Toolkit for managing remote workers and work from home employees

15 min read

Using the right toolkit for managing remote workers and work from home employees is critical the success of remote teams.

Managing remote workers can be difficult, especially for those without experience. But even an inexperienced manager will benefit from using the right toolkit – a combination of tools and processes for managing remote workers.

Managing remote workers starts with hiring. If you hire the right person, management becomes easier. Not everyone is cut out to be a remote worker. If you hire the wrong person, you will struggle to get anything done no matter how hard you try and which toolkit you use.

Onboarding is the next crucial step. This includes educating the remote employee about your company, its products, processes, and systems. Onboarding includes setting expectations about what you expect from him, how you will evaluate and reward his performance. A good onboarding process ensures that the remote workers know what to do, how to do, and what to expect from you.

Once the remote worker starts working from home, you need a process and a set of tools to manage the quality and quantity of his output. The tools and process you use must match your management style. If you are a delegator, you will be happy with tracking just the results. But if you are detailed oriented, you may want to see more details.

Let’s look at the toolkits for each stage in managing remote workers:

Toolkit for managing remote workers

Download the Work-from-Home IT Toolkit

A collection of documents and templates to help you implement an effective WFH program
Once the new worker starts working, you need tools to assign work, track progress, generate timesheets, manage the payroll, communicate with the worker and facilitate work. Project/Task Management Tool: A project or task management tool is a basic requirement for assigning and managing tasks to remote workers. There are several tools that would do the job depending on the work and level of detail you want. Asana Asana is one of the most popular and easiest tools for project and task management. You can organize to-do lists, projects & meeting information, conversations, and emails in an easy-to-read dashboard. Team members can stay on top of all information allowing you to quickly identify issues that need your attention. Asana is especially useful for keeping your remote workers or contractors on the same page with the rest of the team. Asana is free for teams up to 15 members. You can access to all features like data export and additional dashboards by upgrading to paid plan. Learn how to use Asana for project management with our detailed guide. User Review – Steve R at BRUNNE: “I absolutely love the user interface – it’s pretty seamless across mobile, tablet and desktop. It’s pretty intuitive to the average non PMP-certified person. Drag and drop allows me to easily merge or separate personal and work tasks. Of course, it’s fast and free so that always helps.” Basecamp Managing remote workers with BasecampBasecamp is one of the most popular an easy to use project management and communication tools around. It claims to have over 100,000 customers of varying sizes. It has a web based interface for project, task & time management, team collaboration and reporting. It eliminates the need for teams to have separate tools for project management and communication. Everything is accomplished inside Basecamp. Basecamp can significantly reduce the complexity of managing a team of remote workers.The first project is free but if you want to set up a second one, pricing starts at $29/month. User Review – Kit Mullins at Jemully Medias: “Works fabulously! As a business owner, I love the easy way Basecamp coordinates tasks, communications, and project calendars while integrating with Tickspot – our time keeping app. I like the overview of all projects, or tasks. I can look at assigned tasks from the perspective of the project, from the perspective of the user the tasks are assigned to, or from the perspective of the due date. We currently use Basecamp 2 and have signed up for Basecamp 3 which offers even better team support and functionality.  Custom Templates for project creation. Email directly to a project. File storage, text docs, tasks, and discussions all in the same project. Fantastic customer help/support. Quick and informative.” Trello Managing remote workers with TrelloTrello is a project management tool that makes collaboration fun and makes it easy to manage remote workers. Ditch the sticky notes, spreadsheets and email for managing your projects, hook on to Trello. It allows you to add as many boards and people as you want with your free account. Pricing for business plan for App integrations, team overviews, and security starts at $ 8.33 per User/ Month User Review – Pall Musaev tells: “I love the visual nature of Trello and how easy it is to manage tasks and assignments. I use it on a personal and business level and like how both can meld into one interface. Very visual and easy to use. User experience is good”
Increase productivity, take screenshots, track time and cost, and bring accountability to your team.

Time and cost tracking tools

While excellent tools for tracking project progress,  project management tools don’t track time your remote workers spend on the projects. Depending on your business, tracking time may or may not be high on your agenda. If you bill clients by the hour, you definitely want to track time your employees spend on each client project. If your remote workers are contractors or part-time employees, you need to track their time for payroll. Tracking time also builds a good database for you to use in estimating time for future projects.

HiveDesk

Managing remote workers with HiveDeskHiveDesk is a popular software for managing remote workers and virtual teams. It is a time tracking software with screenshots, activity levels and productivity reports. It has a simple, intuitive user interface to easily manage your projects, assign tasks, track time and even grab screenshot of worker’s computers.

HiveDesk provides a platform that makes it easier for businesses to manage remote staff. Employees can check-in remotely and HiveDesk will log their work sessions. It makes sure that you get the desired level of productivity.

For outsourcing companies it’s a great tool for both employee monitoring as well as for backing up invoiced hours. Many digital marketing agencies use HiveDesk to manage remote workers and contractors. HiveDesk provides complete transparency to their clients and builds trust in their services.

User Review – Phil from Brickman Group:
“I think the product is exceptional. It will optimize work from different aspects and bring employees together easier. I would most definitely use this product.”

Team communication tools

Timely and transparent communication is critical to the success of remote workers. It builds trust, loyalty and motivates employees to give their best. Frequent communication keeps your entire remote team on the same page and helps identify issues before they become a big problem. You will need both synchronous and asynchronous communication tools.

A synchronous tool requires everyone to be connected and present at the same time like a team video call. It’s a great way to build team bonding and discuss issues. But it’s not always workable if your employees work in different time zones. Zoom/Skype are probably the best synchronous communication tools for managing remote teams.

