Digitalization in 5 steps - the digitalization guide for your business

Digitalization keeps advancing in many areas of life and it should find its way into your company too, so that you remain well positioned in the future and stay competitive. Digitalizing your company is, however, a process that cannot happen overnight. So as not to leave you on your own with this forward-looking process, we have developed a digitalization guide that lets you set out step by step into a digital future.

As with many things in life, it takes a little time before new activities settle in and become habit. The same goes for switching analogue processes over to digital ones in your company. That makes it all the more important to go through this process of change step by step. Give everyone involved enough time to get familiar with the new circumstances and take them on board. Because if you charge ahead with one change after another, your employees can quickly feel overwhelmed and start to resist, and the working atmosphere suffers.

Our digitalization guide is meant to give you a sense of how to approach the changes. Of course this sequence is only an example and can be flexibly adapted to the circumstances in your company. How much time passes between the individual steps is something you should decide at your own discretion – depending on how quickly the new processes settle in at your company.

Step 1: digital time tracking in the office

Despite advancing digitalization, working hours in many companies are still recorded by hand in Excel lists or with a chip card and terminal. The latter method requires technology that is not only very expensive but also maintenance-heavy and prone to faults.

A far simpler and more affordable option here is digital time tracking from clockin. All you need is an ordinary tablet, which you put up in the entrance area of your office or your other premises (e.g. a warehouse). All employees are set up in the system through the Office Center in the web browser. Using the clockin app on the tablet, employees can then clock in and out by tapping their name or scanning their personalised QR code, and record break times or business errands. As an administrator you have the option of correcting times in the Office Center if an employee happens to forget to clock in or out.

With this first step it is especially important to give everyone involved enough time at the start, so that the new process can settle down and everyone becomes familiar with the system.

The monthly cost of clockin depends on the number of employees and the contract term you choose. Our offer starts from as little as €2.90* a month.
With our current promotion we are giving you 50% of the monthly price - so what are you waiting for?

Step 2: mobile time tracking from home or out in the field

The tablet has been hanging in the entrance area for a while now and everyone has got used to the new time tracking? And you are familiar with operating the Office Center? Then now is the right moment to go a step further.

Digital time tracking can now be extended: from here on your employees can document their working hours with the clockin app at home or out in the field, just as they do with office time tracking. The app can be installed on any ordinary smartphone and is intuitive to use. All information – from office time tracking as well as mobile – comes together in one system. As an administrator you can view the data recorded in the clockin app live from the Office Center at any time and so keep an overview of all hours.

Step 3: project-based time tracking

Now that time tracking via the app has settled in and all employees are getting on well with it, the next step in digitalization can follow: the switch to project-based time tracking.

Here you can store all your company's projects or jobs in the Office Center together with important information such as date, location, contact person or activities. A CSV import also lets you add your customer data to the system in just a few clicks. That way all the relevant data on your company's work is available clearly in one place.

The projects can then be assigned to the employee responsible in each case. That means your employees no longer just clock in or out, but record their working hours directly against a project.

The project-based time tracking feature lets you break large projects down into smaller tasks using subprojects. Recurring projects only have to be created once and are then shown automatically in the app to the employee responsible.

You will quickly notice that this upgrade pays off both in time and in cost: by digitalizing your company's work you can save a lot of time and with it a large sum in staff costs.

Step 4: the digitalized employee file

The next step towards digitalizing your company covers recording your employee file digitally. With the new clockin feature you can store all the classic personnel data in the Office Center – employees' personal details, employment contracts, references or particular work results. That way all the important company data sits clearly in one system: personnel and customer data as well as all the information on projects and activities.

Our clockin Teams feature lets you assign individual access rights to data. For instance, you could set things up so that your employees change personal details such as address or phone number themselves and so keep their own employee file up to date.

With this changeover, paperwork chaos at your company is finally a thing of the past!

Step 5: digital documentation

Congratulations – you have already reached step 5! Time for a final step towards digitalization!
Now it is about starting to document your company's activities digitally. Because why should your employees write down the work they have done by hand on bits of paper and later type it all up laboriously, when they can do it directly in the app? With clockin's documentation feature, that tiresome duplication of work is over!

From now on all work results are documented directly in the app. The note function lets notes and important findings be written down directly in the app or simply dictated using the voice function. Employees out in the field can use the photo function to document damage or further project progress, for example, and store it directly in the app. Plans, photos or other documents that are relevant to a job can also be assigned directly to the project in question through the Office Center and  viewed from the app. To make sure the people responsible for a project do not forget an important step, individual checklists can be stored and worked through one item at a time.

And the best part: customers can sign off the successful completion of a job directly in the app. The order confirmation can then be sent straight to the customer by email from the app.

Through the Office Center you always have live access to all the data from the app. On top of that, every activity relating to a project is shown clearly as a timeline in the Office Center.

With the documentation feature, tiresome scanning or typing up of bits of paper and a poor overview of project progress are finally a thing of the past.

You have put all five steps into practice? Great, then nothing stands in the way of your company's digital future!

As an additional service we offer our enterprise customers clockin corporate: as part of an individual analysis of your company processes, we work out a tailored strategy plan with you for how you should move forward with digitalization. We also take care of setting up clockin and make sure all the relevant company data is stored in the system for you right away.

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