7 Ways to Make Supervisors Lives Easier

7 Ways to Make Supervisors’ Lives Easier with Employee Time Tracking
By Shannon Corgan, Director of Marketing 

 

Are you tired of herding cats? Do you feel like a professional wrangler? It’s the end of the pay period and it’s time for you to review, approve, and submit your employees’ time and pay to the payroll department before you start receiving those nasty-grams from payroll saying that you’re late again and your employees may not get paid on time. You may be collecting time cards on scraps of paper, you can’t read the handwriting or they forgot to input times for a shift. Your job is tough because you are constantly managing teams that are either in and out of the office or you’re traveling to multiple job locations or meeting with clients outside of the office.

The biggest change you would like to see in 2017 is to simplify your life and spend more time at work doing the things you love instead of nagging everyone, right? Would you like to spend less time on administrative time and labor tracking tasks, so you can actually take that vacation on the beach you've been wanting? 

There’s an easy way to accomplish this. Throw out the spreadsheets and paper time cards and start putting your employees’ smart phones and tablets to use. You can now work smarter and not harder with an employee time tracking solution on your employees’ smart phone or using their smarts on their desktop computer, tablet or iPad.

When was the last time your employee was without their phone? It seems like today people seem to panic if they don’t have their smart phone with them at all times. You want to make your employees lives simpler by tracking their time and tasks with a few clicks on their smart phone or back at the office. They don’t have to remember what time they came in, went to lunch, or left for the day. They can do it right from their phone and it’s so easy.

Once you make it simple for your employees to track their time, it makes your job even easier. By using the leading employee time tracking solution, you can quickly allocate your employee’s time to the right project or task for accurate job costing or you can have your employees track their tasks during the workday. No more having to fix which client or project your staff is charging their time. With an automated time tracking solution, like WorkMax TIME, your employees can change the clients or projects they allocate their time to

Labor is the single largest cost for most businesses, it's imperitive to track time and labor accurately.

Here’s a list of 7 ways an employee time tracking solution makes supervisor’s lives easier: 


1. You can clock IN your entire crew with a few clicks at the beginning of the shift, OUT for lunch and then clock OUT for the end of the day. Clocking employees IN and OUT in real-time is by far the most accurate way to manage labor. This way you know your employees’ hours are precise and accurate for the day and you can do it for your whole crew to save you time and make your job easier.

iPad Time Group

2. You can quickly approve your crews’ time on your your mobile device by clicking a few buttons. No more trying to remember who did what and no more hand cramps from signing each employee’s signature with paper time cards or individually going into each record to approve your employees’ time.

WorkMax iPhone Approve Time Copy

 

3. In addition to supervisor approvals, your employees can approve their own time with their digital signature. Supervisors can also log into the control center from any web-browser to do mass approvals or to quickly see who has approved their time worked. This way you know your employees have agreed to the time they’ve submitted and it's all signed off prior to payroll processing. 

Employee Signature and Supervisor Approval

 

4. No Service? No problem! WorkMax mobile devices can run completely disconnected and approvals can be done for the time on the mobile device whether you have a connection or not. All of your synced time records from your mobile apps land in the web-based WorkMax Control Center, so you can access and approve your employees’ time from anywhere, anytime and on any device. No more driving to the office to approve time from software installed on a specific computer or driving to the office to drop off the time cards to submit to payroll.

WorkMax iPhone Approve Time Copy

 

5. Keeping accurate job costs, with time, task and units completed helps complete your projects on time and on budget. Through the web-based WorkMax Control Center, you can visually allocate labor costs to a project and task for your whole crew. Our memory isn’t as great at the end of a work week or at the end of a long shift and unfortunately, the numbers tend to be estimates. With WorkMax TIME you get the ultimate accuracy with actual numbers and not estimates. Allocating time to the right projects and tasks is easy with WorkMax TIME. ipad air Allocate

6. From the mobile device employees clock in and out on, supervisors can review your employees' hours virtually in real time to make sure you’re on track for your projects. 

Supervisors See Employee Hours at a Glance

 

7. WorkMax supports three powerful employee time tracking workflows to help your teams track time efficiently including: Real-Time, Real-Time + Allocate and Digital-Time.

