Can AI be a helping hand in digital time tracking?

More and more companies are adopting AI technologies to optimise operations and create greater value. These include Google, Amazon, Tesla and Airbnb. AI has also shown great potential in the administrative field. Machine learning technologies, chatGPT and chatbots have become particularly popular. In this blog post, we dive into how AI can make the entire time tracking process easier, more efficient and more accurate - and how we

Intelligent authorisation process and error identification

One challenge with digital time tracking is ensuring correct approval of registrations. It is often a time-consuming process for the administrator to ensure that registrations are correct and complete. This is where AI can contribute to a more accurate approval process for the administrator. By analysing data on employees' previous registrations, AI systems can identify discrepancies and potential errors in time registrations. For example, if an employee claims to have worked for a certain period of time that is out of the norm, the AI system can find the discrepancy. This allows administrative staff to easily detect the deviating registrations in a timely manner because they are flagged by the AI. This ensures that only the correct and valid time registrations are approved.

How can AI improve daily time tracking?

One of the most promising applications of AI in digital time tracking is time tracking prediction. AI-based systems can analyse and interpret data from various sources, including electronic calendars and employees' previous registrations and check-ins and check-outs on a terminal or app, for example. By training AI models with this historical data, the system can learn to recognise patterns and provide relevant recommendations and reminders to employees. This reduces the time and manual errors that can be associated with time tracking for both the employee and the administrative staff. 

Optimisation of planning

As a manager or administrator, it's not always easy to estimate how long a task will take or which employee has the right skills and time to complete it most efficiently. But with AI's ability to collect and analyse data from employees' previous time records, the system can more easily predict how long a given task or project will take. At the same time, AI can take into account factors such as employee skills, availability and workload. All of this makes it easier for managers to plan employees' working hours more effectively, reducing the costs of lost productivity, workload imbalances and the risk of overtime.

Prepare your employees well

While the use of AI in digital time tracking undoubtedly brings many benefits, there are also certain challenges that should be considered. For example, automated collection, monitoring and analysis of employee activities can raise privacy concerns and lead to a distrustful relationship between employer and employee. It's therefore important to establish clear guidelines and boundaries for the use of AI in time tracking to ensure that employee rights and ethical standards are respected. 

For the same reason, employees should be briefed when you start using AI technology in your organisation. Some employees may be sceptical about automating time tracking or worried about how AI will affect their jobs and working conditions - will machines take over their tasks? It's therefore important to communicate and train employees on the benefits of AI and give them the opportunity to provide feedback and contribute to continuous improvement. 

By recognising and addressing these challenges, businesses can implement AI-based solutions both inside and outside of digital time tracking in a responsible and efficient way. 

Be aware of where the data ends up

If you choose to implement an AI system, such as a time tracking system with built-in AI technology, you should be aware of where the data is stored, how long it is stored and who has access to it. Regardless of where the data ends up, it's important to follow relevant data protection and privacy regulations to ensure the data is handled securely and lawfully. This may include compliance with the General Data Protection Regulation (GDPR) in the EU or equivalent laws and regulations.

Where the data ends up, whether it's encrypted and whether it's compliant depends on the specific provider and implementation. Here are 3 different options: 

It is important to note that GDPR compliance is a continuous process and that organisations should regularly evaluate and update their data protection policies and procedures to ensure compliance with current legislation and best practices.

AI in Intempus 

AI technologies are here to stay and offer many opportunities for digital time tracking. We have already developed an AI technology, deviation detection, in the system that gives administrators better insight, more control and fewer errors in their time tracking process. The function continuously learns more about the employees' reports and can then point out the reports that stand out and have a high chance of being wrong or have errors. This way, you can quickly get an overview of which reports require an extra check. You can read more about anomaly detection in Intempus here.

If you are interested in hearing more about the possibilities with Intempus and how we can meet your needs for digital time tracking, don't hesitate to book a non-binding demo or give us a call at +45 26390400.

Source: quinyx.com, mckinsey.com, businessnews.com