Digitalisation in project controlling - from paperwork to time saving

Even small steps can drive digitalisation in terms of time recording and project controlling in your company. The result: process optimisation, engaged employees & project success.
Digitalisation in project controlling - from paperwork to time saving
In today's digital era, it is essential for companies to keep up with technological advances. Digitising business processes offers many advantages, especially in the areas of time recording and project controlling. However, the switch to digital solutions can lead to challenges. So how to get started? In the following, we would like to explain the strategy of small steps and how it can help you implement successful digitalisation in your company.

The status quo

What methods do you use for time recording and project controlling? If you still rely on manual techniques such as outdated software solutions, paper-based systems or spreadsheets, you are in good company. Many companies will continue to rely on error-prone, inefficient and costly approaches in 2023. There is an increased risk of data loss, inconsistencies and lack of accuracy, which can lead to inadequate project planning, budgeting difficulties and ineffective resource management.

The switch to digital solutions, on the other hand, promises to improve these processes. How exactly? The key elements are quite clear: automation, real-time data, improved transparency and the ability to make informed decisions based on reliable information. Despite the obvious benefits, however, many companies are hesitant to take the step towards digitalisation - either because of uncertainties, high costs or a lack of strategy to make the transition smooth. This is where the strategy of small steps comes into play.

Digitisation step by step

Even in small steps, the digitalisation of time recording and project controlling can offer you many advantages. To support companies in this transformation process and minimise potential risks, the tried and tested strategy of small steps comes in handy. What does this mean exactly? Instead of aiming for a comprehensive transition to digital solutions all at once, companies focus on a step-by-step approach that enables them to effectively manage the transition to digitalisation. By adopting digital solutions in stages, you can assess your existing processes, set clear goals, prioritise, select the right tools and properly train your employees. This approach promotes acceptance of the change, enables you to achieve positive results quickly and lays the foundation for successful digitalisation in time recording and project controlling. So: Don't miss the boat!

And these steps are what it's all about:

Evaluation of the current processes

Start by assessing your existing time recording and project controlling processes. Where are there weak points? Are there any bottlenecks that could be improved through digitalisation? Tip: Set concrete - but realistic - goals that you want to achieve with the digital transformation. A small example: How do you currently handle approval processes, for example for leave, in your company? Your employees probably fill out their leave requests by hand, pass them on to the HR department and they manually note the requested times in your current system. The problem: leave slips often disappear. The solution: Use the automation possibilities of a software solution. Small step, big effect!

Prioritisation of the areas

Which areas in your company would benefit most from digitalisation? Focus on the areas that offer a high ROI (return on investment) and are relatively easy to implement at the same time. This will allow you to quickly achieve positive results and boost employee engagement. Your project controllers can keep track of several projects in less time, because the demand in meetings for all the necessary information is requested directly in the system at the click of a mouse. Subjectivity about the current status of projects is easily replaced by objective overviews and reports.

Choosing the right solution

Research digital tools for time tracking and project controlling that meet your requirements. Look out for user-friendly interfaces, scalability and Integration options with your existing IT infrastructure. And for questions? Also consider the Customer support and the future development of the software solution.

Training & support for your employees

The introduction of new digital solutions requires training for your staff. Make sure your employees understand all the benefits of the software solution and are able to use the new tools effectively. For this purpose Webinars of the provider a big gain for acceptance and product understanding within your team. Make sure you have ongoing support from the provider side to make the transition smooth.

Stepwise implementation

It is best to introduce the selected solution step by step. For example, start with a pilot project or a small group of employees to test its effectiveness. Many providers have a free trial version of their software solution for time recording and project controllingwhich you can put through its paces for a certain period of time. After the test phase, you can gather feedback from your employees and adjust processes if necessary before using the tool for your entire company.

Game changer for your digitisation process

The strategy of small steps could become the game changer for your company's digitisation process. Why? It enables you to Time recording and project controlling a more targeted implementation of digital solutions. By focusing on specific areas and processes, you can use your resources more efficiently and make targeted improvements to your business processes. This avoids an overwhelming changeover of the entire system and enables your employees to engage in the gradual introduction of the new technology, thus counteracting excessive demands and resignation.

Another advantage is the minimisation of potential risks and disruptions to business operations. By making the changeover step by step, you can identify and rectify potential problems in good time, before they affect the entire company. This gives you control at all times and prevents unforeseen difficulties that could lead to productivity losses or customer care disruptions.

Get your team on board! Because without acceptance in the workforce, the goal of digitalisation will most likely be missed. The changeover to digital tools for time recording and project controlling should be divided into manageable phases. This gives your employees the opportunity to get used to the new tool, adapt their own workflows and develop their skills step by step. This reduces resistance to digitisation changes. Another plus point: the smaller the steps, the greater the successes. By implementing step by step, you can achieve positive results early on. This creates a positive dynamic in the team and can serve as a driver for further changes.

Last but not least, the strategy of small steps enables you to maximise ROI. By specifically selecting areas that offer the highest benefit, you can optimise the investment in digitalisation and achieve a quick payback. This allows you to invest the freed-up budget in further digital initiatives and continuously increase the efficiency of your processes and your competitiveness.

Digital helpers for time recording & project controlling

The digitalisation of time recording and project controlling is an important step for companies to further increase their efficiency, productivity and competitiveness. The strategy of small steps offers a proven approach to make this digital transformation successful. Take advantage of automation and improved transparency to make informed decisions for your project business.

Where and how do you start? With ZEP, you have a comprehensive software solution for time recording and project controlling at your fingertips that supports you in the digitalisation and automation of your project business. You can manage your Record project times electronically, track projects digitally, Plan resources efficiently and monitor your project budgets. What if you could pull accurate and reliable data from the system at any time to keep a constant eye on project progress? By dispensing with manual entries, you minimise sources of error with ZEP and guarantee your customers a accurate billing of all project hours worked. Through the Resource planning add-on module you can also make more informed decisions - based on current project data - for future projects. And how can you simplify project controlling processes? Clearly: By automatically tracking project times and integrating your budgets, you always have full cost control over your projects and can - if necessary - react to deviations at an early stage. With ZEP, important key figures and reports can be generated that offer better insight into the status of projects and provide the basis for sound planning and decision-making.

Step by step - With ZEP. The introduction of ZEP as a software solution for time recording and project controlling as part of the strategy of small steps enables you to benefit from the advantages of digitalisation step by step. With the support of our tool, you can evaluate your existing processes, set clear goals and gently prepare your employees for the digital transformation, virtually at the touch of a button. Benefit: ZEP's user-friendliness and modularity make it easier for your team to accept and use the new tool. Feel free to take a look at how other companies from the digitisation process with ZEP have profited from. And if you don't want to miss any news on time recording, project controlling, legislation & Co. you are also welcome to subscribe to sign up for our monthly newsletter.

Tanja Hartmann

Content Marketing Manager at provantis IT Solutions

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