An asynchronous communication tool is great for such situations. People can post and respond to messages whenever they are available. This works very well for non-time sensitive issues, quick chat or end of day updates.

Slack

Managing remote workers with SlackSlack is perhaps the most popular and effective asynchronous communication tool for distributed teams. Slack is a team messaging app.

It’s great for any team but more so for teams with remote employees or contractor. It brings all your communication into one place and integrates with your tools you already use. Setting up Slack is easy and using it is even easier. It’s your virtual office and using Slack is like sitting in a room with your team members.

User Review – Andrew M. at CSPO:

“Slack functions like my own personal Command Centre. We can chat, I embed/upload files, and I have integrations with the other services I use, such as JIRA and GitHub that allows me to see what’s going on with the requirements I enter and what deployments / pulls happen when. Additionally, we also use it for fun with a Twitter integration where we follow the various food trucks from around the city to help the dev team determine where they want to go to lunch.”

HR/payroll tools

You need a HR and payroll system for managing your team. Even with a small team of contractors, you need to do some compliance work such as generating 1099. You can use PayPal Payouts to make it easy to pay multiple remote workers and keep your costs low. This works best if you have part-time workers.

With full-time workers, you will need a HR software like Gusto to take care of taxes, unemployment insurance and other compliance issues. You can also outsource it to your accountant or a payroll professional.

If you hire international remote workers like so many other US businesses do, you can use Transferwise or PayPal to pay them. A tool like HiveDesk is useful in paying hourly workers as you can generate online timesheets using tracked hours.

International remote workers prefer Transferwise because it offer a better conversion rate compared to PayPal and also has lower service charge. We also put together a blog on how to pay remote workers that you will find helpful.

Besides these, you will also need a few collaborative tools like Dropbox for storing, sharing and working on files.

Dropbox

Managing remote workers with DropboxDropbox is very easy to use, and it’s very likely that the person you hire may  be using it. So there won’t be any training or setup overhead.

Whether you want to keep your personal files in one place or share files with your global team, Dropbox is your solution. Files on Dropbox are backed up and synced which can be accessed from desktop, mobile or laptop. Your important data and documents are always with you for free, up to 2 GB of storage or upgrade to a pro version with 1 TB storage for $9.99 /User a month.

User Review – Brian Lawrence at CTI Clinical Trial and Consulting:

“Dropbox is the Best Way to Store Documents. I have been using Dropbox for many years, and i love the ease and versatility of it. The ability to save documents and easily access them from any of my devices, smartphone, tablets, work or home computer is awesome. It is easy to organize with folders however you would like and to search.”

Depending on the work, you way need some additional, specialized tools like GitHub for managing code.

GitHub

Managing remote workers with GitHubGithub is a software project management tool specifically suited for small and distributed software development teams. You can manage versions of source code, create wiki for knowledge sharing and use the built-in ticketing system for bug tracking.

HiveDesk Features

Bring accountability to your team

There is a free version but you should take a paid plan unless you are working on an open source project you want to share with the world. Your remote developers from anywhere in the world can check-in their code or access code written by others. You can use the wiki to make sure everyone in the team has the correct information and knowledge to work on the project. The ticketing system allows you to effectively manage the entire project in GitHub by creating and tracing tickets for tasks and bug fixing.

You can also integrate GitHub with third party tools, from project management to continuous deployment, for building software in a way that works best for you. It can be accessed on Windows Desktop, Mac & Mobile.

Pricing starts at $10/month for up to 10 users.

User Review – Marc Morel at groupe Green & Biz / Remade In France:
“Best code sharing tool for open source project. Github is a state-of-the-art git-hosting service (well, actually they invented that concept). Very easy to use, to collaborate and to host code. Nice interface and well-documented features”

Make sure you have these tools setup properly so you can enable your remote team to perform at its best.

Once you have a few employees, it will make sense to buy a Process Street subscription to automate some of your administrative tasks. This is especially helpful for managing remote workers working in different locations and time zones. The time and hassle you save will be much more than the cost of the software.

Remote worker hiring toolkit

LinkedIn / Facebook Groups / Upwork / Reddit

These are great platforms for sourcing candidates.

LinkedIn is the ideal recruitment tool due to its global reach. You can post the job opening on your profile and in relevant groups. You can also run recruitment ads on LinkedIn.

Facebook Groups is a great tool for sourcing candidates for remote work. There are thousands of members in city or role specific Facebook groups across the world. Many members in Facebook job groups are active freelancers. They are ideal for remote jobs since they have the experience of working remotely and know how to produce quality work.

Upwork is a marketplace for freelancers and contractors. You can find a freelancer or remote worker for almost any role you want to fill. Upwork is project based and charges you a hefty fee for using its services.

Many entrepreneurs post a small project on Upwork to find and test remote employees. Once they find someone they like, they hire them directly to cut out the fee that can be as high as 12-15% of the contract value. You are better off investing the savings in other tools you would need for managing the remote team.

 Zoom / Skype: A video calling tool like Zoom or Skype is ideal for interviewing remote workers. It’s a great way for you to look for visual clues during the interview and to test the home office setup of the applicant. A good office setup with dependable internet is one of the basic requirements for a remote worker. The video interview helps you test both.

Managing remote workers with ZoomZoom is a Video Conferencing and Web Conferencing software. It enables up to 50 participants on a video conference for free! (Skype limits it to 10).

If you need to hold an online meeting with more than ten remote workers, try Zoom. For $10 a month (or no charge if you can keep your meeting to less than 40 minutes), you can add up to 25 people to a meeting.  Zoom works on your mobile device and supports HD video and audio.

User Review – Eddie Hanson at Transportation:
“This easy to use, easy to deploy and easy to manage application has saved our agency time and money compared to our old video conferencing solution.”

