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4 Reasons Your Association Should Track Time Bookmark

Every association is different. But no matter who you are or whom you represent, one thing is for certain: there is lot of work to be done.

Whether it’s managing members, raising funds, contending with new rules and regulations, or delivering quality programs that serve your mission, there is only so much that can be done in a given day, week, or year.

And that’s not when you’re trying to hire new employees or keep existing ones, or reduce overhead costs, or stay up to date with new technology and ways of communicating.

Does this sound stressful? Perhaps a bit. But that’s part of the job — managing people, processes, finances, and beyond.

The most successful associations are efficient, tech-savvy, and skilled at communicating with members, sponsors, and their local (and online) communities.

Another trait these associations share: They track employee time.

Let’s take a look at why!

 Understand Hiring Needs

 If you had unlimited budget, how large would your team be? What if your budget was cut in half? How would that affect how you organized the team?

 Perhaps more importantly, how are you managing your current staffing needs?

 The data providing by time tracking highlights how many hours employees spend on key projects, who is available to take on new work, who is out on vacation or sick leave, and so much more.

 More specifically, tracking time can help you understand what it takes to make a new hire successful. If you bring on additional help, is there enough capacity on staff to train, manage, and mentor them?

 By simply entering employee hours, the larger operational picture becomes much more clear — freeing up your time to focus on strategic goals for your association.

  2. Measure Program Costs

Once your team has started recording their time, you’ll begin to understand how many hours it takes to perform certain types of work or functions. And with employee salary information as part of your timesheet system, you’ll be able to analyze the true costs of the work performed.

Empowered with this data, you’re able to create more accurate program budgets and  more effectively forecast how much time and effort — and at what cost to the organization — it will take to complete any major program.

This information can be used as internal benchmarks, shared with the leadership team to drive improvements, or included with ROI models as you look to gain better insights into what is delivering results and what is not.

For example, these insights can help you determine whether it makes more sense to manage a program internally or outsource some work to contractors or part-time employees. 

3. Manage Overtime Hours

 Are your employees working overtime? If so, do they receive overtime pay? Is this costing your association more than originally planned? By tracking and approving employee time, you can quickly understand overtime trends and patterns, as well as report on the impact to your organization.

 For some associations, occasional may be ok, but extended periods of overtime could merit further review of how programs, budgets, and even employee time off are managed.   

 As a reminder, the Department of Labor (DOL) mandates that nonexempt employees are eligible for overtime when time worked in a week exceeds 40 hours.

 4. Time Tracking Is (Finally) Easy

 It used to be that tracking time required maintaining dozens of Excel spreadsheets. Or paper cards that would literally be stamped with the time and date. Those days are long behind us.

 Time can be recorded online, on your desktop, on your mobile phone, or via your calendar. Whether you’re in the office or on the road, keeping track of your work is never more than a click or two away!


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