One of the most popular WorkMax time tracking workflows is the "Real-Time + Allocate" workflow. This is when individual employees clock IN and OUT for the day and then their supervisor easily breaks down their hours into tasks and units. You can also do bulk allocation in the WorkMax Control Center to allocate time, tasks and units for multiple employees... all in one quick process.  

 Copy of At a glance From the office see whats happening in real time with Clock INs2FOUTs GPS locations and Geofencing. 2

I'm sure you'd love to spend less time on administrative employee time tracking tasks and get back to the jobs you love doing. WorkMax TIME makes it like a day at the beach with access to real-time labor metrics. You can also manage your projects from the beach on any mobile device, if you want to. I highly recommend it. 

If you liked this blog, check out the three different ways you can capture your employee's time tracking. WorkMax supports three powerful time tracking workflows. Some of you aren't looking for real-time data capture with real-time job cost allocation. With WorkMax TIME, you have three convenient ways to capture your employees' time to get the level of accuracy that you want. 

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

3 Ways to Remove the Fudge Factor 3

3 Ways to Remove the Fudge Factor in Employee Time Tracking
By Shannon Corgan, Director of Marketing 

Did you know that according to the American Payroll Association, hourly employees overestimate their time worked by ten minutes every day? Employees clock in/out early or late and/or take long lunches or breaks. Time is money. The more your employees exaggerate their time, the more money your company is losing.

In addition to employees exaggerating their time, three-fourths of employers are losing 4.5 hours’ worth of wages each week due to buddy punching, according to the American Payroll Association. Just to clarify, when we’re talking about buddy punching, we’re not talking about when co-workers punch each other. It’s when an employee’s buddy clocks them in when they aren’t there. I thought buddy punching was a common term, but I guess not. I just read a buddy punching blog and one of the comments asked if buddy punching was about workplace violence, so I thought I’d clarify it.
Buddy punching and employees’ overestimation of their time is even worse when you have a mobile workforce where employees are not working in the office all day long and/or working at different locations each day or starting at one location or client site and ending the day at another one.
Buddy punching and overestimated time allow employees to fudge their time. You may be asking yourself, what can we do to remove the fudge factor when employees are tracking their time?

Here are 3 Ways to Remove the Fudge Factor with Employee Time Tracking: 

photo recognitionPhoto Face Capture – Trust but verify has always been a management mantra of mine. If you are using a swipe card, punch clock, or paper time card with mobile employees, you’ve never really had the ability to verify that the actual employee is the person swiping in/out or punching in /out. If you’re not working at the same location or have a different schedule as your employees, it’s difficult to know when they’re coming and going unless you’re working side by side with them all day. With WorkMax TIME’s Photo Face Capture, supervisors, managers and payroll can make sure the right person is clocking in/out each day and eliminate buddy punching. With WorkMax TIME, the photos can ONLY be taken at clock in/out, to make sure employees don’t store photos to use when they’re not working.

WM Face Capture 3


GPSGPS – Without GPS location services, you won’t know if you’re employees are clocking IN/OUT when they while they are still on the premises or clocking out after they’ve left their work location for the day. With WorkMax GPS location services, you know where your employees are clocking IN/OUT. With paper time cards or spreadsheets, you don’t know when and where they are entering their IN/OUT times. They could be at pub down the street when they stopped work for the day. With WorkMax TIME’s GPS location services, you can know that your employees are clocking IN/OUT each day while they are still at the office, on site or at the client location. No more fudging time cards by clocking out offsite from their work location.

WM GPS RYAN OUTSIDE GEO FENCE


IN circleReal-time Clock IN/OUT– With paper time cards and spreadsheets, employees tend to fill out their time cards at the end of the work week. If they are scheduled for the same shift every day, they fill out their scheduled shift times, not the actual times they arrive and leave work. Employees estimate their IN/OUT times and according to a 2015 Software Advice Survey, 43% of employees over exaggerate their time worked. With an automated employee time tracking solution like WorkMax TIME, employees’ hours are calculated and accurate up to the minute without employees' estimating or rounding their time worked. Employees can no longer fudge the hours they’ve worked because WorkMax TIME captures actual clock IN/OUT times in real time. This way you’re only paying employees for the exact number of hours they’ve worked.