Skype

Managing remote workers with SkypeSkype is a communication and collaboration tool that combines video, voice and text chat. Skype keeps you connected with the entire team for free. If your team size is small, Skype can be a great communication tool from communicating with remote team members. You can include up to 9 people in a call.

You can also buy Skype credits or subscription to call others on their phone or forward calls to your phone. In any business, there are times when you need to take out the phone and call someone up directly. Skype credit can be handy for those situations. It can cut down your long distance and international calling costs significantly.

Pricing for Skype business starts at $2.50 user/month.

User Review – Patrick Clements at SherpaDesk:

“Great for inter office communication. We use Skype to handle communication with our virtual team. It’s been a fantastic tool to screen share, pop on a call or get some quick feedback on a question.”

Applicant tracking system/O365/G Suite: You will need a tool to track applications you receive the candidates’ progress through your hiring process. Ideally, you need an applicant tracking system (ATS) like Zoho Recruit to mage the hiring process.

If you don’t want to spend on an ATS, you can use Excel or Google Sheets to keep track of candidates during the selection process. Create a spreadsheet where you can keep candidate details, your observations and comments. Upload the resume to G Drive/Onedrive and save the link in the tracking spreadsheet. This acts like your own document management tool and helps you stay organized during the selection process.

Google Apps

Managing remote workers with Google AppsGoogle Apps is a suite of productivity applications hosted in the cloud. You can create spreadsheets, documents and presentations that are stored in the cloud.   Since everything is stored in the cloud, it can be easily accessed by anyone from anywhere, making it a great fit for teams with remote workers. Managing Google docs is easy – you can restrict access to people using their Gmail. The best part- it’s free. You can even host your business email with Google but it ain’t free.

If you are managing remote teams, Google Apps is one tool you cannot ignore.

User Review – Derek R:

“Gmail is pretty much the perfect email client, and I’m sure most of you have used it. Either for your personal email, work email, or school email.

Everything is customizable, which means you can make it just how you like it. You even get themes to customize the background and the text and stuff. They recently added CSS support for custom themes that you write yourself.

Google Docs is pretty much the only online office suite, so I can’t find any reason not to recommend it. Good collaboration tools, easy to use, etc. It’s a Google product, it works.”

Office 365

Managing remote workers with Office 365Office 365 is a Microsoft product. It’s your favorite suite of Microsoft office products, offered as a web based service You can access all popular Office tools such as Word, Excel and PowerPoint.

With Office 365, you also get 1TB of online storage for each user to store files and data. Each license allows you to use Office365 on desktop / laptop, mobile phones and tablets. You can activate up to three devices for each user making applications and files available seamlessly across the devices.

It’s an easy way to make sure all your remote workers have access to the same software. The online storage allows for easy collaboration between team members irrespective of their physical location.

Pricing starts at $ 7.38 per user/month.

User Review – David A at NoBlue:

“The ease of access and single version approach that this brings. Microsoft have finally made sense of the ongoing subscription and upgrade process. All of your favorite office admin tools at your fingertips.”

Toolkit for onboarding remote employees

Process.st: Process Street is an excellent tool for creating workflows and documenting processes. They even have a bundle of most popular process templates that you can download for free from Appsumo. While it may seem like too much to document a process when hiring the first remote worker, you will see its value as you expand your team.

If you need some inspiration, look at this nice collection of best practices in onboarding remote employees by Remote.co.

You will also use Zoho/Skype to talk to the new hire during onboarding. You will set up the employee in your HR/Payroll software during onboarding. If you hire a full-time employee in the US, there may be other legal compliance to take care of during onboarding. If you are hiring a contractor or part-time employee, then you will have less stuff to do during onboarding.

Onboarding is the best time to train the new hire about your culture, work ethics, process, tools and expectations. You can create training videos, documents and checklists to make sure the new hire is correctly onboarded. If you have a larger team, you can also set up a learning management system (LMS) for your employees.

While it may seem like you need many tools, processes and some discipline for managing remote workers, benefits of hiring remotely make it worth it. The best people don’t live in one place. So hiring remotely can give your business an advantage because you can hire the best across the world.

Let us know if you find this blog useful.

Manage your work from home employees and remote workers.

Expense Tracking

Managing finances can be a daunting task, but implementing an effective expense tracking system can simplify the process and help businesses gain better control over their spending.
Expense tracking involves meticulously recording all expenses, whether big or small, to track where money is being spent. This can be done using various methods, such as mobile apps, spreadsheets, or dedicated software. By regularly monitoring and categorizing expenses, businesses can identify areas where they may be overspending or find opportunities to save.

Business Operations Software

Business operations software is a group of digital tools and applications designed to streamline and enhance various aspects of a company's operations. From project management and resource allocation to inventory management and customer relationship management (CRM), these software solutions provide businesses with the means to automate and optimize their processes.
By centralizing data, facilitating collaboration, and providing real-time analytics, it enables organizations to make more informed decisions, improve efficiency, and ultimately drive growth.

Desktop Time Tracker

A desktop time tracker tracks employee time on a desktop or laptop. It’s a valuable tool for individuals and businesses looking to improve productivity and manage their time effectively. This software allows users to track the amount of time spent on different tasks and projects, providing valuable insights into how time is being allocated.
With a desktop time tracker, users can easily monitor and analyze their work patterns, identify areas of improvement, and make informed decisions to optimize their productivity. These trackers often come with features such as customizable reports, reminders, and integration with other productivity tools, making it even easier to stay on top of tasks and deadlines.
Whether you are a freelancer trying to maximize billable hours or a team leader aiming to improve project efficiency, a desktop time tracker can be an essential tool to boost productivity and achieve better time management.

