Why Your Time Tracking System Isn't Working (And How to Fix It)

"We've got Peninsula for clocking in and out," the business owner told me. "But it's not really working. The lads don't really use it."

I've heard variations of this dozens of times. The system is there. The hardware is installed. The subscription is paid. But actual adoption? Maybe 40%. On a good day.

Here's why time tracking fails—and how to fix it.

SectionThe Real Cost of Poor Time Tracking

Before we dive into solutions, let's be clear about what this is costing you:

Inaccurate job costing. If you don't know how long jobs actually take, your quotes are guesswork. You're either leaving money on the table or losing jobs to competitors who quote tighter.

Invisible inefficiency. Without data, you can't see where time is being wasted. That job that "should have taken two days" but took four? You'll never know why.

Unfair workload distribution. Some team members work harder than others. Without tracking, you can't see it, can't address it, and can't reward the right people.

Payroll disputes. When timesheets are reconstructed from memory at the end of the week, mistakes happen. Overpayments. Underpayments. Arguments.

SectionWhy Time Tracking Systems Fail

1. It's Too Complicated

If clocking in requires navigating three menus, entering a job number, selecting a cost code, and confirming twice, people won't do it. Every second of friction reduces compliance.

2. There's No Immediate Consequence

What happens when someone doesn't clock in? Usually nothing. They still get paid. The job still gets done. The system becomes optional.

3. It Feels Like Surveillance

Your team may see time tracking as management watching over their shoulder. Big Brother in the workshop. That creates resistance before you've even started.

4. The Data Goes Nowhere

If you collect time data but never use it, people notice. Why bother being accurate if no one's looking at the numbers?

5. Workarounds Exist

If someone can still get their timesheet approved without using the system, they'll take that path. The path of least resistance always wins.

SectionMaking Time Tracking Actually Work

Step 1: Simplify Ruthlessly

The best time tracking system is the one people actually use. Strip it down to essentials:

• •Clock in when you arrive
• •Clock out when you leave
• •Log which job you're working on

That's it. You can add complexity later once the basic habit is established.

Step 2: Explain the Why

Your team needs to understand why this matters—to them, not just to you.

"When we know how long jobs actually take, we can quote more accurately. That means we win more work at better margins. Better margins mean better pay, better equipment, and a more secure future for everyone."

Connect the dots. Make it about shared success, not surveillance.

Step 3: Make It the Only Way

This is crucial. If there's an alternative path—paper timesheets, verbal check-ins, reconstructing hours at the end of the week—people will use it.

The time tracking system needs to be the single source of truth for payroll. No clock-in, no pay calculation. It sounds harsh, but it's the only way to drive 100% compliance.

Step 4: Check Daily (At First)

During the first few weeks, someone needs to review the data every single day. Who clocked in? Who didn't? Who logged their job? Who forgot?

Address gaps immediately. Not in a punitive way—just a quick conversation. "I noticed you didn't clock in yesterday. Everything okay? Let me show you how to do it on your phone."

Consistency matters more than severity.

Step 5: Use the Data Visibly

Once you're collecting accurate time data, use it. Share it. Make decisions based on it.

"Last month, we spent 340 hours on the Henderson project. We quoted for 280. Let's look at why."

When people see their data being used constructively, they take it more seriously.

Step 6: Link It to Something Positive

Time tracking doesn't have to be about catching people out. It can be about:

• •Fair bonus calculations. Accurate time data means accurate productivity metrics.
• •Identifying training needs. If someone consistently takes longer on certain tasks, maybe they need support.
• •Winning arguments with customers. When a client disputes your invoice, you've got the data to back it up.

Step 7: Get a Champion

Identify someone in the workshop who gets it. Maybe it's your lead fabricator, maybe it's a younger team member comfortable with technology. Make them your ally.

When compliance reminders come from a respected peer rather than "management," they land differently.

SectionThe simPRO Mobile App Approach

If you're using simPRO, the mobile app can handle time tracking alongside job management. The advantage: your team is already logging jobs, so adding time tracking is just one more tap.

The workflow looks like this:

1. •Job gets assigned to engineer in simPRO
2. •Engineer sees it on their mobile app
3. •They tap "Start" when they begin work
4. •They tap "Stop" when they finish (or move to another job)
5. •Time is automatically logged against the job

No separate system. No duplicate data entry. One app for everything.

SectionWhat About Resistance?

You'll get pushback. "We've never needed this before." "Don't you trust us?" "This is just more admin."

Here's how to handle it:

Acknowledge the concern. "I understand this feels like extra work. Let me explain why it matters."

Be honest about the problem. "Right now, I don't actually know how long jobs take. That means I can't quote accurately, and we're probably losing money on some jobs."

Frame it as professional. "Every serious business tracks time. It's how we improve. It's how we grow. It's how we become more professional."

Be consistent. The worst thing you can do is implement time tracking, let it slide for a few weeks, then crack down again. Decide on the standard and hold it.

SectionThe 30-Day Challenge

Here's a practical approach to implementing time tracking:

Week 1: Announce the change. Explain why. Train everyone on the system. Set the expectation: 100% compliance from Monday.

Week 2-3: Daily checks. Immediate follow-up on any gaps. Troubleshoot technical issues. Refine the process based on feedback.

Week 4: Review the data with the team. Show them what you've learned. Celebrate compliance. Address any remaining holdouts directly.

After 30 days: Time tracking should be habit. Move to weekly reviews. Start using the data for job costing and quoting.

SectionThe Bottom Line

Time tracking isn't about control. It's about visibility. You can't improve what you can't measure. You can't quote accurately without knowing how long things actually take.

The system you choose matters less than your commitment to making it work. Simplify, explain, enforce, and use the data. That's the formula.

Need help implementing systems that actually stick? Book a free discovery call and let's talk about building operational control in your engineering business.