Mastering Timesheets: Accountability without Breaking Trust

#ShoryuWill Newsletter By William Zhang

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What This Edition Will Cover:

• Why staff, particularly Gen Z, resist timesheets.
• How to make timesheets a routine without breaking trust.
• Tools and strategies to automate and streamline time tracking.
• Cultivating a culture of accountability that boosts both morale and productivity.
• 3 Book recommendations to build trust and habit.
• 1-2-3 Punch to get you to the next level of success.

Why does getting your team to submit timesheets sometimes feel more complicated than the projects themselves? Whether it’s the annoyance of logging hours or the disconnect between tracking and impact, getting compliance from a younger workforce like Gen Z can be a real struggle.

The Common Problem and Why It Is Important

Lost Productivity and Financial Impact:

Research shows that time theft, including inaccurate timesheets, is a significant issue in Australia, as it is globally. Time theft costs businesses between 1.5% to 5% of their gross payroll annually, resulting in substantial financial losses. In some cases, time theft can take up to 7% of annual payroll costs, leading to inaccuracies in billable hours and payroll errors.

Timesheet non-compliance is more than just an annoyance; it’s a direct threat to project efficiency, billing accuracy, and even team morale. Especially with Gen Z, who prioritise purpose and psychological safety, traditional methods of enforcing time tracking often lead to resistance. If we fail to address this, we lose out on both employee engagement and vital business metrics.

Proof of Concept

• Allison Worldwide (a PR agency): Allison Worldwide faced challenges in tracking employee hours, especially when dealing with flexible billing models for different clients. By adopting the ClickTime time tracking platform, they were able to streamline their timesheet compliance and improve employee utilization. This helped them not only better manage client billing but also optimize their internal processes for better workforce efficiency. As a result, Allison Worldwide experienced a significant reduction in timesheet-related errors, making their billing and payroll much more accurate.

• Teach For All (a global nonprofit): Teach For All struggled with timesheet compliance in their early years, especially when managing grants and ensuring 100% compliance with various funders. They implemented an automated system through ClickTime, which allowed them to collect better, more accurate time-entry data. This not only helped them maintain compliance with their grants but also supported sustainable growth by ensuring proper allocation of resources and cleaner financial records.

Where We Went Wrong

In my early experiences, I found that no one was submitting timesheets (Well, I didn't even have a system for that. So my fault indeed). But later when we had a system, my team would either forget or didn’t see the value, leading to billing errors and inefficiencies. After months of coaching, culture-building, and leadership training, things began to shift. It wasn’t easy, but eventually, timesheets became part of our routine.

Why the Problem Was Challenging to Resolve

The challenge was a mix of human behaviour, time constraints, and financial investment. Tech tools helped, but without employee buy-in, they weren’t a complete solution. Trust, empathy, and consistent leadership were essential to overcoming this challenge, especially with a team that values authenticity and purpose.

Why It’s Easier to Resolve Now

Today, PPM software like Mavenlink, Asana, and Teamwork allow timesheet tracking to be automated. We also have group chats like WhatsApp to create real-time reminders, making time tracking less of a manual burden. But the real secret is creating a culture of accountability where the team feels psychologically safe to admit their struggles, making conversations around timesheets more open.

The New Thing That Makes It Solvable at Low Cost but High Returns

Making timesheet completion part of the daily routine and using recognition as a strategy is a low-cost, high-return approach for several reasons:

Minimal Financial Investment:

Encouraging timesheet completion through routine and recognition doesn’t require significant capital investment. You're not introducing costly software right away or overhauling the workflow. Instead, it's about setting clear expectations, adjusting daily habits, and making minor cultural shifts. Recognition—whether it's a simple thank you in a team meeting or acknowledging consistent compliance in front of peers—costs nothing but yields significant positive reinforcement.

Behavioural Consistency:

When employees are consistently reminded to complete their timesheets and these reminders are coupled with immediate recognition, they are more likely to internalize the habit. The key here is habit formation, which is a powerful psychological tool. Research shows that habits become ingrained through repetition and rewards, making timesheet completion feel less like an extra task and more like an automatic part of the workday.

Increased Accountability Without Punishment:

By fostering a culture that celebrates small wins—like timely timesheet submission—you encourage compliance without resorting to penalties. Avoiding punishment is key to maintaining psychological safety, especially with Gen Z workers, who thrive in environments that promote support over reprimand. The absence of penalties removes fear and resistance, fostering openness and consistency instead.

Long-Term Gains in Operational Efficiency:

Over time, establishing this routine improves the accuracy of time tracking, leading to better project management, billing accuracy, and resource allocation. With minimal investment, these improvements directly impact the company’s profitability. Better data allows for more precise decision-making in budgeting and project costing, ultimately saving time and money on correcting errors down the line.

Recognition Boosts Morale and Engagement:

Recognizing consistent behavior, no matter how small, increases employee engagement and satisfaction. Engaged employees are generally more productive and invested in their work. As morale improves, compliance increases without the need for additional financial incentives or micromanagement, leading to a high return on this cultural shift.

Implementing routine and recognition for timesheet completion can significantly improve compliance and accuracy with little financial outlay. By embedding the task into daily work life and celebrating compliance, you create a self-sustaining culture that enhances both employee morale and operational efficiency over time.

What Knowledge, Experience, and Network You’re Missing (and How to Fulfill It)

1. Understanding Gen Z's Values: Get acquainted with what drives this generation. Studies show they thrive in environments where they feel their contributions matter and where they have autonomy.
2. Mastering Leadership Soft Skills: Invest in leadership training that focuses on psychological safety and emotional intelligence. Books like Dare to Lead by Brené Brown and Radical Candor by Kim Scott are great starting points.
3. Leveraging Tech Tools: Learn about the latest time tracking and project management platforms that integrate seamlessly into daily operations, reducing manual input and errors.

How to Fulfill It Step-by-Step:

1. Research and Implement Modern PPM Tools: Automate where possible using Mavenlink (Kantata) or Total Synergy, which track time in the background.
2. Foster Open Communication: Regular check-ins where timesheet struggles can be discussed without fear of judgment.
3. Celebrate Wins Publicly: Acknowledge those who regularly submit on time and make this a positive talking point.

3 Book Recommendations:

1. Atomic Habits by James Clear – for forming and reinforcing good habits in your team.
2. Dare to Lead by Brené Brown – for fostering psychological safety and trust in the workplace.
3. The Power of Habit by Charles Duhigg – for insights into creating long-lasting routines, including timesheet compliance.

1-2-3 Punch:

1 Quote: "Accountability breeds response-ability." – Stephen Covey

2 Questions:

• Is your team REALLY clear on why time tracking matters to them?
• How can you create a psychologically safe space for honest feedback on timesheet challenges?

3 Actions:

• Schedule a team meeting to discuss the importance of time tracking.
• Implement a simple, automated time tracking tool.
• Set up a reward system for consistent compliance and celebrate small wins.

Reminder to Subscribe:

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Your Friend,

William Zhang