How To Audit Your Team’s Time And Measure Productivity

Talking about “measuring employee productivity” usually brings up a bad feeling.
Employees don’t like having their work scrutinized, and managers (at least, some of them) don’t want to be chasing people around to ask them about their work.

Yet, if teams want to improve, or at least have an idea on how their work’s been going, a little monitoring and measuring of productivity is necessary.

When done correctly, it can help the manager find costs and time sinks, and also benefit the way the organization works as a whole.

Thankfully, Timeneye gives managers the tools to do just that.

What is employee productivity, anyway?

It’s hard to measure employee productivity without knowing what to look at.

Is it measured by the number of tasks completed? Is it the economic return of projects after employee costs?

Honestly, every business is different. Which means that the definition of productivity may not be the same.
One way to start measuring could see how people spend their time. As the old saying goes, time is money, right?

“I know! I’ll simply count how much time they stay in the office and the one who spends more hours wins! Right?”

Wrong!

You don’t just have to count hours, you have to see where these hours actually go.

This is why a time audit comes to help.

Time audits: what are those?

Time audits are useful tools for personal productivity but can work really well on a team as a whole.

By conducting a time audit, it’s possible to identify time drains and see where improvements can be made. Managers can help employees with their time management skills and keep the whole team happy and productive.

For a full guide on how to do a time audit for personal productivity, read here:

How To Audit Your Time (And Why You Should)

Auditing your team with Timeneye’s reporting features

Timeneye will give you exactly the tools and data you need to perform your evaluation.

What you need:A Timeneye team workspace

How to time audit your team, step-by-step:

  1. Explain the “why”
  2. Onboard the team on the process
  3. Set goals
  4. Let the team track
  5. Monitor
  6. Evaluate

Step 1: Explain the “why”

It’s important for your team to understand the reason why you’re evaluating their time. Otherwise, it just will feel like an imposition. The last thing you want is people stacking their timesheets with meaningless entries, just because they have to.

Also, include yourself in the evaluation: every good leader knows how important it is to lead by example. Not to mention, the evaluation for the team and business as a whole won’t be completed without you.

Step 2: Onboard the team

The team will need some time adjusting to the new tool, so give the chance to get used to it. Timeneye thankfully offers a series of helpful guides and how-to posts on how to use Timeneye to track time every day.

Also, establish and explain some rules and good practices. (For example, it may be useful to add notes to every time entry registered for a more detailed evaluation).

Step 3: Set goals

Setting goals is important for any evaluation. It makes no difference if you’re evaluating yourself or your team.

Make sure to write everything down so you can compare the results later on.

Step 4: It’s time to track

After the goals and set up have been laid out, it’s time for you and your team to track your time.

Consistency will be the key: tracking time every day will ensure you’ll have enough data to then carry all the analysis you need.

Don’t forget to also think about when your team is on the field, in meetings, or switching between multiple projects. Make it easier for them to track time by activating the integrations with the tools they use, and recommending they use the Timeneye apps on their mobile phone.

Step 5: Monitor

Here comes the dirty work of the managers: keeping an eye on people.

Obviously watching your team like an hawk all the time would be a) a huge waste of your time and b) a huge bummer on the team’s morale.

Let technology lend you a hand. Schedule regular reports and weekly overviews from Timeneye on your team’s work, to be delivered to your email directly. This will allow you to keep an eye on the process without disrupting or interrupting your team’s rhythm.

Lots of effort going in that Deerwave project, it seems

Project status views will also help you see where the time efforts of teams’ been going, and whether they’re sticking to their budgets or not.

Project effort view from Timeneye

Step 6: The final report

When all the data is gathered, you can perform a report on all your team’s time to see how it went.

A Team report will let you see how the team’s allocated their time, and you can also target specific members you included. Then compare the data with the goals you gave you and the team and you’ll know if they were met or not.

How to Improve you and your team’s time management

You’ve arrived this far. Good job!

But simply checking the boxes of your goals and counting hours will do nothing for the team productivity.

Find out where the work can improve and strengthen what is already working.

If you have explained the importance of good time management for employees and colleagues alike, all of you should benefit from the time audit you carried out.

New to time tracking? Start improving your team’s productivity: create a Timeneye workspace today.

About Stefania

Project Manager at Timeneye. In her free time, she enjoys reading books and belting out tunes from Broadway musicals (although the neighbours don't seem to appreciate that).