What to share with decision makers | Track It Forward

What to share with decision makers

Last updated by James McBryan on 07/16/2020

When first running a time tracking program, your administration needs to be completely on board with it and we know sometimes it’s challenging to do so. You’re probably not a salesperson and you’re probably crunched for time. However getting buy-in is key to successfully running a successful time tracking program. Below we’ve discuss some key points to share with your decision makers.

Time Savings

The key is to show how much time Track it Forward can save. If you are a paid staff, the cost is so minimal compared to the time that you’ll save. If you are a volunteer organizer, it’s not hard to show the time savings, which will allow you to work on much more impactful projects. There are many places where you can save time: your volunteers log time themselves so you don’t have to collect hours from everyone, reports are updated on their own so you don’t have to spend several hours at the end of each month adding up everything,  volunteers have access to measure their milestones so you don’t have to help them track their progress, and the list goes on! If they are still on edge, run a small pilot and get others to boast about the time savings they’ve encountered.


Here are a few things that you can bring up to your decision makers to help them make the right decision:

  1. No more data entry - Data is more accurate and volunteers submit their own time, so you don’t have to!

  2. Instant Reports - Organizers can pull any report on hours and milestones at any time with a flexible report builder and volunteers are able to check their own progress on their computer or mobile app.

  3. Improved accountability - Know who is attending what event and set clear expectations with your volunteers so they know how many hours they need to track.

  4. Increased involvement - This is technology that people will actually use and they are more likely to track their hours because it’s easy!

Take the Initiative, it's in everyone's best interest

We know that your time is valuable and that you don’t have a lot of it, but when your board has a poor time tracking workflow that you have to do and it’s taking you way more time then it could take, it may feel extremely unfair.  This is where it’s important that you take action.

And trust us, your board wants you to take action too.  They wish they had time to make your life easier, they wish they could take initiative to solve the problem, but unfortunately they are already stretched thin.  Do them a favor, take this off of their plate, do the work for them, and they’ll appreciate it! Don’t worry about stepping on someone’s toes or not having authority, by helping yourself, you’re helping them too.

If you’re happy, your chances of burning out are less, and they feel like they’re a good manager.

If you’re empowered, they get to feel like a great board member.

If you’re saving time, you’re freeing up your time to do other things in the organization.

So when the time comes, make sure your decision makers understand how moving to a time tracking system is saving time, preventing burnout and making you feel empowered.  It’s a win-win for everybody!

If one parent did it for a whole school, you can too! Read more here about how Karen Lackey at St. Matthew Catholic School convinced her Pastor and Principal, and now has just under 1000 people using the system.