There are many types of man-hour management tools with different functions depending on the product. How should we compare and contrast them in order to introduce a work flow management tool that matches our needs?
In this article, we will discuss the different types of man-hour management tools, their main functions and how to choose the right one, as well as some points to keep in mind when introducing a man-hour management tool.
Types and Functions of Man-hour Management Tools
First, we will introduce the types and functions of man-hour management tools. After understanding the differences, let’s make an appropriate decision on what kind of tool to introduce to our company.
Types of Man-hour Management Tools
internet environment. It can be used even by employees who are teleworking and can be accessed from tablet devices.
On the other hand, there are risks specific to the Internet, such as data loss or leakage, and cyber attacks, so it is important to take security measures.
2. On-premise type
The on-premise type is used by setting up a server or downloading an application in the company.
The on-premise type is suitable if you want to reduce security risks. The merit of the on-premise type is that it can be customized to fit your company’s situation.
On the other hand, the implementation and running costs tend to be higher than those of cloud-based systems because of the need for personnel to perform maintenance and management.
Functions of man-hour management tools
This section introduces the main functions of man-hour management tools. They vary depending on the product or service, but in general, they have the following features.
■Man-hour (task) management
This function is used to manage workload, member authority, and schedule.
A function to manage budgets and costs. Some provide alerts for overpayment.
■Reports and Notifications
Functions for creating reports and notifications. It can also be used to look back on man-hours. You can set the range of reports to be output, such as by due date or by event.
■Linkage with external tools
This function allows you to reflect the man-hours and progress you have entered in your calendar.
Man-hour management tools can be used not only to manage the man-hours themselves, but also to monitor the status of the entire team or department, including the progress of each person in charge and attendance management.
How to choose a man-hour management tool
There are many different types of man-hour management tools available, and it is difficult to choose the best tool for your company. So, what should you look for when making your selection?
Here are some points to consider when comparing and choosing a tool.
Does it have the functions you need?
When selecting a man-hour management tool, it is not enough to choose one with a lot of functions. The more functions you have, the more running costs you will incur and the more time it will take for your employees to become proficient in using them.
Since there is a wide range of functions depending on the type of tool, it is important to first clarify what functions are necessary for your company. It is a good idea to determine what the minimum required functions are and what the priorities are in selecting the functions.
Do you have security measures in place?
Security measures are also an important point of comparison when choosing a man-hour management tool.
In particular, cloud-based tools may expose you to the risk of information leakage if you do not check the security aspects.
It is a good idea to check whether or not there are access restrictions and what security measures are taken based on reviews and information from the vendor who developed the tool.
Ease of use
Operability is another point to compare man-hour management tools. This is because complex operability may lead to an increased burden on employees who are not used to IT tools.
Since employee training and the creation of manuals are required when introducing a tool, it is desirable to have a tool that is easy to operate regardless of the employee’s level of proficiency with IT tools.
In addition to operability, tools with a good user interface (UI), such as a design that makes it easy to visually grasp the functions, will be easier to spread throughout the company after their introduction.
Is the cost reasonable?
In comparing man-hour management tools, it is also important to check the balance between the availability of necessary functions and the cost.
When using a tool, you will need to installation costs. It is important to be careful not to spend a high cost to introduce a tool that has many functions that are not used.
Including the cost of maintenance and management, consider whether to use a cloud-based or on-premise tool, and check the balance between the functions.
Points to keep in mind when implementing a man-hour management tool
Introducing a man-hour management tool does not necessarily mean that you will be able to manage man-hours more efficiently. Here we will discuss some points to keep in mind when introducing a man-hour management tool.
Tasking Input Tasks
When using a man-hour management tool, it is necessary to enter data such as the daily workload and work content.
If you neglect to enter the data, you will not be able to manage the man-hours accurately, so it is a good idea to make the data entry task a part of your daily work.
Therefore, it is a good idea to make inputting data into a task and establish it as a part of daily work. To prevent data entry related to man-hours from becoming a burden, it is also necessary to select a system that allows smooth input.
Share the introduction of the tool
It is also essential to clarify “what you want to use it for” and “what you want to solve” by introducing a man-hour management tool, and to share the issues and objectives within the company.
In order to encourage employees to continue to use the man-hour management tool, it is important to clearly present the benefits and effects that can be obtained after the tool is established, and to share the direction of operation.
“If you’re having trouble sharing information within your company, Goalous is a great tool to use.
With Goalous, goals (set goals) for work and goal management can be clarified, and progress can be monitored in real time through posts from employees.
Employees will be able to post what they have accomplished and what they have been working on in a casual manner, just like on a social networking site, and other employees who see the postings will be able to comment and react, which will stimulate communication.
In addition, Colorkrew, the company that develops and operates Goalous, holds seminars for those who want to solve organizational issues.
Colorkrew, the company that developed and operates Goalous, also holds seminars for those who want to solve organizational issues. They provide useful information on issues such as man-hour management, information sharing, and organizational management, so be sure to take advantage of them.
for Colorkrew’s free seminars.
It is necessary to select a man-hour management tool after clarifying what you want to solve by implementing it.
Simply introducing a tool will only increase the number of tasks, such as entering man-hours, and may become a burden for employees.
It is a good idea to consider how to operate the tool before introducing it, and then select a man-hour management tool that has the necessary functions.