Real Time In Task Go

 

Now that you know the three ways to eliminate the fudge factor when collecting and managing employee time tracking, get started today and see how an automated employee time tracking solution will reduce your labor costs and increase payroll accuracy.  

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

 

 

10 Challenges to Managing Change

 

10 Challenges to Managing Change
By: Shannon Corgan, Director of Marketing 


We've been discussing the reasons why employees are resistant to change and how to overcome them in our recent blogs about The Top Reason Employee Resist Change,3 Reasons Employees Fight Change and 3 Ways Executives Sabotage Change.

When you're making any technology change, rarely does the technology fail you. Problems happen when you don't have the right people and the right processes in place to mange the change. 

Here are the 10 Most Common Challenges to Managing Change you'll want to avoid when you're implementing an employee time tracking solution or any technology solution: 

executive support green  

1. Lack of Executive Support 

Without executive support during all stages of the implementation, it is difficult for change to be adopted whether you’re implementing an employee time tracking solution or any company-wide software. Executives also make the mistake of not communicating the common goal and making it relevant to all employees. Executives also tend to lead the change with the project team and expect the project team to lead the change with the end users. This approach doesn’t work well. To learn more, read our blog about the 3 Ways Executives Sabotage Change.

     
 TEAMWORK    2. Lack of Teamwork or No Project Team

If you lack a cross-functional team from all of the relevant departments when implementing an employee time tracking solution, you are heading towards failure. Teamwork is critical. If you don’t have a strong project team to drive the project goals and deadlines, the project may never come to fruition. You have to make sure you include all of the relevant departments in the planning stages, to proactively prevent any roadblocks you may encounter and roll out the project on time.
     
 PRODUCT CHAMPION  

 3. No Product Champion

Without a product champion from the payroll or accounting department that uses the solution as a core part of their job, the employee time tracking solution may never get implemented. The Product Champion gets everyone on board, organizes and internal resources. If one of your executives found an employee time tracking solution that he liked, but the payroll and or accounting department doesn’t like the software the executive selected, your implementation could be in trouble.

     
 Implementation Plan    4. Missing A Systematic Plan

Poor prior planning nets poor results. How many times have we heard that? It couldn’t be truer when rolling out an employee time tracking solution. Implementation plans without a project vision, change readiness assessment, and a detailed strategic plan with aligned objectives, assigned resources, and timeline could easily fail. 
     
 Broad Participattion raised hands    5. Low Participation

If you don’t engage end users throughout the entire implementation and communicate how the new employee time tracking solution will benefit them, you’re climbing an uphill battle for user adoption. The more involved you have all of your employees and explain the unique benefit to each of your different employee groups (Hourly employees, Payroll and Accounting Team, and Supervisors), the more participation and higher user adoption rates you’ll get.
     
 Communication 2    6. Poor Communication and Engagement

Poor communication and employee engagement will affect your company’s teamwork, effective planning and end user participation. If you don’t effectively communicate the relevant benefits in detail to all the different employee groups, your employees will fight the change. They will also be far less likely to use the new employee time tracking software. Here are Three Ways to Successfully Communicate Change with employee time tracking benefits for each of the different employee groups. 
     
 Feedback   7. Missing Employee Feedback

The biggest mistake companies can make is not addressing user feedback immediately. If you don’t, user adoption is much more difficult. Make sure to gather feedback in multiple ways (email, in-person, surveys, and conference calls) to increase employee participation and user adoption.

     
 Training  

8. Poor Training Plan 

If you fail at training, your implementation fails. Most companies only offer one type of training for all employees and it's only offered during the implementation. If employees have a different learning style than the type of training you offer, the change will not be easily accepted  and you’ll be sitting on unused software. To overcome the resistance, offer training before, during and after the implementation and with different types of training. Create training that is self-paced, has step-by-step instructions, videos and offer in-person training. 

     
 Incentives  

 9. No Incentives

If you don’t offer incentives, your employee participation and user adoption will suffer. Monetary incentives are critical to retaining key implementation staff, but you can always do fun contests and give certificates and awards to your end users without any costs to your company. Recognize employees that provide the best feedback or that are most compliant with logging their time.

