Running a small business can feel like a roller coaster, and it comes with its unique set of challenges. One of the greatest difficulties is tracking employee hours accurately. I encountered this issue firsthand while helping manage a small coffee shop that relied on manual timesheets, which resulted in payroll problems and frustrated staff members. “Burnout,” as we know it today, affects both mental wellness and productivity in the workplace, so tracking time for payroll shouldn’t be an afterthought spent attempting to solve various issues—paying employees fairly also encourages compliance and helps keep people motivated!
Do: Make Use of Digital Offerings
Why spend too long attempting to juggle an outdated system like paper time cards? If your business is similar to my previous employer’s coffee shop, then I’m sure you’re sick and tired of trying to decipher messy handwritten notes on paper timesheets, especially when there’s so much better out there! Modern solutions, such as an employee time tracking app, offer far more benefits than their dated counterparts (in this case: paper timesheets). They are equipped with modern features such as digital record-keeping and automated systems that eliminate clutter while simplifying processes.
Benefits Include:
- Real-Time Tracking: Employees working remotely or in the field can clock in/out using their phones.
- Payroll Integration: Sync hours worked directly to payroll software.
- Data Insights: Identify key patterns, like habitual tardiness or which projects are most time-consuming.
The switch to a digital system in our coffee shop digitized our operations and ensured accurate and timely staff payments.
Do: Determine Exact Practices for Tracking Time
A clearly defined policy sets boundaries and expectations, ensuring smooth operation without disorderly conduct. I once encountered a freelance team where there were no set policies, leading to some contesting for working hours while others did not compete at all, resulting in half the work getting done due to a lack of flexibility. A solid policy clarifies everyone’s role, keeping operations on the same page. Ensure that the following items are captured in your policy:
- Methods of clocking in/out (e.g., app, biometric systems).
- Breaks/overtime restrictions along with remote work guidelines.
- Error or discrepancy reporting procedures.
Make it part of refresher sessions, holding meetings biannually or every other month to ensure a smooth flow between activities without interruptions.
Don’t: Allow Work to Be Done Off the Clock
Doing work that is not paid for is unfair and illegal in many jurisdictions. Many people have a coworker who tries to earn brownie points by endorsing self-destructive behaviors, such as replying to emails at odd hours. To remove the possibility of burnout among employees, enforce these policies:
- Do not allow off-the-clock tasks.
- Train managers on unauthorized time monitoring to take corrective actions.
- With the Controlio app, track work email activity during non-working hours to monitor work-linked tasks.
These solutions will safeguard your business from legal burdens while ensuring fairness among workers.
Don’t: Neglect Training or Communication
The effectiveness of any system hinges on those operating it; lack of training equals failure for both the trainer and the employee—think of someone providing a cookbook but never offering cooking lessons thorough enough for actual implementation. A few weeks ago, my friend lost track of her espadrille shop’s payroll after assuming her staff would intuitively master a new timekeeping app. Concerned sponsors like myself should channel efforts into:
- Systematic overhauls starting with focused systems training.
- Ongoing maintenance: answering queries regardless of concern level to prevent system malpractice.
- Flexible strategies allow problem reporting, even in routine tasks like absent clock-ins.
A small amount of time devoted to these frameworks translates into tangibly smoother company operations and decreased staff frustration.
Do: Engage Deskless Employees with Care
Deskless employees, such as delivery personnel or shop floor attendants, face particular challenges in clocking in and out. Since they do not sit at a desk, capturing their time requires ingenuity. A friend who was a delivery driver faced issues with an outdated app that had no offline capability, resulting in unrecorded hours. Approaches like those provided in this responsibilities guide can be very practical. Consider these strategies:
- Offline functionality for mobile check-in/out.
- GPS validation of worksite attendance for remote workers.
- Minimalist design to alleviate tech anxiety.
These strategies will enhance the productivity of your deskless workers without compromising the accuracy of your records.
Final Note: Timekeeping to Foster Trust
Effective timekeeping is much more than simply counting numbers; it is about fostering trust within the organization. Personally, when I worked part-time at a coffee shop and saw my individual working hours add up to the paycheck without discrepancies, I felt appreciated. Implementing modern solutions like the Controlio app, paired with structured policies and ensuring no off-the-clock work, creates opportunities for fairness within the workplace. Involve your deskless employees with thoughtful, smart tactics, and provide adequate training! Save your coworkers time while reducing stress, enabling a focus on business growth; it’s a win all around! No more paper timesheets—they welcome everyone into the future of timekeeping!
