9 Practices for Efficient Time Tracking

Managing a workforce often involves a lot of moving parts. Identifying ways to streamline processes and improve efficiencies can make a big difference in your day-to-day routine. Time is a valuable resource, and it’s also one that people can easily lose track of, making efficiency in tracking it more vital than ever. Find out how efficient time tracking can transform your workplace and protect your business.

Why Does Efficient Time Tracking Matter?

Efficiency in tracking employee time helps protect your organization from compliance issues. Labor laws and regulations apply to workers, with timekeeping requirements applied mainly to those paid on an hourly basis. Manual timekeeping practices are still the norm in more than a third of workplaces. Unfortunately, manual efforts are rife with errors and open the company up to significant risk.

Tracking time with an automated system ensures accuracy, which means paychecks are correct every payday. Employees may also work on various projects or for different departments, so the time spent on specific tasks will determine billing and other factors. Accurate tracking helps companies save money by reducing inaccurate pay issued to employees.

Remote work has also changed the landscape for employees across the nation. Approximately 22 million employees still work remotely, while a large percentage of the workforce has adopted some type of hybrid schedule. But without effective time-tracking practices in place, you may struggle to know what your team members are working on and how to allot their time. An automated system that is accessible from anywhere is an effective solution.

Best Practices to Boost Time-Tracking Efficiency

With a better understanding of the importance of automating timekeeping, you may be wondering how to implement a system efficiently. Here are nine tips to help you boost timekeeping efficiency and protect your business.

Roll out a pilot program

Before implementing a new time and labor system to the entire workforce, consider rolling it out as a pilot for a select number of employees. Identify common questions or areas of concern and use that information to improve the process before the whole workforce starts tracking their time.

Keep it simple

When you roll out any new system or tool, there will be a learning curve. Try to keep it as simple as possible, ensuring that the process is standardized and clearly laid out. If your employees need to start doing something different, such as using a physical time clock to record their hours or logging into a system on a computer, provide step-by-step instructions that are accessible to all.

Provide ongoing education

Training all team members on how to use the timekeeping solution is essential. Providing ongoing education can help each employee feel comfortable with the process while offering the opportunity to ask any questions and get assistance. As you provide education, you can also incorporate the advantages of implementing a new system, such as improved paycheck accuracy and protection from legal issues.

Utilize positive reinforcement

Most people respond better to positive reinforcement than constructive criticism, so identify areas in which your teams are doing well with the new process. If your workforce is struggling, offer additional training and provide tips to help with the transition. You could also offer rewards to those who adapt to the change and follow the new policy.

Maintain access security in timekeeping methods

Your team members should be able to maintain their privacy, even with the implementation of a more efficient time tracking method. Ensure that only those who need access to time and labor data can view it.

Additionally, protecting your business from inaccurate data may require access security tools, such as a finger or facial scan. Using this type of data to record punches restricts against buddy punching, a practice that costs businesses $373 million per year. When an employee can record a punch for someone other than themselves, the system doesn’t have the right access security in place.

Build trust with your team

As you implement an automated system, make sure to identify ways to continue to build trust with your team members. If an employee is dealing with an urgent situation or struggling to pick up the new system, try to be flexible, especially when it’s still new. Offer training and support where needed.

Choose the right system

There are various options when it comes to tracking employee time. Some are more complex, designed for large companies, while others provide simple punching capabilities. As you consider the options, make sure to choose a timekeeping system that works for your business. Look for features that are important and valuable, such as scheduling, PTO accruals, and flexible collection options, which all work seamlessly with the time module.

Not sure what to choose? Check out our buyer’s guide to finding the ideal time and labor system for your business.

Utilize timekeeping data

Employee time data shouldn’t be stagnant, but rather used to make insightful and informed decisions. As you utilize the data produced through employee punches, you can look at things like unplanned overtime (which can cost a business a lot of money) and high rates of absenteeism.

Ensure consistency

Every non-exempt employee should be subject to the same timekeeping policy and requirements to ensure consistency across the workforce. The last thing you want to worry about is facing employee backlash because they are required to use the time-tracking system and their team member is not. Of course, many businesses don’t require exempt employees to track their time, but every hourly employee should be held to the same standard to ensure fairness and build employee morale.

Maximize Efficient Time Tracking with WorkforceHub

WorkforceHub is the simple yet effective timekeeping solution you have been looking for. It has all the features and functionality needed by a small-to-midsized business, including advanced scheduling and simplified PTO management. Managers and company leaders can view time data and set up alerts to avoid unplanned overtime or reduce the risk of early and late punches.

Watch your labor budget improve with efficient time-tracking practices in place. Get started with a free trial today!