Cycle Time Calculator for Tasks

The Cycle time calculator for tasks allows teams to accurately assess the time it takes to complete specific tasks within a project. By inputting the start time and end time of a task, the calculator automatically calculates the cycle time, giving project managers a clear understanding of the efficiency and productivity of their team.
This information is crucial for identifying bottlenecks, optimizing workflows, and improving overall project performance. With the cycle time calculator, project managers can make data-driven decisions, streamline processes, and ensure timely delivery of projects. It is an essential resource for any organization looking to enhance their project management practices and achieve higher productivity levels.

Critical Path Method

The Critical Path Method (CPM) is a project management technique used to determine the most efficient sequence of activities required to complete a project within a specified time frame. It involves identifying the critical path, which is the longest sequence of dependent activities that must be completed in order to meet the project's deadline.
By analyzing the dependencies and durations of each activity, CPM helps project managers assess the impact of potential delays, allocate resources effectively, and make informed decisions to keep the project on track. This method is widely used in industries such as construction, engineering, and software development to streamline project schedules and ensure successful project completion.

Cloud-based Employee Time Clock

A cloud-based employee time clock is a digital tool that allows businesses to track and manage their employees' work hours efficiently. With this technology, employees can clock in and out using their devices, such as smartphones or computers, eliminating the need for traditional punch cards or manual time clocks.
The cloud-based nature of this system means that all the time data is securely stored and accessible online, making it convenient for both employers and employees to monitor and review attendance records. Additionally, these time clocks often come with advanced features like automated scheduling, overtime calculations, and integration with payroll systems, streamlining the overall time tracking and management process. By implementing a cloud-based employee time clock, businesses can improve accuracy, reduce administrative tasks, and ensure compliance with labor regulations.

Cloud-based Time Tracking

Cloud-based time tracking is a valuable tool for businesses and individuals alike. It allows users to conveniently track and manage their time from anywhere, as long as they have an internet connection.
This technology eliminates the need for manual time tracking methods, such as spreadsheets or punch cards, which can be time-consuming and prone to errors. With cloud-based time tracking, users can easily log their hours, track project progress, and generate accurate reports for billing or payroll purposes.
Additionally, this technology often integrates with other productivity tools, such as project management software or accounting systems, streamlining workflows and improving overall efficiency. Whether you're a freelancer, a small business owner, or part of a larger organization, embracing cloud-based time tracking can greatly enhance your time management and productivity.

Cloud Attendance Tracking Software

Cloud attendance tracking software simplifies and streamlines the process of tracking employee attendance. By storing attendance data on the cloud, this software eliminates the need for manual record-keeping and provides real-time access to attendance information from anywhere, at any time.
With features such as automated time tracking, employee scheduling, and leave management, this software not only saves time but also improves accuracy and efficiency. Organizations can easily generate comprehensive reports and analyze attendance patterns to make informed decisions about workforce management.

Clocking In and Out

Clocking in and out refers to the process of recording the start and end times of an employee's work shift. It is a common practice in many workplaces to accurately track the hours worked by employees for various purposes, such as payroll, attendance, and labor management. Typically, employees are required to clock in upon arrival at work and clock out before leaving. This helps employers monitor punctuality, track work hours, and ensure compliance with labor regulations.
Clocking in and out can be done using various methods, including manual timecards, punch cards, biometric systems, or digital applications. It is an essential aspect of workforce management, contributing to efficiency, accountability, and fair compensation for employees.

Client Time Reports

Client time reports provide a comprehensive overview of the time spent by clients on various tasks and projects. These reports are essential for tracking and analyzing the productivity and efficiency of client engagements.
By capturing accurate data on how clients utilize their time, businesses can gain valuable insights into resource allocation, project management, and overall client satisfaction. With the help of client time reports, organizations can identify any bottlenecks, inefficiencies, or areas that require improvement, enabling them to make informed decisions and optimize their operations.
These reports serve as a valuable tool for enhancing client relationships and ensuring that projects are completed within the allocated timeframes and budget constraints.

Client Billing or Invoicing Software

Client billing software enables businesses to efficiently manage their invoicing and payment processes. The software automates the billing cycle, from generating and sending invoices to tracking payments and managing client accounts. It provides businesses with a centralized platform to streamline their billing operations, reducing the time and effort required for manual invoicing tasks.
With features like customizable invoice templates, automated payment reminders, and robust reporting capabilities, client billing software simplifies financial management and improves cash flow.
Whether you are a freelancer, a small business owner, or part of a larger organization, implementing a reliable client billing software can greatly enhance your efficiency and help you maintain a professional approach to invoicing and billing your clients.

Categorization of Time Entries

The categorization of time entries refers to the process of organizing and classifying various activities or tasks based on their time-related attributes. This practice is essential for efficient time management, allowing individuals or organizations to track and analyze how time is spent.
By categorizing time entries, it becomes easier to identify patterns, allocate resources effectively, and prioritize tasks accordingly. Common categories for time entries may include project-specific tasks, meetings, administrative work, breaks, and personal activities. By implementing a systematic categorization system, individuals can gain a better understanding of how their time is being utilized and make informed decisions to optimize productivity and achieve their goals.

Capital Expense Management

Capital expense management refers to the process of effectively managing and controlling the expenses associated with acquiring, maintaining, and upgrading long-term assets or infrastructure within a business. This involves carefully planning and budgeting for capital expenditures, such as purchasing new equipment, renovating facilities, or investing in technology systems.
The goal of capital expense management is to optimize the allocation and utilization of financial resources, ensuring that investments are aligned with business objectives and deliver the desired return on investment. By implementing rigorous evaluation criteria, monitoring spending, and conducting regular reviews, organizations can make informed decisions regarding capital expenditures, mitigate risks, and maximize the long-term value of their assets.

