The advent of email, Internet and online management platforms allowed us the freedom to do just that: to create a new business model that was a win/win for highly productive individuals. This structure promotes loyalty and workplace satisfaction. And as we all know, a happy employee is a productive employee.

In 2010 as online management platforms developed, we went on the hunt to find a system that would keep our company competitive. We tried a popular project management system that was a step-up from our hit and miss efforts. But after nearly two years we abandoned it because I got tired of trying to get everyone to consistently use it. Without universal adoption by ALL staff, too many things were falling through the cracks.

Again we went back to our hunt. After reviewing and testing other online systems, out of frustration we decided to build our own. We had a list of must haves for this new management systems and they included:

• Require everyone to use it, daily and at all times.
• Be a real time snap shot of the activity in the company showing at any moment in time, who was working and available and who was not and what they were currently working on
• Provide real time flexibility for staff while at the same time requiring accountability
• Provide transparency of projects and priorities from the top down, from the CEO to the shipping clerk so we could all support each other.
• help our accounting department now manage this more flexible and fluid work environment and cut the time to create payroll.
• Be easy to use, requiring little training for new staff

We launched our new online program in the Spring of 2013 with a company-wide orientation and training. We emphasized the features that our staff said were important to them. And because it was tied to an individual’s payroll, in order to get paid, it’s use, from day one, was a requirement.

It didn't take long for most staff to develop the habit of signing into the Availability Chart at the beginning of each day and when signing out articulating their accomplishments at the end of the day. Work plans and project lists grew. By studying each person’s work plan everyone could easily see the priorities of the company.

With TOVO our telecommuting staff are as “visible” as if they were sitting in the same office. Before when I couldn’t get ahold of a remote part-time staff member when I called, there were fumbling moments as they explained they weren’t clocked in. Even though I assured them I understood, it was awkward. Now I just check the Availability Chart, which is the dashboard for TOVO, to see if they are working before calling. It’s less frustrating for me and less frustrating for them.

The more we used the program the more we were able to customize it to be even more effective. For instance, when we added the Ask for Help feature, other members of the team started to step up and volunteer to help. Not only did this facilitate priority project completion in a timely manner but also valuable cross training opportunities. Team members were able to experience other parts of the business, which led to more career ladder opportunities within the organization.

Not everyone will like the new system, at least in the beginning. But if presented in the right way and used as a support mechanism, rather than a fault-finder, it will grow on everyone. And, as we learned, the few who left the company shortly after the introduction of the program, were staff we had already identified as not our most productive. When everyone’s productivity level became apparent to the whole team, those individuals did not like the accountability it required. Top-performers liked the opportunity to articulate their accomplishments. Marginal staff did not.

Your best staff will not only see this as an opportunity to get credit where credit is due but to share with all their fellow staff members their accomplishments. Before TOVO some individuals in my company viewed me in the same light as the Wizard of Oz…someone behind the scenes (remote in my case), pulling levers and making a lot of noise, but not that productive. Once my work plans, priorities and accomplishments were visible to all, I experienced a change in the way they valued my contribution to the company.

TOVO was not designed to be a “big brother” platform. If you want that, we recommend that you just sign up for an online time-clock system. TOVO was designed to promote communication, collaboration, efficiency and accountability - while at the same time providing a platform that allows for workplace flexibility. In the end, because you are able to provide a more humane workplace, you’ll be able to hire and keep the best employees, which after all is the secret to business success.