A Statista survey found that communication (18%) and project management (17%) are the three biggest challenges for ad agencies. Performance tracking (13%) is also a top concern.
These flaws cost agencies a lot year after year. Time-tracking apps such as Hubstaff are a great way to bridge communication gaps and increase project success.
Are you still not convinced? These are 10 ways that a time tracker could help your agency.
1. Get visibility on the hours spent on client projects
If you could see the time and money spent on each project in real-time, wouldn’t that make your team more inclined to stick to a budget? This visibility is possible with time-tracking software.
When they begin working, employees simply choose the correct client or project name. They can hit “stop” or choose a new client when they are done. The tracker tracks the exact time they spend on each project.
There is no need to guess how long an employee spent with a client.
There will be no more in-person or virtual check-ins to ensure that every project is being completed.
Don’t wait until it is too late to report overspends.
Automated timesheets will be available with precise time to the second. You’ll also know whether each project is financially viable.
2. You can keep your client hours under control
Did you know that clients often demand more than what they are paying for? Time-tracking software can help you keep track of client hours and set limits.
Limit how much time your team can spend on client projects and see the hours worked in real-time. You get an alert when projects are at risk of exceeding budget.
You can then make adjustments to your budget.
This helps to keep your client balanced even. Your team will not waste time or lose money on a project that is already well-known. Instead, they will shift their focus to clients who may have not received the full service they expected.
3. When necessary, assign additional staff.
Sometimes you have to meet deadlines that are critical and don’t necessarily have the resources. Agency teams can benefit from additional staffing and resource allocation features when they are under pressure.
A time management app makes it much easier to manage freelancers and contractors. You can also get proof of work features such as URL reports and screenshots to ensure you are getting the assistance you need.
Your time tracker can be used to help you decide which tasks and projects you want to outsource.
Take a look at the time-tracking data for previous tasks that your team has completed. What tasks take the most time? These are the tasks you spend the most money on. It makes sense to outsource these tasks at a per-project rate to save money, and to free up your team’s time.
4. Better reporting
Agency teams still depend on formal reports to plan future projects, even though they have a direct view of project hours and budgeting.
Time tracking tools are great for helping your team track information quickly, such as budgeting, billable hours, or website and app activity. You can then add the data to project files and send it to clients.
Exportable reports can be used to prove work and show clients what you’re charging.
5. Employee accountability and identification of under-performing employees
Agencies can also use a time tracking tool that includes proof of work features to help them gauge employee performance. You can use optional screenshots, keyboard activity tracking, and web and app usage to understand the work of each member of your team.
Managers can show proof of work features to give the right tools to their employees and assign them the best work.
Ad agencies can monitor employees’ activities without having to interrupt work to capture screenshots. This is particularly useful when working with multiple clients who all need updates.
The time-working and the proof-of-work app can snap quick snapshots at different times throughout the day. Managers can inspect the data and determine the root cause of a team member’s fall behind in their work.
6. more efficient Project management
Many time-tracking software designed for advertising agencies can be integrated with popular project management software such as Asana or ClickUp. You can import tasks from popular project management software directly into your time tracker system.
It makes it simple to track the time spent on specific projects. This also reduces the time required to transfer all your projects manually from another project management tool.
You can track time by task and project to help your agency make more money. It’s also easier to plan timelines and assign work efficiently. You can also keep more useful retrospectives after projects are completed.
7. Integrates with accounting software
Agency teams can improve efficiency with project management tools, but they are not the only way. Smart automation in time tracking software can help you save time on administrative tasks such as payroll.
Asana’s studies have shown that timesheet errors and other work employees can significantly reduce productivity. Time-tracking software such as Hubstaff can be integrated with payroll tools such as Wise, PayPal, and Gusto.
Your teams can convert their time tracked into timesheets in a matter of seconds.
It is possible to spend less time on back-office tasks and be more focused on your top priorities.
8. Improved invoicing
You can bill clients more quicker with time-tracking tools. With just a few clicks, you can create custom invoices. You can add your logo and branding to the invoices.
Send them to your customers via email once you are done. This will streamline the process and increase your bottom line.
You can track the status of your invoices and export payment information to accounting. You can also track billing hours and export payment information to ensure you stay profitable on each project.
9. Planning better for projects
Project managers at advertising agencies have many responsibilities. They work round the clock to make sure projects are on schedule and within budget, whether they’re managing global teams in multiple time zones or creating project plans.
Time-tracking software allows you to collaborate with project managers to create project plans. This means that there are fewer meetings required to flesh them out.
You’ll be able to access the resources, time, and money you used during the project completion. This data can be used to learn from your failures and make better decisions.
10. Allow freelancers, contractors, and remote workers to keep track of time
Sometimes a few more hands can make a difference when it comes to advertising campaigns. Time-tracking software doesn’t have to be limited to your team. With just a few clicks, you can easily hire remote workers, freelancers, and contract workers.
Once they are onboard, it is easy to show them how to choose projects and set up their timers. They can also seamlessly switch between mobile, web, and desktop apps. This means that they won’t require you to provide them with devices!
Time theft will be eliminated. You can prove work features such as optional screenshotting or activity scores to make sure that freelancers are only charged for the work they have done for clients and you. You’ll be able to keep a log of their work if they are working on projects for you.
How do I start tracking my time?
It is simple to set up time tracking. Install the software and create an account to get started.
Many time tracking tools come with a free trial that allows you to test them out before you pay anything. Hubstaff offers a free trial that doesn’t require a credit card.
You can import tasks and project data from your existing project management software. This will allow you to track the progress of your team. If you prefer, you can set up your projects in your time tracker.