Business Operations Software

Capacity planning software is a powerful tool that enables organizations to effectively manage and optimize their resources. With this software, businesses can accurately forecast their future resource needs based on historical data, current utilization rates, and projected growth.
By analyzing factors such as workload, server capacity, network bandwidth, and storage requirements, capacity planning software allows businesses to proactively allocate resources, identify bottlenecks or potential issues, and make informed decisions to ensure smooth operations.
This software also provides real-time monitoring and reporting capabilities, allowing businesses to track resource usage, identify trends, and make necessary adjustments to maintain optimal performance.

Business Expense Tracker

The Business expense tracker is used for managing and monitoring expenses within a business, a department, or a project. It provides a streamlined and efficient way to track all financial transactions related to the company's operations. With it, businesses can easily record and categorize expenses, generate expense reports, and analyze spending patterns. By keeping a close eye on expenses, businesses can make informed decisions, identify areas of overspending, and implement cost-saving strategies.
Business expense tracker is an essential component of financial management, helping businesses stay organized and maintain financial health.

Dashboard

A graphical user interface in time tracking software that displays key metrics and data related to employee time, attendance, and productivity in a visually appealing format.
It’s a powerful tool that allows individuals and teams to efficiently manage and monitor their time usage. It enables managers to get a high-level view of the state of business, projects, and tasks. Managers also get an idea about how employees are doing and if there are any important issues to address.

Budget Tracking

Budget tracking is vital for managing business and project finances effectively. It involves keeping a detailed record of income and expenses to understand where money is being spent and to identify areas where adjustments can be made. With budget tracking, businesses can gain a clear overview of their financial situation and make informed decisions about income and spending. By diligently tracking expenses and comparing them to a pre-determined budget, businesses can identify activities that are losing money and those that make money for the business.
Budget tracking provides a sense of control and empowerment over business finances.

Browser Extension Time Tracking

Using a browser extension for time tracking can increase your productivity and help you stay focused on your tasks. These extensions provide a convenient way to monitor how much time you spend on different websites and applications, giving you valuable insights into your digital habits.
With the ability to set goals, track breaks, and receive notifications, these extensions serve as a powerful tool to manage your time effectively and prioritize your work. By analyzing the data collected, you can identify patterns, discover time-wasting activities, and make informed decisions to optimize your workflow. Whether you're a freelancer, a student, or a professional, incorporating a browser extension for time tracking can be a game-changer in boosting your productivity and achieving your goals.

Billing Rates

Billing rate refers to the cost or fee charged for a particular service provided by a professional or business. Typically, the billing rate is defined per hour. The rates can vary depending on various factors such as the level of expertise, experience, industry standards, and the complexity of the service being offered.
It's important to set their billing rate strategically to ensure it generates profit while keeping the business competitive.
Clients should carefully consider these rates when engaging the services of a professional or business to ensure they align with their budget and expectations. Understanding and discussing billing rates is an essential aspect of any business or professional relationship to ensure transparency and clarity in financial arrangements.

Billable Time

Billable time refers to the hours or units of work that can be charged to a client or customer. In professional services industries such as consulting, legal, or software development, tracking billable time is crucial for accurately invoicing clients and determining the profitability of projects.
This includes tasks such as client meetings, research, analysis, and any other work directly related to the project. Properly managing billable time is essential for maximizing revenue and ensuring fair compensation for the services provided. By accurately recording and categorizing billable hours, businesses can also gain insights into resource allocation and identify areas for improving productivity and efficiency.

Billable Hours Software

Billable Hours Software is used by professionals and businesses to track and manage their billable hours. This software allows users to accurately record the time spent on various tasks or projects, making it easier to generate invoices and track client billing.
With features such as automated time tracking, project management, and reporting capabilities, this software provides a streamlined and efficient solution for professionals in industries such as law, consulting, and freelancing. Businesses can effectively monitor their productivity, ensure accurate billing, and improve overall profitability by using a billable hours software.

Automatic Time Tracking

Automatic time tracking revolutionizes the way we manage our time and increase productivity. By automatically recording the time spent on various tasks and activities, this technology eliminates the need for manual log entries and provides accurate insights into how we spend our time.
Automatic time tracking allows individuals and businesses to analyze their time usage patterns and make informed decisions to optimize efficiency. With the ability to track time across different devices and platforms, this technology offers convenience and flexibility for users in managing their schedules effectively.

Attendance Tracking

Attendance tracking refers to the systematic method of recording and monitoring the presence or absence of individuals, such as employees or students, during a specific period of time. It involves the use of various tools and techniques to keep accurate records of attendance, including time clocks, electronic systems, or even manual sign-in sheets.
The primary purpose of attendance tracking is to have a reliable and organized system in place to monitor and manage attendance, track attendance trends, and ensure compliance with attendance policies and regulations.

Attendance Tracker

Attendance Tracker is a tool for effectively managing and monitoring attendance in various settings. It simplifies the task of keeping track of attendance records, whether it's for a classroom, workplace, or event. The Attendance Tracker allows administrators to easily input and update attendance data, generate detailed reports, and identify trends or patterns in attendance behavior.
By providing real-time insights into attendance patterns, this tool empowers users to take proactive measures to improve attendance rates and enhance overall productivity.

Absence Tracking

Absence tracking refers to the process of monitoring and recording employees' absences from work. It allows organizations to keep track of employees' time off, including vacation days, sick leave, personal days, and other forms of leave. Effective absence tracking systems help employers maintain accurate records and ensure compliance with company policies and labor laws.
By implementing an absence tracking system, businesses can streamline their processes, improve productivity, and effectively manage workforce attendance. With the help of digital tools and software, tracking and managing employee absences has become more efficient and convenient, enabling organizations to effectively plan and allocate resources while ensuring a smooth workflow.

