe saiba os benefícios e objetivos do que se trata o software. Uso de uma linguagem que todos possam compreender e demonstrar motiva??o em aprender. Incentivar feedbacks e sugest?es para que tenham um engajamento melhor e solucionar quaisquer dúvidas.

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3 Analyze the data

Analyzing the data collected by the time tracking software is the next step. This data can be used to gain insights into your team's productivity, such as how they prioritize and manage their workload, balance their time between urgent and important tasks, cope with distractions and interruptions, and collaborate and communicate with each other and other stakeholders. The data can also be used to identify the strengths and weaknesses of your team, and to compare their performance against your goals, benchmarks, or standards. This can help you find areas for improvement.

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ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de Processos Logística Internacional Análise de dados
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English Version Regularly review data to identify trends and areas for improvement in productivity. Vers?o Português Revise regularmente os dados para identificar tendências e áreas de melhoria na produtividade.

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Simone Araújo

Educadora apaixonada pela transforma??o através da educa??o.
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Vejo como uma ferramenta poderosa para usar com a equipe, de uma praticidade e um retorno rápido. Logo, identifica todo um macro de insights de sua equipe, assim, você fica por dentro de todas as informa??es que precisas dos colaboradores de sua empresa.

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4 Optimize your processes

Data analysis can help you optimize your processes to boost your team's productivity. Time tracking software can be utilized to plan and schedule tasks, projects, and deadlines more efficiently, as well as allocate and delegate resources in a more effective and fair manner. Additionally, streamlining and automating workflows can help reduce errors and rework, while improving quality and accuracy. Finally, the software can assist in adjusting scope and expectations, as well as managing changes and risks better.

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Innocent Twebaze Bsc, MBA.

Laboratory Systems Specialist | Program Management | Research|Project Coordination| Policy Analysis | Public Health
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Using time tracking software to manage and ensure employee productivity is an example of effective strategies that leverage technology to deliver great results at organizations. While designing/selecting and installing such software in such a way as is relevant and aligned to one’s system can be expensive, the results from an optimized system are almost always desirable. When Human Resources remain engaged in key tasks that drive the company’s business performance, and are able to know from time to time how to determine their progress by achieving small tasks as part of the main goal, it fosters productivity. To a manager, a time management software that tracks performance, allows moments to refresh can help improve employee motivation.

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ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de Processos Logística Internacional Análise de dados
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English Version Use insights from the software to streamline workflows and eliminate inefficiencies. Vers?o Português Utilize insights do software para otimizar fluxos de trabalho e eliminar ineficiências.

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Simone Araújo

Educadora apaixonada pela transforma??o através da educa??o.
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Uma coisa que achei útil é a eficiência que o software trás para o dia-a-dia. A empresa só tem a ganhar e aumentar a produtividade de sua equipe. Facilitando o retrabalho que é um tempo desperdi?ado e melhorando os resultados esperados.

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5 Communicate and motivate

The final step is to communicate and motivate your team using the time tracking software. This powerful tool can be used to share and celebrate your team's achievements, provide timely feedback and recognition, set SMART goals and incentives, encourage accountability, and foster a culture of trust, transparency, and collaboration. By following these steps, you can monitor, measure, and improve your team's performance to achieve your program objectives. Time tracking software can be a great asset if used correctly and wisely.

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ícaro Oliveira

Comprador Sênior Analista de Compras Gest?o de Compras Negocia??o Gest?o de Fornecedores Gest?o de Processos Logística Internacional Análise de dados
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English Version Keep your team informed about the benefits of time tracking and celebrate achievements to maintain motivation. Vers?o Português Mantenha sua equipe informada sobre os benefícios do controle de tempo e celebre conquistas para manter a motiva??o.

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Simone Araújo

Educadora apaixonada pela transforma??o através da educa??o.
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Sabe-se que a comunica??o é um fator primordial, é através da comunica??o que as coisas caminham conforme é esperado. Com esse software vem ainda mais superar o controle de tempo da comunica??o em tempo hábil. Assim sua equipe estará sempre atualizada com informa??es atuais em tempo recorde e que tenham a mesma fala. Que juntos, possam celebrar conquistas e sucesso.

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Clement Mackiewicz

Program Coordinator | Training Program Success, Program Management
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The final step is to communicate and motivate your team using the time-tracking software. This powerful tool can be used to share and celebrate your team's achievements, provide timely feedback and recognition, set SMART goals and incentives, encourage accountability, and foster a culture of trust, transparency, and collaboration. By following these steps, you can monitor, measure, and improve your team's performance to achieve your program objectives. Time-tracking software can be a great asset if used correctly and wisely.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Luis Miguel Caro Muriel

Content Specialist (CSS) at PureRed. Previous experience as a Language specialist and team Manager (Cisco) at Foundever. Previous teaching experience at U. Mariana, U. de Nari?o and U. CESMAG as a foreign lang. teacher.
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Make others feel part of a group. When working on site or remotely, make sure to give attention to all your collaborators. Leaving someone behind might cause issues in a long term. Make your seniors, be the ones who take the lead in the process of improvement as well. Listen their ideas as must of the time, they are the ones deep into the processes.

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You need to manage your team's productivity. How can you use time tracking software?

1

2

3

4

5

6

1 Choose the right software

2 Train your team

3 Analyze the data

4 Optimize your processes

5 Communicate and motivate

6 Here’s what else to consider

Program Coordination

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You need to manage your team's productivity. How can you use time tracking software?

1

2

3

4

5

6

1 Choose the right software

2 Train your team

3 Analyze the data

4 Optimize your processes

5 Communicate and motivate

6 Here’s what else to consider

Program Coordination

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