SIX CLEVER APPROACHES TO TIME KEEPING SUBMISSION Turning in time sheets used to be a problem for these five shops-but no more. Here's how they did it: VIRTUE -- "Management sets the standard--if you track time, so will your employees." -- Brad Manning, Meyer & Johnson INTIMIDATION -- "It's a job requirement that equals job security." -- Dave Speer, The Avion Group GREED -- "Let employees know that the agency's real profit is time, which directly affects their Profit Sharing Plan." -- Tina Stolpa , L Quillin & Assocs PEER PRESSURE -- "You're as successful as your weakest link. When a new staffer comes on board, they see their peers doing their time sheets, so they know that's what is expected." -- Mark Deitsch, Deitsch Design ALTRUISM -- "We impress accountability and responsibility for every working day ...if that doesn't work, we publicly humiliate them in the morning meetings and give lunch certificates to those who do it right." -- Jenny Wren, PBLK Comm

By Mark Robillard

The key to more accurate time entry is to make it easier and quicker for staffers to do it themselves. Put the ability to enter time at their fingertips, right at their desk, and give them ways to keep their time entry consistent. Through the use of job and job task lookup lists, direct where they can put their time without making it so arduous they won't do it. Make it easy for them to enter any notes that should go along with a time entry.

     What happens if you spend less time in the process of actually entering time? You get more time to do what you like doing..

     Staffers won't mind entering their own time if it's fast and easy. Time cards are fast because they can be left up on the computer while the staffer is working-just like a piece of paper on their desk. Lookup lists help by clarifying which jobs are open and showing only available tasks on those jobs. Special status alerts keep time to approved jobs only so that time doesn't get lost.

     Everything stays focused on the work at hand. Nothing has to be memorized so there are fewer mistakes and less barriers to getting the time entered. For those who do have problems remembering to enter their time, Clients & Profits provides gentle reminders ("would you like to finish your time sheet now?")

     Use of a stopwatch that's interactive with the time card and your database gives staffers the ability to keep track of how long they've been working on a particular task. Then, they don't have to guess if it's been 10 minutes or an hour.

     With everyone entering their own time regularly, you can get right to evaluating how that time is spent. Review time sheets easily on screen or by printing reports. Editing can be as easy as double-clicking on a specific entry and typing in corrected information.

     Time only effects job tickets, so you don't waste any effort proofing the general ledger. Instead, compile important information about time by using productivity reports to determine your most productive job types, tasks, and staffers. Easily find out which clients use the most time and decide if their billing merits your extra work and overhead.

     What if you worried less about getting users to enter their time? No more threats, whining, crying, bribing, and gnashing of teeth. Go back to doing your own work!

Mark Robillard developed Clients & Profits and is a cofounder of Working Computer.