3 Ways to Communicate Change Successfully

3 Emails to Announce a New Employee Time Tracking Solution
By: Shannon Corgan, Director of Marketing 

 Last week, we talked about what you need to do to successfully overcome any resistance to change when implementing an employee time tracking solution. If you missed it, here’s a link to the Top Reasons People Resist Change Blog.

Fear of the unknown is the number one reason people fear change. Here are four ways to overcome their fears:

  • Give affected employees ample notice of the change
  • Clearly explain what the change is
  • Describe how the change will affect them
  • Tell them why you are making the change and its benefits

Communication is key to overcoming your employee’s resistence to change. These three email templates can help when you’re communicating the change to your hourly employees, supervisors, and payroll employees. 

Check out 3 email templates to help you successfully communicate the change to all of your employees that will be using and administering an employee time tracking solution: 

 1

March 25, 2017

 

Dear Employees,

At ABC Company, we are always looking for ways to automate our business to make your jobs easier. You’ve shared that it’s difficult to know how many hours you’ve worked during a pay period and we want to make it easier for you. We know that our hourly employees are always conscientious of our overtime policies.

Also, there have been times that your managers or our payroll team many have had a hard time reading your handwriting on a time card and didn’t pay you the right amount on your paycheck. We want to do everything possible to avoid any errors with your paychecks and do everything we can to pay you right the first time.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to submit your time to us. Our new solution, _____________, will allow you to:

  • Clock IN/OUT from your smartphone, company tablet or iPad, laptop or desk computer
  • See the hours you’ve worked
  • Approve your time from your phone or at the office
  • See number of hours worked within the pay period
  • Save time trying to get your bosses’ signature on your time card
  • Have your time automatically calculated

Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.

We will be sending you more information as we make progress with implementing our new employee time tracking solution. Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 

2

 


March 25, 2017

Dear Supervisors and Managers,

At ABC Company, we are always looking for ways to help save you time managing your hourly employees’ time and simplify the process.
You’ve told us that reviewing paper time cards and verifying hours and handwriting takes more time that you’d like. You’ve also shared that delivering, faxing, and emailing forms to the office is extending your workday. We’ve also heard that you’d like to spend less time on manual administrative tasks and get back to the work you love doing for ABC company.
We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to manage and approve time for our employees. Our new solution, _____________, will allow you to:

  • Clock IN your employees with a few clicks at the beginning of the day, Clock OUT/IN for lunch and Clock OUT at the end of the day.
  • Approve all of your employees’ time as a group by clicking a few buttons
  • Capture employees’ signatures on time worked from your mobile device
  • Access and approve employees’ time from anywhere, anytime and on any device
  • Eliminate the need to fax, scan or deliver time cards to the office
  • Stop manually calculating employees hours worked; it will be automatic
  • See employees hours worked in real time, if needed

Here’s a quick video to show you one sample workflow of how easy it will be to track your time. Let us know what you think. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to email or call.

Our goal is for our managers and supervisors to spend the least amount of time on administrative tasks and make sure we pay you and our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time and labor tracking.

Rest assured, we will be providing ample training so you feel comfortable clocking IN and OUT and approving your time before we make the change to the new system.

Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
3

March 15, 2017

Dear Payroll Team,

At ABC Company, we are always looking for ways to automate our business to make your jobs easier and more efficient.
We’ve heard that you’d like to eliminate manual processes and you would like employee time tracking to be integrated with our payroll. You’ve also said that it’s difficult getting mobile and remote employee’s time cards in a timely manner. We’ve also heard that you’d like to reduce the amount of time it takes to make sure the payroll hours are accurate on our time sheets, auditing the time sheets and making sure it has the proper approvals.

We listened to your needs and by April 30th, we will be rolling out a new employee time tracking solution to make it easier for you to process payroll. Our new solution, _____________, will allow you to:

  • Eliminate manual data entry of paper time cards into payroll system
  • Expedite payroll processing and streamline the process
  • Improve payroll accuracy of hours worked with actual hours vs. estimated hours
  • Reduce out of cycle paycheck runs due to poor handwriting or miscalculated hours

Our goal is for our payroll team to spend the least amount of time on administrative tasks and make sure we pay you and all of our employees right every time. We will need your leadership on this initiative to help us make our company as a whole more efficient and improve how we manage employee time tracking.

Here’s a quick video to show you one sample workflow of how easy it will be for employees in the office or in the field to track their time. Please take a look at it and let us know what you think. Our goal is to provide you with the technology to automate manual tasks to better serve our employees. If you have any questions, please don’t hesitate to ask me when I see you in the hallways or feel free to send me any of your questions by email or call.

Rest assured, we will be providing training so you and all of the employees you support feel comfortable clocking IN and OUT and approving your time before we make the change the new system.
Sincerely,

Jane Doe
COO
ABC Company
602-555-5555

 
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