Absence Tracker

An absence tracker is a digital tool or software designed to help organizations easily and efficiently manage employee absences. With an absence tracker, employers can keep track of employee leaves, including vacation days, sick days, personal days, and other types of absences. It allows employers to maintain accurate records and monitor patterns of employee attendance, which can be helpful for planning purposes and ensuring proper coverage.
An absence tracker can provide employees with transparency regarding their remaining paid time off and allow them to submit absence requests and receive approvals electronically. This streamlines the process for both employers and employees, reducing administrative tasks and improving overall communication within the organization.

Absence Management Software

Absence Management Software is a tool used by organizations to track and manage employee absences. With it, employers can monitor and record employee leaves, holidays, vacations, or other types of absences. It streamlines the process of requesting and approving time off, making it easier for both employees and managers to stay organized and ensure proper coverage.
Absence Management Software simplifies the task of managing employee attendance and ensures smooth operations within the workforce. It helps organizations comply with labor laws and regulations regarding leave entitlements and policies.

Download Employee Attendance Sheet Template in Excel

Download the free Excel Employee Attendance Sheet Template

Download Employee Work Schedule Template in Excel

Download the free Excel Employee Work Schedule Template

Daily Attendance

The record of employee presence or absence on a daily basis, typically recorded in a time tracking system or attendance register. Keeping track of daily attendance is essential for various reasons.
Firstly, it ensures that individuals are fulfilling their responsibilities and meeting their obligations. It also allows for the monitoring of punctuality and helps identify patterns of absenteeism.
Daily attendance records are valuable for assessing productivity, analyzing trends, and making informed decisions. By maintaining accurate and up-to-date records of daily attendance, organizations can promote accountability, maintain a structured environment, and ultimately strive towards achieving their goals efficiently.

Data Export

The process of extracting time tracking data from a software system for use in other applications or for analysis purposes, often done in formats such as CSV, Excel, or PDF.
Data export is an important feature of time tracking software as it allows you to use the time tracking data and timesheets for processing payroll and billing clients. Exported data can be imported into accounting software like QuickBooks to automate bookkeeping.

Expense Reports

Expense reports provide a detailed breakdown of the costs incurred during business operations, including travel expenses, meals, accommodations, and other miscellaneous expenses. By meticulously documenting these expenses, companies can gain insights into their spending patterns, identify areas of potential cost savings, and ensure compliance with internal policies and external regulations.
Expense reports streamline the reimbursement process for employees, allowing them to easily submit their expenses and receive timely reimbursements.

Employee Scheduling

The process of creating and managing work schedules for employees, including assigning shifts, determining work hours, and accommodating employee preferences or availability.
It involves creating a schedule that ensures adequate coverage for all necessary tasks. Effective employee scheduling is crucial for optimizing productivity, maintaining employee satisfaction, and ensuring smooth operations.
With the help of advanced scheduling software and tools, businesses can automate and streamline the scheduling process, saving time and reducing errors. Employee scheduling allows managers to easily track and manage workforce attendance, monitor overtime, and make adjustments based on changing demands.

Expense Reimbursement

Expense reimbursement is a process that allows employees to be reimbursed for business-related expenses they have incurred on behalf of their company. This can include expenses such as travel, meals, accommodations, and other necessary costs incurred while conducting business.
The purpose of expense reimbursement is to ensure that employees are not financially burdened by their work-related expenses and to maintain transparency and accountability within the organization.
Companies typically have specific policies and procedures in place to manage and approve expense reimbursement requests, including the submission of receipts and documentation. This process helps ensure that expenses are legitimate and align with company policies, while also providing employees with the necessary financial support to carry out their job responsibilities effectively.

Expense Management

Expense management involves the process of tracking, controlling, and optimizing expenses incurred by the organization. By effectively managing expenses, businesses can achieve greater financial stability and allocate resources more efficiently. This includes monitoring and analyzing expenses, implementing budgeting strategies, and finding ways to reduce costs without compromising on the quality of products or services.
Whether it's through the use of expense management software, implementing expense policies, or conducting regular audits, businesses can gain better control over their financial health and make informed decisions for future growth and success.

Employee Project Scheduling

Employee project scheduling refers to the process of assigning and managing work tasks and timelines for a team of employees working on a specific project. It involves determining the resources needed, estimating the time required for each task, and allocating responsibilities to individuals or groups.
Effective employee project scheduling plays a crucial role in ensuring that projects are completed on time and within budget. By carefully planning and organizing the workload, it helps in optimizing productivity, minimizing bottlenecks, and maintaining a smooth workflow.
It allows managers to track progress, identify potential issues, and make necessary adjustments to keep the project on track. With the help of advanced scheduling tools and technologies, employee project scheduling has become more efficient and streamlined, enabling teams to collaborate effectively and achieve project goals successfully.

Employee Monitoring

Employee monitoring involves the use of various tools and techniques to track and monitor employees' activities during working hours. While some may view it as intrusive or privacy-invading, the practice has become more prevalent due to the need for increased productivity, security, and compliance with regulations.
Employee monitoring can include tracking computer usage, internet browsing, email communication, and even video surveillance. By implementing employee monitoring, organizations can gain valuable insights into workflow optimization, identify potential security risks, and ensure employees are adhering to company policies.
However, it is crucial to strike a balance between monitoring and respecting employees' privacy rights to maintain a healthy and trusting work environment.

Employee Leave

Employee leave refers to the time off that employees are entitled to take from work for various reasons. It is an essential aspect of any organization's human resources policy, ensuring that employees have a work-life balance and the ability to attend to personal or family obligations.
Employee leave typically includes vacation leave, sick leave, parental leave, and bereavement leave, among others. These leaves may be paid or unpaid, and the duration and eligibility criteria may vary depending on company policies and local labor laws.
Having a well-defined and transparent employee leave policy is crucial for fostering a positive work environment and supporting the well-being of employees.

