Online Employee Time Clock: Best Practices and What To Avoid

It’s true that time tracking, even under the best of circumstances, can be a frustrating thing to deal with. If you’re still using a manual time tracking method, then you likely have even more problems than you’d care to admit. 

An online employee time clock can help to eliminate many of these problems. However, it helps to know the right way to use it and the mistakes to avoid so that you get the most out of your software and can make your business run as smoothly as possible. 

Best Practice #1: Educate Employees and Managers

Like anything new, an online employee time clock can take some getting used to. One of the best things you can do to start with is to train your employees and managers on its proper use. Knowing how to clock in and out, check schedules, request time off, track absences, and other vital processes are crucial to the success of your business and being productive in the workplace. 

Many time clock solutions have training and tutorial systems in place to help with integrating workers into the new system as well as customer support features. A good initiation into the program will make things go much faster and smoother. 

Best Practice #2: Make Things Easier For Everyone With Automation 

One of the best ways to make use of an online time clock software is through the automation of time tracking and reporting. Automating makes it easier for employees to work their hours without worrying their time is correct, and managers can see at a glance who is and isn’t working. Not only that, since everything is automated, less time is wasted micromanaging employees, making schedules, checking attendance, and other mundane tasks. 

Employees are given both more freedom and more responsibility as they can clock in at will, but they also know that they have to be on the clock actively working to get paid. 

Best Practice #3: Track Attendance, Overtime, and Time Off

Tracking employee work hours is only part of the equation. You can use an online employee time clock to keep attendance in real-time, as well as monitor overtime and see requests employees have made for time off. This lets you more effectively manage shifts and scheduling, particularly when having the right amount of staff is crucial. 

Not only is gathering this information beneficial to the time tracking process, but it also ensures labor compliance. In the event of an audit, it’s essential to have accurate records of employee work hours and time off to ensure you don’t get hit with a fine. 

Mistake to Avoid #1: Not Using Features 

An online timecard system has a lot of functionality that, if you’re not taking advantage of it, you’re missing out. From productivity trackers and geolocation that help make sure your employees are where they are supposed to be to payroll processing integrations that help make payroll a breeze. Many features can not only make tracking employees easier but doing business easier as well. 

Of particular note is the ability to track employee breaks and time off. This allows you to stay labor law compliant by ensuring that employees are given the breaks and off time they are mandated by law to have. 

Mistake to Avoid #2: Not Using Your Data 

With all the automated tracking and record-keeping that online employee time clock software provides, it would be a mistake not to make use of it. Businesses can use historical data to monitor employee behavior, address potential staffing and productivity issues during given points in time and make the necessary adjustments. 

Businesses that have to bid on a per-project basis can take advantage of historical data to make better bids by identifying what it takes to get a job done more accurately based on past experiences. They can even work on shortcomings and improve performance by looking at what did and did not work in the past. This is an effective tool for boosting profits and cutting losses.

Mistake to Avoid #3: Giving Employees Too Much Control

While it can be helpful to give employees more control over the timesheet management process, allowing them to have too much control can lead to abuse. Many systems come with the option to allow employees to edit, with or without approval. Allowing them to edit without permission means they have total control over what their time card says. This also means they can be dishonest about their time working to receive more pay.

Although any changes made by an employee are logged through the online timesheet software, they can be missed and result in overpay. So while you should give your employees more control over the time tracking process, be sure not to provide them with control over aspects that they simply don’t need, or that could negatively impact your business.

Online employee time clock software can be a beneficial tool for any business, but it’s essential to make sure it’s being used properly. Hopefully, the best practices and common mistakes outlined in this article can help you get the most out of your time tracking solution.

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