A Beginner’s Guide to Employee Task Tracking 

Are you a small business owner struggling to keep track of your employees’ tasks and productivity? 

Do you find it difficult to manage your team, especially if they work in the field or remotely? 

Many small business owners face these challenges, and without an effective way to track employee tasks, it can be tough to ensure that everyone is staying on track and meeting their deadlines.

That’s where employee task tracking comes in. 

Simply put, employee task tracking is the process of monitoring and managing your employees’ tasks, from assigning them to tracking their progress and completion. 

With the right task tracking system in place, you can make sure that everyone is working efficiently, effectively, and towards a common goal.

But why is employee task tracking so important? 

For starters, it can help you identify areas where productivity can be improved, whether that’s by optimizing your operations or coaching your team members. 

It allows you to pay your employees fairly and accurately, by tracking their hours and verifying their work. 

And, perhaps most importantly, it can help you build a culture of accountability, where everyone takes responsibility for their work and is committed to achieving success.

In this beginner’s guide to employee task tracking, we’ll discuss the following:

• Different methods for tracking employee tasks, from GPS-enabled apps to task tracking software and manual methods.
• An in-depth review of three top task tracking software options. 
• The benefits of employee task tracking, including increased productivity, enhanced accountability, improved communication, and better resource allocation. 

Plus, we’ll even share some best practices for effective employee task tracking, so you can get the most out of your system.

Whether you’re new to employee task tracking or looking to optimize your existing system, this guide has everything you need to know to track your team’s tasks effectively and efficiently. 

Let’s dive in.

Employee Task Tracking Methods

Employee task tracking is a critical component of managing a business, but it can be a daunting task, especially for small business owners who are already stretched thin. 

Fortunately, there are several methods for tracking employee tasks that can make the process easier and more efficient.

GPS-Enabled Task Tracking Apps

GPS-enabled task tracking apps are one such method. 

These apps use GPS technology to track employee locations and activities in real-time, providing a detailed overview of the work being done throughout the day. 

Here are some key features of GPS-enabled task tracking apps.

Real-time GPS tracking

These apps provide real-time location and activity tracking, allowing business owners to see where their employees are and what they are doing at any given time.

Customizable tasks

Many GPS-enabled task tracking apps allow businesses to customize the tasks they want employees to complete and track. 

This way, employers can have their employees work on the most important tasks and identify areas where they may need additional support.

Automatic time tracking

These apps automatically track the time employees spend on each task, eliminating the need for manual time tracking and ensuring accurate and timely payroll processing.

In addition to these features, GPS-enabled task tracking apps are also highly customizable and scalable, making them suitable for businesses of all sizes. They can be used to track individual employees or entire teams, and they can be customized to meet the specific needs of each business.

Employee Task Tracking Software

Another effective method for tracking employee tasks is employee task tracking software. 

This type of software is specifically designed to help businesses manage and track employee tasks, making it a valuable tool for small business owners. Here are some key features of employee task tracking software.

Task management

Employee task tracking software allows businesses to manage and assign tasks to employees, ensuring that everyone is working on the most important tasks at all times.

Real-time tracking

Like GPS-enabled task tracking apps, employee task tracking software also provides real-time tracking of employee activities. This allows business owners to monitor employee progress and make adjustments as needed.

Time tracking

Employee task tracking software also includes automatic time tracking features, making it easy for businesses to track the time employees spend on each task and ensuring accurate and timely payroll processing.

Reporting

These software solutions also typically include reporting features, allowing businesses to generate custom reports on employee productivity, task completion, and other key performance metrics.

Integration

Many employee task tracking software solutions can also be integrated with other business tools, such as project management software, payroll software, and more.

Manual Task Tracking Methods

While GPS-enabled task tracking apps and employee task tracking software are effective solutions for small businesses, some businesses may prefer to use manual task tracking methods. 

While these methods may not be as efficient as automated solutions, they can still be effective for smaller businesses or those with a limited budget. Here are some common manual task tracking methods.

Employee task lists

This is a simple and effective way to track employee tasks. 

Business owners can create a list of tasks for each employee, which the employee can then check off as they complete them. These task lists can be created using a variety of tools, such as Microsoft Excel or Google Sheets, or this free task list template.

Timesheets

Timesheets are another common manual task tracking method. Employees simply record the time they spend on each task, which can then be used to calculate payroll and track productivity.