Employee Expense Management

It refers to the process of overseeing and controlling the expenses incurred by employees during their course of work. This includes tracking and monitoring expenses such as travel, accommodation, meals, transportation, and other business-related costs.
Effective expense management is crucial for organizations to maintain financial control, ensure compliance with company policies, and optimize budget allocation. By implementing robust expense management systems and policies, businesses can streamline the reimbursement process, reduce the risk of fraud or errors, and gain better visibility into spending patterns.

Employee absenteeism Tracking

It refers to the process of monitoring and recording employee absences within an organization. It is an essential tool for HR departments and managers to keep track of employee attendance patterns and identify any trends or issues that may arise.
By accurately tracking absenteeism, organizations can analyze data to identify potential causes, such as illness, burnout, or dissatisfaction, and take proactive measures to address them. With the help of advanced tracking software and systems, companies can automate the process, making it more efficient and reliable. This allows for better resource planning, improved productivity, and ultimately, a healthier and more engaged workforce.

Employee Absence

It refers to the instances when employees are not present at work due to various reasons. It can include planned leaves, such as vacation or personal days, as well as unexpected absences due to illness, family emergencies, or other unforeseen circumstances.
Employee absence can pose challenges to businesses, as it may disrupt workflows, impact productivity, and require additional resources to cover the workload. Employers often implement policies and procedures to effectively manage and address employee absences, ensuring clear communication, documentation, and proper leave tracking systems.
By proactively addressing and managing employee absence, organizations can maintain smooth operations and support the well-being of their workforce.

Employee Utilization

The measure of how effectively and efficiently employees are utilized within an organization, often calculated as the percentage of total available work hours that are actually spent on productive activities or billable work.
By analyzing employee utilization, businesses can gain insights into staffing needs, identify areas for improvement, and optimize resource allocation. This metric helps organizations to better understand how effectively their workforce is contributing to the overall goals and objectives of the company.
Monitoring and managing employee utilization can lead to improved productivity, reduced costs, and increased profitability. It is an important aspect of workforce management and plays a vital role in achieving operational excellence.

Employee Timesheet

A document or digital form used by employees to record their daily or weekly work hours, typically detailing start and end times for each work period, as well as any breaks or time off taken.
It provides a comprehensive overview of the time spent by each employee on various tasks and projects. The timesheet typically includes details such as the employee's name, date, hours worked, and specific tasks performed. This valuable document helps managers and HR departments accurately calculate payroll, monitor employee productivity, and ensure compliance with labor regulations.
By maintaining accurate and up-to-date timesheets, organizations can streamline their operations, improve resource allocation, and make informed decisions regarding workforce management.

Employee Time Tracking

The systematic recording and monitoring of employee work hours, attendance, and activities to ensure accurate payroll processing, compliance with labor regulations, and effective resource management.
Keeping track of employee time is a critical aspect of managing a workforce efficiently. This practice not only helps organizations monitor employee productivity but also ensures accurate payroll processing and compliance with labor regulations.
By implementing effective employee time tracking measures, businesses can streamline their operations, identify areas of improvement, and make informed decisions based on data-driven insights. It is an essential tool for maintaining transparency and accountability within the workforce, ultimately contributing to overall productivity and success.

Employee Time Clock

A device or system used by employees to record their work hours, typically including features such as clock-in/clock-out functionality, biometric verification, and integration with time tracking software.
It’s an important tool to accurately track and record the working hours of employees. It helps streamline the payroll process, ensuring that employees are paid correctly for the time they have worked.
With the advancements in technology, traditional punch-in time clocks have been replaced by digital solutions, such as biometric scanners, mobile apps, or web-based systems. These modern time clock systems offer added convenience, allowing employees to clock in and out using their fingerprints, ID cards, or even through their smartphones. This not only eliminates the need for manual timekeeping but also reduces the chances of errors and discrepancies in the recorded data.

Employee Self-Service (ESS)

A feature of time tracking systems that allows employees to access and manage their own time-related information, such as viewing timesheets, submitting time-off requests, and updating personal information.
With ESS, employees have can access and manage their own personal information, such as updating contact details, requesting time off, viewing their pay stubs, and even enrolling in benefits programs. This allows employees to have more control over their own work-related matters, without having to rely on HR or administrative staff for every request or update.
From an employer's perspective, ESS streamlines administrative tasks and reduces the need for manual data entry, ultimately saving time and increasing efficiency. By empowering employees with self-service options, organizations can foster a culture of autonomy and productivity, leading to a more engaged workforce.

Default Work Schedule

The standard or predefined work hours and days for employees, which serve as the basis for tracking deviations such as overtime, under time, or shift changes.
Employee work schedule shows when an employee is supposed to work and for how long. Every organization has a default work schedule for its employees so that all new employee know what is expected of them. However, the default schedule can be adjusted to accommodate any unique needs of the employee and the organization.

Employee Clock-Out

The action of an employee recording their departure or end time for a work shift, indicating the completion of their assigned tasks or work hours for the day.

Employee Clock-In

The action of an employee recording their arrival or start time for a work shift using a time clock, time tracking software, or other methods such as biometric scanners or mobile apps.

Elapsed Time

The total duration or amount of time that has passed between the start and end of a particular task, project, or work shift.
It is a measurement used to understand the amount of time that has elapsed, whether it is in seconds, minutes, hours, days, or even years. This concept is useful in various fields, such as science, mathematics, and project management, where tracking time intervals accurately is crucial.
Understanding elapsed time allows us to analyze processes, measure efficiency, and a plan for future events with greater precision. It is a fundamental concept that helps us make sense of the temporal aspects of our lives and the world around us.

