How to track workdays effectively

Our workday tracking tool is easy to use, just plan and add the main objectives of the day and update their status as you progress. The open tasks are easily transferred to other days. In general the planning and reporting should not take more than 10 minutes per day but it could save hours that are wasted in doing unnecessary. Managers might spend more time with the tool as it replaces all the status checks they need. Unlike many project management tools, in our tool people cannot assign tasks to others. Task assignment is removed intentionally to put each person in full control of workday planning and to avoid jumping between different tasks. People could still request actions, but each person will decide how and when to work on these assignments.
We only have one user level. Everybody in the team could check the daily accomplishments of the others. This transparency is key in making the tool effective, creating a true sense of team work and in pushing the teams to focus on the important. Managers can monitor what is progressing each day and only intervene where some clarification is required.
In this page, the functionality of different sections of the tool is explained and some recommendations are provided to use it more effectively.

Good work practices

Our objective is to implement a work methodology that improves productivity, makes it easy to implement remote working, and keeps teams happy and motivated. Our workday management tool is just designed to structure this methodology. Few practices are key for teams to successfully implement this work methodology and maximize the effectiveness of the tool.
Even that the tool can be used just as task tracking system, to boost productivity and keeping teams motivated it should not be used with a any time tracking tools. Team members should also personally benefit from better productivity otherwise being productive does not make sense. If the workdays are still assessed by the time in the office, task lists will be filled by unnecessary actions.
This tool is not designed as project management application, even that in some cases it could be used as one. The one line summarizes are not intended to describe the problem or solutions in details. The tool also does not provide file attachments or links to projects which is normally needed for a project management tools.
Developing the right work habits takes time. Managers should be clear about what they expect to be in daily summaries. In addition, feedbacks about how much work means a workday will avoid potential misunderstandings and helps to keep all the team members aligned.

Tasks

The tool has two task lists which allow to define daily and fixed tasks.

Daily

Daily task list is for planning each day. With this list tasks can be defined for any day in the future or edited from the days in the past. Two categories of the tasks main or small can be defined. The main tasks are the most important actions of the day which take more than 2 hours to complete. Normally each day should not have more than two main tasks. Small tasks take less than two hours to complete and normally are actions like meetings. The list of open actions from other days is available in the daily tasks page. This helps the user to not miss the unfinished work items and easily adds them to other day planning. Some of the things that can be edited from daily tasks page includes:

  • Define new tasks of the day or any day in the future
  • Update open tasks from other days or add them to current day
  • Check all the tasks based on status

Fixed

Fixed tasks are work actions that frequently happen over time. For these types of tasks, the users need to define start date, end date, and frequency of the actions. These items will be automatically added to daily plans on the due dates.

Team performance

The daily action of all the team members are available in a single page summary. Managers could simply check performance summarizes to know status of projects and detect issues that needs their intervention. The summaries can be checked for any day with anybody. Alternatively, the actions of a team member can be tracked over a period.

Leave management

Some of time tracking applications are integrated with leave management systems. To simplify replacing these applications, vacations and leave management module is also integrated in the tool. This module can be disactivated from admin panel, if leave management system is not used. The module is standard leave management system that considers public holidays, employee contract percentages and contract start and end period. Admins could also add or subtract extra vacation days to consider special cases and over times. System manages full or half-day leaves.

Admin

Admin has extra panel which allows him/her to perform the following additional actions. A company could have multiple admins for the same team.

  • Defines the employee details and the involvement percentages
  • Add or remove other admins
  • Define company's vacation rules
  • Validates the vacation requests