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

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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

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3 More Reasons Employees Fight Change

3 Reasons Employees Fight Change for Employee Time and Attendance Tracking
By Shannon Corgan, Director of Marketing 

Your employees’ ability to adapt to change is directly related to how well you manage your team. As a supervisor or leader in your company, the day-to-day management of your team will predict your success, whether you are rolling out a new employee time tracking solution or any type of change. Before you announce any changes to your team, you’ll want to take a step back and evaluate how your employees perceive your management and how much they trust you. You’ll also want to make sure to assess your teams’ readiness by looking at how you are managing and communicating with your employees. Once you assess how you manage your team and communicate with them, you’ll want to determine what you may need to do as a manager to reduce any pushback you might get when you decide to implement a new employee time tracking solution. If you prepare in advance, you will be able to help motivate your team to achieve better results and more easily adopt the new employee time tracking solution or any new software solution. Here are the three reasons employees fight change and what you can do to reduce their resistance:

Mistrust

1. Mistrust – Employees that mistrust their managers and the management team will struggle to embrace any changes. Trust is built up over time and if your employees trust you, they are more likely to accept the changes. Think about what you may have done as supervisor or manager or what has your leadership team done to contribute to the lack of trust your employees feel. One of the biggest reasons that employees don’t trust their supervisors and leadership team is due to inconsistent behavior. If you don’t do what you say you are going to do, your employees may begin to question your inconsistent behavior. People are more likely to trust managers that are consistent with their behavior and the will embrace change more easily.
Another reason employees don’t trust managers or leaders in their company is that they over delegate. Leaders need to be in touch with how things are done within their business and have the ability to roll up their sleeves and pitch in when it’s crunch time. If supervisors delegate all the work, employees begin to not trust that their supervisor understands how much work it takes to get the job done. If employees feel like their supervisors are out of touch and don’t understand what it takes to get their job done, the employees are more resistant to change and less likely to accept any changes that are communicated by their manager or the leadership team. 

 

fear of job loss2. Loss of Job Security/Control - When you are implementing any type of technology, employees tend to fear that they are going to lose their job. When you’re implementing an employee time tracking solution, your payroll or administrative staff that handle employee timekeeping may fear that the automated software will save so much time and eliminate so many of their manual tasks and job responsibilities. This causes them to fear that they will lose their job. This is why it’s critical to communicate the goals of the change to the employee time tracking solution with your payroll team well in advance. Let them know you’d rather them spend less time on manual error-prone activities like reviewing and keying in paper time cards. You want them to spend more time on the analytics to improve your payroll accuracy and new projects to grow their skill sets. Also, employees with limited computer skills will be insecure about their ability to learn an automated employee time tracking solution. To put these employees’ minds at ease and to overcome their fear, you want to let them know you’re committed to their professional development and want to give them a new automation solution to improve their skill set.

 

Timing is everything


3. Bad Timing – Before you even think about implementing an employee time tracking solution, make sure you look at your team’s current workload before scheduling its roll out. If your payroll team is at maximum capacity and there are no more hours in the day to take on an important task like implementing an employee time tracking solution, you’ll want to either wait or move current projects to the back burner. It’s important for managers to understand the amount of time that it will take for their staff to implement a new employee time tracking solution and also understand the importance of all the projects their team is working on. This will help you successfully shift around priorities. Timing is everything. You want to make sure that you’re not making too many changes in a short amount of time, to allow your employees to adapt and become comfortable with a change before rolling out another change.

We’ve talked about the three reasons employees fight change. It all comes down to being a good manager by building your trust with your employees, communicating that technology won’t be replacing their jobs but enhancing their skill set, and staying in touch with your team’s current workloads.

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 

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VIEW Time Demo Orange