     
 Post Implemenation Plan  

 10. No Post Implementation Activities 

If your post implementation plans don’t include training, help desk support, end user documentation, newsletters about new software features, and mentoring by super-users, you’ll have a tough time getting competent end users. Most people only use 20% of their software functionality, so get the most from your solutions with thorough post implementation activities.

 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, View our Demo on Demand or Get Pricing

Get Pricing Green VIEW Time Demo Orange


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3 Ways Executives Sabotage Change

3 Ways Executives Sabotage Change 
By Shannon Corgan, Director of Marketing 

Leading an organizational change can be difficult. It can become even more challenging if you don’t have the right executive support. If you are trying to implement an employee time tracking solution or any software solution that will affect all of your employees’ daily activities, there are 3 ways that your executives could be inadvertently sabotaging you.

No Common Goal    

1. Not Unifying Company with Common Goal  

If your executive sponsor for a new employee time tracking solution doesn’t communicate a clear plan and explain how a new employee time tracking solution will help the company achieve a common goal, you could be fighting an uphill battle with user adoption. Also, if your executive sponsor doesn’t clearly communicate the plan and explain the goals and benefits of the employee time tracking solution well in advance of the implementation, employees will be forced to make their own negative assumptions about why the change is happening. For example, they may think that the executives don’t trust them to track their time correctly on paper time cards or spreadsheets. They might feel as though that they are being punished for other employees’ buddy punching misbehavior and think it’s not fair. Check out The Six Reasons to Change Your Employee Time Tracking Blog for a list of benefits. If your executive sponsor doesn’t explain the benefits to the different groups of employees from users, to the payroll department, to the mangement team, they could be sabotaging the success of your employee time tracking implementation. Don't forget to position the benefits to your employees to explain the "What’s In It For Me"
and how the new employee time tracking solution will benefit the different groups of employees.

 Missing from All Project Stages  

2.  Missing from All Project Stages  

If your executive sponsor’s only involvement is sending an announcement email that a change is being made without participating throughout the implementation process to support and lead these changes, you could really be setting up your project to fail. Lack of executive support at all stages of the employee time tracking implementation can lead to poor user adoption and potentially negative ROI of the software purchase.

Executives have to participate in all stages in the implementation process, especially when there is an opportunity to get in-person or live feedback from employees at all levels of your company regardless of title. You need to provide a feedback channel for employees that will only enter time, for supervisors approving time, and all members of the payroll department. Employees are more likely to adopt change when they have participated in the development of the solution. Employees want to participate in a two-way discussion regarding the changes. It is more imperative for the executive sponsor to be involved in two-way engagement activities, to overcome employee’s resistance to the changes.   

 
       
 Forgetting to Lead ALL Employees  

3. Not leading All Levels of Employees

Implementation success can be hindered when executives aren’t participating and leading the change for all levels of employees. Many executives think if they lead the project team and attend their meetings, the project team can lead the employee time tracking rollout by managing through others. This is a big mistake. Executive leadership needs to be present and leading this change at all levels of the organization. They need to give employees the chance to give their feedback and ask questions, so they can understand the change, how it will affect them, and how it will support the company’s goals. 

For example, your payroll team may be excited about the change, but with poor user adoption of the employee time tracking solution by hourly employees, the implementation is headed for failure. If the goals and benefits aren’t clear and relevant to hourly employees, supervisors, the payroll and other departments on the project team, the implementation is doomed to fail.


Now that you know the three ways an executive could inadvertently sabotage your employee time tracking or any company-wide software change, you know what to avoid to successfully implement any software solution at your company. With WorkMax TIME, companies can get up and running today, but should take the time to develop a successful roll out plan to ensure maximum ROI and success. By involving your Executive sponsor at all stages of the project and communicating a common goal to all levels of employees throughout the organization, you have accomplished one of the ten steps to a successful implementation.

We've created a few example email templates to effectively communicate change to your employees, payroll team and supervisors/managers. CLICK HERE to see the email templates. 

To get started with WorkMax TIME to simplify and automate employee time tracking from anywhere, on any device, anytime, view our Demo on Demand or Get Pricing

Get Pricing Green VIEW Time Demo Orange

 

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