Start - Assemble the pilot team

Create a group of like-minded people to test the time-tracking tool with you. Here is how to identify them.

Sara Foschini
Written by Sara FoschiniLast update 2 months ago

Now that you are familiar with the software and beginning to see what Timeneye can do for your business, it's important to start assembling a pilot team.

You will need to:

  1. Assess your stakeholders.

  2. Identify early adopters.

  3. Organize a meeting

Some people may resist the idea of tracking time. Some may be skeptical about its usefulness; others may not want to move away from spreadsheets because “we’ve always done it this way.”

Introducing time tracking to employees and managers can be difficult. That’s why it’s vital that the initial team should be a small group of like-minded people who are interested in Timeneye’s benefits and may also be accountable for its implementation. As your adoption plan moves to additional phases, you will include more people in your team.

Based on our experience, we have drafted this Deployment checklist to bring you to be fully operational.

We also suggest you take advantage of the Timeneye resources available on our Help Center and Guides.

What roles are fundamental for the success of the pilot?




Executive sponsor

Communicate the high-level vision. Connect Timeneye's implementation to the company's core mission and priority initiatives.

Executive Leadership

IT Specialist

Oversee the entire Timeneye launch execution and rollout process. Take care of all technical aspects of implementation, including integrations.


Department Leads

Identify how specific departments will use Timeneye for the different user scenarios and encourage engagement.

Any department (management)

Early adopters

Help evangelize Teams, support skill building, and provide useful insights.

Multiple departments

Assess your department's leaders

List the core business leaders in your organization. For everyone, ask the following questions:

  • Is this leader friendly to new technology?

  • Will this leader's business benefit from a better time management tool?

  • Does this leader have a positive relationship with key members of the existing project team?

  • Does this leader like to be viewed as an "agent of change" within the organization?

Please don't hesitate to add additional questions relevant to your organization. For your initial two phases (Start and Experiment), you'll see leaders who are friendly to change, somewhat dissatisfied with current technology, and that you have a good relationship with. These leaders should be brought into the core project team as business advisors and may have projects essential for your experimentation phase. It is crucial to select impactful, real-world situations to experiment with and avoid high-risk projects for your initial experiments.

Identify early adopters

Early adopters share certain traits no matter what size or industry your organization may be in. Typically, early adopters share these traits:

  • Interested in technology

  • Willing to be a part of the change

  • Seeking to make improvements

  • Collaborative by nature

  • Willing to share their observations and learnings with the group

  • Are risk takers: they're willing to try something to see if it works

Depending on the size and complexity of your organization, you may choose to enable some or all of these individuals for your experimentation phase. In this program, they agree to actively participate in your experimentation phase and provide regular feedback to the project team. Let them know that by giving this active feedback, they are helping to craft the outcome of your project. You will use this list of people in Phase 2 - experiment.

Organize a meeting

Organize a meeting with all the stakeholders, both managers, and end-users, to get them excited about Timeneye and ask who would be interested in being part of the pilot team. These people will be the first to test Timeneye and, in the next future, train their peers.

Tell them about the time-tracking benefits and what the outcome should be. We have prepared a template with some slides you could use during this meeting, but you should add your expectations for each department and specify what success would look like for each user scenario.

This is an initial meeting to present the intention of implementing a time-tracking tool in the company and explain what is involved for the employees and the reasons behind this decision.

It’s important to specify that Timeneye is not a monitoring tool: the goal is not to “spy” on people but to become aware of how the working time is utilized in the organization and eventually optimize the process. To learn more about this, read Our Privacy Promise.

Important: for now, you can just ask your peers to express an interest in participating in the pilot. You will start inviting people once you have set up your workspace on Timeneye. At this stage, clearly communicate that they must wait to be invited to join the said workspace.

Timeneye doesn’t allow multiple workspaces, so if someone creates a workspace, they won’t be able to join you with the same email.

Next: Set up your workspace

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