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

 
To get started today, view our demo on demand or get pricing.

Get Pricing Green View Demo Orange

 

If you liked this blog, you may also be interested in:

 

3 Ways Mobile Forms Transform Businesses

3 Ways Mobile Forms Transform Businesses
By Ryan Remkes, CEO

You’ve heard about the vast benefits of implementing mobile forms, mobile technology and paperless process within your business, but like any core business process, there’s never “a good time” to tackle taking your business paperless.

Lack of time and fear of change is likely what holds many companies back. After years of dealing with on premise software installations and painful software implementations, the “new business solution fear” is very real and let’s face it… everyone is busy and 9 to 5 time is incredibly precious.

Still, the thought of paperless data collection intrigues you. Results are proven and you’ve heard about the many e-forms and paperless benefits other businesses are realizing. Capturing real-time, rich, accurate mobile forms data is the first step to going paperless. Sharing accurate forms data that streams into your business systems from mobile, remote and local teams throughout the business day is the next step.

Gaining accurate forms information that provides visibility allows employees to make confident decisions, execute and move quickly. Digital data makes your business more agile and more competitive. Mobile forms data can also CYA and can protect your business with searchable, powerful documentation.

Still, do you have the time? Does implementing a true digital forms solution justify the pain and the effort? Will your mobile employees, remote workers and office staff all adopt a new paperless, mobile forms solution? Most importantly, will it produce tangible business results and a return on investment for your particular business?

Implementing business-grade mobile forms solutions and going paperless is one project that is absolutely worth doing. Here are 3 key ways mobile forms can transform your business:

Speed

 

 SPEED. Solutions and platforms have changed rapidly over the last few years. Today in 2017, the reality is there are business-grade cloud-based mobile forms solutions that you can fully implement (in your business) in a single afternoon. Yes, it’s true, you can do this today! The best paperless solution providers have eliminated lengthy, costly, traditional software implementations. Mobile app stores also make the mobility chore much simpler so you can download the mobile app and sync up to your new forms in minutes. The entire process really can be as easy as sign up, set up, build your forms in the cloud, sync up and go. By this time tomorrow, your team could be capturing rich, accurate mobile and mobile forms data.

 

 

Sharing

 

SHARING. Capturing accurate data in your mobile forms is step one. It eliminates manual process, human mistakes and is superior to paper and spreadsheet processes in every way. Mobile forms deliver great benefits but do not overlook the power of easily transferring and sharing your paperless forms so effortlessly. Cloud-based mobile forms solutions provide your teams with nearly instant access to business data that used to take days or weeks to scan, email, Dropbox (or whatever storage flavor) and share with coworkers. The best mobile forms solutions allow completed forms to be automatically organized in your cloud account, they can then be accessed, downloaded, reviewed, printed and emailed from anywhere. Some solutions even provide intelligent alerts and notifications. Imagine getting an email as your critical forms are submitted. 

 

 

Execution

 

 EXECUTION  What are you doing with the data your employees are required to capture? Where is it? Easily searchable? Do you ever feel like your business is bogged down in the process, running in quicksand? Going paperless can help you capture and transfer information across city, county, state and national lines within mere seconds. Imagine moving your business data, project pictures, client or employee signatures, field notes, tables, calculations and other forms data from the field, into your office in virtual real-time. Simple data collection, rapid transfer and anywhere access helps your best and brightest to make better decisions for the good of the business, much quicker. Return on Investment comes from using the data to execute and grow.

 

 

When it comes to choosing a mobile forms solution, a general understanding of the platform’s features is enough to make a sound decision that will take your business to an entirely new level. There is a wealth of information easily accessible and available today, the competitive edge for your business tomorrow will be with those that most efficiently capture, share, review, process AND execute on critical business data. These are the three keys to choosing a solution that will pull you from the quicksand and rapidly propel your business growth in the mobile information age.

Get Pricing Green Watch Forms Demo Now 01

EMAIL Putting People First Email Graphics 2

Top Reason People Resist Change
By: Shannon Corgan, Director of Marketing 

We are always looking for ways to increase productivity and efficiency in all areas of our businesses. Technology is a great way to achieve maximum productivity and efficiency. With the explosion of the mobile device market with tablets and smart phones, your business cannot afford to miss out on using the power of technology.

As you are researching ways to improve your company’s productivity and efficiency, you’ll want to start by looking at any manual or paper processes that could be automated. The top two inefficient paper driven business activities are paper time cards and paper forms. Replacing paper time cards or spreadsheets with an automated employee time tracking solution will not only increase your productivity and efficiency but will significantly increase your bottom line. When it comes to forms, you want the data and signatures on the forms, not the actual paper. Let’s be honest; most people didn’t get an A+ in penmanship, so it can be quite a chore to decipher the handwriting on the forms. Another indication of how inefficient paper forms are is to wander around your office and see the piles of papers sitting on employees desks. Why? It seems that there is never enough time to the get those paper forms filed. The bottom line is that paper slows down your business.

