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Time & Attendance Software Best Practices

Posted on Friday, February 10, 2017

Time & Attendance Software & Time Tracking Best Practices | Time Rack

Whether you're implementing time and attendance software for the first time or are upgrading to mobile, it's essential to have the following best practices in place to ensure adoption and effectiveness.

Time Tracking Is Required by All

It’s important to start out on the right foot with new employees by being upfront about your time tracking policy.

Existing employees may resist because they think it’s micro managing. For them, it’s important to emphasize why time and attendance software is being implemented. Practicing what you preach can also be established by the management team tracking their time just like everyone else.

It can be easy to be lax about tracking time when out of the office or working from a remote location, so it must be made clear that this is a mandatory requirement for every employee.

Explain Why

Explaining the importance of tracking time so employees understand the value and benefits of this process is crucial for their buy-in and to minimize resistance. It’s important to connect the dots between tracking time and achieving company goals, like being able to price products and services so they are profitable considering not just material costs but all the employee time spent on them.

It’s also important to periodically reinforce these goals. A good way to do this is to discuss the results of using time tracking reports and how they help improve operations or profits for the company.

Guidelines, Training & Feedback

Set clear guidelines for how time should be tracked and assigned to specific categories and give employees the proper training on how to use the software and how to track their time. All employees should be on the same page to eliminate confusion and frustration. Get feedback from employees to better fine tune the time-tracking process.

Time Per Task & Project

It’s important to track not only the number of hours worked each day, but also the amount of time spent on specific tasks and projects in order to assess whether too little or too much time is being spent in certain areas and where productivity needs a boost.

Also, keep in mind that not all employees work the same way. It’s important to monitor not only employee work habits but their end results, and to use data obtained from time tracking to determine where employees can improve and where they may be struggling with work.

Lunch Breaks

Have employees clock out and back in during lunch breaks rather than simply deducting an arbitrary amount of time each day. That keeps everyone honest and increases accuracy.

Cameras & GPS vs. Buddy Punching

When utilizing mobile time-tracking software, employees should use the cameras on their mobile devices to take a picture when clocking in and out, eliminating the practice of "buddy punching." The software’s GPS allows you to determine where they are when performing this function.

Limit Creation

Limit the number of people who can create new projects and tasks for time tracking so that there is no confusion when employees go to record their time.

Monitoring & Oversight

Monitor the management of time tracking. Check on time reports every day when first implementing the process and then on a regular basis to uncover inconsistencies and issues before they become a big problem.

With these best practices in place, using mobile time-tracking software becomes a habit. Staff can contribute to improving company workflow. Time management should not be regarded as a chore but, instead, something everyone uses to reach company goals.

Contact us to learn more about time and attendance software best practices