Whiteboards or bulletin boards

Some businesses prefer to use whiteboards or bulletin boards to track employee tasks. 

Business owners can create a visual representation of tasks and assign them to specific employees. As tasks are completed, they can be marked off or moved to a completed column.

Employee Task Tracking Software 

As a small business owner, there is a variety of employee task tracking software solutions available to you that can streamline your task tracking process. 

In this section, we will explore three popular employee task tracking software options: Workyard, Monday.com, and Clockify. 

By the end of this section, you should have a better understanding of which employee task tracking software solution is best for your business.

Example	Best For	Key Features	Benefits
Workyard	Construction & Field Services	✅ Job and task scheduling ✅ Automatic time and location tracking ✅ Real-time GPS tracking  ✅ Mobile app for on-the-go access to task and project information  ✅ Customizable task reports and dashboards ✅ Integrations with other business tools, such as payroll software	⭐ Keep track of employees, tasks, and projects in real-time, ensuring everyone is on the same page. ⭐ Eliminate manual time tracking, ensuring accurate and timely payroll processing. ⭐ Get insights into employee productivity, task completion rates, and more. ⭐ Seamlessly integrate with other business tools to streamline your workflows.
Monday.com	Healthcare, Hospitality, and Retail	✅ Customizable task boards ✅ Time tracking ✅ Collaborative features, including team communication and file sharing ✅ Integrations with other business tools, such as project management	⭐ Easily create and organize tasks based on your specific business needs. ⭐ Track the time employees spend on tasks, ensuring accurate payroll processing. ⭐ Improve team communication and collaboration, and keep all files in one place.
Clockify	Education, Government	✅ Time tracking with start/stop timers ✅ Project and task management capabilities ✅ Customizable reporting and invoicing ✅ Integrations with other business tools, such as Trello	⭐ Track time spent on each task, allowing for accurate and timely payroll processing. ⭐ Organize and prioritize tasks for better productivity and improved task tracking. ⭐ Create custom reports and invoices, improving transparency and accountability.

Features to Look for in Employee Task Tracking Software

When considering an employee task tracking software solution for your business, there are several key features to look for. 

Time Tracking

This feature allows employees to log the time they spend on each task, providing valuable insights into employee productivity and ensuring accurate and timely payroll processing. 

Additionally, time tracking helps businesses stay on top of project timelines and deadlines.

For example: Let’s say you own a small construction business and have several employees working on a job site. With time tracking features, your employees can log the time they spend on each task, such as installing drywall or painting. This information can then be used to accurately track the amount of time spent on future projects, making it easier to bill clients and manage payroll.

GPS-Tracking

GPS tracking allows businesses to track the location of their employees in real-time, providing valuable insights into employee productivity and ensuring employees are working in the right location.

For example: Let’s say you own a landscaping business and have several employees working on various job sites throughout the day. With GPS tracking, you can make sure that all of your employees are in the right place at the right time. This feature will also help your business to see potential scheduling conflicts and optimize employee routes to save time and reduce travel costs.

Task Planning and Scheduling

Task planning and scheduling features allow businesses to plan and assign tasks to employees, track the progress of each task, and meet all deadlines. 

These features can help businesses stay organized, improve efficiency, and ensure that all tasks are completed on time.

For example: Let’s say you own a social media marketing agency and have several employees working on multiple projects for different clients. With task planning and scheduling features, you can create a content creation and posting schedule for each client and better delegate tasks to employees. This will allow your business to consistently complete projects on time, improving client satisfaction and business performance.

Kanban Boards or Gantt Charts

Kanban boards and Gantt charts are visual tools that help businesses track the progress of tasks and projects. 

Kanban boards are used to visualize workflow, while Gantt charts provide a timeline view of tasks and their deadlines. 

For example: Let’s say you own a software development company and have several developers working on a complex project. With Kanban boards or Gantt charts, you can see the real-time progression of each task as they are completed by your employees. You can check in with employees if they are falling behind, which reduces the risk of delays, and deliver the final product on time.

Calendar Views and Integrations

Calendar views and integrations allow businesses to view tasks and deadlines in a calendar format, making it easy to see upcoming deadlines and plan workflow accordingly. 

Integrations with other business tools, such as email and project management software, can also help businesses streamline communication and keep all team members on the same page.

