Time tracking has never been a fun process for anyone, and honestly, it probably never will be, but it is an essential part of running a successful business. Suppose you’re a manager or business owner who has been manually time tracking, and you’re thinking about switching to a modern clock in and out app. In that case, I’m here to provide you with some insight into what to expect during implementation, along with how a modern time and attendance app can help your business both financially and operationally.
There Will Always Be Employees Who Don’t Like Time Tracking
Even though tracking time and attendance are intended to benefit and protect employees, there will always be a few who outright reject it. Some employees see time tracking as a message that their employer doesn’t trust them. Some employees simply don’t like the idea of a clock in and out app, and others just want to be difficult.
Here are some helpful tips that I have discovered from years of using a modern time clock in and out app regarding getting employees on board.
Explain The Benefits
If you tell your employees that they need to use online time clock software but don’t provide a legitimate reason why, their thoughts will immediately turn towards the negative. You must outline every single benefit that comes with using a clock in and out app. These benefits will vary from one business to the next, but here are the main ways they’ll benefit:
- Precise Time Tracking
- Accurate Paychecks
- Less Micromanaging
- More Autonomy
- Improved Accountability
You must outline the benefits that are most important to your team members. You may even need to tailor these benefits to each department. For example, if you have employees who work out in the field, let them know they have access to a mobile application, so they don’t have to come into work to track time.
Get Their Feedback
Employees are the ones who will be using the clock in and out app every day, so you must get feedback from them in regards to how well the software works. If a trial is available, have your employees test for a week or two, and then sit down with them to gather their feedback.
Inevitably, employees are not going to like every aspect of the time tracking process. Again, if you can relay the benefits, they will more readily accept the time tracking software you choose to implement.
Properly Train Them
Nothing is more frustrating for an employee than having to use software they haven’t been trained on. If you have settled on a clock in and out app, you must put together documentation that outlines how to complete each aspect of the time tracking process. If you allow your employees to have time off, explain how to request time off and what will occur after submitting it.
If you are using a biometric punch method such as facial recognition, you should outline step by step how an employee would use that feature. Doing so will give employees the confidence they need to use the system as efficiently as possible. Proper training will also reduce the need for managerial oversight since employees will understand what they need to do in different situations.
A Clock In And Out App Can Streamline Business Operations
You should understand how a timekeeper app can benefit your employees and how to get them on board with the software. Now let’s take a look at some of the ways that a time clock can streamline your business operations.
Improved Payroll Processing
Processing payroll is challenging for any business, whether large or small. The slightest error can set off a chain of events leading to angry employees and potentially labor law violations. Ensuring that you have a good payroll process in place is critical for business success.
With a clock in and out app, you can streamline the payroll process by integrating directly with your payroll provider. At the end of the pay period, you can sync hours directly and begin processing, all with the peace of mind that employee hours are accurate. Most time clock solutions also come equipped with robust reporting options that can be downloaded and sent to a bookkeeper or accountant.
Efficient Employee Scheduling
Scheduling is another part of owning or running a business that can be difficult if done manually. Scheduling isn’t just about putting an employee down to work and hoping that they have the skillset and availability for that shift.
With a clock in and out app, you can get a bird’s eye view of your schedule on any given day and can quickly determine if you’re overstaffed or understaffed. You can also see if an employee is available to work and check their profile information for skillsets and qualifications.
Reduced Need for Micromanagement
Traditionally the time tracking process was incredibly hands-on, and management had to oversee every step of that process. If an employee forgot to punch out, they would have to track down the worker to understand why they didn’t punch out and get their correct punch out time. They had to hope that the employee was being honest and wasn’t just trying to get more hours.
With a team time tracking app, all processes can be easily handled directly within the system from one easy-to-access place. Managers can be notified if an employee forgets to punch out for their shift or if they’re reaching overtime. They can receive a notification if an employee requests time off and quickly take action on that request. Employees will also be notified if their manager takes action. This ensures that all parties are up to date on all actions taken in the system at any time, leaving no room for guesswork.
You No Longer Have to Stress About Labor Law Violations
Not so long ago, labor laws simply weren’t a thing. Employees didn’t have a whole lot of protection when it came to working. In the past 30 years, more labor laws have been implemented to ensure that employees are provided with fair and livable wages and paid for every minute spent on the clock.
Incurring a labor law violation all is not only demoralizing but can also result in hefty fines. Here are some ways that a clock in and out app can help eliminate potential labor law violations.
Increased Work Hour Accuracy
Most modern clock in and out software captures punch details down to the second. They’ll then automatically calculate the number of hours an employee has worked on any given day, week, or even month. If they incur overtime, this will be accurately documented.
Using a clock in out app to track employee work hours takes out any potential guesswork and provides you with accurate time tracking details that can be used for processing payroll.
Detailed Time Reports
In the event of an audit or if an employee comes to you with a discrepancy, a clock in and out app can provide detailed reports. These reports will include all essential punch details, such as exact punch times, any breaks taken, and if the employee worked any overtime. If management made any changes to employee work hours, that information would be logged and easily accessed in an audit.
Automatic Overtime Calculations
Not paying employees for overtime worked based on federal or state regulations is a big no-no and can lead to significant fines. A timesheet management app can automatically calculate overtime based on your specific needs.
Some solutions take this next level by providing you with daily and weekly insight into overtime worked. Management can get notified if an employee has reached their daily or weekly overtime threshold. They can then approve the overtime or ask that they leave early not to incur any unnecessary overtime expenses.
The modern clock in and out app is no longer optional but a necessity. While it is the least glamorous part of running a business, it is the most essential. It allows you to maintain labor law compliance and guarantee that your employees are paid for every minute spent on the clock.