Now that you recognize the need to make changes in your business, you will want to know that the top reason employees resist change is the fear of the unknown. Deciding to make a change to an employee time tracking or mobile forms solution will affect most if not all of your employees. Time tracking solutions will have the most significant impact on your hourly employees and those who manage them. You don’t want this change to be perceived as a negative. Most of all you don’t want “push back” from your employees which could potentially derail the success of the new software.

People do not like change. Most people’s mindset is “If it ain’t broke, don’t fix it”. Once you understand that the fear of the unknown is the biggest reason for that mindset, it will help you as you start researching employee time tracking and mobile forms solutions.

You will need to automate your business process as much as possible to have scalable growth. In addition, it's critical to have your employees on board when you're automating mobile forms or employee time tracking for it to be successful.

You can be successful at rolling out a new employee time tracking and mobile forms solution by communicating with all of the affected employees well in advance of the changes. Employees need help in understanding what the changes will be and how it will affect them. It’s critical to share with your employees why changes are being made, and how it will impact them. When you are thinking about replacing paper forms and time cards with mobile forms and an automated employee time tracking system, there will be an effect on your employees. Change is often thought of as negative. With the right approach it doesn’t have to be.

To learn more, view our video, Putting People First to Avoid Implementation Pitfalls or check out our blog next week to see example email templates that help to overcome the fear of the unknown when implementing employee time tracking solutions.

 

Get Pricing Green ViewVideo3 01

 

                                                             

5 Integration Pitfalls to Avoid 1

5 Integration Pitfalls to Avoid

By Kory Tanner, Chief Technology Officer

Today is the day your company gets to roll out the brand new shiny cloud-based employee time tracking solution! The products are supposed to make your team’s life easier and more efficient. You’ve spent several weeks researching an employee time tracking solution down to the last feature. You have done your due diligence and finally clicked “Get Started”; and you’re ready to roll.

The first few days have come and gone and you’re feeling like you have this under control; you are feeling great about the cloud-based employee time tracking solution you picked. However, that temporary feeling of joy and excitement ends abruptly when Pam from accounting swings open your door and asks how this new software will connect to her existing accounting system. After you wipe the sweat from your brow, you realize that you’ve got this. This employee time tracking solution product has seamless integration!

What exactly is seamless integration? PCMag.com describes it as, "An addition of a new application, routine or device that works smoothly with the existing system. It implies that the new feature or program can be installed and used without problems." I personally love to hear the words “works smoothly with the existing system” and sure enough your due diligence included that bridge to Pam’s accounting system. As I said, this cloud employee time tracking product has seamless integration!

Cloud companies today are spending significantly more resources on APIs than ever before. With this extra commitment also comes more streamlined communication. These APIs also include a far-reaching breadth of data and have many more access points. With communication technologies such as JSON, it’s making implementing these much simpler and with less headache. With that said, I believe with these modern API’s, Pam from accounting can get nearly all of her integration needs met without major effort.

Switching gears for a moment, let's look at the five pitfalls I’ve run into over the years to help us better understand what it takes to achieve maximum success.


1 Green White Grey A lot of times during an integration we find data hasn’t been fully filled out or entered into one or both of the systems correctly. I found that companies that have used Pro Advisors or System Experts on the setup and maintenance of their accounting system have the greatest success.


2Users that don’t manage old data. For example, API’s rely on being able to pull from status fields like Open, Closed, Deleted, Active and Inactive. If the user hasn’t managed these fields, these items of the integration can really slow things down.


3Two systems don’t always match structure one for one. For example, one system may have an email field for the employee while the other does not. As you can guess, this sometimes requires manual entry into the other system to make sure all the necessary data is syncing in both systems.

4Understanding the concept of a Master System - When hooking up integrations, you want to establish which system will be the Master of what data. For example, most people enter employees directly into their accounting system. The accounting system should be the master and should be the place to enter employee data. This means that you’ll want to sync operations of the API insert, update or delete any of the fields to the secondary system. When you have an API between an employee time tracking solution and the accounting system, your employee data in the accounting system would be the master record and you would sync any changes (new hires, employees on leave, terminated employees) to the employee time tracking cloud solution.

5Many times, data in a third-party system have individual fields locked down and is a roadblock when syncing data between the systems. When integrating multiple systems, make sure you are including all of the administrators for each of the systems during the integration process. You will save a considerable amount of time when you have the administrator that controls the security of these third-party systems present and able to give the privileges needed for accessing the desired data for a seamless integration with your new employee time tracking solution.

These are just some of the items that can cause an integration to have some setbacks. I hope it at least gets users thinking about what they can do to help prepare. Users should also use this time to re-evaluate the data in their accounting system and do some spring cleaning if there is any garbage data. Cleaning up the old or bad data will not only help with future accounting integrations, but it will help speed up day-to-day tasks without all the clutter.

Cloud Integrations are a big part of this ever-changing software world and while a lot of them run quietly in the background, they make a huge impact on day-to-day operations. Understanding even the basics without a doubt will help your business tremendously and keep Pam in accounting happy as well.

Learn More about WorkMax's powerful integrations and get started today on a successful employee timekeeping, mobile forms, or asset tracking integration today. 

Learn More Green WM         View FAQ White Orange