Electronic Timesheet

An electronic timesheet that shows record of employees’ working hours, typically accessed and submitted through time tracking software or online platforms.
It replaces the traditional paper-based timesheets, making the process more efficient and accurate. With an electronic timesheet, employees can easily log their hours worked, breaks taken, and any other relevant information through a user-friendly interface.
The system automatically calculates total hours and overtime, reducing the chances of errors or miscalculations. Supervisors and managers can easily access and review timesheets, ensuring transparency and accountability in the workplace.
The electronic timesheet also streamlines the payroll process, as it integrates with payroll software, eliminating the need for manual data entry.

Employee activity tracking

In today's fast-paced and data-driven work environments, employee activity tracking has become an increasingly prevalent practice. This refers to the monitoring and analysis of employees' work-related activities, such as time spent on tasks, productivity levels, and even digital interactions. The purpose behind employee activity tracking is to gain insights into individual and team performance, identify areas of improvement, and optimize overall productivity. While some view it as a valuable tool for enhancing efficiency and accountability, others express concerns about privacy and the potential negative impacts on employee morale. Ultimately, the approach to and implementation of employee activity tracking should be carefully considered and balanced to ensure a positive and productive work environment for all.

Employee attendance tracking

Employee attendance tracking is a crucial aspect of workforce management that enables businesses to monitor and manage their employees' attendance and punctuality. By implementing an efficient attendance tracking system, employers can accurately record the working hours of their staff, identify attendance patterns, and ensure compliance with company policies and labor regulations. This not only helps to maintain productivity levels but also aids in identifying and addressing any potential issues related to absenteeism or tardiness. Moreover, employee attendance tracking systems often integrate with payroll software, simplifying the process of calculating wages and reducing administrative tasks for HR departments. Overall, implementing an effective employee attendance tracking system can greatly contribute to enhancing productivity, improving workforce management, and fostering a more organized and efficient work environment.

Employee Attendance

Employee attendance refers to the consistent presence of employees during their designated working hours. It is a vital aspect of maintaining productivity and ensuring the smooth functioning of an organization. Monitoring and managing employee attendance is crucial for employers to track the punctuality and reliability of their workforce. This includes keeping track of absences, tardiness, and any patterns of irregular attendance. By actively addressing issues related to employee attendance, such as implementing attendance policies, providing incentives for good attendance, and addressing any underlying causes for absenteeism, employers can foster a positive work culture and improve overall productivity.

Daily Report

A summary or report generated on a daily basis that provides details of employee time worked, attendance, and any deviations from the standard work schedule.
This report provides a detailed overview of the attendance records, including the arrival and departure times, as well as any absences or tardiness. It shows details of work done by the employee during the day.
By regularly reviewing the Daily Attendance Report, managers and administrators can identify patterns of attendance, address any attendance issues, and ensure that everyone is adhering to the required schedule. This report not only helps in maintaining discipline and accountability, but also serves as a valuable resource for payroll processing and performance evaluation.

Dynamic Scheduling

A flexible scheduling approach that allows for real-time adjustments to employee work schedules based on changing business needs, employee availability, or workload fluctuations.
With the appropriate software, companies can effectively allocate their employees based on demand, ensuring that the right people are scheduled at the right time to meet customer needs. This dynamic approach takes into account various factors such as employee availability, skills, and preferences, as well as expected workload.
By using dynamic employee scheduling, businesses can streamline their operations, minimize labor costs, and improve overall efficiency. Moreover, employees benefit from a more flexible and balanced schedule, leading to increased job satisfaction and productivity.

Duration Tracking

Monitoring the length of time spent on specific tasks, projects, or activities by employees, providing insights into productivity and resource allocation.
This is essential for teams looking to optimize their productivity and effectively manage their time. By tracking work duration, managers can gain insights into how their teams allocate their time, identify areas of improvement, and make informed decisions about resource allocation.
With the help of various tools and software, work duration tracking has become more streamlined and convenient, allowing for accurate and detailed records of work activities. This data can be utilized for performance evaluations, project planning, and overall workflow management, ultimately contributing to increased efficiency and successful project completion.

Downtime

The period during which employees are not engaged in productive work activities, often due to equipment malfunctions, system downtime, or other operational issues.
While some amount of downtime is inevitable and can even be beneficial for employee well-being and creativity, excessive or unproductive downtime can have negative effects on overall productivity and morale. It is important for employers to strike a balance between providing necessary downtime for employees to recharge and regroup, while also ensuring that they are utilizing their time effectively and efficiently.
Open communication and clear expectations regarding downtime can help employees make the most of these periods and contribute to a positive and productive work environment.

Digital Timesheet

An electronic or digital timesheet that shows employees’ daily or weekly work hours, typically accessible through a web-based application.
The concept of a digital timesheet has revolutionized the way businesses track and manage their employees' working hours. With a digital timesheet, gone are the days of manually recording time on paper or spreadsheets, which were prone to errors and time-consuming to manage.
Instead, organizations can now leverage timesheet software solutions that offer a user-friendly interface for employees to input their hours worked, breaks taken, and any additional notes or tasks completed. This digital tool allows for greater accuracy, efficiency, and transparency in tracking and analyzing employee time, ultimately leading to improved productivity and streamlined payroll processes.
Whether it's for remote teams or on-site staff, a digital timesheet is an indispensable tool for modern businesses seeking to optimize their time management practices.

Departmental Tracking

The practice of tracking time and attendance data by department or team within an organization, allowing for department-specific analysis and reporting.
This data is used by the head of the department or manager to improve the functioning of the department.

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