For example: Let’s say you own an event planning business and have several employees working on a large event. With calendar views and integrations, you can view all upcoming deadlines and tasks for your caterers, sound and light crew, and event staff within your master calendar.

Collaboration Tools

Collaboration tools, such as messaging and file-sharing capabilities, assist businesses in improving communication and streamlining collaboration. 

These features allow teams to stay connected and work together more efficiently, even when working remotely.

For example: Let’s say you own a graphic design business and have several designers working on a project. Collaboration tools, such as messaging and file-sharing capabilities, help your team stay in communication and share files and feedback easily, even with many moving parts. This will help to improve the overall quality of work.

Task Reports and Analytics

Task reports and analytics features allow businesses to track and measure employee productivity, providing valuable insights into employee performance.

These features can also help businesses see patterns and trends in task completion, allowing them to optimize workflow and increase efficiency.

For example: Let’s say you own a retail business and have several employees working in customer service. With task reports and analytics features, you can track the number of customer inquiries each employee handles, their response time, and their customer satisfaction ratings. This information can then be used to identify top-performing employees and those who may require additional training or support.

Mobile App

Mobile apps allow employees to track their tasks and productivity on-the-go, providing flexibility and convenience. 

These features allow businesses to improve employee engagement and productivity, even when employees are working remotely or on-the-go.

For example: Let’s say you own a delivery service and have several drivers working on different routes throughout the day. With a mobile app, your drivers can track their progress and update task completion status in real time, allowing you to optimize routes and ensure timely deliveries.

Benefits of Employee Task Tracking

Employee task tracking has many benefits for businesses of all sizes. 

1. Increased Productivity

By tracking employee tasks, businesses can figure out areas for improvement, allowing them to optimize workflow and increase efficiency. 

Prioritization

By tracking employee tasks, businesses can order tasks by importance and prioritize them accordingly. 

This way, employees can work on the most critical tasks first, which will reduce the risk of missed deadlines and increase overall productivity.

Time management

Employee task tracking can also help employees manage their time more effectively. 

By tracking how long each task takes to complete, employees can see areas where they may be spending their time productively and adjust their workflow accordingly, reducing the amount of time spent on non-productive tasks.

Motivation

Employee task tracking can also help motivate employees to work more efficiently. 

By providing visibility into employee performance and progress, businesses can create a culture of accountability and motivate employees to meet and exceed their goals.

2. Enhanced Accountability

By tracking employee tasks, businesses can hold employees accountable for their work, complete tasks on time, and keep a high standard for work.

Visibility

Employee task tracking provides visibility into employee performance, allowing managers to see which employees may be struggling and provide support and guidance where necessary. 

Employers can keep employees accountable for their work and that tasks are completed to a high standard.

Communication

Employee task tracking also promotes communication between managers and employees. 

By providing regular feedback and updates on task completion, managers can ensure that employees are on track and address any issues or concerns that may arise.

Incentives

Employee task tracking can also be used to incentivize employees and reward high-performing team members. 

By providing visibility into employee performance, businesses can create incentive programs that reward employees who meet or exceed their goals, promoting a culture of accountability and driving performance.

3. Improved Communication Between Team Members

Employee task tracking can improve communication between team members by providing a centralized location for task assignments, updates, and feedback. 

Collaboration

Employee task tracking software allows team members to collaborate on tasks in real-time, ensuring that everyone is working towards the same goals and that progress is being made on time.

Notifications

Employee task tracking software can also send automatic notifications to team members when tasks are assigned or updated, ensuring that everyone is aware of what’s happening and when.

Feedback

Employee task tracking software also provides a way for team members to provide feedback on tasks and share ideas for improvement, promoting a culture of collaboration and continuous improvement.

4. Better Resource Allocation

Employee task tracking can also help businesses allocate resources more effectively, ensuring that tasks are completed on time and within budget. 

Optimization

By tracking employee tasks, businesses can identify inefficiencies and areas for improvement, allowing them to optimize workflow and reduce waste.

Budgeting

Employee task tracking can also help businesses budget more effectively by providing insight into how much time and resources are required to complete each task. 

This way, businesses can allocate resources in a way that maximizes productivity and profitability.

Best Practices for Effective Employee Task Tracking

Employee task tracking can provide many benefits to businesses, but to fully realize these benefits, it’s important to have effective task tracking practices in place. 

In this section, we’ll explore some best practices for tracking employee tasks.

1. Set Clear Goals and Expectations

One of the most important best practices for effective employee task tracking is setting clear goals and expectations. 

With clear expectations, employees will know exactly what they need to do, and what success looks like.

• Use S.M.A.R.T. goals. S.M.A.R.T. goals are specific, measurable, achievable, relevant, and time-bound. This framework makes goals clear and achievable.
• Communicate regularly. This is key to ensuring that everyone is on the same page. This includes setting expectations for tasks, providing regular feedback, and addressing any concerns or issues that may arise.

2. Provide Feedback and Coaching

Providing regular feedback and coaching is another important best practice for effective employee task tracking. 

This helps employers to make sure that employees are meeting expectations and provide opportunities for growth and development. 

• Be specific. Feedback should focus on the task at hand. This helps employees understand what they need to do to improve.
• Be timely. Feedback should be provided as close to the completion of the task as possible. Employees can then apply the feedback to future tasks.
• Offer support. Coaching should focus on providing guidance to employees, helping them develop the skills and knowledge needed to excel.

3. Track Progress Regularly

Regularly tracking progress is another best practice for effective employee task tracking. 

By implementing this practice, the whole team can be aware of how tasks are progressing, and can identify areas for improvement. 

• Use a task tracking tool. Tools like Workyard automate progress tracking, making it easier to see how tasks are progressing.
• Schedule regular check-ins. These can help your business make sure that everyone is aware of how tasks are progressing, and address any issues that may arise.

4. Celebrate Wins

Finally, celebrating wins is an important best practice for effective employee task tracking. 

This helps recognize and reward employees for their hard work and can motivate them to continue performing at a high level. Here are some tips for celebrating wins:

• Be specific. Celebrate specific achievements, such as completing a project on time or exceeding sales targets.
• Be genuine. Celebrations should be genuine and reflect the hard work and dedication of employees.
• Offer rewards. This will incentivize employees and reinforce positive behaviors.

Carry your task list in your pocket with Workyard.

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Try Workyard for Employee Task Tracking

Workyard is a powerful employee task tracking tool that is specifically designed for companies with crews in the field. 

It offers a range of features that allow businesses to track employee tasks effectively and efficiently. Here are some ways that Workyard can be used for effective employee task tracking.

Time Tracking

Workyard allows businesses to track employee hours, including regular time, overtime, and double-time. 

This way, employees can be paid accurately and fairly. This also allows business owners to identify areas for productivity improvements.

GPS-Tracking

Workyard’s time clock app with GPS allows businesses to track the location of their crews in real-time. 

Employers can double-check employees are on-site and working on the tasks they are assigned to. It also helps businesses discover any inefficiencies in the field and optimize their operations.

Task Planning and Scheduling

Workyard offers a range of tools for task planning and scheduling, including the ability to create and assign tasks, set due dates, and track progress. 

By checking Workyard, employees can become aware of their responsibilities and deadlines, and can help fix bottlenecks or issues that may arise.

Kanban Boards and Calendar Views

Workyard also offers Kanban boards and calendar views which allow businesses to visualize their tasks and deadlines. 

This can keep teams organized and focused, and make it easier for employers to help employees improve their performance. 

Task Reports and Analytics

Workyard provides a range of task reports and analytics, including time and attendance reports, productivity reports, and more. 

These reports help display trends and areas for improvement and drive informed decision-making.

For more information on how to seamlessly track employee tasks with Workyward, watch the video below. 

The Bottom Line on Employee Task Tracking

Employee task tracking is an essential component of running a successful small business. By implementing an effective task tracking system, you can ensure that your team is working efficiently, effectively, and towards a common goal. 

Whether you choose to use GPS-enabled apps, task tracking software, or manual methods, you should select a system that aligns with your business needs and team size.

But it’s not just about selecting the right tool. 

To get the most out of your employee task tracking system, you must establish best practices for tracking employee tasks. By following the best practices we outlined, you can create a culture of accountability. You can make sure that everyone on your team is working towards a common goal.

So, if you’re struggling to keep track of your employees’ tasks, now is the time to take action. By implementing an effective employee task tracking system like Workyard, you can drive your business towards success.

Sign up for a free trial of Workyard today!